JOFOC_The_Hotel_.doc

Reference DOSAR 606.303-2

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 Department of State use other than full and open competition for the acquisition of hotel rooms for this VIP visit. The minimum cost is € 9,000.00 (USD 10,575.79). The maximum cost is € 492,855.00 (USD 579,148.06).

2. Nature and/or description of the action being approved.

Senior High Level USG Principal traveling with a delegation inclusive of support elements in: Security, Communications, Logistics and Operations.

3. A description of the supplies or services required to meet the agency’s needs.

The Hotel

(Contract not to exceed total USD 579,148.06)

Boulevard de Waterloo 38, 1000 Brussels

Belgium.

350 Lodging Rooms, office rooms, and conference rooms and 10 parking spaces from 06/28/2018 – 07/14/2018.

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.

These unique Senior High Level USG VIP travel requirements result in only a single or a very limited number of responsible sources with no other supplies or services capable of satisfying agency requirement in accordance with 41 U.S.C. 253 (c ) (2), Far 6.302-2.

The other hotels that will be contracted are as follows:

Sofitel Le Louise

40 Avenue de la Toison d’Or

1050 Brussels

Pentahotel Brussels City Centre

38 Chaussée de Charleroi

1060 Brussels

NH Collection Grand Sablon

2 Rue Bodenbroek

1000 Brussels

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.

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)

[ X ] Size and number of rooms (able to house everyone in one hotel)

[ X ] Con-ference facilities (adequate space for meetings, press conferences)

[ X ] Communications (able to install equipment/lines, command center)

[ X ] 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 available because of the following:

• Amigo Hotel – too small for 200 rooms. This hotel has only 170 rooms available.

• Wiltcher’s Steigenberger – too expensive compares to the other hotels.

• Novotel Airport – Deemed not suitable to get on the right highway to the airport. Very limited parking and unable to determine underground option.

Limited ingress/egress.

• Holiday Inn Airport – Deemed not suitable to get on the right highway to the airport.

• Crown Plaza the City Hotel – The area is less recommended due to proximity to crime area and ongoing construction.

7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

Hotel rates in Brussels are identified on a daily basis. During Fair or Trade shows or EU Summits rates can double or triple the per diem (May $ 323) such as during the 2017 Brussels Summit of the North Atlantic Treaty Organization (NATO) on 25 May 2017 or the EU Council meetings (October 19 and 20, 2017) and (December 14 and 15, 2017) with many representatives from the EU and US.

Prices for rooms at the Hotel for this visit are within the rates charged for similar rooms during this season and are similar to the prices received from other hotels. As such, the rates are the established market rates for this class of hotel. The standard room rate (incl. VAT and taxes) at The Hotel is € 240.00; standard room rate (incl.VAT and taxes) at the Sofitel Le Louise is € 264.24; standard room rate (incl. VAT and taxes) at the Steigenber Wiltcher’s is € 273.24, standard room rate (incl. VAT and taxes) at the NH Collection Grand Sablon is € 258.24

8. Any other facts supporting the use of other than full and open competition. None

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. Post will do an assessment and compete future IDIQ for hotel and conference room services that could be used for base plus four option years for VIP and other travel.

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.

_02/22/2018_____

Date:

Phong Ngo I certify that this justification is accurate and complete to the best of my knowledge and belief. Based on my assessment, I conclude that other than full and open competition is justified and the proposed price is fair and reasonable.

__02/23/2018_____

Robert Bunnell Contracting Officer

As the Competition Advocate at post, I approve this justification:

_02/23/2018_______

Margaret MacCallum Management Officer