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Page 3 4. Describe the efforts made to obtain the best possible price from this sole source vendor for the taxpayers. What (if any) is the total cost savings from ...

How to fill out sole source justification request

How to fill out sole source justification request:

1. Start by identifying the purpose for which you need to fill out the sole source justification request. Is it for purchasing a specific product or service that is only available from one vendor?
2. Clearly state the reasons why the sole source procurement is necessary. This could include factors such as the vendor being the only one with the technical expertise, unique product specifications, or the vendor being the sole copyright holder of a particular software.
3. Provide a detailed description of the product or service you are seeking to procure. Include specifications, quantities, and any other relevant details that are necessary to justify why this specific vendor is the only option.
4. Assess and explain any potential risks associated with not procuring from a sole source vendor. This could include factors such as delays in project timelines, increased costs, or negative impacts on quality.
5. Consider and document any alternative options that were considered before determining that a sole source procurement is necessary. Explain why those alternative options were not viable or suitable for your specific needs.
6. Include any supporting documentation that strengthens your case for sole source procurement. This could include past performance reports, testimonials, or any other evidence that demonstrates the vendor's unique qualifications.
7. Obtain the necessary approvals and signatures from relevant stakeholders within your organization. This may involve seeking approval from a supervisor, a finance department, or an executive committee depending on the procurement policies in place.

Who needs sole source justification request?

1. Organizations or individuals who require a product or service that can only be obtained from a specific vendor may need to fill out a sole source justification request.
2. Government agencies, particularly those governed by procurement regulations that emphasize competition and maximize value for money, may require a sole source justification request when the procurement options are limited.
3. Companies that have already established relationships with specific vendors or have exclusive agreements in place may also need to justify their sole source procurement decisions.

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What is sole source justification request?

Sole source justification request is a formal document submitted to explain why a certain procurement needs to be awarded without competition.

Who is required to file sole source justification request?

The requesting department or individual responsible for procurement is required to file the sole source justification request.

How to fill out sole source justification request?

The form must include a detailed explanation of why the procurement is considered sole source, as well as any supporting documentation.

What is the purpose of sole source justification request?

The purpose of the sole source justification request is to justify why a particular procurement should be awarded without competition.

What information must be reported on sole source justification request?

The form must include a description of the item or service being procured, the reasons why it is sole source, and any relevant background information.