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UNIVERSITY OF MASSACHUSETTS AMHERST SOLE SOURCE for MATERIALS (products) and EQUIPMENT/SOFTWARE MAINTENANCE This form shall be used to justify Sole Source and Sole Acceptable Source/Brand for all

How to fill out sole source for materials

How to fill out sole source for materials:

1. Obtain the sole source justification form from your procurement department or download it from the appropriate website.
2. Begin by filling out the basic details of the request, such as the name of the requesting department, the date, and the contact information of the person responsible for the request.
3. Clearly state the purpose and objective of the request for sole source materials. Explain why these specific materials are needed and why they cannot be sourced from multiple suppliers.
4. Provide a detailed description of the materials required, including specifications, quantities, and any unique features or attributes that make them essential for the project or task at hand.
5. Justify the sole source selection by explaining why other suppliers or alternatives are not suitable or feasible for fulfilling the requirements. Include any supporting documents or evidence that demonstrate the sole source is the most suitable option.
6. Include any relevant budget or financial information, such as the estimated cost of the materials and how the procurement will be funded.
7. Obtain the necessary approvals and signatures as required by your organization's procurement policies and procedures.
8. Submit the completed sole source justification form to the appropriate department or individual for further processing and review.

Who needs sole source for materials:

1. Organizations or departments that have a specific and justified need for unique materials that are only available from a single supplier.
2. Projects or tasks that demand materials with specific features, attributes, or quality standards that can only be met by a particular supplier.
3. Situations where time constraints or project requirements make it impractical or unfeasible to seek multiple suppliers or conduct a competitive bidding process.

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What is sole source for materials?

Sole source for materials refers to the only available source from which materials can be acquired without any competition.

Who is required to file sole source for materials?

The person or organization procuring the materials is required to file a sole source form.

How to fill out sole source for materials?

To fill out the sole source form for materials, provide the required information such as the description of the materials, justification for using the sole source, and any supporting documentation.

What is the purpose of sole source for materials?

The purpose of the sole source for materials is to justify the need for using a single source and ensure fairness and transparency in the procurement process.

What information must be reported on sole source for materials?

The sole source form for materials should include the description of the materials, the reason for choosing the sole source, the estimated cost, and any supporting documentation.