JOFOC 191T7026D0002.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

SECTION 1: IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY

Department of State Contracting Activity

Office of Acquisitions Management Foreign Service Institute Office of Foreign Missions U.S. Mission to the United Nations Overseas Post U.S. Embassy Rome, Italy

Requiring Activity U.S. Embassy in Rome GSO

SECTION 2: NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED

Approval is requested to solicit and award, on a sole-source basis, IDIQ contract to Starhotels in Milan, Italy for hotel accommodation in support of a senior high-level USG VIP visit to Italy, as described in Section 3, on behalf of the Requiring Activity.

The authority to act under this Class Justification and Approval (J&A) expires on February 28, 2026.

This action will result in a Firm-Fixed Price (FFP) contract.

SECTION 3: DESCRIPTION OF SUPPLIES/SERVICES

The Embassy requires hotel accommodation to support a Senior high-level USG VIP visit in connection with the Milan-Cortina Winter Olympic Games.

Services Estimated Quantity Estimated Period of Performance Hotel Accommodation Up To 2,000 Nights/Room 20 January 15 February

The estimated value for the entire period of performance is estimated at Euro 1,200,000.00 or US Dollar equivalent $1,396,000.00

Task orders will be issued as required to meet accommodation needs and security requirements.

Multiple suitable hotels have been identified in order to accommodate the VIP and the staff supporting the visit, utilizing as many rooms as are available at each hotel.

SECTION 4: IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN

FULL AND OPEN COMPETITION

This acquisition is conducted under the authority of 41 USC 3304, as implemented by FAR 6.3 and substantiated by the following:

FAR 6.103-2 Unusual and compelling urgency.

SECTION 5: DEMONSTRATION

QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY

CITED

These unique, senior high-level USG VIP travel requirements result in only one, or a very limited number of, responsible sources capable of providing the required level of security and logistics support. These are the primary considerations when procuring hotel rooms. The proposed contractor is able to meet these requirements by providing the necessary volume and category of rooms, within the specified location and security parameters needed for this event. This is especially important given the last-minute nature of event planning and the high demand for hotel accommodation, as other delegations and unofficial attendees are also seeking similar services.

SECTION 6. DESCRIPTION OF EFFORTS TO ENSURE THAT OFFERS WERE SOLICITED FROM AS

MANY POTENTIAL SOURCES AS IS PRACTICABLE, INCLUDING WHETHER A NOTICE WAS OR

WILL BE PUBLICIZED AS REQUIRED BY FAR SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION

UNDER FAR 5.101 APPLIES

A formal synopsis of the proposed procurement was not published on SAM.gov because this contract action is being made under the conditions described in FAR 6.103-2, which allows for exceptions due to unusual and compelling urgency. Specifically, FAR 5.101 (b) (2) provides an exception to the requirement for publishing a synopsis using other than full and open competition. Market research identified a few hotels that can meet the combination of security, capacity and operational requirements for this event.

SECTION 7. DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST

TO THE GOVERNMENT IS FAIR AND REASONABLE

The Contracting Officer has determined the anticipated cost to the Government of the services covered by this J&A will be fair and reasonable based on:

o Rates from prior similar events o Rates within similar rates proposed among several hotels located in the same area

SECTION 8. DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND THE

RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED

This event is attended by both official and unofficial representatives from around the world. Most services have already been secured, and costs have increased significantly during this period, further limiting the number of accommodation requirements.

The short notice, high demand, and security-sensitive nature of the requirement have limited the ability to conduct full and open market research.

SECTION 9. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN

COMPETITION

The unique requirements associated with senior high-level USG VIP travel, combined with security and open competition.

requirements. Any delay in the award may result in the unavailability of qualified lodging resources.

SECTION 10. LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST

IN THE ACQUISITION

None

SECTION 11. 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

The requiring activity recognizes the importance of fostering full and open competition for future acquisitions of similar services. The unique operational environment connected with the event, characterized by extreme demand, early block allocation, and security-driven constraints ability to conduct meaningful competition in the immediate term.

SECTION 12. CERTIFICATIONS

I certify that the facts and representations under my cognizance which are included in this Justification and its supporting acquisition planning documents, except as noted herein, are complete and accurate to the best of my knowledge and belief.

Technical Cognizance

SIGNATURE:

Name: Micaela Tascone Title: Contracting Officer Representative

Requirements Cognizance

SIGNATURE:

Name: David W. Simons Title: Management Officer

LEGAL SUFFICIENT REVIEW

This J&A is hereby determined to be legally sufficient.

SIGNATURE:

Name: John W Cox Title: Attorney Advisory

CERTIFICATIONS (Continued)

CONTRACTING OFFICER CERTIFICATION (FAR 6.104-1(a)(12)) I certify that this submission is accurate to the best of my knowledge, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval.

SIGNATURE:

Name: Crystal D. Sheridan Title: Contracting Officer

HEAD OF THE CONTRACTING ACTIVITY

SIGNATURE:

Name: Sharon James Title: HCA

SECTION 13. APPROVALS

COMPETITION ADVOCATE

SIGNATURE:

Name: Trena Mills Competition Advocate

SIGNATURE:

Name: Ngo Phong PTS Director