Purchasing Decision Documentation for Sole Source Justification and Bid Summary Form

In order to successfully complete and submit the Purchasing Decision Documentation, make sure to have knowledge of the following information:

• Name of supplier awarded the bid and the amount
• Names of all other suppliers and quotes received (quotes should be requested from multiple vendors)
• Service and product description with reason of selecting supplier
• For conflict of interest, name of the individual who selected the vendor and knowledge if the individual:
  • Has a personal or financial interest in the vendor.
  • Received any gifts or hospitality from the vendor within the last 12 months.
  • Given a gift or provided more than incidental hospitality to the vendor within the last 12 months.
• If the form format or color looks unusual (i.e., an all white background), clear your web browsers cache, or try using a different browser

The Purchasing Decision Documentation must be completed for purchases $25,000 or more and attached to your Requisition. If sponsored funds are used, it must be completed for purchases of $10,000 or more.

Purchasing Decision Documentation Form

You will be prompted to sign in with your NetID and password.

After you've logged in and if the form format or color looks unusual (i.e., an all white background), clear your web browsers cache, or try using a different browser.

1. Once logged in, you will be required to fill in fields with a red asterisk. All grayed out fields are auto filled and cannot be edited. Please note, if you would like the completed form to be emailed to an additional person besides yourself, you can enter their email address in the field titled "(Optional) Additional Recipient Email". Only one additional email address can be entered.
2. You will need to answer the required questions under the Uniform Guidance and Procurement Standards section in order to move to the next section on the form. **If you are using sponsored funds and your purchase is $250,000 or more, Procurement and Payment Services should have been engaged to assist with your purchase. Note: If your purchase falls into this scenario and you did not engage Procurement and Payment Services, you will receive an error message and not be able to complete the form. To learn more, visit the Uniform Guidance page.

1. If you have obtained more than one bid, select "Yes" for the question asking if you received more than one bid.
   
2. Service/Product Details Section – Enter a detailed description of the service or product select all applicable primary factors in selecting the supplier awarded the bid.
   
3. Competitive Bids Entry Section – Enter the supplier name and total price for all bid responses received.
   • Two (2) quotes are required but Procurement and Payment Services recommends to obtain a minimum of three (3). You will be prompted to enter two quotes; if you have more than three quotes, click the Add button to add additional fields.
   • After all quotes have been entered, make a selection under Supplier Criteria/Evaluation. If "Award to a supplier other than the low bidder" is selected, you will be prompted to provide a detailed explanation of your award decision. Continue by selecting the "Next" button.
     
4. Conflict of Interest Section – When completing the Conflict of Interest section, responses should be made according to the individual who selected the supplier. Note that any "Yes" responses will require an explanation to be entered in the comment field.
   

1. If you received one (1) bid and only one supplier can provide the product or service, select "No" for the question asking if you have more than one bid and select "Yes" confirming the product or service can only be provided by a single supplier.
   Service/Product Details Section – Enter a detailed description of the product or service and select all applicable primary factors that assisted you in your supplier selection.Noncompetitive Purchase Justification – Select all conditions that are relevant as to the reason a competitive bid process was not appropriate for the product or service. For every condition selected, you will be required to provide an explanation. After selecting all relevant conditions and providing an explanation, continue by clicking the "Next" button.
   
2. Conflict of Interest Section – When completing the Conflict of Interest section, responses should be made according to the individual who selected the supplier. Note that any "Yes" responses will require an explanation to be entered in the comment field.
   

1. Before submitting the form, be sure to review all information and make sure responses are accurate.
2. When you are ready to process your form, click the Submit button.
3. As the submitter of the form, you will receive an automated email with a PDF copy of the Purchasing Decision Documentation as a Bid Summary or Sole Source Justification Form. If an additional recipient was added, they will also receive the email with a PDF copy of the completed form.

Tips on the Submitting the Form

• Your Purchasing Decision Documentation will not be saved. You will not be able to retrieve the original document to make modifications.
• If you have a PDF editor (e.g. Adobe Acrobat) installed on your computer, you can make edits to the text on your PDF copy. If any other modifications are needed, a new Purchasing Decision Documentation will need to be submitted.