Hydstra_SOLESOURCEJUSTIFICATIONFORM_2023.pdf

SOLE SOURCE JUSTIFICATION FORM

Sole Source actions are exempt from competitive procurement procedures (Chapter 287.057(3)(c), F.S. ) A “sole source procurement” is defined in the Procurement Manual as “there is only one manufacturer and/or vendor that meets the requirement of the solicitation for a particular commodity”.

Directions: Before initiating a memorandum for the approval of a vendor as a sole source, the Project Manager must conduct marketplace research and provide answers to the questions below. Upon completion, form will be forwarded for review and approval to Deputy Executive Director and Executive Director.

If the action requires only the Executive Director’s approval ($30,000 or less) this completed form will serve as the justification memorandum and approval. If the action requires Governing Board approval, a memorandum will be prepared for inclusion in the Governing Board materials. The information below should be used as a guide in preparing memorandum.

Proposed Vendor Name:

BACKGROUND: Service ___or Commodity___

Description:

Need for product:

DISCUSSION

Is there only one manufacturer or distributor for this commodity/service? __Yes __No (IF YES, it is not necessary to complete items below. Attach documentation and sign form).

However, if these considerations are also applicable, this will provide additional justification for a sole source determination.

If more than one vendor can provide this commodity/service, describe how the proposed vendor best meets the requirements of the procurement considering the factors described below.

Is this commodity considered emerging technology? __Yes __No. If yes, describe.

Is there a need for consistency of data/reports/parts? __Yes ___No. If yes, state the reasons.

Would there be a lot of research required by another vendor if the proposed vendor is not approved?

___Yes ____No. If yes, state how the project will be impacted.

Sole Source Justification Form

Did the District receive direction from a funding agency to use this vendor? __Yes __No If yes, name of agency and circumstances of the direction.

Is this a Governing Board designated program that is targeted to a specific area, individual(s) or other business organization(s) __Yes __No. If yes program name

Has this vendor previously provided work/commodity to the District? __Yes __No. If yes, when and how long? __________ If yes, describe the reasons why the vendor best meets the needs of this procurement.

How long do you intend to use this vendor’s commodity/service and at what cost?

Attach quote from vendor.

Are there any other unique advantages to using this vendor not discussed above? __Yes __No If yes, describe.

Provide any other additional information as needed.

Submitted by: (Project Manager Name)

Date:

Project Manager Signature

Records & Contracts Manager has reviewed and confirmed this request meets the intent of the District’s Contractual Procedures.

Date:

Records & Contracts Manager Signature

Asset & Purchasing Specialist, has reviewed and confirmed this request meets the intent of the Districts Purchasing Procedures

___________________________________________________________Date:____________________ Asset & Purchasing Specialist Signature

Sole Source Justification Form

Approved by:

Date: __________________ Deputy Executive Director Signature

Date: __________________ Executive Director Signature

Please return fully signed form to the Records & Contracts Manager

Date: