A15_ 25k plus Limited source document (SAM).pdf

LIMITED SOURCES DOCUMENTATION (DEC 2018)

Required for Limited Source Acquisitions Over $10,000 but not Exceeding $250,000

Acquisitions that do not allow for competition to the maximum extent practicable must be documented in accordance with Federal Acquisition Regulations (FAR) 13.106-3(b) for open market purchase orders or FAR 8.405-6(f) for Federal Supply Schedule (GSA) orders. Limited source documentation is required in the following circumstances: (1) when soliciting fewer than the minimum number of sources (at least three sources) required by FAR 13.104(b), 8.405-1(c), or 8.405-2(c)(2), whichever is applicable; and (2) when using brand name only specifications.

This template may be used for the documentation described in FAR 8.405-6(b)(2)(i) or 13.106-1(b)(1). The customer shall provide the following information:

Purchase Request Number:

D-25-OD-0030

Estimated Amount (inclusive of options):

Delivery Date or Period of Performance:

08/11/2025-08/15/2025

Brand Name Only Description:

YES NO

Recurring Requirement:

YES NO

FSS Contract Number (if applicable):

Brief description of supplies or services required and the intended use:

Using the conference room, audio equipment, and hotel rooms to conduct the 8th Annual DEA-BIA Drug Strategic Workshop.

Unique characteristics that limit availability to only one source, and any justification that no other supplies or services can be used or that urgent and compelling circumstances exist – include all critical delivery or performance dates and impact to the government if dates are not met:

The 8th annual Bureau of Indian Affairs (BIA) training will be conducted to remain in compliance with the Tribal Law and Order Act of 2010. In order to gain trust and build relationships, ODR has chosen to host the workshop on tribal lands. By traveling and engaging tribal law enforcement in their community, DEA demonstrates a sincere commitment of support in the fight against illicit drug trafficking in tribal communities. The Hyatt Regency Phoenix was chosen because of its proximity to/from the airport, safe and low traffic area, easy area to navigate without need of public transportation, convenience and availability of local eateries on site and within walking distance for the convenience of basic needs for attendees throughout the tenure of the training. The Hyatt Regency Phoenix meets all the requirements needed for the workshop (meeting space availability, lodging at government rate, meeting room space capacity size, and 9-minute commute to/from airport) also presented the best and lowest price option compared to the 3 other hotel sites visits that were conducted to determine which hotel would meet the need for this workshop. The other hotels were too expensive, or too far from the airport as well as too difficult to navigate within its surrounding areas for basic necessities. The other hotels were also situated in secluded areas that require transportation. The other hotels were also not easy to navigate in their areas as the need for an Uber or Lyft or rental car would be needed to find affordable dining options due to expensive onsite dining options at the hotels.

Describe in detail any market research conducted. Include results and state whether any vendors expressed interest:

The Hyatt Regency Phoenix meets all the requirements needed for the workshop (meeting space availability, lodging at government rate, meeting room space capacity size, and 9-minute commute to/from airport) and the location of the hotel is situated in a safe low traffic area, with convenience of onsite dining options and dining and personal necessity needs all within walking distance. The Hyatt Regency Phoenix also presented the best and lowest price option compared to the (2) two other hotel site visited during research.

The Contracting Officer hereby certifies that:

A. Only one source is reasonably available;

B. An order for the supplies or services will not be placed unless the price is determined to be fair and reasonable; and

C. If brand name specifications are used for the basis of this determination and the acquisition exceeds $25,000, this Limited Source Documentation will be made available together with the solicitation in the Governmentwide Point of Entry (FedBizOpps) in accordance with FAR 5.102(a)(6), on GSA e-Buy in accordance with FAR 8.405-6(d), or on the NASA SEWP V Quote Request Tool pursuant to 40 U.S.C. 11302(e).

Signature and title of customers Office Code

Telephone Number

Date

Signature and title of contract specialist Office Code Telephone Number Date

Signature of contracting officer Office Code Telephone Number Date