Instructions for the Single/Sole Source Justification Form - DFA
Instructions for the Single/Sole Source Justification Form - DFA
Instructions for the Single/Sole Source Justification Form - DFA
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Procurement Services395 Pine Tree Road, Suite 330Ithaca, New York 14850t. 607.255.3804f. 607.255.9450e. procurement@cornell.edu<strong>Instructions</strong> <strong>for</strong> <strong>the</strong> <strong>Single</strong>/<strong>Sole</strong> <strong>Source</strong> <strong>Justification</strong> <strong>Form</strong>By filling out this <strong>for</strong>m, you are stating that to your knowledge <strong>the</strong>re is no o<strong>the</strong>r source <strong>for</strong> this item. Please seeUniversity Policy 3.25, Procurement of Goods and Services <strong>for</strong> more in<strong>for</strong>mation on bid requirements andsingle/sole source justification.Note: You do NOT need to complete <strong>the</strong> <strong>Single</strong>/<strong>Sole</strong>-<strong>Source</strong> <strong>Justification</strong> <strong>for</strong>m if:1. The total dollar amount of <strong>the</strong> requisition is less than or equal to $10,000 per <strong>the</strong> procurement policy.2. The item was bid by Cornell Procurement Services. Include <strong>the</strong> bid number on <strong>the</strong> requisition.Additional written justification is required if <strong>the</strong> low bidder is not selected.3. The items quoted are from <strong>the</strong> New York state contract or GSA contract. Please include <strong>the</strong> contractnumber.4. The vendor is a preferred supplier <strong>for</strong> <strong>the</strong> items on <strong>the</strong> requisition.Submission <strong>Instructions</strong>Please fax <strong>the</strong> completed <strong>for</strong>m to Procurement Services at (607) 255-9450.Section Help Topics and Completion GuidelinesExplanation <strong>for</strong> single/sole source:Do:1. State why this is <strong>the</strong> only vendor that can provide <strong>the</strong> requested product or service.2. State why this piece of equipment or service is unique, include a couple of reasons.3. Compare o<strong>the</strong>r equipment or services with requested purchase and explain why this is selection isadvantageous.4. When purchasing used items, state <strong>the</strong> original cost (market price) or new cost of <strong>the</strong> equipment.5. When explaining matching equipment, note <strong>the</strong> 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 <strong>the</strong> original software, PO number, cost, andlevel or upgrade in<strong>for</strong>mation.7. Explain services in detail. Attach any service agreements or additional conditions/paperwork.8. If <strong>the</strong> item is purchased through an auction, include with 111A/B <strong>the</strong> potential list of items and <strong>the</strong>price expected to be paid. Documentation showing price paid must follow.9. Sign and date <strong>the</strong> <strong>for</strong>m.1
Don't:1. Don’t reference <strong>the</strong> 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 <strong>the</strong> statement(s) that are checked. Explain and expand on <strong>the</strong> statement(s).4. Don’t photocopy past <strong>for</strong>ms or use generic statements with a new signature. Each sole source <strong>for</strong>mmust be completed individually with unique explanations.Note: Items available through distribution (re-sellers) are not typically sole source.Establishment of <strong>the</strong> Reasonableness of <strong>the</strong> Price1. Note <strong>the</strong> previous PO number especially if <strong>the</strong> equipment was ordered previously at <strong>the</strong> same orsimilar price.2. Include a copy of <strong>the</strong> catalog page(s) or price list, if you checked "... stating price was obtained bycatalog or standard price list."3. Ask how <strong>the</strong> vendor established <strong>the</strong>ir price when requesting a quote from a vendor, (e.g.,educational/discounted price, NY states contract, or standard price).4. If <strong>the</strong> equipment is being purchased at an auction or an online auction, make <strong>the</strong> statement in Part II-Bexplaining this reason as justification of price.5. If you cannot establish why this is a reasonable price, let <strong>the</strong> procurement agent ask <strong>for</strong> pricecertification.6. Do not make generalities. For example, don’t say, "We bought it here be<strong>for</strong>e because <strong>the</strong>y werelowest bidder," or "We have checked pricing, and <strong>the</strong>y are in line with <strong>the</strong>ir competitors."Things that procurement agents look <strong>for</strong> and will request from <strong>the</strong> vendor, if needed:1. FOB Destination and Freight terms2. Terms and Conditions3. Invoice Terms4. Price certification5. Insurance6. Valid quote7. O<strong>the</strong>r2
CU Requests Ownership/Title of Good to Pass at Cornell's DockWe request that <strong>the</strong> vendor accepts Cornell University’s Terms and Conditions. If <strong>the</strong>y will not, ProcurementSerivces will review <strong>the</strong>ir terms and conditions and work with <strong>the</strong> 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 in<strong>for</strong>mation on how <strong>the</strong> price was determined and will validate <strong>the</strong> certificationprovided by <strong>the</strong> vendor.If <strong>the</strong> vendor is to come onto campus (or onto Cornell property) to per<strong>for</strong>m work, not just to deliver, ProcurementServices will request an insurance certificate.Please make sure that <strong>the</strong> quote has a valid date and that <strong>the</strong>re is ample time to allow <strong>for</strong> processing. Someorders may require additional approvals from o<strong>the</strong>r departments be<strong>for</strong>e <strong>the</strong>y can be processed. Please allowplenty of time <strong>for</strong> this processing.3