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SOLE SOURCE REQUEST AND DETERMINATION FORM This form must be forwarded to the Purchasing Officer for the City of Santa Fe Purchasing Office for processing. Date: October 11, 2018, Prepared By: Alexandra

How to fill out sole source request and

How to fill out sole source request and

1. To fill out a sole source request, follow these steps:
2. Gather all necessary documentation: Before filling out the form, make sure you have all the required documents, such as a justification statement, cost estimates, and any supporting evidence.
3. Begin with basic information: Start by providing basic information about the requesting party and the project. This may include the name of the organization, contact details, and a brief description of the project.
4. Justification statement: Clearly state the reasons why a sole source request is necessary. Explain why this specific vendor or supplier is the only option for the project and why alternatives are not feasible or suitable.
5. Provide cost estimates: Include detailed cost estimates for the project. Break down the costs into different components, such as labor, materials, and services. Make sure to provide accurate and up-to-date cost information.
6. Supporting evidence: Attach any supporting documents or evidence that further justify the need for a sole source request. This may include technical specifications, past performance records, or any other relevant information.
7. Review and submit: Once you have completed filling out the form, carefully review all the information provided. Make sure everything is accurate and complete. Then submit the request to the appropriate authority or department for further processing.

Who needs sole source request and?

1. Sole source requests are needed by organizations or individuals who have a specific project or requirement that can only be fulfilled by a particular vendor or supplier. Here are some instances where a sole source request may be necessary:
2. - Unique Product/Service: When a specific product or service is required for a project, and there is no comparable alternative available in the market.
3. - Exclusive Rights: When a vendor or supplier holds exclusive rights to a product or service, and there is no competition or suitable substitute.
4. - Compatibility or Integration: When compatibility or integration with existing systems or equipment is crucial, and only a specific vendor can fulfill this requirement.
5. - Intellectual Property: When a project involves proprietary technology or intellectual property, and only the owner or licensee can provide the necessary expertise or resources.
6. - Emergency or Urgency: In situations where there is an urgent or emergency need, and obtaining multiple bids or conducting a competitive process is not feasible within the given time frame.
7. It's important to note that each organization may have its own specific guidelines and policies regarding sole source requests. It is advisable to consult the relevant authority or department for accurate information.

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What is sole source request?

A sole source request is a procurement method used when only one known supplier is capable of meeting the requirements of a purchase or service.

Who is required to file sole source request?

The purchasing department or procurement team 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 detailed justification for why only one supplier is capable of meeting the requirements.

What is the purpose of sole source request?

The purpose of a sole source request is to demonstrate that there is only one supplier who can meet the specific requirements of a purchase or service, justifying the need for a noncompetitive procurement.

What information must be reported on sole source request?

The sole source request must include details on why only one supplier can meet the requirements, the vendor's qualifications, and any other relevant information.