Get the free SINGLE SOURCING JUSTIFICATION / APPROVAL FORM - University of Exeter

SINGLE SUPPLIER JUSTIFICATION / APPROVAL FORM This form formally records the justification and authority to waive the Universities Procurement Policy. The following approvals are required: Value (excluding

How to fill out single sourcing justification approval

How to fill out single sourcing justification approval

1. Clearly identify the need for single sourcing justification by assessing the specific requirements of the procurement project.
2. Conduct a thorough market analysis to determine the availability of alternative suppliers and assess their capabilities and qualifications.
3. Evaluate the risks associated with non-competitive sourcing and document them effectively.
4. Justify the need for single sourcing by providing strong reasons such as unique technical requirements, intellectual property considerations, or time constraints.
5. Develop a comprehensive cost analysis comparing the pricing and value offered by the single source supplier with potential alternatives.
6. Clearly outline the potential benefits and advantages of single sourcing, including improved quality assurance, reduced coordination efforts, or better compatibility with existing systems.
7. Get approval from the appropriate stakeholders or authorities by presenting a well-documented and convincing single sourcing justification.
8. Monitor and review the performance of the single source supplier regularly to ensure continued compliance with requirements and expectations.
9. Keep proper records of the justification approval process for future reference and audit purposes.

Who needs single sourcing justification approval?

1. Any organization or individual involved in procurement projects that require the selection and engagement of suppliers may need single sourcing justification approval.
2. Government agencies, public institutions, and regulated industries often need to follow specific guidelines or procedures to justify and obtain approval for single sourcing.
3. Procurement departments or professionals responsible for sourcing goods, services, or projects may need to provide single sourcing justification.
4. Companies or individuals undertaking highly specialized or unique projects that require specific expertise or proprietary technologies may need single sourcing justification approval.
5. Organizations facing urgent or time-sensitive situations where conducting a competitive bidding process may not be feasible or practical may need single sourcing justification.

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What is single sourcing justification approval?

Single sourcing justification approval is the process of obtaining permission to procure goods or services from a single source instead of going through a competitive bidding process.

Who is required to file single sourcing justification approval?

Any department or individual within an organization that wishes to procure goods or services from a single source is required to file single sourcing justification approval.

How to fill out single sourcing justification approval?

To fill out single sourcing justification approval, the requester must provide detailed reasoning for why a single source procurement is necessary, along with potential risks and cost analysis.

What is the purpose of single sourcing justification approval?

The purpose of single sourcing justification approval is to ensure transparency in procurement processes and to justify deviations from competitive bidding processes.

What information must be reported on single sourcing justification approval?

The information reported on single sourcing justification approval includes the reason for single sourcing, potential risks, cost analysis, and any other relevant details.