Fully Signed JOFOC Grand Hyatt IDIQ Lodging 191D3223D0002.pdf

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION

(JOFOC)

1. I recommend that the Department of State use other than full and open competition for the acquisition of hotel rooms for this Senior High Level USG VIP visit. The estimated cost is IDR 21,465,277,370 or equal to $1,397,389.56.

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

Hotel lodging rooms and related services and fees for the US Delegation at the G20 Leaders Summit in Bali, Indonesia from October 25 to November 25, 2022.

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

The Grand Hyatt Bali, has the estimated number of room nights at 1,200 to include the anticipated numbers of functional rooms. The hotel can provide the offices spaces and equipment to support the Senior High Level USG VIP and the Delegation.

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 US PTS Office 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 single or 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 VIP Requiring Office’s as well as the US Embassy Jakarta’s primary considerations when procuring hotel rooms. Post 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 VIP visit 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 and number of rooms (able to house everyone in one hotel) [X] Conference facilities (adequate space for meetings, press conferences) [X] Communications (able to install equipment/lines, command center) [X] 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.

The following other hotels were reviewed but were not adequate because of the following:

The Mulia Hotel, the Four Seasons and the Ritz were considered, but could not provide the necessary accommodations to support the US Delegation. Use of the aforementioned hotels would have resulted in the US Delegation being divided into several locations which would adversely impact their communication and ability to work collaboratively to support the conference.

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

The rates negotiated are fair and reasonable and fall within 300% of the specific USG per diem rate in Bali of $235.00 per night. Based on the nightly rates of their competitors.

Grand Hyatt: $454 Sofitel: $558.00 The Mulia Hotel: $857.00 Four Seasons: $691.00 Ritz: $649.00

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

The Mulia Hotel. Four Seasons and the Ritz Hotel were all contacted and asked if rooms were available. These locations were booked and were not able to handle our request for rooms for the entire delegation.

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

None: No other sources expressed, in writing, an interest in the acquisition.

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.

Whenever possible, the U.S. Embassy competes all hotel requirements. However, this time due to the notification of the conference and all the different conference attendees are competing for the same limited number of hotels. In addition, the U.S. Government has to ensure the hotel meets all the hotel safety, and security requirements.

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: 10/10/2022 Name: Kevin Allen Title: General Services Officer

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.

Date: 10/10/2022 Name: Arthur Dymond Title: Contracting Officer