Source Selection & Price Reasonableness Form
(UCSB Form A)
Quick Tips

Form Link: UCSB Form A Online Workflow Portal 

Why: The law requires UC formally bid out purchases exceeding $100,000.00 unless a true sole source applies.

Section I - Source Selection

  1. UCOP or UCSB competitively bid contracts are the fastest solution

Section II - Competitive Proposals

  1. Use this on federal funds only, where a) the purchase is less than $100,000, AND b) there is price competition with 2 other vendors
  2. The quotes from the other 2 vendors must be attached to the requisition (cannot be expired more than 1 year)

Section III - Price Reasonableness

  1. Actual prices (numbers) must be included to show comparison, along with any alternate supplier names.
  2. Comparison to other vendor products, even if the specifications of the equipment or service is not the exact same, but similar, must be included.
  3. If #2 is absolutely impossible, instead you can use prior price history for the same products or services to another UC department or University.
  4. Any prices listed for the other vendors must have proof, which is a federal government requirement. Therefore, the quote, email, website screenshot, prior Gateway purchase order #, or prior quote, etc. must be attached to the requisition

Section IV - Sole Source

  1. This section must clearly state, and demonstrate, that this vendor is the only one in the world who can perform or provide this service/equipment
  2. Please include as many scientific specifications and details as possible. As a recipient of federal and state taxpayer funds, we must demonstrate research was performed to locate other possible vendors before selecting this one.
  3. Please include the reason your research requires this type of equipment/service
  4. The justification in this section needs to be fairly bulletproof, because competing vendors can request copies of this Form in a Public Records Act. Make sure the other vendor can't drive a truck through your justification.
  5. For non-federal funds, if you're using Match Existing, the sole source narrative must directly tie in why this purchase is necessary to match or be compatible with the prior purchase(s).

Sections V and VI

leave blank, these almost never apply

Section VII - Conflict of Interest

  1. Always complete. This is a federal and state legal requirement to ensure no personal interests in the company are involved.

Section VIII - Representation

  1. Always complete in full