Get the free Sole Source Justification Form - Eastern Oregon University - eou

FINANCE & ADMINISTRATION SOLE SOURCE JUSTIFICATION Name Department Date Item/Service Being Purchased Price Contract Duration (if applicable) Index for Payment This form shall be used to document all

How to fill out sole source justification form

How to fill out sole source justification form:

1. Start by carefully reading the instructions provided on the form. Familiarize yourself with the purpose and requirements of the sole source justification process.
2. Provide the necessary contact information, including your name, job title, organization, and contact details. This will ensure that the form is properly associated with your request.
3. Clearly state the justification for why the procurement needs to be a sole source. Explain why no other alternative options or suppliers can meet the requirements of the project in terms of quality, time constraints, or specific expertise.
4. Include a detailed description of the goods or services being procured. Specify the quantity, specifications, and any other relevant details that will help support your case for a sole source procurement.
5. Indicate the anticipated timeframe for procurement. Provide the start and end dates, as well as any specific milestones or deadlines associated with the project. This will demonstrate the urgency and time sensitivity of the procurement.
6. If applicable, explain any potential risks or consequences of not procuring through a sole source. Highlight any unique or specialized features, proprietary technology, or expertise that only the chosen supplier can provide. This will strengthen your argument for a sole source procurement.
7. Support your justification with any relevant documentation or evidence. This may include quotes, estimates, technical specifications, previous experience with the supplier, or any other information that can validate your decision.

Who needs sole source justification form:

1. Organizations or individuals who require goods or services that can only be sourced from a specific supplier or vendor.
2. Projects that have specific requirements that can only be met by a particular supplier due to their proprietary technology, expertise, or unique features.
3. Situations where time constraints or urgent delivery requirements make it impractical to conduct a competitive bidding process.
4. Projects that involve the continuation of existing contracts or relationships with a sole supplier, where no viable alternative options are available.
5. Cases where the goods or services have specific compatibility requirements with existing infrastructure, making the selection of a sole source supplier necessary.

Note: It is important to consult your organization's policies and procedures, as well as any applicable laws or regulations, to determine when a sole source justification form is required.

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What is sole source justification form?

Sole source justification form is a document that provides justification for making a purchase from a single source without competitive bidding.

Who is required to file sole source justification form?

Any individual or department within an organization that wishes to make a purchase from a single source without competitive bidding is required to file a sole source justification form.

How to fill out sole source justification form?

To fill out a sole source justification form, you need to provide the necessary details about the proposed purchase, including the rationale for selecting a single source, the specifications of the product or service, and any supporting documentation or quotes.

What is the purpose of sole source justification form?

The purpose of a sole source justification form is to provide transparency and accountability in procurement processes by documenting the reasoning behind selecting a single source for a purchase.

What information must be reported on sole source justification form?

The sole source justification form typically requires information such as the name of the vendor, description of the product or service, pricing details, justification for selecting a single source, and any supporting documentation.