Non-Competitive Bid Request Single Source Justification Instructions State of Rhode Island, Department of Administration Division of Purchases One Capitol Hill, Providence Rhode Island, 02908 www.purchasing.ri.gov (401) 574.8100 Competitive procurement is the preferred method to obtain goods and services. This is clearly a non-competitive procurement method, and it should be used only under exceptional circumstances, namely:. FORM: Non-Competitive Procurement Justification It is a mandatory requirement of the University's Purchasing Policy (login required) that the University is to acquire goods or services through a competitive procurement process. Provide written justification from the vendor demonstrating they are the so\ . State how long the noncompetitively procured contract will be used for the . By improving the quality . Procurement Procedures .docx. A revised Non-Competitive (Single/Sole Source) Procurement Justification form has replaced the former Sole Source form. 821, as applicable. 3.15.1 Justification of Non-competitive Process. 2. Letter(s) from business and industry . Effective: May 28, 2013 . The justification must be included in the non-state entity's records for each FEMA award, subaward, or project. Non-competitive Procurement, Sole Source. (a) Informal procurement methods. Effective June 1, 2016, it is the document to be used when requesting non-competitive procurement. It is Justification for Non-Competitive Procurement. This document shares a sample format for an organization to draft a justification for why it is neccessary to contract non-competitively. . Description of service to be acquired: 2. There is a distinction between both, since the justification must be approved prior to a contract being approved and executed. Non-Competitive: Non-Competitively Bid (NCB) Non-competitively bid contracts as a result of an approved NCB Justification or Special Category Request (SCR). Date Published. When the value of the procurement for property or services . Procurement will be holding training classes focused on helping divisions, sections and projects with non-competitive/sole source justifications scheduled. Procurement Policy Form Revised: 01/06/2021 Page 1 of 2 VENDOR JUSTIFICATION/PRICE VERIFICATION FORM (VJF) . Any request to deviate from this policy requires written justification from the requestor to . A Non-Competitive Award Justification is used when only one individual or firm is able to provide a service required by the . The rational must be clear and convincing, avoiding generalities and unsupported conclusions. JUSTIFICATION FOR NON-COMPETITIVE ACQUISITION It is the policy of the Board that the County conduct an and open, full competitive fair solicitation process for the procurement of goods and/or services, with exemptions for certain goods, services and classes procurement, of and case-by-case exceptions, subject Sole source: A "sole source" procurement can be defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirements. the funding approver and returned to your campus procurement office or the Office of the Vice President for Business and Finance. A. sole source) and the justifications that will be allowed for purchases using federal funds. Grant or contract positions: Principal investigators may . A Non-competitive procurement transaction is a purchase of property/goods or services, where only a single source that can provide the services or goods is afforded . Requests for Sole Source Procurements, with accompanied justification and circumstances, must be submitted by the State agency for approval by the Central . Departments should reference their PAAL for pre-procurement requirements. Non-Competitive: Non-Competitively Bid (NCB) Non-competitively bid contracts as a result of an approved NCB Justification or Special Category Request (SCR). competitive procurement (3 written quotations from selected suppliers where the total purchase price is estimated at $25,000, but not exceeding $100,000) OR open competitive procurement (call for tenders - or RFx - issued to ALL . alternative, to identify reasonable, competitive, procurement alternatives (rather than to use non-competitive negotiation): 2 o See the Procurement Policy and Procure-to-Pay . Purpose. . Attach Std. Compacted copper rope conductor that will be used for manufacturing the NCSX modular coils. It is important to sufficiently address the major reason for conducting a noncompetitive procurement, avoiding peripheral issues which detract from the main reason and reduce the credibility of the justification. Although states generally do not permit non-competitive procurements by Procurement will be holding training classes focused on helping divisions, sections and projects with non-competitive/sole source justifications scheduled. 5-12 -- Protests -- 03.04.2016. For an example of completed Non-Competitive Procurement Justification, please refer to Sample of Completed Non . For purchases between $0 and $24,999.99, UW-Madison Purchasing Services has delegated authority to approve non-competitive purchases with the appropriate justification as specified in the State of Wisconsin Procurement Manual section PRO-501. Procurement procedures are the processes that procurers must follow when seeking offers in relation to a proposed contract for goods, services, work or works in the defence and security sector . Non-Competitive Procurement Justifiation form is required for the non-competitive procurement of: goods or non-consulting services of CAD$10,000 or more; or consulting services regardless of value (non-application based only). By improving the quality . Write a justification to describe the emergency or exigent circumstances: Explain why sole-sourcing is necessary based on the specific conditions and circumstances that demonstrate why immediate or urgent action is needed . June 22, 2016. 2021-02 .pdf. A justification for non-competitive bid/sole-source selection should also be retained. For an example of completed Non-Competitive Procurement Justification, please refer to Sample of Completed Non . Insert a brief description of the product or service you are procuring, including the expected amount of the procurement. procedures for the procurement of goods and services is $100,000; contracts of $100,000 or more need to go through competitive bidding 45 CFR §92.36 (b) throug h (i). . Expertise of the contractor 2. transition to competitive procurement cannot be the basis for continued use of noncompetitive procurement based on public exigency or emergency). . State of Rhode Island, Department of Administration . REQUISITION/CONTRACT NO. Vendor Performance Evaluation Form. A. For Sponsored Projects' spending, the acceptable . JNCP stands for Justification for Non-Competitive Procurement. If utilizing the exigency/emergency exception, the justification should explain the nature of the public exigency or emergency, including specific conditions and circumstances that clearly illustrate why procurement other than through noncompetitive proposals would cause Any request to deviate from this policy requires written justification from the requestor to . A sole source justification request should only be submitted if a recipient determines that the award of a contract through a competitive process is infeasible. Instructions: University policy requires that departments use existing agreements or work with Procurement Services to obtain competitive bids for all orders (purchase orders or contracts) totaling $10,000 or more. The class, offered on two separate dates for convenience, will help users of procurement to know when a non-competitive procurement can be used, the appropriate justifications and required supporting documentation. If the FTA has authorized the non-competitive procurement, the request for FTA approval and FTA's response should be together in the contract file. Non-Competitive Procurement Justifiation form is required for the non-competitive procurement of: goods or non-consulting services of CAD$10,000 or more; or; consulting services regardless of value (non-application based only). The column § (subsection) refers to Board Policy 6.2.1.10 . a Procurement Policy Exemptions Justification (PPEJ form) must be completed, and depending on campus and dollar value, sent to Procurement Services . Such situations require documented justification explaining the exceptional circumstances of the purchase. or cost/price analysis should be retained as justification of reasonable pricing for items >$50,000. Proprietary Source Justification Instructions . April 2021. Compacted copper rope conductor that will be used for manufacturing the NCSX modular coils. 2FA E EEG A OAPPAO FAO FO PAGE 2 OF 6 Requesting . Description of Item or Service: (A brief general non-technical description, general statement of application and significance of the Procurement.) Purchase Requisition and Purchase Order Approval. for emergency situations; when only one firm or individual is qualified to . A Non-Competitive Award Justification is used when only one individual or firm is able to provide a service required by the . Request to Purchase from Cooperative / Interlocal Form. Competitive procurement is the preferred method to obtain goods and services. Sourcing and Supplier Selection. A "sole source" procurement can be defined as any contract entered into without a competitive process, based on a justification that only one known source exists or that only one single supplier can fulfill the requirement. To be considered a sole source, one of the conditions specified on the Sole Source Form must be met. One Capitol Hill, Providence Rhode Island, 02908 . The Grant Subaward Non-Competitive Justification Form Instructions: University policy requires that departments use existing agreements or work with Procurement Services to obtain competitive bids for all orders (purchase orders or contracts) totaling $10,000 or more. *Justification for visiting speakers and lecturers may consist of a brief explanation of the individual's expertise on the subject matter. procurement. www.purchasing.ri.gov (401) 584-8100. (Revised: June 2010) Q. Justification for Non-Competitive Procurement - How is Justification for Non-Competitive Procurement abbreviated? Policies, Procedures and Forms. Contractor Performance Evaluation Form. The non-Federal entity must have and use documented procurement procedures, consistent with the standards of this section and §§ 200.317, 200.318, and 200.319 for any of the following methods of procurement used for the acquisition of property or services required under a Federal award or sub-award. Responsiveness 4. Justification for Non-Competitive Procurement Sample Format Paragraph Content 1 A brief description of the program and the product or service being contracted. Policy Number. To help improve reporting of federal procurement data and strengthen oversight of contracts awarded on the basis of an unusual and compelling urgency, the Secretaries of Defense and State and the Administrator of the U.S. Agency for International Development should develop an oversight mechanism when the cumulative value of noncompetitive . Finance > Procurement Services > Training > ESM Requisition > Noncompetitive Justification (NCJ) If Procurement Division . JNCP - Justification for Non-Competitive Procurement. Non-Competitive Procurement Policy and Procedures . Competition - contracts must be awarded through genuine and effective competition unless there are exceptional reasons to the contrary (see section 8: non-competitive action). Prior to developing the solicitation documents that constitute the RFP, the program office must submit justification and approval (J&A) documentation to the appropriate . DO . The documentation must show that an equitable evaluation . 4. Justification for Non-Competitive Procurement (Sole Source Justification) Paragraph 1 - A brief description of the program and what is being contracted for Paragraph 2 - Explanation of why it is necessary to contract non-competitively, to include the following 1. Description of Item or Service: (A brief general non-technical description, general statement of application and significance of the Procurement.) Sufficient Narrative/Justification Provide the circumstances surrounding the procurement, any steps taken to perform a competitive procurement, why a non-competitive procurement was chosen. 2. 3). The recipient must submit its request for approval to use a noncompetitive approach (along with the justification) as a "Sole Source Request" Grant Adjustment Notice ("GAN"), via the OJP GMS. Sole Source Justification Form. Note: City of Houston Administrative . Consider if the documentation is adequate to prove to an auditor or to the federal agency that it truly was an emergency purchase. The class, offered on two separate dates for convenience, will help users of procurement to know when a non-competitive procurement can be used, the appropriate justifications and required supporting documentation. A department's Purchasing Authority Approval Letter (PAAL) designates NCB thresholds for both the justification and contract. Explanation of the need for or requirement placed on the procuring institution to acquire the service: . Suggest new definition. NON-COMPETITIVE PROCUREMENT REQUEST 2. Steps to Take During Emergency or Exigent Circumstances. Contracts secured under the simplified acquisition procedure must still document that the grantee took actions to The Federal awarding agency or pass-through entity expressly authorizes a noncompetitive procurement in response to a written request from the non-Federal entity. Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process. Authorized and Unauthorized Purchases. Non-Competitive Procurement. 3. Non-competitive contracts, with private, profit-making organizations, valued over $1,000,000 must be approved by UW System institution's Vice Chancellor, the UW System Office of Procurement, reviewed by the UW System Office of General Counsel, and approved by the Board of Regents prior to execution. April 2019 Length. GSPD-09-007 (New 09/16) 1 . JUSTIFICATION FOR NON-COMPETITIVE BLANKET ORDER ACQUISITION . and/or . For use on Information Technology (IT) and non-IT goods and services acquisitions pursuant to State Contracting Manual Volumes 1, 2, 3& F . Division of Purchases . In non-competitive procurement, the buyer either selects one company to provide the good or service or invites certain suppliers to bid. However, it is recognized that in exceptional circumstances, only one supplier is able or capable of providing the goods or services. JUSTIFICATION FOR NON-COMPETITIVE ACQUISITION It is the policy of the Board that the County conduct an and open, full competitive fair solicitation process for the procurement of goods and/or services, with exemptions for certain goods, services and classes procurement, of and case-by-case exceptions, subject Hires of Individuals Specified in a Grant, Spousal/Partner Hires, and Hires of Individuals Named in a New Employee's Letter of Offer. C.F.R. Explain why a noncompetitive procurement is necessary. 2. Sufficient Thus, procurement by non-competitive methods was necessary. SOLE SOURCE\rPresent justification in the space below clearly substantiating the fact that the item or services is the only item or service that will meet the agency requirements. When a governing body acquires goods through this practice, it is referred to as public procurement.. Procurement generally involves making buying decisions under conditions of scarcity. If your organization determines it is justified to use a non-competitive procurement method, it is important to document the justification for doing so and the rationale for the vendor selected. State of Texas Procurement Manual. JUSTIFICATION FOR NON-COMPETITIVE PURCHASES AND/OR CONTRACTS . 2. Justification for Non-Competitive Procurement. of the Illinois Compiled Statutes, "Contracts Not Requiring Competitive Bids," the Non-Competitive Procurement method is used for the procurement of goods and services which by their nature are not adapted to . Justification must receive prior approval of the Procurement Department. Justification for Non-Competitive Procurement Sample Format Paragraph Content 1 A brief description of the program and the product or service being contracted. Non-competitive. 1 page. Justification for Non-Competitive Procurement listed as JNCP. This revised form clarifies the requirement for a rationale from requestors justifying the procurement of goods and/or services on a non-competitive basis. These are non-competitive transactions adhering to a specific approval process in which only a single supplier is afforded the opportunity to offer the state a price for the specified goods . For PD Use only . . According to the Illinois Municipal Purchasing Act, Chapter 65, Section 5/8-10 et. Contracting officers are also reminded to take into account the procurement . Non-Competitive Justification Form. If the State approves a grant application that specifically identifies a contractor or vendor by name, then These are non-competitive transactions adhering to a specific approval process in which only a single supplier is afforded the opportunity to offer the state a price for the specified goods . The buyer doesn't open the process to every potential supplier. Although states generally do not permit non -competitive procurements by statute, exceptions are allowed where The conductor size and construction was developed through an extensive R&D program. 1. Procurement Acquisitions of Goods Services and Real Estate .pdf. By improving the quality . The current version of UG includes only 4 specific exceptions when sole sources are permitted. Justification for Non -Competitive Procurement Template . 2 Explanation of why it is necessary to contract non-competitively, to include the following: Expertise of the contractor Management Knowledge of the program ( 2012-01-11) While the client department must provide the rationale for any exception to soliciting bids, it is the responsibility of the contracting officers to make sure that the rationale can be adequately supported. Knowledge of the . 5-13 Attachments (.docx) Consultant Performance Evaluation Form. Identify which of the four circumstances listed in 2 C.F.R. This can be useful if there is only one company that provides that good or service. Sole Source Justification Form. FUTURE PURCHASES\rExplain how this . Management 3. 200.320(f). At the University of Toronto, competitive procurement for goods and services is a shared responsibility based on type, dollar threshold, documentation and authority. All procurement activity must comply with principles of transparency, equal treatment and non-discrimination, proportionality and mutual recognition. Sole Source Procurement_v2.docx Non-Competitive (Sole Source) Procurement The purchasing of material, equipment, supplies and services costing $25,000 or more individually or in . Top. 1. (6) Description of procuring institution's efforts to used existing institutional employees and resources or, in the alternative, to identify reasonable, competitive, procurement alternatives (rather than to use non-competitive negotiation): (7) Justification of why the state institution should acquire the service through non- competitive . § 200.318. See Chapter 10 - Procurement by Noncompetitive Proposals. to the federal procurement standards set forth in 2 . Justification must receive prior approval of the Procurement Department. Sole Source Justification: (select one of the following choices) the need is one of pressing emergency in which delay would be injurious to the public interest; the estimated expenditure does not exceed $25,000; the nature of the work is such that it would not be in the public interest to solicit bids In addition to the Justification for Non-Competitive Purchases and Contracts Form, the following additional documentation may also be required as a part of the request: A letter from the Supplier, which details the basis for non-competitive procurement, based upon the factors listed in Section b. seq. Justification for noncompetitive procurement (sole source contracting). This definition appears rarely and is found in the following Acronym Finder categories: Military and Government; Other Resources: We have 2 other meanings of JNCP in our Acronym Attic. § 200.320(f) you are relying on for your non-competitive procurement. As with competitive procurement, the actions taken in a non-competitive procurement include the preparation steps that lead to the development of the acquisition strategy. Noncompetitive Method of Procurement v.3 (2021) Request for Use of the Noncompetitive Method of Procurement . The Best Practices Procurement Manual (BPPM), Chapter 4, Section 4.6.1, contains a good discussion of the justification for use of non-competitive (sole source) procurements. Acquiring goods, services and construction works from only one source is referred to as: sole-source procurement, single-source procurement, sole-source selection, direct procurement, among others. • Justification for emergency procurement - See Non-Competitive requirements • Product/Service description - Including estimated cost • Clear explanation of exigency or emergency conditions • Timing for emergency contract - Transition to competitively procured - May be based on timing of emergency For purchases at $25,000 and above, State of Wisconsin purchasing statutes require approval and . Procedure: Documentation for an emergency noncompetitive faculty or nonfaculty hire must contain a justification letter explaining the circumstances. noncompetitive procurement process criteria, the CS will consult with the appropriate Competition Advocate ("CA"). Evaluation Criteria (negotiated procurement). NCB #: NON-COMPETITIVELY BID (NCB) CONTRACT JUSTIFICATION . LIMITED TENDERING AND NON-APPLICATION JUSTIFICATION FORM. Procurement will be holding training classes focused on helping divisions, sections and projects with non-competitive/sole source justifications scheduled. The class, offered on two separate dates for convenience, will help users of procurement to know when a non-competitive procurement can be used, the appropriate justifications and required supporting documentation. (4) below. 2. The CA will then either work with the Project Manager ("PM") and the CS to complete a Noncompetitive Procurement Justification Form or advise the CS to proceed with a competitive procurement process. Any request to deviate from this policy requires written justification from the requestor to . Attach a copy of the approved sole source justification to the REQ. Effective on July 1, 2017, Uniform Guidance ("UG") will impose new regulations regarding the use of "non-competitive procurement" (i.e. Non-Competitive Bid Request . In addition, the . 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