JOFOC_for_St._Regis.doc

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 VVIP VISIT

1. I recommend that the Department of State use other than full and open competition for the acquisition of hotel rooms for VVIP visit. The estimated cost is $689,409 (4,550,100RMB).

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

Necessary lodging and office space for the VVIP traveling with a delegation inclusive of support elements in: Security, Communications, Logistics and Operations for the visit to Beijing, China in from October 25to November 14, 2017.

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

The St. Regis Beijing

No. 21 Jianguomenwai Street, Chaoyang District, Beijing, P.R. China, 100020

An estimated 2300 room nights are required to support this visit. Starting from October 24 with 10 rooms and hitting a peak of 235 rooms on the days of the visit, the hotel will provide lodging rooms as well as office space for security, communications and staff as necessary.

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 full 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 FedBizOpps.

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

Grand Hyatt - not easy for Motorcade access

Westin Chaoyang - further away from the meeting locations

JW Marriott - further away from the meeting locations

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

The price as given by the hotel is well below government per diem rates and is also in line with rates provided from other similar hotels from previous similar visits.

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

The hotel has a lot experience on handling VVIP visits in the past and has excellent relations with the host government which will facilitate motorcade and security requests. The hotel has managed previous visits and all costs are at per diem rates.

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

Grand Hyatt

Westin Chaoyang

JW Marriott

W hotel

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.

_______/s/_______________

Date:10-20-2017

Michael Dobbs

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.

_____/s/________________

Date:10-23-2017

Kennan D. Watt

Contracting Officer

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

______/s/_______________

Date:

Michael A. Graham

Management Officer