A17_JA_-_ORDA_AV_(Final)(20230322)_1.pdf

United States Department of the Interior

INTERIOR BUSINESS CENTER

Washington, DC 20240

SINGLE SOURCE DETERMINATION USING

SIMPLIFIED ACQUISITION PROCEDURES (SAP) UNDER THE

SIMPLIFIED ACQUISITION THRESHOLD (SAT)

AUTHORITY: FAR 13.106-1(b)(1)

Solicitation # 140D0423Q0421

1. Contracting activity/agency. Department of the Interior, Interior Business Center, Acquisition Services Directorate, Division 5, on behalf of the Office of Restoration and Damage Assessment (ORDA).

2. Description of supplies or services required to meet agency needs. This purchase order will provide rentals and support personnel for various audio/visual (A/V) equipment and support for the ORDA national conference in New Orleans from April 17, 2023, through April 21, 2023.

3. Identification of the single source to be solicited.

Video Ventures by Roxanne, Inc., 6024 Argonne Blvd.

New Orleans, LA 70124

Point of Contact: Roxanne Lantz Phone: 504-486-1000

4. Reason for authority cited. The contracting officer has determined the circumstances of the contract deem only one source reasonably available due to Exclusive Licensing Agreement

5. Rationale. The ORDA national conference is being held at the Jung Hotel in New

Orleans, Louisiana from April 17 through April 21, 2023. The Jung Hotel does not provide AV equipment or support for their conference rooms; they have a dedicated contractor in which all equipment and support must be rented through, Video Ventures by Roxanne, Inc. Due to this exclusive access agreement between the Jung Hotel and Video Ventures, the Government has no alternative to conducting this simplified acquisition using single-source procedures.

6. Market Research. Prior to selecting the Jung Hotel as the location for the 2023 ORDA national conference, the customer conducted market research to locate the hotel and conference room arrangement that best met their needs. The selection of the Jung Hotel was based on the availability of the necessary 200 hotel rooms for the dates selected to accommodate conference attendees, the hotel’s conference facilities allowing for a main conference hosting up to 300 people, four additional conference

Solicitation # 140D0423Q0421 rooms capable of holding 100 people to host smaller group presentations, four additional conference rooms capable of holding 30 people, and an agreement to offer all hotel rooms at the Government per diem rate. At the time of agreement with the Jung Hotel no A/V requirements were considered as a selection factor due to the customer not identifying the requirement prior to agreement. ORDA and the contracting office were not aware of the single source nature of the Jung Hotel’s A/V service agreement when the agreement to hold the ORDA conference at the Jung Hotel was signed by all parties.

Under the authority of FAR 13.106-1(b)(1), the undersigned hereby determines the circumstances of this contract action deem only one source is reasonably available as supported herein.

Prepared by:

Stephen Dennis Contract Specialist

Joan Clarkston Contracting Officer