JOFOC Hotel Huis ter Duin NATO 2025.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 and meeting spaces for this VIP visit. The estimated cost is Euro 2,000,000 or US equivalent 2,200,000 (ROE $1.10).

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.

Hotel Accommodation and conference facilities

Contractor: Grand Hotel Huis ter Duin, Koningin Astrid Blvd 5, Noordwijk aan Zee, The Netherlands

Estimated number of room nights: 2,400

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.

SBU - CONTRACTING AND ACQUISITIONS

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 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.

[ ] The visit information was not available in sufficient time thereby creating an urgent and compelling need.

[X] The host country government requires the use of this contract vendor for hotels.

[X] The proposed contractor has the following unique qualifications which meet the Department of State�s security and logistical requirements. (Check all that apply)

[X] Set-back (hotel is safe distance from the street)

[X] Location (able to secure building, travel route; distance to and from event) [ ] 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.

The following other hotels were reviewed:

NH Leeuwenhorst and Two Brothers Beach Hotel. Both hotels were also considered acceptable, and will also be contracted to provide additional rooms for the VIP visit.

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

Based on the market research, historical data, and successful negotiations, the Contracting Officer has determined that the anticipated cost to the Government for securing accommodations and conferencing spaces at the Grand Hotel Huis ter Duin is fair and reasonable. The hotel's competitive rates, comprehensive package, and high-quality services provide the best value for the Government, ensuring that the needs of the U.S. delegation for the NATO Summit 2025 are met within budget.

Specifically, the rates offered for advance dates (prior to the actual NATO summit) are in line with publicly published rates. The rates during the Summit are higher than normal but are still within a reasonable range given the high demand caused by over 40 heads-of-state delegations staying in the same region.

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

There is a limited number of hotel rooms available due to many other countries delegations staying in the same region and having already contracted many of the hotels.

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

None

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.

Date Phong Ngo 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.

_5/30/25_______ ____________________ Date Jonathan P. Wedd

Contracting Officer

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

_5/30/25_________ _____________________ Date Sarah Stephens SGSO and Competition Advocate

May 31, 2025