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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 justification and approval for:

1. Start by clearly stating the purpose or need for the justification and approval. This can be a project, procurement, or any other decision that requires authorization.
2. Provide background information about the situation or problem that needs addressing. Explain why it is necessary to take action and the potential consequences of not proceeding with the proposed solution.
3. Describe the alternatives that were considered for addressing the issue. Explain why the chosen approach is the most suitable and cost-effective option. Include any evaluation criteria used to assess the alternatives.
4. Specify the estimated costs associated with the proposed solution. Break down the expenses and provide detailed justifications for each item. Consider both the initial investment and any recurring costs.
5. Identify any risks or challenges that may arise during the implementation process. Assess the potential impact of these risks and outline the mitigation strategies in place to minimize or prevent them.
6. Discuss the expected benefits and outcomes of implementing the proposed solution. Highlight how it aligns with organizational goals, improves efficiency, or addresses a critical need.
7. Provide a timeline for the project or procurement, including key milestones and deliverables. This demonstrates the level of planning and preparation that has gone into the justification and approval process.

Who needs justification and approval for:

1. Project Managers: In order to secure the necessary resources, funding, and support for their projects, project managers often need to fill out justification and approval forms. This ensures that their proposed initiatives align with organizational objectives and have undergone thorough analysis.
2. Procurement Officers: When procuring goods or services, procurement officers need to justify their decisions and obtain approval. This includes explaining the rationale for selecting a specific vendor, negotiating terms, and demonstrating value for money.
3. Department Heads: Department heads may need to fill out justification and approval forms when proposing new initiatives, such as hiring additional staff, implementing new systems, or reallocating resources. This allows them to present a compelling case to higher-level management or executive teams.

Overall, justification and approval processes are essential for ensuring transparency, accountability, and informed decision-making within organizations.

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