Hotel Accommodations-POTUS/Sec State 2018
JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION (JOFOC) ACQUISITION OF HOTEL ACCOMMODATIONS IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT 1. I recommend that the U.S. Embassy Helsinki use other than full and open competition for the acquisition of hotel accommodations for POTUS visit during July 2018. The estimated cost is EUR 501,892.00 ($595,000.00 USD). 2. Nature and/or description of the action being approved. X Presidential Visit Vice Presidential Visit X SecState Visit X Other 3. A description of the supplies or services required to meet the agency's needs. Scandic Hotels Oy, Hilton Helsinki Kalastajatorppa, Kalastajatorpantie 1, 00330 Helsinki, The amount covers hotel rooms, meeting rooms, conference rooms, and function rooms for the period o/a July 9 to July 18, 2018. 4. An identification of the statutory authority permitting other than full and open competition. [ X ] 41 U.S.C. 253 (c) (2), FAR 6.302-2; Unusual and Compelling Urgency; (Based on the available time and urgency of the requirement as detailed below) Security concerns prohibit sufficient advanced notification of VIP travel to allow for sufficient time to conduct full and open competition. The Department of State can only communicate with the staff at Posts abroad when authorization is given due to security concerns. They have an extremely short turnaround time when authorization has been granted for negotiations to commence and site selections to be finalized with both the local vendors and Posts before the actual Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for the Senior High Level USG VIP and his traveling staff to remain overnight. Consideration of the Senior High Level USG Principal and the location are taken into consideration as a determining factor. The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and the delegation are often times designated by the host countries. Unique requirements for communications support are under severe time limitations and always a determining factor in the selection process as its capacity to be augmented to the unique requirements necessary to support certain Senior High Level USG Principals. Many of the arrangements for hotel and transportation are often not confirmed until just before the actual visit. In addition to supporting a large delegation within a short time frame, last minute and frequent changes of itineraries for supporting personnel often result in significant changes in how Posts work with the vendors. With the exception of a few trips, contracts are not permitted to be signed until the Department of State (Post) has written confirmation from all supporting agencies, which enables collection of funds from said agencies in the event of cancellation. This results in an unusual and compelling urgency in accordance with 41 U.S.C. 253 (c) (2), FAR 6.302-2. 5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited. Security and logistics are the Department of State's primary considerations when procuring hotel rooms. The Department of State must be able to provide a safe and secure environment for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need. At other times, the security requirements and/or requirements of the host country government limit the acquisition to one or a small number of predetermined hotels. [ X] The VIP visit information was not available in sufficient time thereby creating an urgent and compelling need. [ ] The host country government requires the use of this/these hotel(s). [ X ] The proposed contractor has the following unique qualifications which meet the Department of State's security and logistical requirements. [ ] Set-back (hotel is safe distance from the street) [ X ] Location (able to secure building, travel route; distance to and from event) [ ] Size and number of rooms (able to house everyone in one hotel) [ ] Conference facilities (adequate space for meetings, press conferences) [ X ] Communications (able to install equipment/lines, command center) [ ] Accommodating to security needs 6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable. Due to urgency and exception in FAR 25.401(a)(5) this solicitation cannot be posted but the JOFOC will be published in FedBizOpps. The following other hotels were reviewed but were not adequate because of the following: Scandic Hotels Oy, Hilton Helsinki Kalastajatorppa, has sufficient number of rooms for the requiring agency. This hotel is the only hotel that meets the requirements of the requesting office. 7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. The Contracting Officer determined that the anticipated cost to the Government will be fair and reasonable because all four hotels agreed to provide rooms at the Government negotiated rate. 8. Any other facts supporting the use of other than full and open competition. Market survey was not conducted because requesting office determined the Scandic Hotels Oy, Hilton Helsinki Kalastajatorppa as the only hotel with rooms, spacious enough, to accommodate all staff and equipment to support POTUS visit. U.S. Embassy Helsinki received less than two weeks' notice the POTUS planned to visit and time did not allow for a market survey. 9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. None. 10. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. There are no actions the agency may take to remove or overcome barriers to competition before any subsequent acquisition for the supplies or services required unless the current market competitors change or the security changes its security requirements for a VIP visit. CERTIFICATIONS I certify that the information in this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition to the best of my knowledge and belief. July 9, 2018 _________/S/_______________________ Date Phong Ngo PTS Director, Acting Requirements Office I certify that this submission is accurate, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval. July 9, 2018 __________/S/______________________ Date Monica Madrid Contracting Officer APPROVALS Contracting Activity Competition Advocate (Required for actions exceeding $550,000 but not exceeding $11,500,000) APPROVED BY: July 9, 2018 ________________/S/_________________ Date Lisa L. Ficek Contracting Activity Competition Advocate . 19F14018Q0003 Department of State US Embassy Helsinki
8/10/18, 9:17 AM Hotel Accommodations-POTUS/Sec State July 2018
JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION (JOFOC) ACQUISITION OF HOTEL ACCOMMODATIONS IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT 1. I recommend that the U.S. Embassy Helsinki use other than full and open competition for the acquisition of hotel accommodations for POTUS visit during July 2018. The estimated cost is EUR 383,600.00 ($452,000.00 USD). 2. Nature and/or description of the action being approved. X Presidential Visit Vice Presidential Visit X SecState Visit X Other 3. A description of the supplies or services required to meet the agency's needs. Scandic Hotels Oy - Scandic Park Helsinki, Revontulenkuja 1, 02100 Espoo. The amount covers hotel rooms, and conference rooms for the period o/a July 9 to July 18, 2018. 4. An identification of the statutory authority permitting other than full and open competition. [ X ] 41 U.S.C. 253 (c) (2), FAR 6.302-2; Unusual and Compelling Urgency; (Based on the available time and urgency of the requirement as detailed below) Security concerns prohibit sufficient advanced notification of VIP travel to allow for sufficient time to conduct full and open competition. The Department of State can only communicate with the staff at Posts abroad when authorization is given due to security concerns. They have an extremely short turnaround time when authorization has been granted for negotiations to commence and site selections to be finalized with both the local vendors and Posts before the actual Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for the Senior High Level USG VIP and his traveling staff to remain overnight. Consideration of the Senior High Level USG Principal and the location are taken into consideration as a determining factor. The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and the delegation are often times designated by the host countries. Unique requirements for communications support are under severe time limitations and always a determining factor in the selection process as its capacity to be augmented to the unique requirements necessary to support certain Senior High Level USG Principals. Many of the arrangements for hotel and transportation are often not confirmed until just before the actual visit. In addition to supporting a large delegation within a short time frame, last minute and frequent changes of itineraries for supporting personnel often result in significant changes in how Posts work with the vendors. With the exception of a few trips, contracts are not permitted to be signed until the Department of State (Post) has written confirmation from all supporting agencies, which enables collection of funds from said agencies in the event of cancellation. This results in an unusual and compelling urgency in accordance with 41 U.S.C. 253 (c) (2), FAR 6.302-2. 5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited. Security and logistics are the Department of State's primary considerations when procuring hotel rooms. The Department of State must be able to provide a safe and secure environment for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need. At other times, the security requirements and/or requirements of the host country government limit the acquisition to one or a small number of predetermined hotels. [ X] The VIP visit information was not available in sufficient time thereby creating an urgent and compelling need. [ ] The host country government requires the use of this/these hotel(s). [ X ] The proposed contractor has the following unique qualifications which meet the Department of State's security and logistical requirements. [ ] Set-back (hotel is safe distance from the street) [ X ] Location (able to secure building, travel route; distance to and from event) [ ] Size and number of rooms (able to house everyone in one hotel) [ ] Conference facilities (adequate space for meetings, press conferences) [ X ] Communications (able to install equipment/lines, command center) [ ] Accommodating to security needs 6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable. Due to urgency and exception in FAR 25.401(a)(5) this solicitation cannot be posted but the JOFOC will be published in FedBizOpps. The following other hotels were reviewed but were not adequate because of the following: Scandic Hotels Oy, Hotel Scandic Park has sufficient number of rooms for the requiring agency. This hotel is the only hotel that meets the requirements of the requesting office. 7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. The Contracting Officer determined that the anticipated cost to the Government will be fair and reasonable because all four hotels agreed to provide rooms at the Government negotiated rate. 8. Any other facts supporting the use of other than full and open competition. Market survey was not conducted because requesting office determined the Scandic Hotels Oy, Hotel Scandic Park, as the only hotel with rooms, spacious enough, to accommodate all staff and equipment to support POTUS visit. U.S. Embassy Helsinki received less than two weeks' notice the POTUS planned to visit and time did not allow for a market survey. 9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. None. 10. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. There are no actions the agency may take to remove or overcome barriers to competition before any subsequent acquisition for the supplies or services required unless the current market competitors change or the security changes its security requirements for a VIP visit. CERTIFICATIONS I certify that the information in this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition to the best of my knowledge and belief. July 9, 2018 ______Signed__________________________ Date Phong Ngo PTS Director, Acting Requirements Office I certify that this submission is accurate, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval. July 9, 2018 _______Signed_________________________ Date Monica Madrid Contracting Officer APPROVALS Contracting Activity Competition Advocate (Required for actions exceeding $550,000 but not exceeding $11,500,000) APPROVED BY: July 9, 2018 __________Signed_______________________ Date Lisa L. Ficek Contracting Activity Competition Advocate . 19F14018Q0003 Department of State US Embassy Helsinki
8/10/18, 9:10 AM Hotel Accommodations-POTUS/Sec State 2018
JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION (JOFOC) ACQUISITION OF HOTEL ACCOMMODATIONS IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT 1. I recommend that the U.S. Embassy Helsinki use other than full and open competition for the acquisition of hotel accommodations for a VIP during July 2018. The estimated cost is EUR 930,424.15 ($1,100.000.00). 2. Nature and/or description of the action being approved. X Presidential Visit Vice Presidential Visit X SecState Visit X Other 3. A description of the supplies or services required to meet the agency's needs. Hotel St. George Oy, Yrjonkatu 13, 00100 Helsinki. The amount covers hotel rooms, meeting rooms and function rooms for the period o/a July 3 to July 18, 2018. 4. An identification of the statutory authority permitting other than full and open competition. [ X ] 41 U.S.C. 253 (c) (2), FAR 6.302-2; Unusual and Compelling Urgency; (Based on the available time and urgency of the requirement as detailed below) Security concerns prohibit sufficient advanced notification of VIP travel to allow for sufficient time to conduct full and open competition. The Department of State can only communicate with the staff at Posts abroad when authorization is given due to security concerns. They have an extremely short turnaround time when authorization has been granted for negotiations to commence and site selections to be finalized with both the local vendors and Posts before the actual Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for the Senior High Level USG VIP and his traveling staff to remain overnight. Consideration of the Senior High Level USG Principal and the location are taken into consideration as a determining factor. The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and the delegation are often times designated by the host countries. Unique requirements for communications support are under severe time limitations and always a determining factor in the selection process as its capacity to be augmented to the unique requirements necessary to support certain Senior High Level USG Principals. Many of the arrangements for hotel and transportation are often not confirmed until just before the actual visit. In addition to supporting a large delegation within a short time frame, last minute and frequent changes of itineraries for supporting personnel often result in significant changes in how Posts work with the vendors. With the exception of a few trips, contracts are not permitted to be signed until the Department of State (Post) has written confirmation from all supporting agencies, which enables collection of funds from said agencies in the event of cancellation. This results in an unusual and compelling urgency in accordance with 41 U.S.C. 253 (c) (2), FAR 6.302-2. 5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited. Security and logistics are the Department of State's primary considerations when procuring hotel rooms. The Department of State must be able to provide a safe and secure environment for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need. At other times, the security requirements and/or requirements of the host country government limit the acquisition to one or a small number of predetermined hotels. [ X] The VIP visit information was not available in sufficient time thereby creating an urgent and compelling need. [ ] The host country government requires the use of this/these hotel(s). [ X ] The proposed contractor has the following unique qualifications which meet the Department of State's security and logistical requirements. [ ] Set-back (hotel is safe distance from the street) [ X ] Location (able to secure building, travel route; distance to and from event) [ ] Size and number of rooms (able to house everyone in one hotel) [ ] Conference facilities (adequate space for meetings, press conferences) [ X ] Communications (able to install equipment/lines, command center) [ ] Accommodating to security needs 6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable. Due to urgency and exception in FAR 25.401(a)(5) this solicitation cannot be posted but the JOFOC will be published in FedBizOpps. 7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. The Contracting Officer determined that the anticipated cost to the Government will be fair and reasonable because all four hotels agreed to provide rooms at the Government negotiated rate. 8. Any other facts supporting the use of other than full and open competition. Market survey was not conducted because requesting office (WHCA) determined the St. George hotel as the only hotel with rooms, spacious enough, to accommodate all equipment to support POTUS visit. U.S. Embassy Helsinki received less than two weeks' notice the POTUS planned to visit and time did not allow for a market survey. 9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. None. 10. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. There are no actions the agency may take to remove or overcome barriers to competition before any subsequent acquisition for the supplies or services required unless the current market competitors change or the security changes its security requirements for a VIP visit. CERTIFICATIONS I certify that the information in this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition to the best of my knowledge and belief. July 3, 2018 _____Signed___________________________ Date Phong Ngo PTS Director, Acting Requirements Office I certify that this submission is accurate, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval. July 3, 2018 _________Signed_______________________ Date Monica Madrid Contracting Officer APPROVALS Contracting Activity Competition Advocate (Required for actions exceeding $550,000 but not exceeding $11,500,000) APPROVED BY: July 3, 2018 ____________Signed_____________________ Date Lisa L. Ficek Contracting Activity Competition Advocate . 19F14018Q0003 Department of State US Embassy Helsinki
8/10/18, 9:22 AM