Get the free Sole Source Purchasing Form - Clarkson University - clarkson

Justification for Sole Source Purchase Mustbecompletedforrequisitionsof×5,000ormoreandALLitemsofequipmentasdefinedin instructionsifsubstitutionofsupplieroritemisnotacceptable. Tobecompletedbyrequisitioner:

How to fill out sole source purchasing form

1. To fill out a sole source purchasing form, begin by gathering all the necessary information and documentation related to the purchase. This may include the product or service specifications, cost estimates, vendor quotes, and any other supporting materials required by your organization's procurement policy.
2. Next, carefully review the form's instructions and ensure you understand the purpose and requirements of filling out the form. This could involve contacting your organization's procurement department or seeking guidance from a supervisor or colleague who is familiar with the process.
3. Start by providing your contact information and the date on the form, as required. This usually includes your name, department, email address, phone number, and any other relevant details requested.
4. Identify the vendor or supplier you intend to use for the purchase. Provide their contact details, including their name, company name, address, phone number, and email address. If you have obtained any formal agreements or contracts with the vendor, make sure to attach copies as supporting documentation.
5. Clearly state the purpose or nature of the purchase for which you are requesting sole source justification. Explain why this specific vendor or supplier is the only viable option for your needs. Provide details such as unique product features, compatibility requirements, specialized expertise, or any other factors that make this vendor the sole source option.
6. Describe the efforts you made to seek alternative vendors or suppliers. Outline any research or market analysis you conducted to determine whether there were other sources available for the desired product or service. If you found alternative options, explain why they were not suitable or why the selected vendor still remains the best choice.
7. Include any applicable supporting documentation to strengthen your case. This may include technical specifications, testimonials, previous purchase history, or any other evidence that further justifies the need for a sole source purchase. Ensure that all attached materials are relevant, organized, and easy to understand.
8. If required, obtain the necessary approvals and signatures from relevant individuals within your organization. This could be your supervisor, department head, procurement officer, or any other designated authority responsible for reviewing and approving sole source purchases.

Who needs a sole source purchasing form?

1. Organizations or businesses that have a procurement policy requiring the use of a sole source purchasing form for specific types of purchases.
2. Departments or individuals responsible for making purchasing decisions and justifying the need for a sole source supplier.
3. Vendors or suppliers who are being considered or selected as the sole source option for a particular purchase.

Remember, it is important to strictly adhere to your organization's procurement policies and procedures when filling out a sole source purchasing form to ensure compliance and transparency in the procurement process.

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What is sole source purchasing form?

The sole source purchasing form is a document used to request approval for purchasing goods or services from a specific vendor without competitive bidding.

Who is required to file sole source purchasing form?

Any department or individual within an organization who wishes to make a purchase from a single source vendor.

How to fill out sole source purchasing form?

To fill out a sole source purchasing form, provide information about the requested goods or services, justification for selecting a single source vendor, and any supporting documentation.

What is the purpose of sole source purchasing form?

The purpose of the sole source purchasing form is to ensure transparency and accountability in the procurement process, especially when bypassing the competitive bidding process.

What information must be reported on sole source purchasing form?

The sole source purchasing form must include details about the vendor, description of goods or services, justification for selecting the vendor, and any applicable supporting documentation.