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Procurement and Contracting Services JUSTIFICATION OF SOLE SOURCE PROCUREMENT Please Complete the Following (Print or Type): Requisition (Dr) Number: Date: Department: Account #: Requestors Name:

How to fill out justification of sole source

How to fill out justification of sole source:

1. Start by clearly identifying the vendor or supplier that you are proposing as the sole source. Provide their name, contact information, and any other relevant details.
2. Explain why this vendor is the only viable option for your specific procurement needs. Highlight any unique qualifications, capabilities, or expertise that set them apart from other potential vendors.
3. Provide a detailed description of the goods or services that you require from the sole source vendor. Include specific specifications, quantities, and any other relevant details to ensure clarity.
4. Outline the specific reasons why no other vendor can meet your requirements. This may include factors such as exclusive licenses, patents, proprietary technology, or specialized equipment that only the selected vendor possesses.
5. Anticipate and address any potential objections or concerns that may arise from the use of a sole source justification. Explain why alternative options were considered and why they were ultimately deemed insufficient or unsuitable.
6. Include any supporting documentation or evidence that substantiates your justification. This could include technical specifications, market research, quotations or proposals from other vendors, or expert opinions.
7. Clearly indicate the expected outcome or benefit that will be achieved by selecting the sole source vendor. This may include enhanced efficiency, cost savings, quality improvements, or the ability to meet critical project timelines.

Who needs justification of sole source?

1. Government agencies: In certain circumstances, government agencies may need to justify the use of a sole source procurement to ensure transparency and fairness in the procurement process.
2. Large organizations: In complex procurement environments, large organizations may require justification for sole source purchases to demonstrate responsible spending and to safeguard against potential conflicts of interest.
3. Research institutions: When conducting scientific research or experiments, research institutions may need to justify the use of a sole source vendor to ensure continuity, consistency, or adherence to specific protocols.
4. Emergency situations: During emergencies or crisis situations, the need for immediate goods or services may warrant the use of a sole source procurement. Justification is necessary to explain the urgency and lack of alternatives available.
5. Unique product requirements: Sometimes, certain products or services have very specific requirements that can only be met by a sole source vendor. Justification is needed to explain the necessity and non-availability of other sources.

In conclusion, filling out a justification of sole source requires a thorough explanation of why the vendor is the only suitable option, detailed information about the goods/services required, addressing potential objections, providing supporting documentation, and indicating the expected benefits. Various entities like government agencies, large organizations, research institutions, emergency situations, and unique product requirements may require justification for sole source procurements.

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What is justification of sole source?

Justification of sole source is a document that explains why a specific vendor or supplier is the only one capable of providing the goods or services needed by an organization.

Who is required to file justification of sole source?

Typically, procurement officials or purchasing agents are required to file justification of sole source when they are considering a non-competitive procurement.

How to fill out justification of sole source?

To fill out justification of sole source, one must provide a detailed explanation of the need for the goods or services, the reasons why only one vendor can fulfill that need, and any supporting documentation.

What is the purpose of justification of sole source?

The purpose of justification of sole source is to ensure transparency and accountability in procurement processes and justify the use of a non-competitive procurement method.

What information must be reported on justification of sole source?

Information that must be reported on justification of sole source includes a description of the goods or services needed, the reasons for selecting a sole source vendor, and any cost or pricing information.