These guidelines refer to the sole source justification on the Preq.

How do I justify the selection of a subcontractor?

You must justify your selection of subcontractor if your selection process was limited to one subcontractor, or if you chose a subcontractor who did not make the lowest offer. Following are sample justifications:

    Sole Source Justifications

  • Only known source for acceptable supplies or services. No other type of supplies or services will suffice or are compatible with University needs. No other source can provide supplies or services within the requested deadline.
  • Unique prior experience, expertise, professional stature, or key personnel.
  • Unique capabilities.
  • Supplies or services can be most reasonably and quickly provided.
  • Sponsor of the original grant or contract requests a specific subcontractor.

    Competitive Bid (other than lowest offer selected) Justifications

  • Sponsor preference
  • Only acceptable proposal (e.g. meeting required delivery date, compliance with specifications, etc.)
  • Technically superior offer
  • Professional stature and reputation
  • Availability and competence of experienced personnel
  • Availability of necessary facilities
  • Method proposed for accomplishing work objectives
  • Pertinent and novel ideas in the appropriate branch of science and technology
  • Compatibility with University of Iowa facilities and equipment
  • Present and/or past experience with similar work
  • Understanding of the scope of work
  • Fair and reasonable price
  • Superior delivery schedule
  • Proximity of source

What criteria should I use in choosing a research and development subcontractor?

Generally, research and development subcontracts should be awarded to the organization that proposes the best ideas of concepts and has the highest competence in the specific field of science or technology involved.

How much detail do I need to include when explaining the basis for subcontractor selection?

The level of detail should be proportional to the dollar amount of the subcontract, with greater explanation provided for higher dollar value subcontracts. Emphasize your primary reasons for selecting the subcontractor in the justification. Following are examples of acceptable justifications:

  • Subcontractor is a non-profit institution that specializes in the preparation and production of management re-engineering seminars and workshops. No other institution or vendor has the unique collection of talent that is available through Subcontractor at this time. Specifically, this talent includes the developers of the methodologies of interest and the principal instructors associated with those methodologies. Therefore, Subcontractor was selected as the sole source.
  • Supply Associates is the selected vendor on this program because of their prior experience and familiarity with the QRS project and their expertise in software configuration. No other company with their expertise and knowledge is known.
  • XYZ, Inc. is the only known source that can furnish on schedule additional equipment or equipment modifications that are identical in all essential respects to the original. XYZ performed in a superior fashion under the previous subcontract and delivered equipment or equipment modifications that have now proven to be effective and reliable.
  • The rationale for award of a subcontract to ABC, Inc. for technical support on the Sincom project is as follows:
    • ABC, Inc. offers highly qualified personnel with the required broad base of both theoretical and practical experience in national security, intelligence, and the command control and communication arena.
    • ABC, Inc. has the caliber of personnel required, and will make them available for the short period of time required for this subcontract effort. This kind of talent cannot normally be hired for short periods, and the immediate availability of the requisite expertise is a primary factor in the recommendation of ABC, Inc.