What document is required when preparing for a procurement from a single source?

When preparing for a procurement from a single source, a Justification and Approval (J&A) document is essential. This document serves to articulate the rationale for selecting a specific contractor without a competitive bidding process. It provides a formal explanation of why only one vendor can fulfill the requirements of the project, which can be due to various reasons such as unique capabilities, availability of goods or services, or urgent requirements.

The J&A includes details such as the nature and cost of the procurement, the efforts made to seek competition, and the justification for not pursuing competitive bids. Its purpose is to ensure accountability and to uphold transparency in the procurement process, aligning with federal acquisition regulations. This is particularly important for maintaining compliance and justifying the contracting decision to oversight bodies.

In contrast, while other documents such as a contract agreement, market research report, and source selection plan have their distinct roles in the procurement process, they do not specifically serve the same purpose as a J&A when it comes to single-source procurements. The contract agreement formalizes the relationship with the chosen vendor, a market research report typically informs decisions about potential vendors before selections are made, and a source selection plan outlines the criteria for evaluating bids in a competitive environment—not applicable in a single-source situation.