Sole Source Intent to Award Justification Instructions - Southern ...

Sole Source Intent to Award Justification InstructionsPurposeThe Sole Source Form should be used if there is only one supplier / source that can provide theservice or supply. The Procurement Office must provide public notice of the intended solesourcepurchase through a posting to the Georgia Procurement Registry for a minimum of five(5) business days. The purpose of publicizing the sole-source notice is to offer other possiblesuppliers an opportunity to respond by submitting a protest stating they can provide the specifiedgood or service.In the event a supplier is capable of providing the needed goods/services and desires to challengea sole-source determination, the supplier must file a protest with the State Purchasing DivisionAssistant Commissioner prior to the close of the sole-source notice. Any such protest will beresolved by the Department of Administrative Services in accordance with the provisions of theGeorgia Procurement Manual.In the event the sole-source determination is not successfully challenged, the Procurement Officemay proceed directly to contract award. The Procurement Office must post a Notice of Award tothe Georgia Procurement Registry, indicating the contract award amount.Completion of FormRequest Information, Request Submitted By, and Entity Information will be completed bythe Procurement Office.Request Details: Department should indicate how they tried to locate another source of theproduct / service and complete the supplier name, supplier contact, and supplier telephonenumber. Also, provide a detailed description of the product or service.For Commodities (Products): Department should provide an explanation of why the specificproduct is the only one that can meet the Department’s requirement.A letter from the Original Equipment Manufacturer must be included.

Exclusive CapabilityDescribe the proposed supplier’s unique capabilities and explain why this is the only sourceavailable. Provide specifics. The following are examples in which Sole Source could beacceptable:• Only the proposed source can furnish the services because of their previous experience withSouthern Polytechnic State University. Having an alternative source duplicating thesecapabilities would result in excessive cost to the University. (Excessive cost must be quantified).• Only one supplier can satisfy the technical requirements because of unique technicalcompetence or expertise. (Technical requirements must be valid and verifiable).• The item does not satisfy the requirements for Sole Source, but the use of any othermanufacturer’s product would result in excessive cost to the University. (Excessive cost must bequantified).• Only one source possesses patents or exclusive rights to furnish the item/service.For example, the product is only available from the manufacturer, software developer, etc.) oronly one supplier has the ability to furnish the item or service.Other Extenuating Circumstances or Considerations: Include, as applicable, adverse impacts onthe University if not using the proposed source, and other considerations not previously stated.*** Sole Source Form is not approved or valid until signed by the Director of MaterialManagement or the Manager of Procurement. Please contact the Procurement Office at 678-915-7469 or 678-915-7389 for questions or further assistance in completing this form.***