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UNIVERSITY OF NORTHERN BRITISH COLUMBIA Purchasing Division SOLE SOURCE JUSTIFICATION PURPOSE: Completing this Sole Source Justification Form is intended to document that only one source is practicably

How to fill out sole source justification

How to fill out sole source justification

1. Start by clearly stating the purpose of the sole source justification.
2. Identify the specific product or service that is being requested.
3. Explain why this particular product or service is unique and cannot be obtained from any other source.
4. List any efforts made to find alternative sources and explain why those alternatives were not viable.
5. Provide any relevant documentation or evidence to support the sole source justification.
6. Include a justification of the proposed pricing and explain any cost comparisons made.
7. Ensure that all required details are included such as project timelines, budgets, and any potential risks or challenges.
8. Review the justification thoroughly for accuracy and completeness before submitting it.
9. Obtain necessary approvals and signatures as per organizational or project protocols.
10. Submit the completed sole source justification to the appropriate authority for review and further processing.

Who needs sole source justification?

1. Organizations or individuals who need to procure a product or service that is unique and cannot be obtained from any other source.
2. Companies or government agencies looking to justify a non-competitive procurement process.
3. Entities requiring urgent procurement where other procurement methods are not feasible within the required timeframe.
4. Government departments that need to justify awarding a contract to a specific vendor due to national security or other specific reasons.
5. Individuals or organizations seeking to waive the bidding process for a specific supplier or contractor.

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What is sole source justification?

Sole source justification is a process by which a company or individual explains why a particular product or service is the only one that can meet the needs of the organization.

Who is required to file sole source justification?

Typically, the procurement department or purchasing manager is responsible for filing sole source justifications.

How to fill out sole source justification?

To fill out a sole source justification, one must provide detailed information about the product or service, explain why it is the only viable option, and demonstrate that a competitive bidding process is not feasible.

What is the purpose of sole source justification?

The purpose of sole source justification is to ensure transparency and accountability in procurement processes, while also allowing organizations to acquire necessary goods and services quickly when there are no other viable options available.

What information must be reported on sole source justification?

Information such as the vendor's name, product or service description, justification for sole source selection, and any relevant pricing or cost details must be reported on a sole source justification.