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University of California, Santa Barbara Purchasing Department Justification of Sole Source Purchase QUESTIONNAIRE Date Requisition # From: Department This questionnaire has been designed by the Purchasing

How to fill out sole source - university

How to Fill Out Sole Source - University:

1. Begin by gathering all the necessary information and documentation required for the sole source request. This may include details about the product or service being sought, the specific reason for requesting sole source, and any supporting evidence or justifications.
2. Clearly state the purpose and need for the sole source request. This should explain why the university cannot obtain the desired product or service from any other source, detailing any unique features or requirements that make it necessary to work with a specific vendor.
3. Provide a thorough description of the product or service being requested. Include specific details such as specifications, quantity needed, time frames, and any other relevant information. This will help the university evaluate the need and assess if the sole source is justified.
4. Present any supporting evidence that demonstrates why the sole source vendor is the only option. This may include technical information, testimonials, industry certifications, or any other relevant documentation that showcases the vendor's expertise and ability to meet the university's requirements.
5. Include a detailed budget that outlines the costs associated with the sole source request. This should cover all aspects, such as the purchase price, installation fees, ongoing maintenance, and any other relevant expenses. It is essential to ensure the budget is realistic and accurately reflects the cost of the sole source arrangement.

Who Needs Sole Source - University:

1. Universities may require sole source arrangements for various reasons. One common situation is when working with specialized vendors or suppliers who offer unique products or services that are crucial for fulfilling specific academic or research needs. These vendors may have proprietary technology, expertise, or resources that cannot be easily replicated or obtained from other sources.
2. Sole source may be necessary when dealing with urgent or time-sensitive projects where alternative procurement methods, such as competitive bidding, would result in unacceptable delays. In such cases, the university needs to quickly acquire the desired product or service without going through a lengthy procurement process.
3. Another scenario where sole source is necessary is when purchasing from a single-source provider due to compatibility, integration, or interoperability requirements. Examples include software systems that need to seamlessly integrate with existing university infrastructure or specialized equipment that requires proprietary components.

In summary, filling out a sole source request - university involves providing a detailed description of the product or service, justifying why the sole source vendor is needed, and presenting a feasible budget. Sole source arrangements are typically required when working with specialized vendors, dealing with urgent projects, or ensuring compatibility and integration with existing systems.

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What is sole source - university?

Sole source - university refers to a procurement method in which a university or educational institution directly purchases goods or services from a single supplier without seeking competitive bids.

Who is required to file sole source - university?

The university administration or authorized personnel responsible for the purchasing process is required to file sole source - university documentation.

How to fill out sole source - university?

To fill out the sole source - university form, the requester needs to provide detailed information about the goods or services being procured, justification for the sole source selection, and any supporting documentation.

What is the purpose of sole source - university?

The purpose of sole source - university is to streamline the procurement process for unique or specialized goods or services that can only be obtained from a specific supplier, without having to go through a competitive bidding process.

What information must be reported on sole source - university?

When filing a sole source - university request, information such as the name of the supplier, contact information, description of the requested goods or services, purpose, and justification for the sole source procurement must be reported.