Instructions for the Single/Sole Source Justification Form - DFA

Procurement Services395 Pine Tree Road, Suite 330Ithaca, New York 14850t. 607.255.3804f. 607.255.9450e. procurement@cornell.eduInstructions for the Single/Sole Source Justification FormBy filling out this form, you are stating that to your knowledge there is no other source for this item. Please seeUniversity Policy 3.25, Procurement of Goods and Services for more information on bid requirements andsingle/sole source justification.Note: You do NOT need to complete the Single/Sole-Source Justification form if:1. The total dollar amount of the requisition is less than or equal to $10,000 per the procurement policy.2. The item was bid by Cornell Procurement Services. Include the bid number on the requisition.Additional written justification is required if the low bidder is not selected.3. The items quoted are from the New York state contract or GSA contract. Please include the contractnumber.4. The vendor is a preferred supplier for the items on the requisition.Submission InstructionsPlease fax the completed form to Procurement Services at (607) 255-9450.Section Help Topics and Completion GuidelinesExplanation for single/sole source:Do:1. State why this is the only vendor that can provide the requested product or service.2. State why this piece of equipment or service is unique, include a couple of reasons.3. Compare other equipment or services with requested purchase and explain why this is selection isadvantageous.4. When purchasing used items, state the original cost (market price) or new cost of the equipment.5. When explaining matching equipment, note the previous purchase order (PO) numbers and adescription of to what this piece of equipment is being matched.6. If this is an upgrade to existing software, please state the original software, PO number, cost, andlevel or upgrade information.7. Explain services in detail. Attach any service agreements or additional conditions/paperwork.8. If the item is purchased through an auction, include with 111A/B the potential list of items and theprice expected to be paid. Documentation showing price paid must follow.9. Sign and date the form.1

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