JA Under the SAT 2022 FAR 13.1 for EUO Leadership_REDACTED.pdf

DEPARTMENT OF VETERANS AFFAIRS

Office of Procurement, Acquisition and Logistics (OPAL)

Strategic Acquisition Center (SAC) 5202 Presidents Ct, Suite 103

Frederick, MD 21703

SOLE-SOURCE JUSTIFICATION FOR

ACQUISITIONS UNDER THE SIMPLIFIED ACQUISITION THRESHOLD

1. In accordance with Federal Acquisition Regulation (FAR) 13.106-1(b)(1), I hereby determine that the service is available from only one source, and competition is now precluded for the reasons indicated below. There are no substitutes available.

2. The U.S. Department of Veterans Affairs Contracting Office, Strategic Acquisition

Center (SAC) proposes to enter into a sole source, Firm Fixed-Price (FFP) with Kansas City Plaza Lessee, LLC, 220 West 43rd Street Kansas City, Missouri, 64111-3112 (SAM Unique Entity ID: H84YMBGT4N85, CAGE: 7WPC6).

3. The End Users Operations (EUO) Leadership Summit is acquisition for conference room space and audio/visual equipment in hotel for Office of Information Technology (OIT), EUO to host its annual Leadership Summit for an estimated 240 Federal employees. Period-of-Performance (POP) is June 4, 2024, through June 6, 2024; with June 3, 2024, and June 7, 2024, designated as travel days. The total estimated value of the EUO Leadership Summit is $.

The selection of a venue for the EUO Leadership Summit was determined by criteria essential to meet the specific needs of the Office of Information Technology (OIT) organization. Critical factors included the availability of adequately sized and equipped conference facilities with audiovisual services, which are paramount to the success of the summit. The strategic location of the venue was also a priority, ensuring easy access for all attendees. This is particularly important given the nationwide location of EUO employees, who are required to attend, and which presents unique logistical challenges. After a comprehensive search and assessment of potential venues, it became clear that very few could meet these combined requirements within a fiscally responsible budget allocation. The Kansas City Plaza Lessee, LLC, is a suitable selection due to the size, audiovisual services, and for its capacity to accommodate a large gathering of 240 Federal employees on the required dates without compromising service quality. Various hotels with conference spaces were queried with results attached on a spreadsheet document returning 33 vendors. Random sampling was performed and determined that even though the search identified these vendors, further review shows Kansas City Plaza Lessee, LLC as the vendor that can meet the government’s need. EUO started with the GSA facility list for the entire country and review all sites that meet the requirement to support a main conference room holding 220-240 people along with 5+ break out rooms that supported 50 or more people per room. After narrowing that list down and contacting them all about availability, EUO moved on to major hotel chains and conference sites using the internet, hotel support and other VA

Strategic Acquisition Center (SAC) 5202 Presidents Ct, Suite 103 contacts. EUO narrowed down that list to 4 major cities (Atlanta, Chicago, Dallas, and Kansas City) based on multiple available locations and performed action to determine travel costs to each of the 4 major cities. The travel cost difference and the central location caused EUO to narrow down to Kansas City. EUO then reviewed the three (3) hotels in the area with capacity to hold the event, availability, and price of each hotel venue. Kansas City Airport Marriott, and Kansas City Marriott Downtown, were reviewed and found not to be able to provide accommodations on the required dates 03-07 June 2024. DoubleTree by Hilton Kansas City-Overland Park, was found to be able to provide the required dates, however, this vendor is not listed in the mandated Federal Meeting Facilities list of approved Hotels and Motels for Federal Travelers listed by the Federal Emergency Management Agency Federal (FEMA) https://apps.usfa.fema.gov/hotel/, and therefore is not considered. Additionally, these hotels’ expected pricing was much higher than Embassy Suites. VAAM 811.7002, paragraph (7) Checking the Hotel and Motel National Master List. The Hotel and Motel Fire Safety Act of 1990 codified at 15 U.S.C. 2225 prohibits use of appropriated funds to sponsor or pay for, in whole or in part, a meeting, convention, conference or training seminar in a hotel or other place of public accommodation, unless the venue meets the fire prevention and control guidelines described in 15 U.S.C.1225. The Federal Emergency Management Agency (FEMA), United States Fire Administration (USFA) maintains the Hotel and Motel National Master List, a list of hotels and motels complying with Pub. L. 101-391. Contracting Officers and purchase card holders shall contract only with listed hotels or motels to conduct meetings, conventions, conferences, or training seminars. Any advertisement, request for quotation, invitation for bid, or announcement for space shall include a requirement that the proposed facility be listed on USFA’s Hotel and Motel National Master List at http://apps.usfa.fema.gov/hotel/. Embassy Suites is owned by Kansas City Plaza Lessee, LLC, a subsidiary of Park Hotels. This led to the selection of Kansas City Plaza Lessee, LLC. Kansas City Plaza Lessee, LLC, is an active vendor in the System for Award Management (SAM), authorized to receive federal government contracts.

Notice of Intent (NOI) 36C10X24Q0194 was posted 25 April 2024 to SAM https://sam.gov/content/home for ten (10) days and closed on 5 May 2024 without market-place response.

Furthermore, an additional review of mandated Federal Meeting Facilities list of approved Hotels and Motels for Federal Travelers listed by the Federal Emergency Management Agency Federal (FEMA) https://apps.usfa.fema.gov/hotel/ was conducted to ensure compliance with Government standards and explore possible cost savings. None of the Federal facilities available during the required period could accommodate the large number of attendees and the specific needs for breakout https://apps.usfa.fema.gov/hotel/ http://apps.usfa.fema.gov/hotel/ https://sam.gov/content/home https://apps.usfa.fema.gov/hotel/

Strategic Acquisition Center (SAC) 5202 Presidents Ct, Suite 103 rooms and other specialized spaces. Thus, OIT focused research and comparative analysis conclusively identified the Kansas City Plaza Lessee, LLC, as the only venue that aligns perfectly with the operational, logistical, and budgetary requirements of the EUO Leadership Summit. This unique positioning, combined with the detailed assessments and elimination of other potential venues.

4. Check and fill in all that are applicable:

The material or service must be compatible in all aspects (form, fit, and function) with existing systems presently installed. The current equipment is <insert description of current equipment>, and the new item/service must coordinate, connect, or interface with the existing system by <insert description of how the new item/service must coordinate or interface>.

A patent, copyright, proprietary data, or licensing agreement limits competition.

The proprietary data are described as follows:

<Insert description>

These are “direct replacement” parts/components for existing equipment.

Other information to support a sole source buy:

The Department of Veterans Affairs (VA), Office of Information Technology (OIT), End User Operations (EUO), mission is to collaborate with our business partners to create the best experience for all Veterans. OIT EUO thrives on diversity. OIT EUO recruits, develops, and sustains a 16,000+ team of Federal employees and Contractors who use their talents and backgrounds to deliver technologies and services that improve the Veteran experience. With Fortune 500 executives, lifelong public servants, Government leaders, and service members transitioning out of the military-OIT EUO has built a team whose primary motivation is to serve. That motivation drives each of OIT EUO members to identify areas for improvement, become change agents, and transform OIT into a lean, agile, Veteran-focused enterprise. OIT EUO has a requirement to conduct their Annual OIT Leadership Conference. This conference will be an immersive, innovative, and collaborative experience to develop a comprehensive enterprise Information Technology (IT) Initiative Plan. This summit serves as a platform to exchange insights, best practices, and strategies to drive transformation and enhance organizational efficiency. With a focus on fostering a culture of innovation and excellence, OIT EUO aims to empower their IT leaders to navigate challenges, leverage emerging technologies, and propel their organizations towards success.

Strategic Acquisition Center (SAC) 5202 Presidents Ct, Suite 103

Thirty-three various hotels with conference spaces were queried. Factors such as venue price, size and configuration of meeting rooms, and date availability during the preferred weeks of May through June, and proximity to major airports were carefully considered. Random sampling determined that even though the search identified these vendors, further review shows Kansas City Plaza Lessee, LLC, as the only vendor that can meet the Government’s need as stated above.

CERTIFICATION

I certify that statements checked, and information provided above are complete and correct to the best of my knowledge. In accordance with FAR 13.106-1(b)(1). The facts of this acquisition preclude the use of full and open competition.

Signature: Date:

Signature: Date:

Contracting Officer Strategic Acquisition Center

5 June 2024