4/21/03
The Justification Memorandum is not a specific form. The term is used to reference a memo or letter which must be prepared by a requesting department to justify the purchase of certain items or the use of a specific purchasing method. The specific instances requiring the use of a Justification Memorandum are described throughout this Manual.
A Justification Memorandum may be in any format and of any length. It should be addressed to the applicable purchasing agent (if known) in the Purchasing Department and should contain a thorough explanation for the request. The Justification Memorandum should always reference the applicable Small Purchase or Purchase Requisition number.
Each Justification Memorandum is prepared for a unique situation; and therefore, the information necessary in each is different.
The following are general guidelines for writing a justification memorandum:
1. PURPOSE: State law requires the University to obtain competition for purchases whenever possible. For this reason, we normally use generic specifications to describe what we intend to purchase. Except for small order purchases and products which are currently on State Term Contracts, when our requirements can only be met by a specific product or vendor, we must have documentation in our purchasing files to show a rationale for not obtaining competitive quotes/bids from multiple vendors. This "brand-specific" and/or "vendor-specific" (single source) justification must be sent to the University's Purchasing Department, referencing the Purchase Requisition number.
2. BRAND-SPECIFIC JUSTIFICATIONS: Brand-specific rationale cannot be used unless the requirement can only be met by the exact specifications offered by a particular piece of equipment made by the manufacturer. These items are generally more expensive since they often-times contain additional features. Generic specifications encourage competition. They should be used wherever possible. A brand-specific justification must explain why the product is singularly able to meet the requirements of the user and conclusively support the determination that no other product can fulfill the user's needs. Brand-specific rationale may include:
a. Compatibility: When justifying the use of a specific brand on the basis of compatibility, you must conclusively explain that the requested brand is the only one which is compatible with the existing equipment or the only one which will support planned expansions or additions to the equipment. An example of this might be the use of a specified brand of computer because all the computers in the office or network are of that type and to use other brands would require cumbersome and inefficient software modifications or additional interface equipment. In the case of networks, standardization can be the basis for compatibility as different hardware and software configurations can make learning and actual use much more difficult.
b. Proven Equipment or Supplies for Research/Operations: This rationale is a bit more challenging to conclusively prove, however it can be used when the equipment/supplies are critical to maintaining a stabilizing factor in ongoing research or operational efforts. Any determination written to support this rationale must document the likelihood that by introducing another brand of equipment/supplies, an unsuitable or new variable in the operating environment or the research protocol would occur.
c. Repair/Warranty/Technical Support Available On Campus: This can be used for equipment which needs to be quickly repaired or equipment for which the user needs accessible technical support from on- campus organizations such as EOSC, ADP or OIT. When using this rationale you must state that this same support is not available for other suitable brands or models.
3. VENDOR-SPECIFIC (Single Source) JUSTIFICATIONS: Because there are so many vendors who are capable of supplying the same goods and services, unless the manufacturer is the only authorized supplier of the product, it is very difficult to conclusively document the need for a specific vendor. Sometimes you can limit vendors to the local area by providing specifications which include quick service response times. However, it is much more difficult to conclude that a particular vendor offers a "unique service" not offered by any other vendor. If you feel that a specified vendor has that "unique service" you must document it fully.
NON-CONTRACT PHOTOCOPIERS: In addition to a justification memorandum, a Justification Fact Sheet must be submitted with each requisition that asks for a non-State Term Contract photocopier.
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