Get the free Sole Source Justification Fact Sheet - Office of Justice Programs

Brand Name or Sole Source Justification (section 24103205, C.R.S. as amended) Procurement & Contracts Office (PCS)This form must be completed for procurement where the basis for the vendor selection

How to fill out sole source justification fact

To fill out the sole source justification fact, follow these steps:

1. Identify the need for a sole source procurement: Determine why a sole source procurement is necessary. This could be due to the unique nature of the product or service, a single source being the only provider, or specific technical requirements that only one supplier can meet.
2. Gather relevant information: Collect all relevant information about the product or service you are procuring. This includes specifications, pricing details, delivery timelines, and any other pertinent details.
3. Justify the selection of a sole source provider: Clearly state the reasons why a sole source provider is being chosen over other potential suppliers. This could include their exclusive licenses, patented technology, expertise, or a long-standing working relationship that ensures a smooth and efficient process.
4. Provide evidence of goods or services: Attach any supporting documents to the sole source justification fact that demonstrate the existence of the goods or services being procured. This could include product brochures, technical specifications, testimonials, or case studies.
5. Evaluate cost and pricing: Conduct a thorough analysis of the cost and pricing of the proposed sole source procurement. Compare it to similar products or services in the market to ensure fair and reasonable pricing.
6. Assess potential impacts and risks: Evaluate the potential impacts and risks associated with selecting a sole source provider. Consider factors such as reliability, scalability, quality control, and any potential limitations in terms of future product enhancements or upgrades.
7. Seek necessary approvals: Depending on your organization's procurement policies and procedures, you may need to seek approval from relevant stakeholders such as management, legal department, or procurement committee. Ensure that all required signatures and authorizations are obtained.
8. Document the sole source justification fact: Compile all the gathered information, analysis, and justifications into a well-structured document known as the sole source justification fact. Make sure all details are clear, concise, and supported with evidence.

Who needs sole source justification fact?

The sole source justification fact is typically required by procurement departments, project managers, or individuals responsible for making purchasing decisions within an organization. It helps justify the selection of a sole source provider and ensures transparency in the procurement process.

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What is sole source justification fact?

Sole source justification fact is a document that provides supporting evidence and reasoning for a procurement decision where only one specific supplier or source is considered suitable or available for a particular contract.

Who is required to file sole source justification fact?

The government agency or organization responsible for the procurement is required to file the sole source justification fact.

How to fill out sole source justification fact?

To fill out a sole source justification fact, the responsible agency must provide relevant details about the product or service being procured, explain the reasons why there are no other suitable alternatives, provide market research findings, and demonstrate that the procurement meets the legal requirements for sole source justification.

What is the purpose of sole source justification fact?

The purpose of the sole source justification fact is to ensure transparency and accountability in procurement processes by justifying the need for a single supplier or source when there are no other viable options available.

What information must be reported on sole source justification fact?

The sole source justification fact must include details about the product or service being procured, the reasons for selecting a sole source, market research findings, and compliance with legal requirements.

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