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FOR INTERNAL USE ONLY Rev. 12/15 NONCOMPETITIVE PURCHASE JUSTIFICATION FORM Procurement & Supply Chain Operations, Ext. 2408 INSTRUCTIONS: To request an exemption from the competitive bidding laws

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How to fill out non-competitive purchase justification form

How to fill out a non-competitive purchase justification form:

01

Begin by gathering all the necessary information about the purchase. This includes the item or service being requested, its cost, and any other relevant details.

02

Clearly state the reason for the non-competitive nature of the purchase. Explain why there is only one supplier available or why it is not feasible to invite competitive bids. Provide any supporting documentation or evidence to strengthen your justification.

03

Describe the urgency or time sensitivity of the purchase. If there is a specific deadline or immediate need, make sure to highlight it in the form. Justify why waiting for a competitive bidding process would not be practical or feasible.

04

Provide an analysis of the supplier's qualifications and capabilities. Explain why this particular supplier is the best option for fulfilling the purchase requirements. Include any past experience, expertise, or unique qualities that make them the preferred choice.

05

Detail any efforts made to ensure fair and reasonable pricing. Although the purchase is non-competitive, it is crucial to demonstrate that efforts were made to negotiate the best possible terms. Outline any negotiations or attempts to compare prices with similar suppliers.

06

Include any necessary approvals or signatures. Depending on your organization's processes, the form may need to be reviewed and approved by various stakeholders, such as managers or procurement officers. Make sure to follow the required protocols.

Who needs a non-competitive purchase justification form:

01

Organizations or individuals who need to make a purchase but have limited or no options for competitive bidding due to specific circumstances or constraints.

02

In cases where urgency or time sensitivity is a significant factor and a competitive bidding process would delay the procurement process.

03

When there is only one supplier available for the required item or service, making a competitive process impossible.

04

Non-profit organizations or governmental entities that are exempt from competitive bidding due to legal or regulatory requirements.

05

Any individuals or departments responsible for procurement and purchasing who must justify their decisions to higher authorities or auditors.

Remember, it is important to consult and adhere to your organization's specific guidelines and policies regarding non-competitive purchasing and the use of justification forms.

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What is non-competitive purchase justification form?

Non-competitive purchase justification form is a document that explains the reasons for making a purchase without going through a competitive bidding process.

Who is required to file non-competitive purchase justification form?

The individuals or departments responsible for making a purchase without competitive bidding are required to file the non-competitive purchase justification form.

How to fill out non-competitive purchase justification form?

To fill out the form, one must provide detailed explanations for why a competitive bidding process was not used, including justification for the selection of the vendor.

What is the purpose of non-competitive purchase justification form?

The purpose of the form is to ensure transparency and accountability in the procurement process, even when a competitive bidding process is not used.

What information must be reported on non-competitive purchase justification form?

The form typically requires information such as the vendor selected, the reasons for selecting them, the cost of the purchase, and any other relevant details.

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