UCD Sole Source Justification Application

This process/form must be used for all purchases where a sole source is proposed for spend valued in excess of €50,000 but, was not formally tendered; and is not covered under an existing framework or UCD Goods / Services Contract.

This process/form must also be used where a single source is proposed for spend between €5,000 - €50,000 value, where the minimum requirement of 3 x valid quotations cannot be obtained and UCD Procurement approval is necessary for spend compliance governance and completeness of audit records, particularly externally funded research.

An approved SSJ must be attached to the relevant Workday transaction(s) and, for audit purposes retained as evidence of the valid justification for not fulfilling sourcing requirements as per UCD’s standard procedures, which are set out at: https://www.ucd.ie/finance/financeoperations/purchasingunit/quotationtendercompliance/

Sections 1-6 plus 8 of the form are required. Do not delete; substitute or otherwise alter, any section of this template.

UCD SSJ Reference #

General Information

Requestor Name	UCD Contact Details	UCD School/Unit	Cost Centre / Job Code	Name of Research Funding Body If Applicable

UCD Approver / Budget Holder Contact Information

Budget Holder / Manager Name	UCD eMail Address	UCD Ext # / Work Mobile #

Proposed Vendor (Supplier) Information

Supplier Business Name	Supplier’s HQ or Full Business Address
Supplier’s Contact Name	UCD Supplier Account Code/Reference (if existing)
Supplier Contact Number or Mobile	eMail Address	Business Web Address

Short Description of Goods / Services Must match a supplier’s itemised invoice(s) for related spend.

Total Estimated Value of Proposed Spend Please state ex-VAT and proposed currency if not EUR €.	EUR€

Type of Purchase – Please choose 1 option from the 4 below.

Once-off, i.e. a single UCD PO transaction	SSJ is to cover POs or multiple deliveries and/or staggered payments	Fixed Term = 1 Yr	Fixed Term Years = 1 - 4 (maximum)

Justification: Insert ‘x’ under the most appropriate option. If unsure, please leave blank.

Sole Supplier	Only source with tooling	Urgent order (See C below)	Add-on to existing hardware / software (incl for equipment)
Maintenance & / or repair of previously purchased supplies	Pilot project or contract which could increase in value with UCD dependent on particular supplier/s	Only one approved source	Other (Please specify)

Sole Source Considerations or Categories - (Please mark only one, that best qualifies).

A	Technical reasons - competition is absent for technical reasons;
B	Exclusive rights - the protection of exclusive rights, including intellectual property rights; when no reasonable alternative or substitute exists and the absence of competition is not the result of an artificial narrowing down of the parameters of the procurement;
C	Urgency - for reasons of extreme urgency brought about by events unforeseeable by UCD (e.g., extreme weather, fire, public safety)
D	Unique work of art or artistic performance - the aim of the procurement is the creation or acquisition of a unique work of art or artistic performance;
E	Additional supplies or installations/incompatibility - for additional deliveries by the original supplier which are intended either as a partial replacement of supplies or installations or as the extension of existing supplies or installations where a change of supplier would oblige the contracting authority to acquire supplies having different technical characteristics which would result in incompatibility or disproportionate technical difficulties in operation and maintenance; the duration of such contracts shall not, as a general rule, exceed three years;
F	Research, study or development - where the products are manufactured purely for the purpose of research, experimentation, study or development (not including quantity production to establish commercial viability or to recover research and development costs)
G	Commodity market - for supplies quoted and purchased on a commodity market;
H	Supplier in liquidation - for the purchase of supplies or services on particularly advantageous terms, from either a supplier which is definitively winding up its business activities, or the liquidator in an insolvency procedure, an arrangement with creditors, or a similar procedure under national laws or regulations.
I	Continuation of services previously tendered - new services consisting in the repetition of similar services entrusted to the economic operator to which the same contracting authorities awarded an original contract, provided that such services are in conformity with a basic project for which the original contract was awarded pursuant to an EU tender advertised in the EU Journal. The basic project shall indicate the extent of possible additional services and the conditions under which they will be awarded.
J	Other – please explain

SSJ Justification Statement

Please delete guidance note text before completing this Section 8. It is not necessary to justify the valid UCD business case or need which determined your requirement for these SSJ goods or services. However, Where a range of supply options was not examined or, a competitive process undertaken, the justification and reasons behind selection of this sole/single supplier must be made clear using this section. Please include details of all efforts made, whether successful or not to approach a broader range of potential suppliers than the one detailed in your application. Note: Any potential Conflict of Interest [or CoI], must also be included under this section.

SSJ Applicant (UCD Budget holder).

Print Name	Signature	Date

Supported by UCD Head of School (or authorised nominee).

Print Name	Signature	Date

College Principal / UMT Member (Required for any application exceeding €50,000 value).

Print Name	Signature	Date

Above signatures can be provided when Procurement returns an approved SSJ all parties via Nitro-Sign.

UCD Procurement & Purchasing Review

Justification Accepted	Justification Challenged
Justification Accepted after Challenge	Justification Refused
Maximum term covering use of this SSJ (FYs)	Further Activity: RFI/RFQ/PIN required?

Summary details around UCD Procurement challenge and/or additional competitive processes completed by Procurement & Purchasing.

Date:

UCD Procurement Authority (Signed By)

Print Name UCD Authorised Signatory