Final answer:
Sole-source procurement may be justified due to a unique supplier qualification, budget constraints, urgent need, or if only one vendor meets stringent criteria, despite the presence of multiple vendors. Justification requires a well-documented letter that explains the rationale and ensures transparency and accountability in the procurement process.
Step-by-step explanation:
Justifying sole-source procurement is necessary when certain conditions limit the options for acquiring goods or services. When there is a) Only one qualified supplier, it can be due to a unique capability, proprietary technology, or a monopoly, hence other alternatives are not available. In the case of b) Limited budget, the procurement process may be streamlined with a known vendor offering competitive prices that meet the financial constraints.
For c) Urgent need, when time is critical, sole-sourcing from a proven supplier may be the only option to meet immediate requirements. Lastly, even with d) Multiple vendors available, sole-source justification can be made if only one supplier meets the essential criteria for quality, compatibility with existing systems, or necessary service levels.
Each scenario requires a unique justification letter, highlighting the rationale for bypassing competitive bidding to ensure that accountability, transparency, and prudent use of resources are maintained.