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SOLE SOURCE JUSTIFICATION DOCUMENT Per University Purchasing Policy, this document is designed to assist departments in providing information necessary to process Requisitions to Purchase for a sole

How to fill out sole source justification documentation

To fill out sole source justification documentation, follow these steps:

1. Start by clearly identifying the need for the product or service that requires sole sourcing. Provide a detailed description and explain why it is necessary to obtain it from a single source.
2. Outline the specific characteristics or qualities that make the requested product or service unique or proprietary. This will help justify why no other alternatives exist in the market.
3. Conduct thorough market research to demonstrate that there are no comparable or suitable alternatives available from multiple vendors. Document your findings and provide supporting evidence, such as quotes or proposals from other suppliers.
4. Clearly state the reasons why using a different vendor or conducting a competitive bidding process would be impractical, inefficient, or pose specific risks. Include any potential negative impacts on quality, timelines, or project success.
5. Provide a detailed cost analysis that compares the prices and benefits of obtaining the product or service from a single vendor versus multiple vendors. Justify why the chosen source offers the best value for money and meets all the necessary requirements.
6. Include any additional supporting documentation that strengthens your case, such as testimonials from other organizations that have successfully used the same vendor or evidence of past positive experiences with the chosen source.

Who needs sole source justification documentation?

Sole source justification documentation is typically required by organizations or departments responsible for procurement, purchasing, or contracting. The need for this documentation usually arises when a specific product or service cannot be obtained through regular competitive bidding processes or when using an alternative vendor would be impractical or inefficient. It is crucial for organizations to adhere to their internal procurement policies and guidelines, as well as any applicable laws or regulations, when making sole source justifications.

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What is sole source justification documentation?

Sole source justification documentation is a formal explanation of why a particular purchase must be made from a single supplier without competition.

Who is required to file sole source justification documentation?

Procurement officers or individuals responsible for making purchasing decisions are required to file sole source justification documentation.

How to fill out sole source justification documentation?

Sole source justification documentation should include a description of the product or service, an explanation of why only one supplier can meet the requirements, and any other relevant information.

What is the purpose of sole source justification documentation?

The purpose of sole source justification documentation is to ensure transparency and accountability in purchasing decisions and to justify the need for purchasing from a single supplier.

What information must be reported on sole source justification documentation?

Information such as the product or service being purchased, the reason for selecting a single supplier, and any cost or time constraints that justify the sole source purchase.

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