JOFOC Toyota Vehicles (2).pdf

Toyota Passenger Vehicles Page 1 of 5

U.S. Embassy Islamabad, Pakistan Justification and Approval

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION

1. Identification of the agency and the contracting activity:

The Office of Acquisition Management, Regional Procurement Support Office

(RPSO) Frankfurt is conducting the acquisition for Toyota passenger vehicles on behalf of the General Services Office (GSO) of the U.S. Department of State, Embassy Islamabad. The total estimated cost is $570,000 excluding surcharges or applicable sales tax (OST)

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

This action is to approve the purchase of the specific brand and types of Toyota vehicles described in Section 3 below. The vehicles will be provided to Embassy

Islamabad GSO as replenishment of GSO Motor Pool fleet. These vehicles are ' soft skin', i.e., they are not armored. The vehicles will be used primarily as self-drive vehicles and will ensure furtherance of Mission Pakistan goals and objectives.

The procurement is to be limited to specific types, with aftermarket accessories, of vehicles within the Toyota brand for reasons cited in Section 5 of this JOFOC. The acquisition of the subject vehicles will result in a firm-fixed price purchase Order.

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

The following makes and models are required under this JOFOC:

Four (4) units, Toyota HiAce High Roof Dual AC (Diesel, Right-hand drive, automatic transmission, color white or similar;

Four (4) units, Toyota REVO V (AT), Right-hand-drive, automatic transmission, color white or similar; and;

Nine (9) units, Toyota Corolla Altis AT Saloon (I 598cc), Right-hand-drive, automatic transmission, color white or similar.

Notes: A) The vehicles shall be purchased from a Toyota dealer who is authorized by t_he manufacturer to serve as their authorized representative in Pakistan. B) A certified and authorized Toyota service center must be located within the city limits of

Islamabad, Pakistan. The certified authorized service center shall be required to honor the warranty period and be capable of providing and installing Original Equipment

Manufacturer (OEM) parts for the above-mentioned vehicles. C) The vehicles must be purchased from either a Pakistan-based Toyota dealer or any entity/vendor who can deliver vehicles on the Embassy door step because the Government of Pakistan

(GoP) usually does not permit non-armored vehicles for Mission Pakistan ICASS

Motor Pool to be imported into the country due to restrictions associated with the final diplomatic registration of the vehicle by Mission Pakistan requiring the prior existence of an import certificate valid on the date the vehicle originally arrived in

Pakistan.

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For reference: GoP refuses to issue import certificates to Mission Pakistan for soft skin vehicles; it traditionally takes over one year for GoP approval for the import certificates for armored vehicles.

4. An identification of the statutory authority permitting other than full and open competition.

This acquisition is conducted under the authority 41 U.S.C. 3304(a)(1) as implemented by FAR 6.3, and substantiated by the following regulatory authority:

The regulatory authority is:

☒ FAR 6.302-1, (c) this acquisition uses a brand-name description.

Only Toyota manufactured vehicles will satisfy the fleet requirements. The current

Motor Pool fleet is comprised of 95% of Toyota manufactured vehicles. In addition, our Motor Pool automotive mechanics are well trained to maintain and repair Toyota manufactured vehicles with all work related to vehicles repair/maintenance being caried out at the Embassy auto shop. Embassy Motor Pool also maintains an extensive spare parts inventory on premises that is 98% for Toyota brand vehicles. Toyota OEM spare parts are readily available on the local market.

5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited.

This acquisition is for the United States Government (USG) to replenish and update its existing Motor Pool fleet inventory. Embassy Islamabad has extensively negotiated with the GoP for pre-approval to procure 17 vehicles to replace aging, high-maintenance fleet assets. This pre-approval will expire in December 2021, at which time, if this acquisition and the resulting delivery are not completed by that time, Embassy Islamabad will be required to re-initiate the lengthy and drawn-out negotiations for a successor pre-approval.

The average age of existing Motor Pool fleet assets greatly exceeds the standard lifespan of six years and 60,000 miles. The normal replenishment process - usually 6-

10 vehicles per year - has not been achieved or implemented due to the above mentioned processing time with GoP.

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable. Including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under

FAR 5.202 applies.

Vehicle options that are not Toyota, as detailed in Section 3 above, e.g., Mitsubishi, would require a substantial shift for EOM spare parts to accommodate this alternative manufacturer and vehicles. Given Embassy GSO Motor Pool doing the bulk of its standard maintenance for its fleet, a new manufacturer and models would require substantial additional costs to ensure a reasonable stock of spare parts. This would offset the potential savings that might occur from purchasing non-Toyota vehicles, as well as increasing the workload of GSO

Property staff to track these spare parts.

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The requirement will be posted on https://beta.sam.gov/ using a brand name description and allow competition among all known Toyota dealers, able to meet the requirements established in the solicitation document.

In Accordance with FAR 5.102 (a) (6) the justification shall be posted with the

Solicitation

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

Government will be fair and reasonable.

The Acquisition will be posted on https://beta.sam.gov/ using a brand name description. The evaluation of offers and award will be in accordance with Lowest-Priced, Technically

Acceptable (LPTA) approach.

GSO Procurement (Islamabad) has researched the local market for the vehicle types as detailed in Section 3, and this has formed the basis for the estimated cost as noted in

Section 1. GSO Procurement and the Contracting Officer (CO) at the U.S Embassy

Islamabad have good prior experience with the local market for both vehicles and spare parts.

The Contracting Officer (CO) has determined that this justification is accurate and that the anticipated cost will be fair and reasonable. Other than the requirement for the specific Brand, this procurement will be competed to the fullest extent practicable.

8. A description of the market survey conducted and the results or a statement of the reasons a market survey was not conducted.

A formal market survey was conducted by GSO Procurement in January and

February 2021 to identify the competitiveness of and the pricing in the local vehicle dealership market. GSO identified four local providers, but one has proven to be unreliable during similar actions in the past. These other providers have proven reliable as regards the stocking and provision of OEM spare parts based on Embassy

Islamabad purchase requests.

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

N/A

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

11. 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.

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CERTIFICATIONS

TECHNICAL AND REQUIREMENTS CERTIFICATION

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

SIGNATURE:

Name: Timothy P. Dougherty Date

Title: General Services Officer I Motor Pool

Requirements Office - GSO Motor Pool

Office: U.S. Embassy Islamabad, Pakistan

LEGAL SUFFICIENCY REVIEW (Ref: DOSAR 606.304)

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.

SIGNATURE:

Name: Dennis J. Gallagher Date

Title: Assistant Legal Advisor

Office of the Legal Adviser, Buildings and Acquisitions (L/BA)

CONTRACTING OFFICER CERTIFICATION (FAR 6.303-2(a)(12))

I certify that this justification is accurate and contains complete data necessary to support the recommendation for Other than Full and Open Competition.

Alexandra Perez Acevedo Date

Contract Specialist

RPSO

Colum Mullan Date

Branch Chief

RPSO

11 MARCH 2021

03-11-2021

03.12.2021

March 12,2021

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Eric N. Moore Date

Contracting Officer A/OPE/AQM/RPSOFR

3/12/2021