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KSU SOLE SOURCE JUSTIFICATION WHAT IS SOLE SOURCE

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KSU SOLE SOURCE JUSTIFICATION WHAT IS SOLE SOURCE Powered By Docstoc
					                          KSU SOLE SOURCE JUSTIFICATION
WHAT IS A SOLE SOURCE?
A Sole Source (SS) exists when only one vendor can provide a good or a service. A vendor may be the only
source for a good or service when:
     The vendor is the only manufacturer-authorized supplier of a service, AND using a different supplier
        would have adverse consequences. For example, service by a non-authorized supplier would void a
        warranty.
     The vendor has exclusive rights to sell a good or service; for example, the vendor is the only
        manufacturer-authorized distributer for an approved Sole Brand.
     Excessive cost: The vendor is not the only source for the good or service, but using any other
        vendor would result in excessive cost to KSU. Per the Georgia Procurement Manual, excessive cost
        must be quantified.
     Adverse impact: Due to extenuating circumstances, using a different vendor would have significant
        adverse effects on KSU.
     The vendor has previous experience with Kennesaw State University (KSU) that is critical to the
        vendor’s ability to provide the service.
     The vendor has unique capabilities or technical expertise that no other vendor has. For example,
        the vendor is the only vendor that can provide uniforms that match the department’s existing
        uniforms.
A vendor is NOT the only source for a good or service simply because:
     KSU already has purchased the good or service.
     KSU needs the good or service before the end of the competitive solicitation process.
     KSU has used the vendor in the past.
     The vendor has always provided the good or service to KSU.

INSTRUCTIONS FOR OBTAINING SOLE SOURCE APPROVAL
If you need to purchase a good or service from a SS vendor, please:
     1) Create an AGS request for the good or service;
     2) Complete the attached form and attach any related back-up documentation;
     3) Sign the form and obtain signatures of the Department and Division Heads; and
     4) Submit the original form (minus this instruction page) to the Purchasing Officer responsible for the
        commodity. The list of Purchasing Officers responsible for each commodity is on the Procurement
        Department website. INCOMPLETE FORMS WILL BE RETURNED TO THE REQUESTOR.

If approved, the Purchasing Officer will post the SS to the Georgia Procurement Registry for five business
days as required by state law. If other vendors are capable of providing the same good or service, they may
protest the SS to the Department of Administrative Services (DOAS). If DOAS supports the protest, the
good or service may have to be competitively bid. The Purchasing Officer will notify you when the posting
has closed and tell you if any protests have been received. If your SS request is for a service, the Purchasing
Officer also will ask you for a contract and proof of insurance coverage.
                                 KSU SOLE SOURCE JUSTIFICATION
      Approvals: By signing below, person affirms that all information contained in this form is true and correct.

       Approver                                    Signature                                 Date

       Requestor (Person Completing This Form)

       Department Head

       Division Head

       Agency Procurement Officer

       Chief Operating Officer


     Requestor Information
       Name:                                             Phone:
       Department:                                       Email:

    Procurement Information
       Brand/Item:                                        Commodity:            Choose a Commodity...
       Estimated Cost:                                    Purchasing Officer:   Choose a Purchasing Officer...
       AGS Number:

     Sole Source (SS) Vendor Information
       Name:                                             Contact Person:
       Address:                                          Phone:
                                                         Email:

1) Describe the good or service that the SS Vendor will provide. Include any applicable details such as model number
   or software version, where and how the good will be used, and/or where the service will be performed. Space will
   expand as needed.




2) Why is this vendor the only source of the good or service described in #1? Check all that apply and follow the
   instructions for each reason. See page 1, What is a Sole Source?, for a definition of each item.

        Only manufacturer-authorized supplier
        Attach a letter/email from the manufacturer stating that the vendor is the only authorized supplier. In
        the space below, explain why using a different vendor would have adverse consequences. Space will
        expand as needed.

        Exclusive rights to sell good or service
        Attach a letter/email from the manufacturer stating that the vendor has exclusive rights to sell the
        good or service; proof of copyright or patent; or other evidence of exclusive rights.
                                 KSU SOLE SOURCE JUSTIFICATION
          Excessive cost
          In the space below, explain why using another vendor would result in excessive cost to KSU. Specify
          all actual costs that would be incurred. Space will expand as needed.

          Adverse impact
          In the space below, explain why using another vendor would have a significant adverse impact on KSU.
          Space will expand as needed.

          Previous experience with KSU            Unique capabilities or technical expertise
    If you select one or both of these reasons, you must research at least three other vendors in the field and
    document below why they cannot provide the good or service. Space will expand as needed.
         A) Vendor Name and Phone Number:
              Explain why this vendor cannot provide the good or service.


          B) Vendor Name and Phone Number:
              Explain why this vendor cannot provide the good or service.


          C) Vendor Name and Phone Number:
              Explain why this vendor cannot provide the good or service.



3) Conflict of Interest (COI): Explain any relationship that the SS Vendor has to any KSU employee. For information
   about COI, please see the Official Code of Georgia Annotated 45-10-22 et. seq. and Board of Regents 802.16 and
   802.1602. If the vendor has no relationship to any KSU employee, write Not Applicable. Space will expand as
   needed.




Purchasing Officer Notes

Date Received Completed Form:

Date Market Research Completed:

Result:

				
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