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JUSTIFICATION AND APPROVAL FOR ALLOWING AWARD OF CONTRACT WITHOUT COMPETITION (Section A must be completed by the User Department and then submitted to the Department of Purchasing & Contract Compliance)

How to fill out sole source justification form

How to fill out a sole source justification form:

1. Begin by gathering all the necessary information and documentation related to the procurement process. This may include invoices, quotes, and any other relevant supporting documents.
2. Clearly state the purpose of the purchase and why it is necessary to source the goods or services from a single provider. Provide a detailed explanation of why no other competitive options are available or suitable for your specific needs.
3. List any previous attempts made to obtain the goods or services from alternate suppliers, if applicable. Explain the reasons for their rejection or why they were deemed unsuitable.
4. Include any relevant market research or analysis that supports your decision to opt for a sole source procurement. This could involve providing information about the specific products or services being procured and how they align with your organization's requirements.
5. If applicable, outline any unique or specialized features of the goods or services that make them exclusive to a particular supplier. This could include patented technology, proprietary data, or expertise that cannot be easily replicated by other providers.
6. Provide a thorough cost analysis, comparing the pricing and value of the sole source option to potential alternatives. Justify why the pricing is fair and reasonable, taking into account factors such as quality, reliability, and long-term maintenance costs.
7. Clearly identify any potential risks or challenges associated with the sole source procurement. Discuss any mitigation strategies or contingency plans that have been put in place to address these risks and ensure a successful outcome.
8. Include any necessary signatures and approvals from relevant stakeholders within your organization, such as department heads or procurement officers.

Who needs a sole source justification form?

1. Organizations or departments within an organization that are responsible for procurement and require goods or services for specific projects or operations.
2. Those seeking to justify the need for single-source suppliers due to the unique nature of the goods or services required, such as highly specialized equipment or custom-made products.
3. Individuals or teams involved in the procurement process who are accountable for ensuring transparency, fairness, and adherence to procurement guidelines and regulations.

For pdfFiller’s FAQs

What is sole source justification form?

The sole source justification form is a document that explains why a specific vendor or supplier is the only viable option for providing a particular product or service.

Who is required to file sole source justification form?

Any individual or department seeking to make a purchase from a sole source vendor 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 detailed information about the product or service needed, the reasons why the vendor is the only option, and any relevant supporting documentation.

What is the purpose of sole source justification form?

The purpose of the sole source justification form is to ensure that government agencies are making informed and transparent decisions when selecting vendors and to prevent potential conflicts of interest.

What information must be reported on sole source justification form?

The form may require information such as the vendor's name and contact information, a description of the product or service, the cost, and a justification for why the vendor is the only option.

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