How to Fill out Selection of Source Form

Selection of Source forms are required when a member of the MIT community wants to buy a product or service from a non-preferred supplier that costs more than $10,000. Purchasing from Preferred Suppliers meets MIT's competition requirements, and a Selection of Source Form is not required to make a purchase, no matter the price. However, some goods and/or services from specific suppliers may be excluded and a Selection of Source form would then be required.

Tips for Successful Completion

Completing your Selection of Source form fully and correctly before submitting it to the VPF Sourcing team can help the purchasing process move more quickly and easily, as well as avoid an audit in the future.

While the online form includes instructions to help answer your questions as you go, here are some of the important items you’ll need before you get started:

  • What are you buying? How much will it cost?
  • Does someone other than you need to access and/or sign off on the form?
  • The names and prices of the suppliers you considered (unless you’re conducting a sole source [non-competitive] procurement)
  • An explanation of why you chose the supplier you did (such as better price, unique services, etc.)

Additional Documentation

If you are not purchasing from a Preferred Supplier, you will need to fill out a Selection of Source form for any purchases over $10,000. 

In some cases, you may need any additional documentation for your purchase:

Threshold Procedure
$0-$10,000 No supporting documentation required
$10,000.01- $250,000

Quotes and price justification required; however, written quotes are no longer required over $50,000
Over $250,000.01 Competition, technical evaluation, and price evaluation is required, with clear and robust supporting documentation
Sole Source Use sole source as an alternative procurement method to competition only when:
  • Item or service is available only from a single source,
  • After solicitation from a number of sources, competition is determined inadequate,
  • A case of public exigency or public emergency, and
  • MIT receives express authorization from the sponsor.

Policy

VPF Buying and Paying 6.02 Competitive Evaluation and Selection

Purchasers will need to fill out a Selection of Source form for purchases from non-preferred suppliers of $10,000.01 and higher.

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