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Sole Source Justification Form. Date: AMRF Project #: PO#: Vendor: 1. Describe briefly the item or service required to meet the minimum need. 2. Explain why ...

How to fill out sole source justification form

How to fill out a sole source justification form:

1. Begin by providing your contact information at the top of the form, including your name, position, department, and contact details.
2. Indicate the purpose or reason for the sole source request. Explain why only one particular vendor or supplier can meet the requirements of the project or purchase.
3. Provide a detailed description of the goods or services needed. Include specifications, quantities, and any relevant technical information.
4. Specify the timeframe for the project or purchase. Indicate any deadlines or milestones that need to be met.
5. Justify why alternative vendors or suppliers were not considered. Explain any unique capabilities or qualifications the selected vendor possesses that make them the only suitable option.
6. Outline any potential risks or consequences of not selecting the sole source vendor. Highlight how their expertise or specific product/service is crucial to the success of the project.
7. Include any supporting documents or testimonials that reinforce the necessity of choosing the sole source vendor.
8. If applicable, provide a breakdown of the estimated costs and explain the basis for the pricing. This can include factors such as market research, past experience, or competitive bidding data.
9. Obtain the necessary approvals and signatures from the authorized personnel within your organization.
10. Submit the completed sole source justification form according to the established procedures and timelines.

Who needs sole source justification form:

1. Organizations or departments that require a specific product or service for which only one vendor or supplier can provide.
2. Companies working on specialized projects that demand unique capabilities or qualifications not readily available from multiple vendors.
3. Government agencies and institutions that are restricted by regulations that limit their purchasing options to sole source providers.
4. Organizations that have previously established relationships with a particular vendor and have experienced success and reliability in the past.
5. Situations where time constraints or urgent project needs make it impractical to consider multiple vendors or conduct a competitive bidding process.

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