If a vendor cannot obtain competitive quotes for an extraordinary unscheduled purchase, what should be documented?

In the context of extraordinary unscheduled purchases, if a vendor fails to obtain competitive quotes, it is essential to document that it is impractical to seek quotes. This is because such situations typically arise in emergencies or unique circumstances where time constraints or specific needs render the standard procurement process ineffective.

Documenting that seeking competitive quotes is impractical helps justify the procurement decision and provides a clear rationale for bypassing the usual competitive bidding process. This documentation serves as a crucial record for transparency and accountability, ensuring that the purchasing entity can explain its actions to oversight bodies or auditors.