Fillable Sole Source Justification Request (Jefferson Davis Community College)

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Sole Source Justification Request (Jefferson Davis Community College)

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Sole Source Justification Request
According to State Board Policy 309.2 that pertains to Sole Source Vendors, you must obtain and provide
evidence to the Chancellor of ACCS that this is the only source for this product and that similar products
do not meet the required specifications. Therefore, you must provide the following:
1. Completed Request for Sole Source Justification form.
2. Letter from the vendor supporting the sole source claim that includes and confirms the
following:
o Confirms they are the only vendor that can supply the product or services needed
o Explains the uniqueness of the product or services in detail, which may also include
compatibility, patent, warranty, software upgrades, etc.
Example 1: The equipment was installed by this particular vendor and
purchasing similar compatible products from another company would void the
warranty or compromise the system if any other vendor performed maintenan
ce
on
the equipment.
Example 2: The equipment or software cannot be purchased through other
vendors. Similar equipment or software offered by other vendors is not
compatible with current requirements for classroom instruction and training.
3. Documentation from competing vendors to show that their products do not meet the
specifications:
o An email or letter from three different vendors, of similar sector, confirming the
product isn’t sold by their company or that similar products they sell are not compatible
with required specifications.
• Provide these vendors with very detailed product specifications, that
may also include or require product warranty, software upgrades,
specified timeframe of product delivery. The product delivery may be
contingent on when it is needed to begin classroom instruction training
o
r in order to meet grant deadlines. This would engage the vendor to
respond in detail to what your product needs are.
4. Letter from the requestor that includes the following:
o how it was determined that the item or service is only available from one sour
ce
o th
at your academic requirements for wishing to purchase the product cannot be met by
other products a
nd
o wh
at sets this product apart from others
Please return all required documentation to:
Tony
a Banks
Purchasing Agent
1900 Highway 31 South
Bay Minette, AL 36507
Tonya.Banks@coastalalabama.edu
REQUEST FOR SOLE SOURCE JUSTIFICATION
NOTE: Both the vendor and the product(s) must be deemed unique.
Requestor: ______________________________
Institution: ______________________________
Campus Address: ________________________
Preferred Vendor: ________________________
Date: ____________________________________
Phone Number: __________________________
Fax Number: _____________________________
Amount: ________________________________
I am aware that Section 41-16-50 of the Code of Alabama mandates that the Alabama Community
College System procure all material, equipment, services, and supplies totaling $15,000.00 or
more via competitive bid. However, I am requesting sole/single source approval based on the
following criteria. (Attach additional sheets as necessary)
I. The requested product is an integral repair part or accessory compatible with existing
equipment.
A. Existing equipment: ________________________________________________________________
Manufacturer: ________________________________________________________________________
Model/Serial Number: _________________________________________________________________
Age/Current Value: ____________________________________________________________________
Estimated Remaining Life Span: ________________________________________________________
B. Requested equipment/accessory/part: _________________________________________________
Manufacturer/Model Number: __________________________________________________________
Dollar Value: _________________________________________________________________________
Explain relationship between current equipment and requested equipment
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
II. The requested product has unique design/performances specifications which are essential to
the institutions needs and are not available in comparable products.
A. These capabilities are:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
B. In addition to the product requested, I have contacted other suppliers identified below and
considered their product of similar capabilities. These products are not acceptable because they
are lacking one or more of the technical specifications described in A above.
Explain in detail:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
___________________________________________________________________________1. Vendor:
Vendor contact/phone #: _______________________________________________________________
Product Description: __________________________________________________________________
Technical Deficiencies: ________________________________________________________________
2. Vendor: ___________________________________________________________________________
Vendor contact/phone #: _______________________________________________________________
Product Description: __________________________________________________________________
Technical Deficiencies: ________________________________________________________________
3. Vendor: ___________________________________________________________________________
Vendor contact/phone #: _______________________________________________________________
Product Description: __________________________________________________________________
Technical Deficiencies: ________________________________________________________________
III. Other factors not addressed above which may assist in the sole source justification review
process are:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
NO SOLE SOURCE WILL BE APPROVED WITHOUT THE BELOW SIGNATURES
I certify that the above information is true and correct and that I have no financial or other
beneficial interest in the vendor.
________________________________ Date: ______________ ________________________________
Full Name of Principal Investigator Signature
(Print or Type)
________________________________ Date: ______________ ________________________________
C
hief Financial Officer Signature
(Print or Type)
____________________________________________
Date: ______________ _______________________________
President Signature
(Print or Type)
Sole/Single Source justification is adequate and purchase is authorized without competitive solicitation.
Sole/Single Source justification is inadequate and purchase is not authorized without competitive solicitation.
________________________________ Date: ______________ ______________________________
Chancellor Signature
Mr. Jimmy Baker
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Sole Source Justification Request (Jefferson Davis Community College)

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Completed 25 July 2020

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