JOFOC_19UK5619D0006.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 £407,900.00 GBP/ $550,665.00 USD (ROE $1.35)

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 for an estimated 1000 room nights. Comprising of standard single room at a rates of £369.00 and standard twin rooms at a rate of £389.00 GBP inclusive of all taxes. Rooms to be provided between the

21st May and 9th June 2019 inclusive in support of a senior VIP visit to London

LONDON HILTON ON PARK LANE

22 Park Lane

Mayfair

London, W1K 1BE

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.

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

[ ] Conference facilities (adequate space for meetings, press conferences)

[ ] 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 FedBizOpps.

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

JW Marriot, Grosvenor House Hotel

86-90 Park Lane

London

W1K 7TN

Had limited availability, due to being used for a concurrent VIP visit. With pricing ranging from £399.00 GBP for a standard single room, the rates were comparable to the chosen property;

InterContinental London Park Lane

One Hamilton Place, Park Lane, W1J 7QY

Is also being used for the requirements for this visit. However there were not sufficient rooms available to accommodate this particular group in that hotel too. With a rate of

£395.00 for standard single room, the rates were comparable to the chosen property.

London Marriott Hotel Grosvenor Square

Grosvenor Square, W1K 6JP

Had limited availability, with pricing at £499.00 for a standard room so it was determined to be not suitable on this occasion for the requirement.

The following hotels had limited availability on the dates required and did not have sufficient availability to support office space requirements, however they are likely to be used to support additional requirements of the visit.

JW. Marriot, Grosvenor Square

AMBA, Marble Arch

May Fair Hotel, Stratton Street

The Churchill, Portman Square

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

Government will be fair and reasonable.

Of the hotels surveyed, the InterContinental was already being used for the main part of this requirement. The London Marriott Hotel Grosvenor House had some standard rooms available and offered similar pricing to the London Hilton on Park Lane, with standard rooms at £399. However due to the fact it is already hosting another visit concurrently, there was insufficient availability to host this requirement too. Of the other hotels surveyed, standard room prices varied from £285 to £499 for standard rooms. Rack rates of the hotels were also gathered during the market survey and in comparing the rates offered and the rack rates, it is determined that the prices offered by the London Hilton on Park Lane for this requirement are fair and reasonable and comparable with alternative accommodation in London for this time of year and for a requirement of this size.

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.

21st May 2019 Phong Ngo

Date: PTS Director

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.

21st May 2019 M. G. Jasonides

Date: Contracting Officer

As the Competition Advocate at post, I approve this justification:

21st May 2019 T. C. Reed

Date: Management Officer