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DOH: IBM A SOLE SOURCE PROCUREMENT Department: Parties: DC Department of Health HIV/AIDS, Hepatitis, STD, TB Administration Community Health Administration Proposed Contract No.: PENDING Proposed

How to fill out a sole source procurement

How to fill out a sole source procurement:

1. Start by gathering all relevant information about the procurement, including the goods or services needed, the estimated cost, and any specific requirements.
2. Identify the reason why a sole source procurement is necessary. This usually occurs when there is only one qualified supplier available or when the goods or services are unique and cannot be obtained from multiple sources.
3. Conduct market research to ensure that there are no other potential suppliers who can meet the requirements. Document this research to provide justification for the sole source procurement.
4. Contact the intended supplier and discuss the procurement requirements. Obtain any necessary documentation such as price quotes, product specifications, or certifications.
5. Fill out the sole source procurement form provided by your organization or the relevant government agency. Include all required information such as the supplier's name, contact details, product description, and pricing.
6. Provide a detailed justification for the sole source procurement. This should explain why alternative suppliers were not feasible and why the chosen supplier is the best option.
7. If required, obtain approval from the appropriate authorities within your organization or government agency. This may involve submitting the completed sole source procurement form along with any supporting documentation.
8. Once approved, document the procurement process and retain all relevant records for future reference or audits.

Who needs a sole source procurement:

1. Organizations or government agencies that have specific goods or services requirements which can only be fulfilled by a single qualified supplier.
2. When the goods or services needed are unique or specialized and cannot be obtained from multiple sources.
3. In situations where time constraints or emergencies necessitate immediate procurement without the opportunity for a competitive bidding process.
4. For certain niche industries or specialized fields where there are limited suppliers available who possess the necessary expertise or technology.

Note: It is important to consult your organization's procurement policies and/or relevant government regulations to ensure compliance with the specific guidelines and procedures for filling out a sole source procurement.

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What is a sole source procurement?

A sole source procurement is a procurement method used when only one known source can meet the requirements of a procurement.

Who is required to file a sole source procurement?

The procurement officer or authorized personnel responsible for the procurement process are required to file a sole source procurement.

How to fill out a sole source procurement?

To fill out a sole source procurement, the relevant information about the procurement must be documented, including the justification for selecting a sole source vendor.

What is the purpose of a sole source procurement?

The purpose of a sole source procurement is to expedite the procurement process when only one source can meet the requirements of the procurement.

What information must be reported on a sole source procurement?

The information reported on a sole source procurement includes the vendor name, justification for sole source selection, and the specific requirements of the procurement.