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Weber School District Purchasing Department SOLE SOURCE REQUEST Note: This Word document is designed to allow the requestor to complete each section with as much information as appropriate to fully

How to fill out sole source request

How to fill out a sole source request?

1. Begin by gathering all relevant information: Before filling out the sole source request, make sure you have all the necessary details and documents at hand. This may include the name of the product or service required, the specific vendor you are requesting as the sole source, and any supporting documentation or justification for why this vendor is the only viable option.
2. Fill out the required forms: Many organizations have standardized forms for sole source requests. These forms typically ask for information such as the requester's name and contact details, the description of the product or service needed, the vendor's name and contact information, the reason why the vendor is the sole source, and any supporting evidence or documentation.
3. Provide a detailed justification: In the sole source request, it is crucial to provide a thorough explanation for why the requested vendor is the only option. This could include reasons such as their unique expertise, patented technology, or exclusivity in delivering the desired product or service. It's essential to clearly demonstrate why no other alternatives can fulfill the organization's requirements.
4. Include any supporting documentation: If there are any supporting documents that further validate your sole source request, make sure to include them. This may include vendor-specific certifications, previous successful collaborations, or testimonials from other clients. The goal is to provide as much evidence as possible to support your justification.
5. Review and double-check: Before submitting the sole source request, carefully review all the information you have provided. Ensure that all the forms are filled out accurately, and all supporting documentation is attached. It's also a good idea to have a colleague or supervisor review the request to catch any errors or provide additional suggestions.

Who needs a sole source request?

1. Government agencies: In the public sector, government agencies often need to make sole source requests for specific products or services. This could be due to the unique nature of the requirement or to expedite the procurement process.
2. Non-profit organizations: Non-profit organizations sometimes require sole source requests, especially when dealing with specialized services or products that are essential for their operations. These requests help ensure they can access the necessary resources efficiently.
3. Private businesses: Private businesses may also need sole source requests in certain situations. This could occur when they have existing contracts with a particular vendor and need to continue working with them due to factors such as reliability, compatibility, or a long-standing relationship.

In conclusion, filling out a sole source request involves gathering all necessary information, completing the required forms, justifying the sole source selection, providing supporting documentation, and reviewing before submission. This process is typically utilized by government agencies, non-profit organizations, and private businesses in specific circumstances when only one vendor can fulfill their requirements.

For pdfFiller’s FAQs

What is sole source request?

A sole source request is a formal procurement method used when there is only one known source for a required product or service.

Who is required to file sole source request?

The authorized purchasing official or department within an organization is typically required to file a sole source request.

How to fill out sole source request?

To fill out a sole source request, the requester must provide justification for why only one specific vendor can meet the requirements, as well as any other relevant information required by the organization's procurement policy.

What is the purpose of sole source request?

The purpose of a sole source request is to streamline the procurement process when it is clear that only one vendor can provide the needed product or service.

What information must be reported on sole source request?

A sole source request typically requires information on the vendor, the product or service being procured, and the justification for why no other sources are viable.

How do I make changes in sole source request?

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