Get the free SOLE SOURCE JUSTIFICATION FORM - Williamson County TN

SOLE SOURCE JUSTIFICATION FORM Sole source purchases are goods and services available from only one supplier. Purchases for items that cannot be procured through the competitive bidding process because

How to fill out sole source justification form

How to fill out a sole source justification form:

1. Begin by providing basic information about your organization, such as its name, address, and contact details. This will help identify who is submitting the form.
2. Clearly state the purpose or reason for needing a sole source procurement. Explain why it is necessary to obtain goods or services from a specific supplier or vendor, rather than seeking competitive bids. This could include factors such as uniqueness of the product or service, specialized expertise, or an urgent requirement.
3. Include a detailed description of the goods or services being procured. Specify the quantity, specifications, and any special requirements. This information will help the reviewing authority understand exactly what is being procured.
4. Provide a justification for the chosen supplier or vendor. Explain why they are the only suitable option for fulfilling the requirements. This could include factors such as exclusive rights, patents, or their proven track record in delivering similar goods or services.
5. Discuss any efforts made to identify alternative suppliers or vendors. Explain why other options were considered and deemed unsuitable. This will demonstrate that a thorough evaluation has been conducted to ensure that the chosen supplier is truly the best option.
6. Clearly outline the estimated costs associated with the sole source procurement. Break down the costs and provide supporting documentation if necessary. This will help the reviewing authority assess the reasonableness and validity of the proposed expenditure.
7. If applicable, include any waivers or exemptions that may apply. For example, if the procurement falls under certain government regulations or policies, explain how the sole source justification aligns with those requirements.

Who needs a sole source justification form:

1. Organizations or individuals who are seeking to procure goods or services without a competitive bidding process may need to complete a sole source justification form.
2. Government agencies or institutions often require a sole source justification to ensure transparency and accountability in their procurement processes.
3. Companies or individuals who have identified a specific supplier or vendor as the only suitable option for meeting their unique requirements may need to provide a sole source justification.

Overall, a sole source justification form is needed when there is a genuine need for procuring goods or services from a specific supplier without a competitive bidding process. It is essential to provide a detailed description and reasoning to justify the sole source procurement.

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What is sole source justification form?

The sole source justification form is a document that outlines the reasons why a particular supplier or vendor is the only option for a specific purchase.

Who is required to file sole source justification form?

Anyone within an organization who wants to make a purchase from a sole source supplier is required to file the sole source justification form.

How to fill out sole source justification form?

The sole source justification form should be filled out by providing detailed explanations as to why the specific supplier is the only option, including information on cost, expertise, and availability.

What is the purpose of sole source justification form?

The purpose of the sole source justification form is to ensure transparency and accountability in the procurement process, as well as to justify why a particular supplier was chosen.

What information must be reported on sole source justification form?

The sole source justification form must include details on the supplier, the goods or services being purchased, the reasons why the supplier is the only option, and any relevant cost information.