Get the free Sole Source Justification Form - Office of Research - research uci

UC IRVINE OFFICE OF RESEARCH SPONSORED PROJECTS ADMINISTRATION Sole Source Justification You do not need to complete this form, if Subaward is under a Grant or Cooperative Agreement and has been approved

How to fill out sole source justification form

How to fill out sole source justification form:

1. Start by providing your contact information, including your name, title, department, and contact number/email. This helps the procurement team to reach out to you if they have any questions regarding the form.
2. Indicate the purpose of the sole source procurement. Clearly state why this particular product or service is needed and why it cannot be obtained from any other vendor. Provide detailed information about the unique features, specifications, or expertise that make this sole source necessary.
3. Conduct market research to support your justification. This involves investigating potential alternative vendors or solutions and explaining why they were not suitable or cost-effective. Include any documentation or quotes from other vendors that demonstrate their inability to meet your requirements.
4. Estimate the cost of the sole source procurement. Provide a breakdown of the costs involved, including any associated fees, maintenance expenses, or additional services. Justify the cost by comparing it to alternatives or demonstrating the value and benefits provided by the sole source.
5. Assess the potential risks or concerns associated with choosing a sole source vendor. Identify any potential conflicts of interest, ethical considerations, or legal requirements that need to be taken into account. If there are any alternative solutions that could mitigate these risks, explain why they are not feasible.
6. Obtain necessary approvals and signatures. Depending on your organization's procurement procedures, you may need to seek approval from higher-level management or other relevant stakeholders. Make sure to provide a clear timeline for executing the procurement to ensure smooth processing.

Who needs sole source justification form:

1. Organizations or departments requiring a unique or specialized product/service that can only be obtained from one specific vendor.
2. Procurement teams or purchasing departments responsible for evaluating and approving procurement requests.
3. Project managers or individuals with budgetary responsibilities who need to ensure that the chosen vendor or solution aligns with the organization's goals and objectives.

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