Get the free Sole Source Justification - UConn Personal Service Agreements - psa uconn

Purchasing Department The Sole Source Justification Questionnaire is to be completed for any direct purchase in excess of $10,000.00 ($3,000.00 if Federal Funds are involved×. The sole source justification

How to fill out sole source justification

How to Fill Out Sole Source Justification:

1. Start by clearly stating the need for a sole source procurement in the justification form. Provide a brief and concise explanation of why the desired goods or services can only be obtained from a single source. This could include factors such as unique features, compatibility requirements, or specialized expertise.
2. Identify the specific vendor or supplier who is the sole source for the required goods or services. Include their contact information and any relevant details about their qualifications, track record, or industry reputation. It's crucial to establish that this vendor is the only feasible option for meeting the procurement needs.
3. Specify the reasons why the alternative sources are not suitable or available. Highlight any attempts made to explore other options, such as conducting market research or soliciting competitive bids. Explain any challenges faced in finding a suitable alternative and provide evidence supporting the fact that no other vendor can fulfill the requirements.
4. Describe the potential impacts of selecting an alternative source. Outline any negative consequences, such as delays, increased costs, or compromised quality, that could arise from not choosing the identified sole source vendor. Provide a thorough analysis to demonstrate that selecting another source would not be in the best interest of the organization.
5. Include any supporting documentation that strengthens the sole source justification. This could include vendor quotes, technical specifications, relevant certifications, or testimonials from industry experts. The more evidence you provide, the stronger your case for a sole source procurement will be.

Who Needs Sole Source Justification:

1. Government Agencies: Government entities often require sole source justification to ensure transparency, fairness, and accountability in their procurement processes. This is particularly important when public funds are involved, as selecting a sole source vendor without proper justification could be seen as favoritism or lack of competitiveness.
2. Non-profit Organizations: Non-profit organizations may also need to provide sole source justification when making significant purchases or entering into contracts. As these organizations are typically accountable to their donors, supporters, and regulatory bodies, demonstrating a legitimate need for a sole source procurement helps maintain trust and credibility.
3. Private Companies: In certain circumstances, private companies may require sole source justification as well. This could arise when there is a critical and urgent need, a strong relationship with a specific vendor, or a specialized requirement that only one supplier can fulfill. Proper documentation of the sole source justification helps these companies ensure compliance and mitigate any potential risks associated with non-competitive procurements.

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What is sole source justification?

Sole source justification is a document that explains why a particular vendor or supplier is the only one capable of providing a specific product or service.

Who is required to file sole source justification?

Typically, government agencies or organizations that are subject to certain procurement regulations are required to file sole source justifications.

How to fill out sole source justification?

To fill out a sole source justification, one must provide a detailed explanation of why a particular vendor is the only option and include any supporting documentation.

What is the purpose of sole source justification?

The purpose of sole source justification is to ensure transparency and accountability in the procurement process, as well as to prevent favoritism or bias towards a particular vendor.

What information must be reported on sole source justification?

Information such as the vendor's qualifications, the unique nature of the product or service, and the reasons why no other vendors can provide the same product or service.