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SOLE SOURCE PROCUREMENT REQUEST Any request that a purchase be restricted to one potential vendor must be accompanied by an explanation as to why no other will be suitable or acceptable to meet the

How to fill out sole source procurement request

How to fill out a sole source procurement request?

1. Gather necessary information: Start by collecting all the essential details related to the procurement request. This includes the specific product or service required, its description, quantity, and any other relevant specifications.
2. Justification for sole source: Determine the reasons why this procurement needs to be a sole source request. It could be due to unique features, compatibility issues with existing systems, exclusive rights, or a limited number of suppliers. Clearly articulate these justifications in the request form.
3. Vendor selection: Identify the specific vendor you intend to work with for this procurement. Ensure that they meet the criteria for a sole source supplier, such as being the only one capable of providing the required product or service. Include their contact details and any relevant certifications or qualifications.
4. Cost analysis: Conduct a thorough cost analysis to demonstrate that the chosen vendor's pricing is fair and reasonable. Compare their prices to market rates or previous procurement records. This analysis will help prove the validity of choosing the sole source vendor.
5. Approval process: Understand and follow the organization's procurement approval process. Determine the appropriate level of approval needed for the sole source procurement request. This may involve submitting the request to a specific department or individual for review and authorization.

Who needs a sole source procurement request?

1. Organizations seeking unique or specialized products/services: If an organization requires a product or service that is not commonly available in the market or has specific requirements that only a few suppliers can meet, they may need to submit a sole source procurement request.
2. Entities bound by regulations: Some government agencies, educational institutions, or non-profit organizations may be required to follow specific procurement regulations that necessitate a sole source procurement request under certain circumstances. This ensures transparency and accountability in their procurement processes.
3. Urgent or time-sensitive requirements: In situations where timely delivery or immediate access to a product/service is crucial, filling out a sole source procurement request may be necessary. This allows organizations to expedite the procurement process by directly approaching a known supplier who can meet the urgent needs.

Overall, organizations that require unique products, have strict regulations to follow, or have time-sensitive and urgent situations may need to fill out a sole source procurement request.

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