Justification for Sole Source Procurement

Document Sample
Justification for Sole Source Procurement Powered By Docstoc

                                                                                                                                         Reset Form
                                                                      "SOLE SOURCE" PROCUREMENT
                                                                        JUSTIFICATION (OVER $5,000)

 Section 18-4-306, MCA, allows a contract to be awarded for a supply or service item without competition under certain circumstances. The
 required item must be available only from a single supplier. "Sole Source" is distinguishable from "Sole Brand" in that only one supplier is
 available to provide the supply or service. Circumstances which could necessitate a sole source procurement are: (1) the compatibility of
 current services or equipment, accessories, or replacement parts; (2) there is no existent equivalent product; or (3) only one source is
 acceptable or suitable for the supply or service item. Sole source procedures do not apply if the item is under $5,000. The determination
 as to whether a procurement shall be made as a sole source shall be made by Business Services - Purchasing. The following items do not
 require sole source justification: ( 1) professional licenses; (2) dues to associations; (3) renewal of software license agreements; (4)
 purchase or renewal of maintenance agreements for software or hardware; and (5) publications available only from a single supplier.

 Requisition No.:                                                       Date:              mm/dd/yyyy
 (Required for products > $25,000 and Services > $5,000)

 Vendor:                                                                Total Dollar Amount:

 Requestor’s Name:                                                      Dept/Title:

 Signature of Requestor:                                                Phone/email:

1. Name of product or service:

2. Name of product manufacturer:

3. Name of "sole" product supplier or service provider:

4. Fully describe the purpose for which this product or service is needed. Explain in detail, how this need can best be
   be satisfied.

5. What evaluation of other product suppliers or service providers was made? List names of vendors evaluated.

6. What makes this particular product or service unique and unavailable from other sources? Does the product have to
   be compatible with existing equipment? If yes, explain why, in detail, along with the name of the equipment the new
   product must be compatible with and where it is located.

         1 of 2                                                                 Form PR004 - Sole Source Justification - Revised 02/11
7. How did you determine that there was only one source for the product or service?

8. Attach dated quote and either Products Over $25,000 Form or Contract Services Over $5,000 Form.

JUSTIFICATION OF SOLE SOURCE (does not authorize the department to order the product or authorize the payment
method of this sole source):

________________________________________________               _________________________
  Signature of UM Business Services Procurement Official                  Date

   Approved as a Justified Sole Source

PAYMENT METHOD: Business Services - Purchasing approval of this Sole Source Justification only approves the
ordering of the product. The Department must follow Direct Pay Invoice or UM ProCard payment procedure and dollar
amount authority administered by Business Service – Accounts Payable. Departments may use this form to provide proof
to Business Services – Accounts Payable that the department has the authority to order only.

________________________________________________               _________________________
  Signature of UM Business Services Procurement Official                 Date


       2 of 2                                                     Form PR004 - Sole Source Justification - Revised 02/11

Shared By: