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University of Houston System Sole Source Justification (For Noncompetitive Purchases over $5,000) The competitive bidding process is the foundation of government purchasing. In rare situations though,

How to fill out proprietary sole source justification

How to fill out proprietary sole source justification:

1. Start by clearly identifying the need for a proprietary sole source justification. This typically occurs when a specific product or service is required for a project, and no other alternatives are available or suitable.
2. Provide a detailed description of the product or service being procured. Include specifications, features, and any unique attributes that make it necessary to use this specific item.
3. Justify why this particular product or service is essential for the project's success. This could include factors such as compatibility with existing systems, specialized knowledge or expertise required for implementation, or unique functionality that cannot be replicated by other options.
4. Evaluate the potential risks or negative consequences of not using the proprietary sole source option. Highlight any potential delays, increased costs, or reduced quality that may arise from using alternatives.
5. Explore efforts made to research and identify other potential sources or alternatives. Provide evidence of due diligence in contacting multiple vendors or conducting market research to ensure that no suitable alternatives exist.
6. Discuss any legal or contractual considerations that may necessitate the use of a proprietary sole source option. For instance, if the product is protected by patents or proprietary rights, it may be the only legally available option.
7. Include a cost and budget analysis, comparing the price of the proprietary sole source option to any feasible alternatives. Justify the cost difference by highlighting the value, quality, or unique features provided by the proprietary option.
8. Finally, obtain approval from the appropriate authorities or departments within your organization before proceeding with the purchase.

Who needs proprietary sole source justification:

1. Procurement departments or professionals responsible for acquiring goods or services for a project.
2. Project managers who have identified a specific product or service that is critical to the project's success and cannot be substituted with alternatives.
3. Contracting officers or legal teams who need to ensure compliance with legal and contractual requirements for using proprietary sole source options.

For pdfFiller’s FAQs

What is proprietary sole source justification?

Proprietary sole source justification is the process of demonstrating why a particular product or service can only be sourced from a single supplier due to unique features or specifications.

Who is required to file proprietary sole source justification?

Government agencies or organizations that wish to purchase a product or service from a single supplier must file proprietary sole source justification.

How to fill out proprietary sole source justification?

To fill out proprietary sole source justification, one must provide detailed information about the product or service, explain why it is unique, and justify why it can only be sourced from a single supplier.

What is the purpose of proprietary sole source justification?

The purpose of proprietary sole source justification is to ensure that government agencies are making informed and appropriate procurement decisions when selecting single-sourced products or services.

What information must be reported on proprietary sole source justification?

Proprietary sole source justification must include detailed product or service specifications, reasoning for selecting a single supplier, and any alternative options that were considered.

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