JOFOC_19UK5618D0015.pdf

Reference DOSAR 606.303-2

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE

JUSTIFICATION (JOFOC)

ACQUISITION OF HOTEL ACCOMMODATIONS 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 of hotel rooms for this VIP visit.

The estimated cost is £148,690.00 GBP/ $208,166.00USD (ROE $1.40)

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

Senior High Level USG Principal traveling with a delegation inclusive of support elements in: Security, Communications, Logistics and Operations.

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

Accommodation reserved at the London Hilton on Park Lane Hotel for an estimated 310 room nights. Standard room rates is £399.00 GBP per room night inclusive of all taxes.

Rooms to be provided between the 1st July and 30th July 2018 inclusive in support of a senior VIP visit to London

London Hilton on Park Lane

22 Park Lane

Mayfair

London W1K 1BE

United Kingdom

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 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.

The Grosvenor House Hotel and The Churchill Hotel based in London, will also be used for the requirements of this visit.

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. 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 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.

[ ] 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)

[ ] 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 FedBizOpps.

The Grosvenor House hotel is also being used for this visit, standard rooms available at

£395.00 GBP per room night inclusive of all taxes

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

The Intercontinental Hotel

One Hamilton Place

Park Lane

London, W1J 7QY

Had availability, but the pricing at £470.00 GBP for a standard room and £1,950.00 GBP for a suite was more expensive.

Hyatt Regency London The Churchill

30 Portman Square

London, W1H 7BH

Had limited availability on the dates required, so will be used for additional requirements for this visit. The room rates were £330.00 for a standard room and £650.00 for a suite.

7. A determination by the Contracting Officer that the anticipated cost to the

Government will be fair and reasonable.

Of the hotels surveyed, only one hotel, Hyatt Regency London The Churchill had lower rate rooms available for the required dates, however they were unable to accommodate the all of the requirement for this party. Of the hotels which had availability, The

Grosvenor House is already being used for other requirements related to this visit. Their standard room rate is £395.00 per room, which is in line with the price quoted by the

London Hilton on Park Lane of £399.00 per room night. The Intercontinental was £71.00 more expensive for a standard room. The Churchill, which will also be used had a standard room rate of £330.00, which reflects the location of the hotel, which is not located on Park Lane unlike the other two hotels being used. It is therefore determined that the price is fair and reasonable.

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.

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.

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: 22nd June 2018 Phong C. Ngo

Acting Director PTS

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: 22nd June 2018 Mark G. Jasonides

Contracting Officer