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2013 Sole Source Form STATE OF NEW MEXICO SOLE SOURCE REQUEST AND DETERMINATION FORM A sole source determination is not effective until the sole source request for determination has been posted for

How to fill out a sole source determination

1. Determine if a sole source determination is needed for your procurement. A sole source determination is typically made when no other supplier or contractor can provide the goods or services required by your organization. It is important to verify that there are no other viable options available before proceeding with a sole source determination.
2. Gather all the relevant information and documentation. To effectively fill out a sole source determination, you will need to have detailed information about the product or service you are procuring, including specifications, requirements, and any unique characteristics. Additionally, you will need to provide justification as to why this particular supplier or contractor is the only feasible option.
3. Complete the necessary forms or templates. Your organization may have specific forms or templates for completing a sole source determination. These forms typically require you to provide information about the vendor, the product or service being procured, and your justification for why the procurement should be a sole source. Be sure to provide clear and concise explanations to support your case.
4. Justify the sole source determination. This is a critical step in the process. You need to provide a strong justification for why the procurement cannot be conducted through other means, such as competitive bidding or alternative sources. Explain any exclusivity, expertise, or specialized knowledge that the chosen supplier or contractor possesses, which makes them the only option. Use objective and measurable criteria to support your arguments.
5. Seek necessary approvals. Depending on your organization's procurement procedures, you may need to seek approvals from higher-level management or procurement authorities. Ensure that all required signatures and authorizations are obtained before proceeding with the sole source procurement.

Who needs a sole source determination?

Organizations or individuals seeking to procure goods or services that are unique, proprietary, specialized, or have no other reasonable alternatives available may need to complete a sole source determination. This can include situations where a particular product or service is protected by patents, copyrights, or trade secrets, or where a specific vendor possesses exclusive rights or expertise necessary for the procurement. It is important to follow your organization's procurement policies and guidelines to determine when a sole source determination is required.

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What is a sole source determination?

A sole source determination is a document used to justify that only one supplier is able to meet the specific requirements of a contract.

Who is required to file a sole source determination?

Contracting officers are generally the ones responsible for filing a sole source determination.

How to fill out a sole source determination?

To fill out a sole source determination, the contracting officer must provide details about why only one supplier can meet the requirements, along with any supporting documentation.

What is the purpose of a sole source determination?

The purpose of a sole source determination is to ensure that contracts are awarded fairly and transparently, while also providing justification for why a specific supplier was chosen.

What information must be reported on a sole source determination?

A sole source determination must include the rationale for selecting a specific supplier, any alternative options considered, and any documentation supporting the decision.