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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

How to fill out a Justification and Approval (J&A) form:

1. Start by clearly identifying the purpose of the J&A. State the specific need for a sole-source procurement or a non-competitive acquisition. Provide a brief background explaining why a competitive process is not feasible or practical in this particular case.
2. Include a detailed description of the requirement or product that is being sought. Specify the quantity, specifications, and any unique features or specific qualifications needed. This section should clearly explain why this particular product or service is necessary and how it aligns with the organization's goals or mission.
3. Conduct market research to demonstrate that there are no other suitable alternatives available in the market. This can involve reaching out to potential suppliers, searching for relevant contracts or proposals, and gathering information on available options. The market research should highlight the efforts made to identify potential sources and the reasons why they were not selected.
4. Evaluate the potential risks associated with the non-competitive procurement. Identify any potential problems or concerns and provide a justification for how these risks will be mitigated. This may include considerations such as cost, schedule, technical feasibility, or impact on competition.
5. Analyze the estimated cost of the procurement. Provide a detailed breakdown of the costs involved, including any cost comparisons, historical data, or price analysis. Justify why the proposed cost is reasonable and represents the best value for the organization.
6. Address any potential conflicts of interest or organizational policies that may be relevant to the J&A. If there are any relationships or affiliations with potential suppliers, make sure to disclose them and explain how they will be managed to ensure fair and impartial decision-making.

Who needs justification and approval for:

1. Government agencies: In many cases, government agencies are required by law or regulation to justify and seek approval for non-competitive acquisitions or sole-source procurements. This ensures transparency, accountability, and fair competition in government spending.
2. Organizations with limited competition: Businesses operating in industries with limited competition may also need justification and approval for non-competitive acquisitions. They need to demonstrate that they have considered all available options and have valid reasons for selecting a particular product or service.
3. Emergency situations: During emergencies or urgent situations, organizations may need to quickly procure goods or services without going through a competitive bidding process. However, even in such cases, it is important to justify and document the reasons why a non-competitive procurement was necessary.

In summary, filling out a Justification and Approval form involves clearly explaining the need for a non-competitive acquisition, conducting market research, evaluating risks, analyzing costs, and addressing any conflicts of interest. This process ensures fair and transparent decision-making while adhering to relevant laws and regulations.

For pdfFiller’s FAQs

What is justification and approval for?

Justification and approval is required for certain procurement actions that do not follow full and open competition.

Who is required to file justification and approval for?

Contracting officers are required to file justification and approval for.

How to fill out justification and approval for?

Justification and approval can be filled out using the appropriate template provided by the agency.

What is the purpose of justification and approval for?

The purpose of justification and approval is to document the reasons for not using full and open competition in procurement actions.

What information must be reported on justification and approval for?

Information such as the nature of the proposed action, the rationale for the selection of the particular contractor, and the anticipated contract value must be reported on justification and approval.

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