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JUSTIFICATION AND APPROVAL FOR ALLOWING AWARD OF CONTRACT WITHOUT COMPETITION (Section A must be completed by the User Department and then submitted to the Department of Purchasing & Contract Compliance)

How to fill out justification and approval for

1. Step 1: Start by identifying the specific project or purchase that requires justification and approval. This could be any expenditure or decision that falls outside of the usual budget or procurement process.
2. Step 2: Clearly state the objective or need for the project or purchase. Explain why it is necessary, whether it is to address a problem, improve efficiency, or achieve specific goals.
3. Step 3: Provide details of the alternatives that were considered. Include a thorough analysis of each alternative, including costs, benefits, and any potential risks or limitations.
4. Step 4: Justify the selected option by explaining why it is the most suitable choice. Highlight the advantages it offers compared to the alternatives and emphasize how it aligns with the organization's goals and objectives.
5. Step 5: Include a comprehensive cost analysis that breaks down all expenses associated with the project or purchase. This should cover not just the initial investment but also any ongoing operational or maintenance costs.
6. Step 6: Discuss any potential risks or challenges that may arise during the implementation of the project or purchase. Offer mitigation strategies or contingency plans to minimize these risks and ensure successful execution.
7. Step 7: Don't forget to emphasize the potential benefits and outcomes that will result from approving the justification. These could include cost savings, improved productivity, enhanced service delivery, or any other positive impact on the organization or stakeholders.
8. Step 8: Identify the responsible parties and outline a timeline for the project or purchase. Provide any necessary resources or support that may be required for successful completion.
9. Step 9: Finally, gather any necessary supporting documentation to substantiate the justification and approval. This could include quotes, market research findings, expert opinions, or any other relevant information.

Who needs justification and approval for?

1. Any department or individual within an organization that wishes to undertake a project or make a purchase that exceeds their usual budget or falls outside the established procurement process may need justification and approval.
2. Typically, this includes department heads, project managers, financial officers, or any other relevant stakeholders responsible for the decision-making process.
3. The requirement for justification and approval ensures transparency, accountability, and responsible use of resources within an organization, regardless of its size or industry.

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