Travel_J_A_JPWARD_MAY2019_M001.pdf

Reference DOSAR 606.303-2

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE

JUSTIFICATION (JOFOC)

ACQUISITION OF GROUND TRANSPORTATION SERVICES IN SUPPORT

OF SENIOR HIGH LEVEL USG VIP VISIT, 19E13019D0002-M001

1. I recommend that the Department of State use other than full and open competition for the acquisition of Chauffeur Services for this VIP visit. The value of this modification is to increase ceiling by Euro 356,000.00 to a new Not to Exceed amount of EURO

1,246,000.00 / USD $1,400,000.00

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.

Provision of chauffeur services for use by all agencies during VIP visit to

Ireland, May and June 2019. Contractor is JP Ward & Sons Ltd, 10 St

Cronans Rd, Bray, Co Wicklow, Ireland

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.

Many of the arrangements for transportation and chauffeur services 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.

1. 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 chauffeur services. The Department of State must be able to provide a safe and secure transport 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 vendors.

[ X ] The VIP visit information was not available in sufficient time thereby creating an urgent and compelling need.

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

The following other chauffer service providers were reviewed and asked to provided updated pricing information and vendor profiles

• Optimum Chauffeur Drive, 16 North Richmond Street, Dublin 1

• Gold Star Chauffeur Drive, A1 Metropoint Business Park, Dublin Airport, Swords, Co Dublin

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

Price reasonableness will be based on comparative prices from other chauffeur services providers.

The Embassy also sought pricing from Devine Chauffeur Services, , Optimum Chauffeur

Drive, and Goldstar Chauffeur Services. Below is a chart setting forth the rates each surveyed contractor.

Chauffeur Services, rates checked May23, 2019:

Service Provided

Est Hrs JP Ward & Sons Optimum CD Goldstar CS

Sedan with driver (4pax) 5000

€ 42.00/hr total €210,000.00

€40.00/hr total €200,000.00

€50.00/hr total €200,000.00

Minivan with driver (8pax) 6000

€48.00/hr total €288,000.00

€58.00/hr total €348,000.00

€60.00/hr total €360,000.00

Mini Bus with driver

(10-16pax) 100 €65.00/hr total

€6,500.00 €66.00/hr total

€6,600.00 €65.00/hr total

€6,500.00

Midi Coach with driver (22-32pax) 100

€75.00/hr total €7,500.00

€72.00/hr total €7,2000.00

€75.00/hr total €7,500.00

Coach with driver (52pax) 100

€85.00/hr total €8,500.00

€92.00/hr total €9,200.00

€85.00/hr total €8,500.00

Dispatcher 160 €45.00/hr total

€7,200.00 €40.00/hr total

€6,400.00 €45.00/hr total

€7,200.00

Coordinator 160 €40.00/hr total

€6,400.00 €45.00/hr total

€7,200.00 €45.00/hr total

€7,200.00

Driver Overnights

100ea

€90.00/ea total €9,000.00

€120.00/ea total €12,000.00

€140.00/ea total €14,000.00

Total Cost € 543,100.00 € 596,600.00 € 610,900.00

Approx. USD $ .890 $ 610,200.00 $ 670,300.00 $ 686,500.00

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 is considering competing multiple indefinite quantity contracts for chauffeur services for various types of visits, that may possibly be used for future visits

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.

Date: Phong Ngo

Director, Presidential Travel Support

A/PTS

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.

Date: Eric Freeman

Contracting Officer

As the Competition Advocate at Post, I approved this justification.

Date Management Officer