Get the free Sole Source Justification - UMass Lowell - uml

Sole Source Justification Vendor: Date: PO #: PO Amount: Check all that apply: Sole Source Sole Acceptable Source Sole Acceptable Brand

How to fill out sole source justification

How to fill out sole source justification:

1. Identify the need: Begin by clearly articulating the specific need for the goods or services that cannot be obtained from any other source. Provide a detailed explanation for why the sole source is the only viable option.
2. Justify the uniqueness: Describe the unique characteristics or qualities of the sole source that set it apart from any potential competitors. Highlight any exclusive features, patents, or copyrights that make the sole source the best fit for the requirement.
3. Assess alternative options: Show that you have thoroughly explored alternative sources and explain why they are not suitable or able to meet the specified need. Provide evidence for any market research conducted and document the results.
4. Determine cost reasonableness: Provide a detailed breakdown of the cost associated with the sole source, including any discounts or special pricing agreements. Compare the cost to similar products or services in the market to ensure that it is reasonable and in line with industry standards.
5. Provide supporting documentation: Include any relevant supporting documents such as letters of endorsement, technical specifications, or past performance history with the sole source supplier. These documents should further validate the necessity and suitability of the sole source.

Who needs sole source justification:

1. Government agencies: In many cases, government agencies need to provide a compelling rationale for why a sole source procurement is necessary. This helps ensure transparency and accountability in the government contracting process.
2. Organizations with unique requirements: Certain organizations may have specific needs or specifications that can only be addressed by a sole source vendor. This could be due to advanced technology, specialized expertise, or proprietary information.
3. Emergency situations: When there is an urgent requirement, such as disaster response or critical maintenance, a sole source justification may be needed to expedite the procurement process. In such cases, the immediate availability of the sole source becomes crucial.

In conclusion, filling out a sole source justification involves clearly outlining the need, justifying the uniqueness of the sole source, assessing alternative options, determining cost reasonableness, and providing supporting documentation. Sole source justifications are typically required by government agencies, organizations with unique requirements, and in emergency situations.

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What is sole source justification?

Sole source justification is a document that explains why a particular product or service can only be obtained from one specific supplier.

Who is required to file sole source justification?

Anyone within an organization who is making a purchase of a product or service that can only be obtained from one specific supplier.

How to fill out sole source justification?

Sole source justification can be filled out by providing detailed information about why the product or service is unique and can only be obtained from one specific supplier.

What is the purpose of sole source justification?

The purpose of sole source justification is to justify why a particular product or service should be purchased from one specific supplier, despite the lack of competitive bids.

What information must be reported on sole source justification?

Information such as the specific product or service being purchased, the reason why it can only be obtained from one specific supplier, and any pricing or contract details.