Get Sole Source Justification - Eastern Illinois University

Completing the Sole Source Justification form is essential for departments at Eastern Illinois University seeking to make a sole source purchase. This online guide provides clear, step-by-step instructions to assist you in accurately filling out the necessary information.

Follow the steps to successfully complete the Sole Source Justification form.

1. Press the ‘Get Form’ button to access the Sole Source Justification form and open it in your editor of choice.
2. Fill out the header information, including your name as the requestor, date, requisition number, department, and vendor/contractor details.
3. Select the appropriate box indicating the basis for the sole source purchase. If multiple reasons apply, choose the most relevant one or check 'other' to provide additional details.
4. Provide detailed information explaining the need for the goods or services, specifically addressing the instructional, research, or outreach activities involved.
5. If applicable, indicate whether your department has purchased these goods or services in the past, including the name of the contractor, whether it was competitively bid or sole source, as well as the last date and price paid.
6. Explain why the requested goods or services are indeed unique and can satisfy your requirements best, detailing their distinctive features.
7. If services are involved, provide specific qualifications of the vendor that justify the sole source procurement.
8. Discuss any alternative goods or services that have been evaluated and why they were deemed unacceptable, or justify why alternatives were not considered.
9. Outline the efforts made to negotiate the best possible price with the vendor, mentioning any discounts or value-added services proposed.
10. State if this purchase will create future obligations to the vendor for maintenance or licensing and provide details on those commitments.
11. Indicate why the price of this purchase is seen to be fair and reasonable, including any price comparisons with similar services.
12. Specify the amount to be paid, marking it as actual or estimated, and explain how the final cost will be determined if estimated.
13. Describe the possible financial or other impacts on your department if the sole source request is not approved.
14. Choose whether this will be a one-time purchase or if there are ongoing purchases anticipated, including necessary dates and duration.
15. Select the appropriate funding source(s) for the purchase.
16. Have an authorized departmental staff member sign off on the request, entering their name and date.
17. After completing the form, save your changes to ensure all information is retained, and proceed to submit it to the Purchasing Division using the provided email address.

Start completing your Sole Source Justification form online today to ensure compliance and prompt processing.