Final- PR10916945 JOFOC Hotels Ballroom - all signed - for SAM posting.pdf

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE

JUSTIFICATION (JOFOC)

ACQUISITION OF RENTL OF CONFERENCE ROOM AND FOOD &

BEVERAGES SERVICES IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT

1. I recommend that the Department of State use other than full and open competition for the acquisition PR10916945 of rental of grand ballroom and food & beverages services for the VIP visit. The estimated cost is $84,640.00

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

Senior High Level USG Principal traveling with a delegation inclusive of support elements in: Conference room setup and food and beverages services.

3. A description of the supplies or services required to meet the agency’s needs.

The Consulate General of the United States of America in Jeddah, Saudi Arabia will issue a purchase order to cover the conference room setup and food & beverages services for the entire performance period mentioned in above requisition. The contract period will be from July 13, 2022, Thru July 17, 2022.

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

[ X ] 41 U.S.C. 253 (c) (2), FAR 6.302-2; Unusual and Compelling Urgency;

(Based on the available time and urgency of the requirement as detailed below)

Security concerns prohibit sufficient advanced notification of VIP travel to allow for sufficient time to conduct full and open competition. The Department of State can only communicate with the staff at Posts abroad when authorization is given due to security concerns. They have an extremely short turnaround time when authorization has been granted for negotiations to commence and site selections to be finalized with both the local vendors and Posts before the actual Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for the Senior High Level USG VIP and his traveling staff to remain overnight. Consideration of the Senior High Level USG Principal and the location are taken into consideration as a determining factor.

The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and the delegation are often times designated by the host countries.

Unique requirements for communications support are under severe time limitations and always a determining factor in the selection process as its capacity to be augmented to the unique requirements necessary to support certain Senior High Level USG Principals.

Many of the arrangements for hotel and transportation are often not confirmed until just before the actual visit. In addition to supporting a large delegation within a short time frame, last minute and frequent changes of itineraries for supporting personnel often result in significant changes in how Posts work with the vendors.

With the exception of a few trips, contracts are not permitted to be signed until the Department of State (Post) has written confirmation from all supporting agencies, which enables collection of funds from said agencies in the event of cancellation.

This results in an unusual and compelling urgency in accordance with 41 U.S.C.

253 (c) (2), FAR 6.302-2.

These unique Senior High Level USG VIP travel requirements result in only a very limited number of responsible sources with no other supplies or services capable of satisfying agency requirement in accordance with 41 U.S.C. 253 (c ) (2), Far 6.302-2.

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

Security and logistics are the Department of State’s primary considerations when procuring hotel rooms and conference rooms. The Department of State must be able to provide a safe and secure environment for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need. At other times, the security requirements and/or requirements of the host country government limit the acquisition to one or a small number of predetermined hotels.

[X] The visitors information was not available in sufficient time thereby creating an urgent and compelling need.

[ ] The host country government requires the use of this/these hotel(s).

[X] The proposed contractor has the following unique qualifications which meet the Department of State’s security and logistical requirements.

[X] Set-back (hotel is safe distance from the street) [X] Location (able to secure building, travel route; distance to and from event) [X] Size of conference room (able to accommodate everyone in one hall) [X] Conference facilities (adequate space for meetings, press conferences) [X] Communications (able to install equipment/lines, command center) [ ] Accommodating to security needs

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

Due to urgency and exception in FAR 25.401(a)(5) this solicitation cannot be posted but the JOFOC will be published in SAM.Gov after 30day of the Visit.

The following hotel was reviewed by the Pre-advance PTS, purchase order may be issued to this hotel:

1. Jeddah Intercontinental

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

The price is reasonable based on the availability of hotels during the peak season. The requirement for this large of a group is unlikely to be met by any other hotel, given current local market forces. Given that this hotel is also being engaged for lodging, they have discounted their rate accordingly for USG procurement.

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

None

9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition.

None

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.

None

CERTIFICATIONS

I certify that the information in this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition to the best of my knowledge and belief.

Date: Phong Ngo

Director, Office of Presidential Travel Support

I certify that this justification is accurate and complete to the best of my knowledge and belief. Based on my assessment, I conclude that other than full and open competition is justified and the proposed price is fair and reasonable.

July 16, 2022 _______________________________________ ____________________________ ___ PhPhPhPhPhPhPhPhPhPhPhPPhong NgNgNgNgNNNNNNNNgNgN o

Date: Jackie Parker Contracting Officer

As the Competition Advocate al post, I approve t · "t1stification:

�Date: