Instructions for the Single/Sole Source Justification Form - DFA

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Don't:1. Don’t reference the price in Part II-A. Price justification is to be completed in Part II-B.2. Don’t use general statements. Be specific (e.g., good quality, service, etc.).3. Don’t repeat the statement(s) that are checked. Explain and expand on the statement(s).4. Don’t photocopy past forms or use generic statements with a new signature. Each sole source formmust be completed individually with unique explanations.Note: Items available through distribution (re-sellers) are not typically sole source.Establishment of the Reasonableness of the Price1. Note the previous PO number especially if the equipment was ordered previously at the same orsimilar price.2. Include a copy of the catalog page(s) or price list, if you checked "... stating price was obtained bycatalog or standard price list."3. Ask how the vendor established their price when requesting a quote from a vendor, (e.g.,educational/discounted price, NY states contract, or standard price).4. If the equipment is being purchased at an auction or an online auction, make the statement in Part II-Bexplaining this reason as justification of price.5. If you cannot establish why this is a reasonable price, let the procurement agent ask for pricecertification.6. Do not make generalities. For example, don’t say, "We bought it here before because they werelowest bidder," or "We have checked pricing, and they are in line with their competitors."Things that procurement agents look for and will request from the vendor, if needed:1. FOB Destination and Freight terms2. Terms and Conditions3. Invoice Terms4. Price certification5. Insurance6. Valid quote7. Other2
CU Requests Ownership/Title of Good to Pass at Cornell's DockWe request that the vendor accepts Cornell University’s Terms and Conditions. If they will not, ProcurementSerivces will review their terms and conditions and work with the vendor to come to an agreement. Theprocurement agent oversees this process.We request standard payment terms of Net 30 days. Vendors may offer us discounts, as well.Procurement Services will request information on how the price was determined and will validate the certificationprovided by the vendor.If the vendor is to come onto campus (or onto Cornell property) to perform work, not just to deliver, ProcurementServices will request an insurance certificate.Please make sure that the quote has a valid date and that there is ample time to allow for processing. Someorders may require additional approvals from other departments before they can be processed. Please allowplenty of time for this processing.3
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Instructions for the Single/Sole Source Justification Form - DFA

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