JOFOC_Unusual Compelling Urgency.pdf

SINGLE SOURCE JUSTIFICATION NOT EXCEEDING THE SIMPLIFIED ACQUISTION

THRESHOLD

SECTION 1: IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY

Department of State Contracting Activity

☒ Overseas Post: Abu Dhabi

Requiring Activity Facility Management Office (FAC)

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

Approval is requested to award on a sole source through “Unusual and compelling urgency” basis to Horizon Facilities Management & Landscaping L.L.C., PO Box 45800, Abu Dhabi, United Arab Emirates for the services described in Section 3 on behalf of the Requiring Activity.

SECTION 3: DESCRIPTION OF SUPPLIES/SERVICES REQUIRED TO MEET THE AGENCY’S NEEDS

The requirement is to provide gardening services to maintain the existing landscaping and enhance the livability of its respective properties as per the standards of performance identified in the contract to promote the public image of the United States at the U.S. Embassy Abu Dhabi compound, Chief of Mission Residence

(CMR) as well as Deputy Chief of Mission Residence (DCMR). The estimated value for the entire three-month period of performance is AED108,544.00 ($29,560.00) including 5%VAT and DBA insurance charges. These supplies/services require the grounds to properly maintain by regular grass cutting, edging, trimming, weeding of the grounds, supplying/planting of 2000 seasonal flower plants for Embassy Compound, 300 seasonal flower plants for CMR Compound and 200 seasonal flower plants for DCMR Compound as per the standards identified in the contract. The Contractor’s service includes to provide all necessary gardening supplies and equipment, rakes, lawn mowers, hoe, pitchfork, pruning shears, fertilizers to perform the work.

This will allow the Office of Facility Management Office (FAC) to accomplish gardening services.

SECTION 4: IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN

FULL AND OPEN COMPETITION

In accordance with Federal Acquisition Regulation (FAR) 13.106-1(b)(1), the Contracting Officer has deemed only one source reasonably available based on the following:

☒ Urgency 6.302.2 Unusual and compelling urgency

SECTION 5: DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE

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

CITED

Post requests to use other than full and open competition for the acquisition of the gardening services for the Embassy, CMR and DCMR. Post is still under pre-solicitation stage to award a new five -year contract.

Unfortunately, due to the security situation in-country, there is limited access to the embassy grounds making, it impossible for potential bidders to conduct a site visit. As we must pause the pre-solicitation stage, and the services must be continued, Post is pursuing a three month stop-gap measure with the current vendor.

With the temperatures at post ranging between 100 and 120 Fahrenheit, a delay in the award of the contract will result in severe health and safety risks to post personnel and infrastructure. Overgrown vegetation can result in reduced visibility, uncontrolled pest infestation as well as other hazards posing health risks to employees and visitors. Unmaintained trees and branches may fall apart increasing the risk of fall hazard to the occupants and other property.

Moreover, unmaintained landscape, accumulated dry leaves and uncleared dead plants will increase fire hazards not only in the surrounding areas but also to the utility buildings and the main Embassy building particularly in the extreme dry weather conditions at post. This will pose serious injury and life-threatening danger to the occupants as well as visitors and significant financial loss due to increased remediation and permanent damage to the existing infrastructure.

Unmaintained grounds, overgrown trees and bushes will provide chance for concealment for unauthorized personnel, increasing the risk of security threat.

Horizon Facilities Management and Landscaping LLC has been maintaining all three sites since December 2021 and has all the technical expertise and extensive experience and familiarity in maintaining the specific landscaping design, soil conditions, seasonal needs and plant species present on the property ensuring quality and preservation of the property’s aesthetics while minimizing the risk of disruptions, costly learning curves when onboarding a new service provider, and possibly the costs associated replacing decomposing plants.

Horizon has been consistent in delivering high-quality services meeting and exceeding performance expectations and proving reliability in fulfilling all maintenance schedules and timeline without interruptions during the current one-year interim contract. In the past (since 2021), while Horizon was working as a sub-contractor for their Prime contractor Sanford Federal Inc, not getting paid for the performed work which was time sensitive and essential in maintaining staff levels required to satisfactorily perform in a contract that was terminated.

Transitioning to a new contractor, unfamiliar with the work site will result in delays, degradation of landscape quality and incur additional cost to the USG.

Furthermore, the existing gardening crew has been cleared by the Regional Security Office and issued with one badge access for unescorted work on the compounds. Amidst of the current regional war situation, this sort of clearance requires extensive vetting and local police clearance, which can take several months to obtain to be fully functioning contractor, not delayed by the Government. Thus, assigning a new contractor will require additional time/cost for site survey, familiarization of work and other work requirements which will adversely affect the condition of the properties and pose administrative work-load burden to escort new gardeners until the extensive vetting process is completed. Hence, we request approval to the existing contractor, Horizon, to continue the services until we can solicit a new contract.

SECTION 6. DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST

TO THE GOVERNMENT IS FAIR AND REASONABLE

By signing the justification, the Contracting Officer makes a determination that the price to the Government is anticipated to be fair and reasonable.

Horizon Facilities Management & Landscaping LLC has been working at the Embassy as a “Contractor” to maintain the gardens in the Embassy, CMR and DCMR. They have agreed to maintain the gardens with the same price that is currently paid, without any request for increase in price. Thus, the Contracting Officer determines that the anticipated price is fair and reasonable.

The current bridge contract for gardening services will expire on April 9, 2026, and the contract does not contain any option periods or authority to further extend its performance. As a result, there is no contractual mechanism available to continue services under the existing agreement. Therefore, issuing interim Purchase Orders represents the most practical and responsible course of action to ensure uninterrupted service coverage until the new contract is awarded and fully in place. This approach safeguards the Government’s operational interests while allowing the acquisition process for the long-term contract to proceed in accordance with applicable procurement regulations.

SECTION 7. CERTIFICATIONS

All reviews and approvals should be completed in the order listed unless otherwise authorized or required.

REQUIREMENTS CERTIFICATION

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.

Requirements Cognizance:

SIGNATURE:

______signed________________________ ___March 25, 2026______ Schroeder Phillip Date Facility Manager Abu Dhabi

CONTRACTING OFFICER CERTIFICATION

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:

______signed________________________ ___March 25, 2026______ Gregory Stoneberg Date Contracting Officer Abu Dhabi