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This form is used to justify and obtain approval for purchasing products or services that are only available from one source. It requires details such as the estimated price, name of item, reason

How to fill out sole source justificationapproval form

How to fill out Sole Source Justification/Approval Form

1. Begin by providing the basic information at the top of the form, including your name, title, and department.
2. Clearly state the item or service needed and the total estimated cost.
3. Justify why a sole source is necessary, detailing why this specific vendor is the only source that can fulfill the requirement.
4. Include any relevant background information or previous procurement history with the vendor.
5. Attach any supporting documents, such as quotes or previous contracts.
6. Review the completed form for accuracy and completeness before submission.
7. Submit the form to the appropriate approving authority for review.

Who needs Sole Source Justification/Approval Form?

1. Government agencies or departments that require a specific vendor for procurement due to unique capability or compatibility.
2. Organizations needing to document the justification for bypassing competitive bidding processes.
3. Project managers or procurement officers responsible for acquiring goods or services without competition.

People Also Ask about

What are the justifications for single sourcing in procurement?

The two most often cited reasons for a sole or single source justification are uniqueness and timeframe. These are often confused and inappropriately interchanged. If a supplier is unique and if their uniqueness is adequately substantiated, a discussion of timeframe is inappropriate.

What is the justification of sole source?

Sole Source Purchase Justification Definition: Sole source procurement is one in which only one supplier can provide the commodity, technology and/or perform the services required. Every order, not on State Contract, that cannot be competitively bid, and is over $2500, must be documented as a sole source.

What are the justifications for sole sourcing?

A sole source purchase is justified when unique attributes or circumstances dictate that only one provider is capable of supplying the desired goods or services. This must be demonstrated along with ensuring the price is fair and reasonable.

When to use sole sourcing?

Sole sourcing is a specific procurement strategy where an organization opts for a sole source purchase to meet its unique and specialized needs. This approach is particularly useful when only one vendor has the necessary expertise, experience, or proprietary technology to deliver what is required.

What is a SSJ in procurement?

ProcurementSingle Source Justification (SSJ) Public Sector Policy and legislation dictates that goods, services and works must be bought where feasible through genuine and effective competition. In exceptional circumstances, an SSJ may be necessary where competition is deemed impractical.

What is a sole source RFP?

A Sole Source Procurement is defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirements.

How to write a sole source justification?

How to Document a Sole-Source Purchase. Start here, your sole-source justification should answer these three basic questions: What are the unique specifications/circumstances/requirements that are needed? Why is this the only (sole) supplier/solution/product that meets the user's requirements?

What are the advantages of single sourcing?

Single sourcing advantages: Single sourcing can result in reduced order lead times. Building a strong relationship is easier with just one supplier and helps to build trust between buyer and supplier. Single sourcing often means admin costs are reduced as you're placing orders with just one supplier.

For pdfFiller’s FAQs

What is Sole Source Justification/Approval Form?

The Sole Source Justification/Approval Form is a document used to request approval for procurement from a sole source supplier, indicating that there is only one available source for the required goods or services.

Who is required to file Sole Source Justification/Approval Form?

Typically, procurement officers, project managers, or department heads within an organization are required to file the Sole Source Justification/Approval Form when they intend to purchase from a sole source vendor.

How to fill out Sole Source Justification/Approval Form?

To fill out the Sole Source Justification/Approval Form, one must provide information such as the vendor's name, a detailed justification for choosing the sole source, the items or services to be procured, and any relevant supporting documentation that explains why competitive bidding is not feasible.

What is the purpose of Sole Source Justification/Approval Form?

The purpose of the Sole Source Justification/Approval Form is to ensure transparency and accountability in procurement processes by documenting the rationale for selecting a single supplier, thereby avoiding potential conflicts of interest or mismanagement of public funds.

What information must be reported on Sole Source Justification/Approval Form?

The information reported on the Sole Source Justification/Approval Form must include the name and contact information of the sole source vendor, a detailed description of the goods or services to be acquired, justification for the sole source selection, estimated procurement costs, and any relevant timelines or project details.