Get the free Sole Source/Single Source Procurement Justification Form, Provo City School District

SOLE SOURCE/SINGLE SOURCE PROCUREMENT JUSTIFICATION FORM Provo City School District Utah Procurement Rules R333401 Sole source procurement shall be used only if a requirement is reasonably available

How to fill out sole sourcesingle source procurement

How to fill out sole sourcesingle source procurement

1. To fill out a sole source/single source procurement, follow these steps:
2. Gather all relevant information: Start by gathering the specifications and requirements for the procurement. This includes details about the product or service needed, the quantity required, and any specific terms or conditions.
3. Justify the need for sole/single source procurement: Clearly explain why this procurement needs to be sole/singlesourced rather than going through a competitive bidding process. Highlight any exceptional circumstances, such as urgency, uniqueness of the product/service, or exclusive supplier expertise.
4. Document the rationale: Provide a detailed explanation of why the selected supplier is the only source capable of meeting the procurement requirements. Include any evidence, such as past performance records or technical certifications, to support your case.
5. Assess cost reasonableness: Evaluate the proposed price from the sole/single source supplier to ensure it is fair and reasonable. Consider market research, benchmarking, or any other relevant techniques to validate the pricing.
6. Seek necessary approvals: Depending on your organization's procurement policies, you may need to obtain approvals from specific individuals or departments. Ensure you follow the designated approval chain for sole/single source procurements.
7. Fill out the required documentation: Complete the necessary forms or templates provided by your organization. This might include a sole source justification form or a single source procurement request.
8. Review and submit: Double-check all the information and supporting documents for accuracy and completeness. Submit the filled-out forms to the appropriate procurement authority for further processing.
9. Monitor and track: Keep a record of the sole/single source procurement throughout its lifecycle. Monitor the progress and ensure compliance with any additional requirements or conditions set by your organization.

Who needs sole sourcesingle source procurement?

1. Sole source/single source procurement is needed in specific situations where a competitive bidding process is not suitable or feasible. It may be required when:
2. Urgency: When there is an urgent need for a product or service that cannot wait for the duration of a competitive bidding process.
3. Uniqueness: When the required product or service is available from only one supplier, making it impractical to seek alternative options.
4. Intellectual property or exclusivity: When the procurement involves proprietary technology, patents, copyrights, or other exclusive rights.
5. Expertise or compatibility: When the supplier possesses specialized knowledge, skills, or expertise that are essential for delivering the procurement requirements, and no other supplier can match that level of expertise.
6. Previous successful relationship: When the procuring entity has had a positive and successful experience with a specific supplier in the past, and it is deemed advantageous to continue the partnership.
7. However, it is important to note that sole source/single source procurement should be used judiciously and transparently, ensuring fairness and promoting competition whenever possible.

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What is sole source/single source procurement?

Sole source/single source procurement is a method of procurement where a contract is awarded to a specific supplier without competition.

Who is required to file sole source/single source procurement?

Government agencies or organizations may be required to file sole source/single source procurement based on their procurement policies.

How to fill out sole source/single source procurement?

Sole source/single source procurement can typically be filled out through a procurement form provided by the entity requesting the procurement.

What is the purpose of sole source/single source procurement?

The purpose of sole source/single source procurement is to streamline the procurement process and select a supplier quickly based on specific criteria.

What information must be reported on sole source/single source procurement?

Information such as the reason for selecting a specific supplier, the justification for not using competitive bidding, and the contract terms must be reported on sole source/single source procurement.