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SOLE SOURCE REQUEST FORM Date: Vendor: Department: Contact: Phone #: This form must be completed by the requesting department and accompany all requests for sole source purchases. A sole source procurement

How to fill out sole source justification

How to fill out sole source justification:

1. Start by clearly identifying the need for the product or service. Explain the specific circumstances or requirements that make it necessary to use a sole source provider.
2. Provide a detailed description of the product or service needed. Include specifications, features, and any unique requirements that are not readily available in the market.
3. Research and gather information about potential alternative sources. Explore different suppliers, vendors, or contractors who may be able to provide the same or similar product/service.
4. Explain why alternative sources are not suitable or feasible. Provide a thorough analysis of the alternatives considered, highlighting any limitations, drawbacks, or gaps in meeting the organization's needs.
5. Demonstrate the sole source provider's capability and expertise. Include information about the provider's experience, track record, references, and skills that make them uniquely qualified to fulfill the specific requirements.
6. Justify the sole source provider's pricing. Compare the pricing with market rates and provide a rationale for any cost variations. Explain the value or benefits that offset higher costs, such as superior quality, proprietary technology, or reduced implementation time.
7. Address any potential conflicts of interest or ethical concerns. If the sole source provider has any affiliations or connections with the organization, disclose and explain how these potential conflicts are managed to ensure fair and transparent decision-making.

Who needs sole source justification:

1. Organizations or departments with specific requirements that cannot be easily met by off-the-shelf solutions or common vendors.
2. Government agencies or entities that are bound by procurement regulations and require justification for single-source contracting.
3. Projects or initiatives that involve proprietary technology, unique expertise, or specialized services that are only available from a particular provider.
4. Situations where time constraints or urgency demand immediate engagement with a sole source provider, bypassing lengthy procurement processes.
5. Instances where the organization has an existing relationship with a trusted vendor, and seeking alternative sources would result in unnecessary disruptions or risks.
6. Highly regulated industries or sectors with strict compliance requirements, where engaging multiple vendors may create compliance challenges.

Remember that the specific need for sole source justification may vary based on organizational policies, industry regulations, and project requirements. Always consult the applicable guidelines and stakeholders to ensure compliance and transparency in the procurement process.

For pdfFiller’s FAQs

What is sole source justification?

Sole source justification is a document that explains why a particular vendor is the only one able to meet the requirements of a specific procurement.

Who is required to file sole source justification?

Any individual or organization making a procurement decision that involves a sole source purchase is required to file sole source justification.

How to fill out sole source justification?

Sole source justification should include a detailed explanation of why only one vendor can meet the requirements, along with supporting documentation.

What is the purpose of sole source justification?

The purpose of sole source justification is to justify why a procurement is being awarded to a single vendor without competitive bidding.

What information must be reported on sole source justification?

The information that must be reported on sole source justification includes the vendor's name, the reason for sole source procurement, and any supporting documentation.

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