Form Pr-025 - Single/sole Source Justification And/or Waiver Of Competitive Bidding Page 3
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3Office of Sponsored Programs; 1960 Kenny Road; Columbus, OH 43210
Single/Sole Source Justification and/or Waiver of Competitive Bidding
Part 4: Reasonableness of Cost
If you did not obtain competitive price quotations or select the lowest bidder, you must provide either a price or cost analysis to
demonstrate that the cost is reasonable. Reasonableness of cost must be validated for all purchases even if only one source exists. The lists
below include some of the common ways to justify the reasonableness of the cost. Please check one of the boxes under Price Analysis or
Cost Analysis and attach supporting documentation.
Price Analysis
A comparison of prices from two or more reliable sources. This may be accomplished by comparing two or more price quotations or by
comparing one price quotation with the vendor's published price list. The price is considered to be reasonable if it is less than or equal to the
published price list.
The vendor’s price quotation is either equal to or less than the vendor’s published price list. (Please attach a copy of the price
quotation and the published price list.)
The vendor does not have a published price list. (Please obtain and attach a letter from the vendor certifying that the quoted price
is equal to or less than that given to the vendor's most favored customers or other government agencies.)
The price, cost, and/or vendor are pre-approved in the proposal and award by sponsor. (Please attach a copy of the proposal and
award budgets.)
You have recently purchased the same or a comparable product or service from a different source. (Please attach a copy of that
purchase order or vendor's invoice.)
Other
Please describe.
Cost Analysis
A review and evaluation of each element of cost to determine reasonableness, allowability, and allocability. A cost analysis is used in sole
source procurements when only one price quotation is obtained, and there is no other way to document why the price is reasonable.
Contact OSP Purchasing for assistance and a cost analysis spreadsheet template.
A price quotation was obtained from only one vendor. Please attach a detailed cost analysis provided by the vendor which
includes individual cost elements and a statement explaining the reasonableness of cost, allocability, and allowability of each
cost element. Contact OSP Purchasing to request a spreadsheet template for the vendor to complete. The vendor must list all cost
elements for which the sum equals the selling price. These cost elements will include, at a minimum: direct costs, indirect costs, and
profit margin. If the cost was negotiated, include a summary of how the negotiations took place. In addition, list when the meetings
occurred and who attended.
The PI has prepared a cost estimate that shows that the cost to design and build a comparable item “in house” would cost the same
or more than the vendor’s quoted price. (Please attach a cost analysis spreadsheet that shows how the cost estimate was derived
and a memorandum that explains why the vendor’s price quotation is more cost effective and/or reasonable.)
Part 5: Signatures
PI Signature
Date
Approved
Disapproved
OSP Buyer Signature
Date
Approved
Disapproved
OSP Purchasing Director Signature
Date
Return completed form and signed copies with attachments via campus mail to: Office of Sponsored Programs Purchasing Department;
1960 Kenny Road; Columbus, Ohio 43210 or fax to 614-292- 6870. For questions, contact OSP Purchasing at 614-292-6871.
Please note: Inadequate justification or documentation for a request for a non-competitive procurement will
result in delays or a solicitation of bids.
Page 3 of 3
PR-025 (Revised 07/10)
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