B05 Award Justification SAM posting.pdf

Controlled by: WHS Acquisition Directorate Controlled by: Specialized Services Branch

CUI Category: PROCURE Limited Dissemination Control: FEDCON

POC: Jeanelle Joseph, 7003.380.0787

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

WHS-2025-1686

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES

FOR CERTAIN COMMERCIAL ITEMS

UNDER FEDERAL ACQUISITION REGULATION (FAR) 13.5

1. AGENCY AND CONTRACTING ACTIVITY: The Department of Defense (DoD), Washington Headquarters Services (WHS), Acquisition Directorate (AD), Enterprise Office of the Secretary of Defense (EOSD) and Defense Prisoner of War/Missing in Action Accounting Agency (DPAA).

2. DESCRIPTION OF ACTION: WHS/DPAA proposes to issue a sole-source contract to the Chatham Bellevue RI LLC Doing Business As: Residence Inn by Marriott Seattle Bellevue/Downtown 98006 for the May 2025 Family Member Update (FMU) for DPAA.

The estimated value of this action will be funded by Operation and Maintenance, Defense-Wide (O&M, DW) appropriation.

3. DESCRIPTION OF SUPPLIES/SERVICES: The Contractor shall furnish facilities, furniture, equipment and supplies, management, supervision, and labor to provide meeting space, audio video support, and light refreshments for a FMU for families in Bellevue, Washington. FMUs allow DPAA and other Government officials to meet several times a year to account for personnel from past conflicts.

DPAA requires breakout rooms, audiovisual equipment, and hardwire internet for Facebook live, YouTube, Vimeo, and Government websites. These will be used to conduct briefings and one-on-one meetings with the families on Prisoner of War/Missing Personnel related issues.

Performance Period Performance Dates Amount Base 2-3 May 2025

CUI Category: PROCURE Limited Dissemination Control: FEDCON

POC: Jeanelle Joseph, 7003.380.0787

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

4. AUTHORITY CITED: This action is under the procedures of under the procedures of Federal Acquisition Regulation (FAR) 13.5 under the authority of:

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

41 U.S.C. 1903, Special Emergency Procurement Authority

5. REASON FOR AUTHORITY CITED:

accounting for our missing personnel to their families and the nation. Part of that mission is accomplished by DPAA being congressionally mandated to communicate with families, which is done through FMUs. The Seattle Marriott Bellevue hotel was selected because it had the required meeting space available, could offer the government per diem rate and had enough sleeping rooms in its inventory to support a room block for this meeting.

Whereas the rooms available or could not offer the government per diem rate.

6. EFFORTS TO OBTAIN COMPETITION: A Notice of Intent to Sole Source was posted on the Governmentwide Point of Entry (GPE) sam.gov in compliance with FAR

5.201 and FAR 5.207. The notice was intended to inform the public of the government's intent to award a sole-source contract and to invite any capable vendors to express interest in the requirement. Only one vendor, SPMC International, LLC, responded to the Notice of Intent to Sole Source. The vendor's submission was thoroughly evaluated against the technical and performance criteria outlined in the solicitation. (See A20 vendor Capability Statement). The requiring activity assessed the vendor's capability to meet the government's requirements. The assessment was based on the vendor's technical proposal, and after careful consideration, it was determined that the responding vendor did not possess the necessary capability to perform the contract requirements satisfactorily (See

7. FAIR AND REASONABLE COST DETERMINATION: The Contracting Officer determines that the anticipated prices will be fair and reasonable by using the techniques identified at FAR 13.106-3 Award and Documentation to ensure award will be at fair and reasonable prices. This is a commercial item Certified Cost and Pricing Data will not be obtained.

CUI Category: PROCURE Limited Dissemination Control: FEDCON

POC: Jeanelle Joseph, 7003.380.0787

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

8. MARKET RESEARCH:

Comprehensive Market research was conducted between March and April 2025 to assess the capabilities, practices, and standards associated with Short-Term Lodging and Conference Room Support Services.

Contacting Knowledgeable Individuals in the Government: While developing the requirements package, the Defense POW/MIA Accounting Agency (DPAA) suggested four hotels in the Bellevue, WA area. However, attempts to secure accommodations within the required timeframe was as follows:

The Hyatt Regency Bellevue: Fully booked or lacked the necessary meeting space.

Hilton Bellevue Riverside: Not found via internet search

Sheraton Bellevue: Permanently closed.

Marriott Hotel Services, Inc.: Confirmed availability suitable of meeting space, guest rooms, and other specific needs within the required timeframe.

Sam.gov search: The Contracting Officer conducted a SAM.gov entity search for active lodging and or hotel options under NAICS 721110 within Bellevue, WA (zip codes 98004 and) 98006 yielded four (4) entities. However, attempts to secure accommodations within the specified yielded the following results:

Embassy Suites by Hilton Seattle Bellevue: Fully booked or lacked the necessary meeting space.

Extended Stay America: Did not respond to inquiries

Lakespur Landing Extended Stay Suites: Fully booked or lacked the necessary meeting space.

Bellevue Hilton & Red Lion: Fully booked or lacked the necessary meeting space.

Based on the market research conducted, Marriott Hotel Services, Inc is the only identified source capable of meeting the Government's requirements for the following reasons:

a. Availability/Capabilities: Marriott Hotel Services, Inc has the necessary room availability to accommodate the event. Other contacted vendors lacked sufficient availability within the required timeframe.

CUI Category: PROCURE Limited Dissemination Control: FEDCON

POC: Jeanelle Joseph, 7003.380.0787

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

b. Urgency and Mission Impact: Marriott Hotel Services, Inc is the only vendor capable of meeting the deliverables outlined in paragraph 3 above, on the required delivery date.

Awarding to any other vendor would introduce unacceptable delays, resulting in mission failure.

c. Cost Reasonableness: The price reasonableness determination will be conducted in accordance far 13.106-3. Therefore, a direct award to Marriott Hotel Services, Inc, under FAR 13.106-1(b)(1) is in the best interest of the government. As this acquisition falls below the Simplified Acquisition Threshold (SAT), a separate Justification and Approval (J&A) is not required.

9. ANY OTHER FACTS SUPPORTING THE USE OF SOLE SOURCE: Not Applicable

10. INTERESTED SOURCES:

SPM International LLC

a. Cage Code: 7UPB2

b. UIE: PMAZBJLYNMB2

11. ACTIONS TO INCREASE COMPETITION: None

12. Is this acquisition for a non-competitive follow-on acquisition previously awarded on a non-competitive basis?

Yes. A copy of the previous justification is attached. The actions to remove any barriers to competition cited on the previous justification were were not completed [ ].

No. The original acquisition was conducted on a competitive basis.

Not Applicable. This is a new requirement.

CUI Category: PROCURE Limited Dissemination Control: FEDCON

POC: Jeanelle Joseph, 7003.380.0787

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

CERTIFICATION

I, hereby, certify that the supporting data under my cognizance included in this justification are accurate and complete to the best of my knowledge and belief.

Contracting Officer Representative/Program Office Date