Get the free SOLE SOURCE JUSTIFICATION - University of Colorado Boulder

Use the Sole Source Justification Form for orders where there is only one vendor who can provide the goods or services being requested.

How to fill out sole source justification

How to fill out sole source justification

1. Gather all the necessary details and information related to the product or service for which you are requesting sole source justification.
2. Clearly define the need for using a sole source supplier instead of competitive bidding.
3. Describe any unique features or characteristics of the product or service that make it essential to choose a specific supplier.
4. Include any past experiences or history of working with the chosen supplier that highlight their expertise or suitability for the project.
5. Detail any time constraints or urgent requirements that make it impractical or impossible to go through the usual competitive bidding process.
6. Provide a detailed cost analysis comparing the chosen supplier's prices with any other potential alternatives.
7. Include any supporting documentation or evidence that strengthens your case for sole source justification.
8. Obtain necessary approvals from the designated authority or relevant stakeholders.
9. Submit the completed sole source justification document to the appropriate department for review and final decision.

Who needs sole source justification?

1. Government agencies or departments when purchasing specific products or services that are available only from one supplier.
2. Organizations or companies that have an existing relationship or contract with a particular supplier.
3. Projects with time constraints or urgent requirements that cannot afford the time-consuming competitive bidding process.
4. Certain specialized industries or fields where only a limited number of suppliers possess the necessary expertise or capabilities.
5. Situations where the chosen supplier offers unique features or characteristics that cannot be easily replicated by any other supplier.

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What is sole source justification?

Sole source justification is a document used to explain why a particular vendor or supplier is the only one capable of meeting specific requirements for a product or service.

Who is required to file sole source justification?

Government agencies, organizations, or companies that are seeking to make a purchase from a single vendor without going through a competitive bidding process may be required to file sole source justification.

How to fill out sole source justification?

Sole source justification can be filled out by providing detailed information about the product or service needed, reasons why only one vendor can meet the requirements, and any supporting documentation that proves the necessity for a sole source purchase.

What is the purpose of sole source justification?

The purpose of sole source justification is to ensure transparency in the procurement process and to demonstrate that a sole source purchase is necessary and in the best interest of the organization.

What information must be reported on sole source justification?

Information such as the description of the product or service needed, reasons for choosing a single vendor, pricing information, and any documentation supporting the decision to make a sole source purchase must be reported on sole source justification.