Sole Source Request Form Alabama A&M University

What is the Sole Source Request Form Alabama A&M University

The Sole Source Request Form at Alabama A&M University is a critical document used to justify the procurement of goods or services from a single supplier. This form is essential for ensuring compliance with state regulations and university policies regarding purchasing. It provides a structured way to document the reasons for selecting a sole source vendor, which may include unique capabilities, specialized expertise, or proprietary technology that cannot be obtained from other sources.

How to use the Sole Source Request Form Alabama A&M University

Using the Sole Source Request Form involves several key steps. First, identify the specific goods or services needed and confirm that they meet the criteria for sole source procurement. Next, complete the form by providing detailed information about the vendor, the nature of the goods or services, and the justification for the sole source selection. Ensure that all required signatures are obtained before submitting the form to the appropriate purchasing department for review and approval.

Steps to complete the Sole Source Request Form Alabama A&M University

Completing the Sole Source Request Form requires attention to detail. Follow these steps:

• Gather information about the goods or services needed.
• Research the vendor to confirm they are the only source capable of fulfilling the request.
• Fill out the form, providing accurate details about the vendor and justification for the sole source.
• Attach any supporting documentation that reinforces the need for a sole source.
• Review the form for completeness and accuracy.
• Obtain necessary approvals and signatures.
• Submit the form to the purchasing department.

Key elements of the Sole Source Request Form Alabama A&M University

The Sole Source Request Form includes several key elements that are essential for proper processing. These elements typically consist of:

• Vendor Information: Name, address, and contact details of the vendor.
• Description of Goods/Services: A clear and concise explanation of what is being procured.
• Justification: A detailed rationale explaining why the vendor is the only source capable of providing the requested goods or services.
• Cost Estimate: An estimated cost for the procurement, including any applicable taxes or fees.
• Signatures: Required approvals from relevant parties within the university.

Legal use of the Sole Source Request Form Alabama A&M University

The legal use of the Sole Source Request Form is governed by both state law and university policy. It is crucial to ensure that the procurement process adheres to these regulations to avoid potential legal issues. The form serves as a formal record of the justification for selecting a sole source vendor, which can be important for audits and compliance reviews. Proper documentation helps protect the university from claims of unfair procurement practices.

Form Submission Methods for the Sole Source Request Form Alabama A&M University

Submitting the Sole Source Request Form can typically be done through various methods, depending on the university's policies. Common submission methods include:

• Online Submission: Many universities offer electronic submission through a designated portal.
• Mail: The form can be printed and sent via postal service to the purchasing department.
• In-Person: Submitting the form directly to the purchasing office may be required in some cases.