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Sole Source Procurement Form

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SOLE SOURCE PROCUREMENT FORM

WHEREAS

WHEREAS, Requesting Department: seeks to procure goods or services necessary to fulfill its operational responsibilities and has authority to request procurement exceptions under applicable procurement policy; and

WHEREAS, Vendor Name: , Vendor Contact: is the sole available source by reason of proprietary rights, unique compatibility requirements, or emergency circumstances as described herein.

WHEREAS, this Sole Source Procurement Form documents the factual basis, market research, funding, and approvals required to authorize a non-competitive award.

REQUEST DETAILS

VENDOR INFORMATION

SCOPE OF WORK

SOLE SOURCE JUSTIFICATION

Basis for Sole Source (select all that apply):



MARKET RESEARCH AND ALTERNATIVES CONSIDERED

Brief description of market research performed (contacts, dates, responses):

COST, FUNDING, AND PAYMENT TERMS

TERM AND TERMINATION

Contract Start Date:    Contract End Date:    Notice Period for Termination:

Termination for convenience or for cause shall be governed by the procuring authority's standard terms and the specific termination provisions agreed in any resulting contract. Requesting Department must provide written notice as specified above.

CONFIDENTIALITY AND DATA PROTECTION

All non-public information disclosed by either party in connection with this procurement shall be treated as confidential to the extent permitted by law. The vendor shall implement appropriate administrative, physical, and technical safeguards to protect sensitive information and shall comply with applicable data protection obligations.

GOVERNING LAW; ENTIRE AGREEMENT

This Sole Source determination, and any resulting contractual award, shall be governed by and construed in accordance with the laws applicable to the procuring entity. This document together with any resulting purchase order or contract constitutes the entire understanding between the parties regarding the subject matter and supersedes prior negotiations and representations.

CONFLICT OF INTEREST / CERTIFICATION

By signing below, the Requesting Official certifies that the facts presented are true and accurate to the best of their knowledge, that the proposed sole source procurement is justified by the grounds stated, and that no conflict of interest exists or, if one exists, it has been disclosed in the field below.

APPROVALS

Approvals below confirm review of the justification, funding availability, and conformance with procurement rules. Signatures constitute administrative approval to proceed with a sole source award as described.

Requesting Official:

By:

Date:

Procurement Officer:

By:

Date:

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What the Sole Source Procurement Form Is

A Sole Source Procurement Form documents why a specific supplier is the only practicable source for goods or services and records the procurement authority's determination. It typically explains unique technical capability, proprietary rights, time-sensitive needs, or compatibility with existing systems. Governments and many organizations require formal justification, supporting market research, and approvals before awarding a sole source contract. The form creates an audit trail for internal review, external audit, and potential protests and helps ensure procurement decisions meet statutory and policy requirements across federal, state, and local jurisdictions.

Why a Clear Sole Source Form Matters

A properly completed form records the factual basis for bypassing competitive procurement, reduces legal exposure, supports transparent decision-making, and creates a searchable audit trail for reviewers and auditors.

Why a Clear Sole Source Form Matters

Who Typically Prepares and Approves This Form

The Sole Source Procurement Form is used by procurement teams, program managers, and contracting officers when competition is impractical.

  • Procurement officers and contracting staff who prepare justification and route approvals.
  • Program or project managers who document technical reasons and operational urgency.
  • Legal or compliance reviewers who validate the statutory and policy basis for the award.

It also serves auditors, legal reviewers, and oversight bodies that evaluate procurement decisions and ensure compliance with policy.

Core Sections to Include in a Professional Sole Source Form

A complete form organizes justification, vendor details, market research, cost analysis, required approvals, and contract duration so reviewers can evaluate the decision quickly and consistently.

Justification

Describe the specific reason competition is impracticable, including technical, proprietary, compatibility, or emergency grounds and citations to relevant procurement policy.

Vendor Details

Provide the supplier name, contact information, unique capabilities, and any proprietary claims or sole-source certifications the vendor provided.

Market Research

Summarize searches performed, other vendors evaluated, and why alternatives do not meet requirements; include dates and sources of market checks.

Cost Analysis

Document cost or price reasonableness, quotes obtained, historical prices, and any benchmarking used to support the award value.

Approvals

List required signatories, organizational authority limits, and official approval dates to confirm compliance with delegation of authority.

Duration & Scope

State the contract period, renewal options, and any limitations on scope that justify the single-source purchase.

Step-by-Step: How to Prepare and Submit the Form

Follow a clear sequence from justification drafting to final approval to minimize review time and compliance risk.

  • 01
    Draft Justification: Document facts, technical needs, and market checks supporting sole-source selection.
  • 02
    Attach Evidence: Include quotes, vendor statements, and procurement policy citations as attachments.
  • 03
    Obtain Approvals: Route to contracting and legal reviewers according to authorization thresholds.
  • 04
    File and Archive: Record the signed form and attachments in the procurement system and retention repository.

How to Configure an Online Review and Approval Workflow

Set up routing, authentication, and notifications to mirror internal approval steps and ensure accountability.

Template Create a reusable form template with required fields and attachments.
Conditional Fields Show or hide sections (e.g., emergency justification) based on responses.
Authentication Require signer verification (email, SMS code, or stronger) per policy.
Routing Order Enforce sequential approvals where legal or financial sign-off is required.
Notifications Send automated reminders and store signed copies in the record system.

Typical Digital Submission Flow

A defined digital process reduces delays: upload, place fields, authenticate, obtain signatures, and capture an audit trail.

  • Upload Document: Add the form PDF or DOCX to the signing platform.
  • Place Fields: Add signature, date, and conditional text fields for approvers.
  • Authenticate Signers: Use email verification, SMS code, or higher-level authentication where required.
  • Capture Audit Trail: Store timestamps, IP addresses, and action history with the signed record.

Delivery Options and Technical Requirements

Choose a delivery method that preserves authenticity, audit data, and attachments for long-term retrieval.

  • File Formats: PDF, DOCX, and Excel supported
  • Integrations: Connect to contract repository or ERP
  • Authentication: Email, SMS, or advanced options

Typical Timelines and Processing Expectations

Timelines vary by organization; plan for drafting, internal review, and external approvals when scheduling award dates and contract start.

Request Date:

Date the procurement need is submitted and justifications begin.

Justification Deadline:

Complete market research and draft within defined project timelines.

Approval Turnaround:

Allow sufficient days for legal and financial review before award.

Award Posting:

Post award notices as required by law or policy after approvals.

Retention Start:

Retention periods begin on award or contract execution date.

Key Processing Milestones

Use these sequential milestones to track progress from request to contract award and archiving.

01

Request Submission

Initiate the procurement request and attach initial scope and cost estimate.

02

Justification Drafting

Complete narrative, market checks, and vendor information for review.

03

Formal Approval

Obtain signatures from contracting, legal, and budget authorities as required.

04

Award & Archive

Issue the contract, publish any required notices, and archive the certified record.

Common Preparation Errors to Avoid

  • Insufficient market research: failing to document searches, alternate vendors, or why competitors cannot meet requirements often leads to protests.
  • Missing approvals: awarding above delegated authority or without required legal review can invalidate the procurement and require corrective action.
  • Vague justification: using non-specific language like 'best vendor' without factual support increases audit and protest risk.
  • Incorrect value or scope: underestimating estimated contract value may bypass necessary competition rules or reporting thresholds.

Potential Consequences of an Incorrect or Incomplete Form

Bid Protest: Formal challenge to award may suspend contract performance
Audit Finding: Auditor may require corrective remedies or repayment
Contract Voidability: Award may be rescinded for procedural noncompliance
Fiscal Penalties: Grant or funding agencies may seek repayment
Reputational Risk: Organizational credibility may be harmed
Procurement Delays: Remediation can delay project delivery

Required Security, Records, and Compliance Elements

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Detailed timestamps, IPs, and signer actions
Access Controls: Role-based permissions and activity logs
HIPAA/BAA: BAA required if form contains PHI
21 CFR Support: Controls for FDA-regulated records where needed
Retention Policy: Defined retention and secure archival

Practical Examples of When a Sole Source Form Is Used

These concise examples show common real-world scenarios and the documentation typically needed to justify a sole source award.

Municipal Equipment Purchase

A city requires a proprietary pump with unique fittings that match existing infrastructure

  • only one vendor supplies that model and parts
  • the form included vendor certification, installation compatibility tests, three years of maintenance pricing, and legal sign-off to support the noncompetitive award and subsequent audit.

University Laboratory Instrument

A research lab needs an instrument compatible with legacy data outputs critical to an active grant

  • a single manufacturer provides the required interface and reagents
  • attached market research, vendor letters on proprietary connectors, and grant manager approval justified a sole source procurement.

Comparison: eSignature Providers for Executing and Archiving the Form

Platforms vary on pricing models, enterprise features, compliance support, and envelope limits; signNow is listed first per vendor-comparison convention.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Trial availability varies by vendor Trial availability varies by vendor Trial availability varies by vendor Trial availability varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About the Sole Source Procurement Form

Answers to common questions about when to use the form, legal validity, signing, retention, and common review concerns.


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