The supplier is the sole distributor for the region or municipality. Thus, competitive bidding is always the preferred method of making an award. Justifications and Approvals / Sole Source Acquisitions. Brand Name or Standardization Justification Form, Blackboard Web Community Manager Privacy Policy (Updated), Professional services as defined in Board of Education Policy FEB (architectural, engineering or land surveying firms), Describe the salient features of a brand or trade name, Document that only that product or service will fulfill the District's needs to the exclusion of all others. Below is a checklist intended to help evaluate sole source requests. The Purchasing Department Buyers are authorized to determine the most cost-effective method of source selection for purchases $3,500 or more and may decide that a purchase in this range should be competitively bid. §41-16-20 of the State of Alabama Bid Law and federal requirements of the Office of Management Budget mandate that the University procure all material, equipment, services and supplies totaling $15,000.00 or more via competitive bid. p q l Ã Ú \ s – Ä å ÷ ò ÷ ÷ ÷ ÷ ÷ ÷ ÷ ò â ò â ò â ò â Ù Ù Ù Ù Ù Ù Ù Ù Æ h gd'RÖ See. Competition is not required for: It is imperative that the purchasing function in a public institution be open to all qualified suppliers and that the process not impair or discourage competition. Similar to Compatibility. In addition, a copy of the itemized budget for the contract amount should be attached to the Sole Source Approval GAN. The unnecessary use of sole source procurement is one of several anticompetitive practices that must be avoided. over a certain monetary threshold requires a multi factorial explanation on why said items can only come from one source. Sole source justifications (SSJs) are a requirement at most institutions where purchasing items (supplies, equipment, services, etc.) A completed sole source justification form is required for any purchase order requisitions totaling $15,000.00 or more that is not let for an open and … No vendor may assist in writing any sole source documentation. Where competition may not be feasible due to the single source/sole source nature of a commodity or a particular specification, a … In cases where no alternate sources are known, complete technical specifications must be provided to University Purchasing in order that a search and evaluation may be completed. Note: Some restrictions may apply. conducting a market survey), is capable of delivering the required product or service. Sole provider of a factory authorized warranty service. Departments must state the circumstances leading to the selection of the vendor, any alternatives considered, rationale for … List Price Net Price Savings buyer Comment: buyer Date manager Date. Staff are responsible for providing and certifying as accurate and complete necessary data to support their recommendation for other than full and open competition. The commodity or service must comply with established district standards and is available from only one supplier. Justification and Approval (J&A) - A document required to justify and obtain appropriate level approvals to contract without providing for full and open competition as required by the Federal Acquisition Regulation (FAR). Single/Sole Source Justification Form Page 2 Procurement Office Use Only PO Number _____ Date _____ Indicate any savings made available from the sole or single source vendor. A sole source justification is valid for one specific purchase only. Copyright © 2002-2020 Blackboard, Inc. All rights reserved. In certain instances, defined below, sourcing has already been performed or, due to administrative costs, formal competition does not provide a savings. 3 The reasonability of a sole source purchase must be based on the requestor's investigation, evaluation, and documentation of alternate sources of supply. The sole source justification form must be completed by the individual with the greatest knowledge of the requested product and/or service. 2 The following documents must be scanned into OptiDoc (996-4701) to support the transaction: UAB is an Equal Opportunity/Affirmative Action Employer committed to fostering a diverse, equitable and family-friendly environment in which all faculty and staff can excel and achieve work/life balance irrespective of race, national origin, age, genetic or family medical history, gender, faith, gender identity and expression as well as sexual orientation. If the justification for sole source is “Standardization” then additional supporting documentation must be provided. Sole Source Justification Request Form. All such statements become a part of the purchase contract file and must be defensible at times of audit. §41-16-20 of the State of Alabama Bid Law and federal requirements of the Office of Management Budget mandate that the University procure all material, equipment, services and supplies totaling $15,000.00 or more via competitive bid. Note: The state of Alabama stipulates that price may only be considered via the competitive bidding process. The justification should include a description of the proposed supply or service and any unique qualifications. The commodity or service must meet physical design or quality standards and is available from only one supplier. Sole Source Justification. 2304 (c) authorizes, under certain conditions, contracting without providing for full and open competition. SINGLE SOURCE PURCHASE JUSTIFICATION. All sole source transactions are subject to review and audit by internal audit, state examiners and other governing agencies. A listing of the unique technical specifications required of the product and the potential companies contacted in the search for alternate sources must be included as well as the evaluation of those products whether accomplished at conferences, trade fairs, interoffice communication, etc. Sole or Single Source Documentation Requirements. A sole source purchase means that only one supplier (source), to the best of the requester's knowledge and belief, based upon thorough research, (i.e. Quick Sheet: Justification and Approval (J&A) Primer Template: Justification & Approval (J&A) Template – 13 Sept 2017 Sole Source Justification (Portland VA Medical Center) Subject: Sole Source Justification Author: EIE Desktop Technologies Keywords: sole source, ordering, contracting, goods Description: Justification for purchasing services from a single source Last modified by: EIE Desktop Technologies Created Date: 6/22/2010 9:36:00 PM Company Before making a determination that there is only a single appropriate source from which to purchase, requisitioners should undertake reasonable research to determine if other suppliers exist. If there is a way to draft the specifications so that more than one respondent will reply, it is not a sole source. Those requests must be accompanied by a completed sole source justification form that asks the requestor to: Reminder: Sole sourcing is not a method of selecting a preferred vendor. Rejection of similar products must be based solely on their failure to meet required specifications. The sole source justification should include adequate information to address the elements below. &. For a specific brand or existing equipment. Regulations and sound business practices encourage competitive sourcing. Procurements of items which the District has established a standard of designating a brand name or manufacturer or by pre-approving via a testing shall be competitively bid if there is more than one supplier for the item. Single/Sole-Source Justification. The burden of proof is on the requester to justify sole source purchases. This form must be completed and accompany any requisition of $10,000 or more if the vendor is not selected through a competitive quoting / bidding process. Making sure that the research being performed is not interrupted, affected, or changed by the introduction of another good and/or service that will disrupt the continuity of the research. The Director of University Purchasing is vested with the authority to approve a sole source purchase and the decision of the Director is final.

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