Get the free Sole Single Source Purchases And Justification Form

THE UNIVERSITY OF SOUTHERN INDIANA SOLE SOURCE OR SINGLE SOURCE REQUEST FORM JUSTIFICATION REQUIREMENTS In accordance with University policy, any requisition totaling $25,000 or more that has not

How to fill out sole single source purchases

How to fill out sole single source purchases

1. Begin by gathering all the necessary information about the product or service you wish to purchase. This includes specifications, quantity needed, and any other relevant details.
2. Identify potential suppliers who could meet your requirements. Research their reputation, reliability, and pricing before making a decision.
3. Contact the chosen supplier and request a quotation. Provide them with all the necessary details and specifications.
4. Evaluate the quotation received, considering factors such as price, quality, delivery time, and any additional terms and conditions.
5. If satisfied with the quotation, negotiate any necessary changes or clarifications with the supplier.
6. Once the terms are agreed upon, obtain any required internal approvals within your organization and obtain the necessary funding.
7. Prepare a purchase order or contract based on the agreed terms and conditions. Ensure all the relevant details are included and clearly defined.
8. Send the purchase order or contract to the supplier and keep a copy for your records.
9. Follow up with the supplier to ensure timely delivery and resolve any potential issues that may arise.
10. Receive and inspect the purchased product or service, ensuring it meets your expectations and specifications.
11. Process the supplier's invoice for payment according to your organization's financial procedures.
12. Keep detailed records of the entire purchase process for future reference or auditing purposes.

Who needs sole single source purchases?

1. Sole single source purchases are typically needed by organizations or individuals when:
2. - They require a specific product or service that is only available from a single supplier.
3. - The product or service is unique or proprietary to a certain supplier.
4. - The supplier has exclusive rights or expertise in providing the desired product or service.
5. - The organization has a pre-existing relationship or contract with a specific supplier for the required product or service.
6. - The purchase is time-sensitive, and there is no sufficient time to consider alternative suppliers.
7. - Quality, consistency, or compatibility are critical factors, and alternative suppliers may not meet the required standards.

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What is sole single source purchases?

Sole single source purchases refer to procurement situations where a good or service can only be provided by one supplier due to uniqueness, exclusivity, or specific requirements that no other vendor can meet.

Who is required to file sole single source purchases?

Typically, government agencies or organizations that are required to maintain transparency in their procurement processes are obligated to file reports on sole single source purchases.

How to fill out sole single source purchases?

To fill out a sole single source purchase form, you need to provide details about the supplier, the reasons for selecting them as the sole source, the goods or services being procured, and any relevant supporting documentation.

What is the purpose of sole single source purchases?

The purpose of sole single source purchases is to ensure that organizations can procure necessary goods or services that meet specific requirements without the delays of competitive bidding, while also providing a mechanism for accountability.

What information must be reported on sole single source purchases?

Information that must be reported includes the vendor's details, justification for sole sourcing, a description of the goods or services, pricing information, and any other relevant contractual terms.