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Explanation for Sole Source Form 3205 FR.03 (revised 2/27/2014) Requisition Number (if applicable): Date: Supplier Name: The University requires at least three (3) competitive bids for all purchases

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How to fill out explanation for sole source

How to fill out explanation for sole source:

01

Start by clearly stating the purpose of the explanation. Explain why a sole source procurement is necessary and how it meets the specific needs of the organization.

02

Provide a detailed description of the product or service being procured. Include information such as its specifications, features, and any unique characteristics that make it the only suitable option.

03

Outline the steps taken to identify and evaluate potential alternative sources. Explain why these alternatives were deemed unsuitable or unavailable, and provide any supporting documentation or evidence.

04

Include a justification for the sole source selection. This can include factors such as compatibility with existing systems, unique expertise or qualifications of the supplier, or any other reasons that make the sole source procurement the most effective and efficient option.

05

Clearly document any negotiations or discussions that were held with the sole source supplier. This includes any attempts to obtain better pricing, terms, or conditions, and the outcome of these negotiations.

06

Include any supporting documents or evidence that strengthen the case for a sole source procurement. This can include market research, testimonials from other organizations or experts, or any other relevant information.

Who needs explanation for sole source:

01

Project managers or procurement officers who are responsible for conducting sole source procurement in their organizations.

02

Government agencies or organizations that follow specific regulations or policies regarding sole source procurements and require detailed explanations to justify their decisions.

03

Stakeholders, such as budget approvers or oversight committees, who need a clear understanding of why a sole source procurement is necessary and how it benefits the organization.

Overall, anyone involved in the procurement process or decision-making process may need an explanation for sole source in order to ensure transparency and accountability in the procurement process.

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What is explanation for sole source?

Explanation for sole source is a document that provides justification for why a contract or purchase was made from a single supplier without a competitive bidding process.

Who is required to file explanation for sole source?

The person responsible for procurement or purchasing within an organization is usually required to file the explanation for sole source.

How to fill out explanation for sole source?

The explanation for sole source should include details about why a competitive bidding process was not used, the rationale for selecting the specific supplier, and any other relevant information supporting the decision.

What is the purpose of explanation for sole source?

The purpose of the explanation for sole source is to ensure transparency and accountability in the procurement process, by documenting the reasoning behind the decision to choose a single supplier.

What information must be reported on explanation for sole source?

The explanation for sole source must include details about the supplier, the goods or services being purchased, the reason for not using competitive bidding, and any other pertinent information.

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