JOFOC 19BE2024A0085.pdf

U.S. Embassy Brussels 19BE2024A0085

JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN

COMPETITION

OVERSEAS CONTRACTING ACTIVITIES

1. Identification of the Agency and Contracting Activity This document is a justification for other than full and open competition prepared by the United States Government (USG), Department of State (DOS), U.S. Tri-Mission in Brussels, Belgium for the acquisition of Residential Furniture through a Pilot Rental Program.

2. Nature and/or Description of the Action Being Approved This justification provides the rationale for contracting by other than full and open competition to award a sole-source Blanket Purchase Agreement (BPA) Number 19BE2024A0085 with IN-LEASE for the rental of residential furniture for Government-leased residences in the Brussels Capital region and surrounding areas. The contractor will be responsible for the acquisition, storage, insurance, maintenance, transportation, delivery, pick-up, and installation of all furniture and items leased under this BPA. This sole-source justification also addresses the operational management of this pilot program.

3. Description of the Supplies or Services Required The contractor shall perform the following services:

- Rent residential furniture for approximately 10 residences.

- Deliver furniture directly to residences within 15 calendar days.

- Store sufficient furniture in stock to fulfill Government orders.

- Provide maintenance service for all rented furniture during the rental period.

- Ensure all furniture meets the specified standards and requirements.

The estimated value of this BPA is not to exceed USD $200,000.00.

4. Statutory Authority Permitting Other Than Full and Open Competition [X] 41 U.S.C.3304(a)(1) - 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements.

13.106-1 Soliciting competition

(b) Soliciting from a single source. (1) For purchases not exceeding the simplified acquisition threshold.

(i) Contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name, or industrial mobilization).

(ii) Where a single source is identified to provide a portion of a purchase because that portion of the purchase specifies a particular brand-name item, the documentation in paragraph (b)(1)(i) of this section only applies to the portion of the purchase requiring the brand-name item. The documentation should state it is covering only the portion of the acquisition that is brand-name.

[ ] 41 U.S.C.3304(a)(2) - 6.302-2 Unusual and compelling urgency.

[ ] 41 U.S.C.3304(a)(3) - 6.302-3 Industrial mobilization; engineering, developmental, or research capability; or expert services.

[ ] 41 U.S.C.3304(a)(4) - 6.302-4 International agreement.

[ ] 41 U.S.C.3304(a)(5) - 6.302-5 Authorized or required by statute.

[ ] 41 U.S.C.3304(a)(6) - 6.302-6 National security.

[ ] 41 U.S.C.3304(a)(7) - 6.302-7 Public interest.

5. Demonstration of the Contractor’s Unique Qualifications The rationale supporting the use of 41 U.S.C.3304(a)(1) - 6.302-1 is as follows:

- The contractor has exclusive facilities, experience, and expertise required for this effort.

- The contractor has a proven track record of providing high-quality and high-accuracy material in the property characterization category.

- The contractor's unique capabilities ensure the continuity of test results as defined by this Pilot Program, which is crucial for the success of the project.

6. Efforts to Ensure Offers are Solicited from as Many Potential Sources as Practicable A solicitation notice was posted on SAM.gov and the U.S. Embassy local website to get as many potential sources as possible. The solicitation was published on July 12th , 2024 and closed on July 27th , 2024. The notice of the intent to award this sole-source BPA was published on SAM.gov in accordance with FAR Subpart 5.2.

7. Determination of Fair and Reasonable Cost The Contracting Officer has determined that the anticipated cost to the Government will be fair and reasonable. This conclusion is based on market research conducted over several months by the embassy’s JAS/GSO/Procurement team. The determination also includes an analysis of historical pricing based on the existing embassy FAP program and similar purchases made over recent history. The submitted vendor quotes through the SAM.gov system were further analyzed by price and cost compared to the required services requested by the Government. Finally, existent economic conditions in the Kingdom of Belgium were taken into account in terms of price annexations and potential increases in the coming years.

8. Description of Market Research Conducted The procurement office was tasked with finding a local vendor to lease furniture for the residences of U.S. direct hire staff. The goal was to eliminate the need for purchasing, shipping, and storing large stocks of furniture locally, but also to streamline operations, Green Diplomacy, and reduce overall costs.

Several companies were identified, but the core business of most of them are very short-term rentals, mainly for staging houses for rent or sale. Some provided full service but were located too far from where embassy houses are located, including Live Light (BE), HomePost (BE), and Lyte Living (DE).

Three main candidates were identified that matched the desired business model:

- **W Furniture Rental (BE)**: Leasing operation working with furniture makers/retailers for stock. Office in Brussels. One-way furniture (destroyed at the end of the life cycle). Limited ability to supply appliances and welcome kits. Stock may be limited due to changing fashion and models. Warehousing, deliveries, and maintenance outsourced. Focus on individual choice for one-way lease.

- **In-Lease (BE)**: Part of the CORT network. Located in Kontich with large warehouses and repair shops in several areas. Many years of experience with corporate and diplomatic customers, including nearly all NATO member countries. Streamlined furniture stock, most of which is repaired in-house and refurbished for new rentals.

Warehousing, deliveries, and maintenance all coordinated from one facility via an extensive network that is agile and responsive to short-notice requests. Focus on reliable, quality furniture that pleases the widest possible audience. The most environmentally-focused business model.

- **Re-Place (NL)**: Part of the CORT network. Located east of Amsterdam. Offers product “families” that are less standardized than In-Lease. Usually works by streamlined “room set” costs, invoiced monthly. Warehousing and deliveries done from the same facility, with some repairs. Focus on tailoring furniture choice to the client, with less standardization.

Visits were made to W Furniture Rental, In-Lease, and Re-Place to tour their facilities and understand their operations. Cost studies were conducted to compare these companies, with additional studies by GSO to determine the overall cost balance to performance services ratio.

After thorough evaluation, the contractor's experience and unique capabilities were deemed crucial to complete this requirement without creating unacceptable delays.

9. Any Other Facts Supporting the Use of Other Than Full and Open Competition None.

10. Listing of Interested Sources A notice of the intent to award this sole-source action was synopsized on SAM.gov per FAR Subpart 5.2. The following contractors submitted interest:

- IN-LEASE

- LJUGADOR

- RE-PLACE

- WFURNITURE

11. Actions to Remove Barriers to Competition The Agency will continue to examine the market in the future for alternative solutions or new sources before executing any subsequent acquisitions for the same requirements.

CERTIFICATIONS

Requirements Office

I certify that this submission is accurate, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval.

Date

Kimberly A. Keck Supervisory General Service Officer Tri-Mission Brussels

I certify that this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition.

Date Andrew Malandrino

Contracting Officer