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PURCHASING DEPARTMENT ACADEMIC SERVICES BUILDING, 4th FLOOR SOLE SOURCE JUSTIFICATION FORM INSTRUCTIONS A contract may be established by noncompetitive negotiation for sole source purchases where

How to fill out sole source justification form

How to fill out sole source justification form:

1. Begin by gathering all necessary information and documentation. This may include details about the desired product or service, the reason it is needed, and any prior research or quotes obtained.
2. Clearly state the purpose of the form and provide a brief explanation as to why a sole source procurement is necessary. This could be due to factors such as exclusivity, compatibility, or expertise of the supplier.
3. Include a detailed description of the product or service needed, specifying any specific features or requirements. Provide supporting evidence or documentation if available.
4. Outline any alternative options that were considered and explain why they were not deemed suitable. This helps to demonstrate that a sole source procurement is the most viable solution.
5. Include a justification for the pricing and provide any supporting documentation such as quotes or estimates from the sole source supplier.
6. Address any potential conflicts of interest or ethical concerns that may arise from a sole source procurement.
7. Provide any additional information or context that may be relevant to the decision-making process.
8. Ensure that the form is completed accurately and thoroughly, reviewing it for any errors or missing information before submitting it.

Who needs sole source justification form:

1. Organizations or departments that are seeking to procure a product or service from a sole source supplier.
2. Individuals responsible for procurement decisions, such as purchasing managers or procurement officers.
3. Projects or initiatives that require a specialized product or service that can only be provided by a specific supplier.
4. Situations where there is a unique or particular need, making other suppliers or options impractical or unfeasible.
5. Entities that require justification and documentation to support their decision when choosing a sole source procurement method.

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What is sole source justification form?

The sole source justification form is a document used to explain why a particular purchase must be made from a specific vendor and cannot be obtained through a competitive bidding process.

Who is required to file sole source justification form?

Anyone in charge of making a non-competitive purchase that exceeds a certain financial threshold may be required to file a sole source justification form.

How to fill out sole source justification form?

The form typically requires the requester to provide details about the nature of the purchase, the vendor being chosen, and the reason why no other vendor can meet the requirements.

What is the purpose of sole source justification form?

The purpose of the sole source justification form is to ensure transparency and accountability in non-competitive purchasing decisions.

What information must be reported on sole source justification form?

Information such as the description of the item or service being purchased, the vendor's name and contact information, and the reason why the purchase must be made from this specific vendor.