26P0001_JOFOC _12.19.25executed.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

FOR AN ACTION EXCEEDING THE SIMPLIFIED ACQUISITION THRESHOLD USING SIMPLIFIED

PROCEDURES FOR CERTAIN COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES IN FAR 13.5

PURCHASE REQUISITION: EDOFSA-26-000061

1. Agency and contracting activity.

Requiring Office: Department of Education (ED or Department), Office of Federal Student Aid (FSA), Conference Management Division

Contracting Activity: ED, FSA, Office of Strategic Acquisition Management (OSAM)

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

This justification supports a sole source award under FAR 13.501(a) to Trade Center Management Associates (TCMA) for the provision of conference facilities and related services required to host the 2026 Federal Student Aid Training Conference (FSATC)

The action will result in a firm-fixed-price purchase order to secure the Ronald Reagan Building and International Trade Center (RRB/ITC), a federally owned facility managed by TCMA under the authority of the General Services Administration (GSA). The award will provide a turnkey solution for conference space, audiovisual support, catering, security coordination, and event management for the period of performance covering pre-event planning through post-conference closeout.

3. Description of the supplies or services required to meet the agency’s needs (including the estimated value).

The FSATC is the Department’s premier annual training and engagement event, providing technical training, policy updates, and operational guidance to financial aid professionals, state and federal partners, and higher education administrators. The 2026 conference will return to an in-person format to enhance engagement and collaboration across the national higher education community.

Required services include:

• Provision of federally owned conference facilities capable of seating approximately 2,000 attendees with multiple breakout rooms within two miles of the Department’s headquarters (400 Maryland Ave SW, Washington, DC 20202)

• Audiovisual, lighting, and staging support for large-scale presentations and demonstrations

• Facility access coordination to allow FSA staff early setup

• Room configuration, signage placement, and registration area setup

• On-site event coordination, including liaison support between FSA and venue operations

• Light refreshments (water, coffee, tea, soda) for attendees and presenters during scheduled breaks

• Security and attendee screening compliant with Federal Protective Service standards

• Accessibility compliance under ADA and Section 508

Period of Performance: March 4, 2026 to March 6, 2026

Estimated Total Value: ~$473,000.00

4. An identification of the statutory authority permitting other than full and open competition:

41 U.S.C. 1901: Simplified Acquisition Procedures

PROCEDURES FOR CERTAIN COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES IN FAR 13.5

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited. The Contracting Officer has determined the following circumstances justify the use of a sole source as supported below.

Only one responsible source and no other supplies or services will satisfy agency requirements.

Market research determined that the Ronald Reagan Building & International Trade Center (RRB/ITC) is the only government-owned facility within a two-mile radius of the Department’s headquarters (400 Maryland Ave SW, Washington, DC) that can meet all core FSATC requirements as described in Section 3 of this document.

Other government-owned venues, such as those operated by Department of Interior (DOI), United States Department of Agriculture (USDA), National Archives and Records Administration (NARA), and the Smithsonian Institution were reviewed and found lacking in one or more critical areas including capacity, breakout inventory, security, accessibility, or turnkey logistical support.

The RRB/ITC’s unique combination of size, federal ownership, integrated management, and secure infrastructure makes it the only practical and efficient option for hosting the 2026 FSATC.

6. A description of efforts made to ensure that offers are 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 5.202 applies.

A comprehensive market research analysis was conducted reviewing multiple federal facilities within two miles of the Department’s headquarters. None other than RRB/ITC met the combined requirements for turnkey conference and event support, secure government-owned facility access, integrated audiovisual and catering support, multiple breakout spaces, and 2,000+ seating capacity.

Accordingly, a Notice of Intent to Sole Source was posted to the Government Point of Entry (SAM.gov) on November 6, 2025, with a response date of November 12, 2026, in accordance with FAR 5.101(a)(1), to announce the Department’s intent and provide transparency prior to award. FSA received no responses from responsible parties who expressed interest and capability to satisfy this requirement. A sole source justification will be posted to SAM.gov within 14 days of award in accordance with FAR 13.501(a)(1)(iii).

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

The CO will make a determination that the final cost to the Government is fair and reasonable before purchase order award. Prior to any determination, a technical representative will review the contractor’s quote to ensure it meets the Government’s requirements. In addition, the CO may use any of the techniques found in FAR 15.404-1 to verify the proposed prices are fair and reasonable.

8. A description of the market research conducted (see FAR Part 10) and the results or a statement of the reason market research was not conducted.

See Section 5 and Section 6.

PROCEDURES FOR CERTAIN COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES IN FAR 13.5

9. Any other facts supporting the use of other than full and open competition.

The RRB/ITC was established by Congress as the federal government’s primary conference and trade center within the Federal Triangle. The facility’s management and operations are governed by GSA, ensuring compliance with all federal property, accessibility, and security regulations. Use of the RRB/ITC minimizes risk by leveraging an established federal infrastructure rather than relying on commercial venues.

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.

Given the unique nature of the requirement, a secure, government-owned facility with integrated conference services, there are no viable competitive alternatives within the required distance. Future FSA conferences held outside the Washington, DC area may present greater competition and will be competed accordingly.

11. Technical/Requirements Representative Certification.

I certify that this requirement constitutes the Government’s minimum needs and the supporting data provided herein is accurate and complete to the best of my knowledge and belief.

Katrina Turner Date Conference Management Director

12. Contracting Officer’s Certification and Approval.

I certify this justification is accurate and complete to the best of my knowledge and belief. I determine that the circumstances in FAR 13.5 apply to this action.

Kenneth McCurdy

Date

Contracting Officer

Nov 13, 2025

Nove 13, 2025