2019-001-A_POSTING_ALFS19_Sole-Source-Justification_and_Approval.pdf

Version – March 2017 FOR OFFICIAL USE ONLY

Control No: 2019-001-A

FAR Subpart 13.5 Simplified Procedures for Certain Commercial Items – Sole

Source Justification and Approval

1. Contracting Activity: 414th CSB, RCO-Africa

2. Description of Action: United States Army Africa requests a firm-fixed-price contract Hotel Requirement in Botswana. The government Projects award for 1 May 2019 utilizing a combination fiscal year 2019 Operations and Maintenance Army funds and Operation Readiness Funds (ORF). The requirement is for one venue that can provide at least 13 individual conference rooms and provide lodging for 325 people.

X An acquisition plan is not required because this procurement does not meet the threshold at Defense Federal Acquisition Regulation Supplement 207.103(d)(i)(B).

3. Description of Supplies/Services: This requirement is for a conference venue with lodging for 325 participants requiring a venue that can support at a minimum 13 different spaces simultaneously. Included in this requirement is lodging, upgraded internet and meals.

Period of Performance: 16-30 June 2019

4. Authority Cited: Simplified Procedures for Certain Commercial Items, 41 U.S.C.

1901 (or 41 U.S.C. 1903 for Special Emergency Procurement) as implemented by FAR Subpart 13.5:

X Other: Pursuant to FAR 13.501(a)(2)(i)

5. Reason for Authority Cited:

(a) ALFS consists of General Officers (Chief of Staff of the Army Equivalent) from 51 African Countries, the US Chief of Staff participants along with their parties. The total expected participation in this event is 325 personnel. The venue required for ALFS is a lodging and conference space in a building with constructed walls, floors, ceilings, CVAC, Wi-Fi, and enhanced electrical outlets to accommodate a conference space which supports 325 people. Additionally, ALFS requires a minimum of 13 different conference spaces simultaneously with two areas being capable of supporting 325 personnel. ALFS requires professional simultaneous and sequential interpretation to be provided on-site in the following language: French, Portuguese, English and Arabic. It must also accommodate translation booths and equipment for over a dozen translator, at least 100 charged translation ear pieces, several sets of microphones, and three AV screens and supporting projectors. A locked three 20 person secretarial/staff rooms with computers, printers, phones and internet within the building is also required to be located close to the conference spaces/rooms. Separate space for coffee breaks outside the conference rooms is also needed, so that set up and break down does not disturb the conference attendees. Availability of up to 325 guest rooms on the premises is also a requirement. Collocation of these spaces is critical as delays due to commuting to and within a venue will negatively affect the outcome of this event. The facility in Gaborone, Botswana those have these capability. It also has a fenced and guarded compound, with adequate outdoor spaces between the road/other structures. Additionally, all security requirement are also needed that are been addressed by USARAF OPD team.

(b) The facility those have enough conference rooms and lodging rooms to be able to support the entire venue. It’s an embassy approved lodging that meets the security requirements for this event.

(c) Using multiple locations for the lodging and conference spaces would produce undue restrictions on the event and a security risk. The transportation needs would increase costs and reduce the amount of time available for the summit. The need for the participants to be transported around and being at different locations also increases the security risks.

(d) If this J&A is not approved, then the requirement would be solicited, but with the result of only this vendor being able to meet it. By following this route, no benefits are provided and it will only create a delay in the procurement. As the conference center is the only one available of this size, it is a sought after location by other parties. As the conference center is the only big enough to accommodate 325 people and meets the required size and specifications of the requirements. This requirement must be solidified as quickly as possible to ensure availability during the required time period.

6. Efforts to Obtain Competition: During the pre-deployment site visit and initial planning event, market research was conducted by visiting as many locations as could be found to ensure that they did not have required capabilities. The US Embassy and the Botswanan Government were also contacted, but were unable to provide any other venues capable of supporting an event of the magnitude required. In accordance with FAR 5.202(a)(12), this action will not be synopsized.

7. Actions to Increase Competition: There are no plans to increase the conference venue availability in the area so there is not an ability to increase the competition for this requirement.

8. Market Research: Two different site visits were conducted in the area. During these visits, market research was done to verify the ability to promote competition. Both sites visits determined that there were no other sources available. The other locations visited were analyzed to determine if the use of multiple facilities was a feasible option. It was determined that using the multiple sites option would create many issues, not only logistically but also with security efforts.

9. Interested Sources: Per FAR 5.202(a)(12), this requirement was not synopsized and no other interested sources have been identified.

10. Other Facts: This requirement supports conference rooms/spaces, lodging, and meals for 325 guests/personnel attending the event

Specifications on the need of not having walking distance between spaces: The program is such that we have breaks programmed between sessions in the AM, at Lunch, and in the PM. Programming delays during the day cannot be shifted into the evening because we have activities planned on most evenings. The walks between rooms and the proximity of breakout rooms with the operations cell must be supportive of oversight throughout the day, coordinating programming sequence changes due to facilitator/briefer issues, and technical response/troubleshooting in a timely manner. In our site surveys, some of the walks between spaces were 6-8 minutes long and required taking multiple flights of steps or an elevator.

Specifications on the need of having an outdoor space: Outdoor spaces are required for several activities such the social activities. Requirement includes taking group pictures in a picturesque setting that is tasteful, conducting cultural events and possibly a press session outdoors, and having a space that can be cordoned off for the event without access by other guests.

Specifications on the number of guests’ rooms: The number of rooms required for ALFS attendees is 325. A single room shall be provided to each guest. Each room shall have room-controlled air conditioning, capable of maintaining a consistent room temperature between 19 degrees Celsius and 23 degrees Celsius. All finishes (walls, ceilings, and floors) shall be free from any major damage. Rooms shall provide good lighting and sound control.

All electrical cords, bulbs, lights and switches shall be operational and free from defects for the duration of the contract performance. All windows shall have drapes with blackout lining, shades, or blinds. If only drapes are provided, they shall be thick enough to screen out most sunlight. Room Security. All entrance doors to rooms shall have functional interior security locks, either deadbolt, double locking, or security chain / security hasp. All doors shall be functional and free from defects. All windows shall be free from any major damage, and should be able to be locked by the room occupant.

Specifications on the need of having VIP entrance: During the opening and closing ceremonies, a separate entrance to the venue can be cordoned off to allow VIPs to access the venue. VIPs in this series of events have been Prime Ministers, MODs, Ambassadors, the AFRICOM CDR, etc. Separate entry supports the security and privacy of VIPs.

11. Technical Certification: N/A

12. Requirements Certification: I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best knowledge and belief.

13. Fair and Reasonable Cost Determination: I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable. The pricing for the lodging and meals is within the established per diem rates in the area and the prices for the conference rooms are comparable to what is offered by other venues in the area. Even though other venues could not meet the required amount of conference rooms, prices were given for similar size individual rooms. Per FAR 15.403-1(c)(3), this requirement is exempt from certified cost or pricing date.

This determination will be made using the following: IGCE

As a part of this basis, certified cost or pricing data is not required because the item and/or services being acquired are considered commercial.

14. Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief.

Typed Name: Date:

Title: Contracting Officer Signature:

Approval

Based on the foregoing justification, I hereby approve the procurement of conference space and lodging on a sole source basis pursuant to the authority of the Simplified Procedures for Certain Commercial Items, 41 U.S.C. 1901 as implemented by FAR Subpart 13.5, subject to availability of funds, and provided that the services or supplies herein described have otherwise been authorized for acquisition.

Date:

Special Advocate for Competition Signature: