TSS - For Purchases Over $10K, What Constitutes an Acceptable Supplier Justification?

For Purchases Over $10K, What Constitutes an Acceptable Supplier Justification?

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First Published  :Wed Oct 01 16:22:09 GMT 2014
Last Modified  :Tue Dec 02 01:12:20 GMT 2014
Last Published  :Tue Dec 02 01:12:20 GMT 2014
Summary :  Describes an acceptable supplier justification for procurement over $10,000

Response

Primary Information

    If you want to make a large-dollar purchase ($10K and above), a supplier justification form is needed.

    If you are working on a purchase with the Purchasing Office, they typically complete this form.  If you have selected the supplier based on your own research, you are responsible for completing the supplier justification form and follow the bidding process (See Tufts' Bidding Policy).

    Why is the Supplier Justification Form Required?

    Tufts University requires that any purchase over $10,000 comply with federal acquisition regulations (FAR) and competition and price reasonableness rules.   Given this, all sections of the supplier justification form should be completed with sufficient detail to accurately describe the due diligence actions taken.   Requestors of quotations must retain documentation of these bids/quotations in department files for audit purposes.

    A justification must be given if the requestor is indicating a selected or sole source.   The selected source criteria indicates alternative suppliers exist in the competitive market, but the buyer chooses a particular supplier because of technical requirements (precision, reliability) or past performance by other suppliers (poor service, availability of parts).  Please describe the rationale.   A sole source occurs when no other supplier is capable of fully meeting the requirements.  Please describe why in detail this is true.

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Keywords

    supplier justification, due diligence, sole source, selected source, emergency order