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SOLE SOURCE AFFIDAVIT Sole source purchase can be made without the benefit of a competitive process when there are no other items available in the marketplace that have the same fit, form and function

How to fill out a sole source purchase

How to fill out a sole source purchase

1. Start by gathering all the necessary information about the product or service you plan to purchase through a sole source.
2. Verify that the purchase meets the criteria for a sole source purchase, such as being unique or proprietary in nature and not available from any other source.
3. Obtain any required approvals or authorizations from relevant parties within your organization.
4. Prepare a sole source justification, outlining the reasons why a sole source purchase is necessary and beneficial for your organization.
5. Fill out the sole source purchase request form, providing all the required details about the product or service, including the vendor's information, the requested quantity, and the estimated cost.
6. Attach any supporting documents, such as quotes or proposals from the vendor, to strengthen your case for a sole source purchase.
7. Review the completed form and supporting documents for accuracy and completeness.
8. Submit the sole source purchase request to the appropriate department or individual for review and approval.
9. Follow any additional steps or procedures as directed by your organization to ensure a smooth and compliant sole source procurement process.
10. Keep copies of all documentation related to the sole source purchase for record-keeping and auditing purposes.

Who needs a sole source purchase?

1. Sole source purchases are typically needed by organizations or individuals when:
2. - They require a unique or proprietary product or service that is not available from any other source.
3. - There is an urgent need for the product or service and obtaining competitive bids would cause undue delays.
4. - The product or service is specialized and only a specific vendor can meet the requirements.
5. - The organization has an existing relationship with a vendor and wishes to continue using their products or services.

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What is a sole source purchase?

A sole source purchase is a procurement in which only one supplier is able to meet the needs of the buyer.

Who is required to file a sole source purchase?

Government agencies or organizations that are subject to public procurement regulations may be required to file a sole source purchase to justify why only one supplier was chosen for a procurement.

How to fill out a sole source purchase?

To fill out a sole source purchase, the buyer must provide justification for why only one supplier is being considered, detail the specific requirements that only that supplier can meet, and document any efforts made to identify alternative suppliers.

What is the purpose of a sole source purchase?

The purpose of a sole source purchase is to ensure that the procurement process is fair and transparent, by justifying why only one supplier was chosen and documenting the reasons for that decision.

What information must be reported on a sole source purchase?

A sole source purchase must report the justification for choosing a single supplier, the specific requirements that only that supplier can meet, and any efforts made to identify alternative suppliers.