JOFOC-Vehicle rental VVIP visit.pdf

SENSITIVE BUT UNCLASSIFIED

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE

JUSTIFICATION (JOFOC)

ACQUISITION OF VEHICLE RENTAL IN SUPPORT OF A

VIP VISIT

1. I recommend that the Department of State use other than full and open competition for the acquisition of rental vehicles for this VIP visit.

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

Advance team and VIP visit 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.

The contract is for vehicle rental from the following companies:

KTC (India) Pvt. Ltd (Estimated cost is approx. USD$262,000)

Mann Tourist Transport Services Pvt. Ltd (Estimated cost is approx. USD$262,000)

Asian Travel Co. Pvt. Ltd (Estimated cost is approx. USD$262,000)

Doaba Luxury Travels India (Estimated cost is approx. USD$169,072)

White Feather Cab India Pvt. Ltd (Estimated cost is approx. USD$205,267.61)

Bakshi Transport Co. (Estimated cost is approx. USD$171,859.86)

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)

This contract is solely for the VVIP visit to New Delhi and Agra, India.

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 VIP visit occurs.

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 Principals.

Many of the arrangements for 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 requirements for supporting personnel often result in significant changes in how Posts work with the vendors. With the exception of 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 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 safe travel are the Department of State’s primary considerations when procuring vehicle rental services. The Department of State must be able to provide a safe and secure transportation for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need.

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

[X] The proposed contractor has the following unique qualifications which meet the Department of State’s security and logistical requirements.

[X] The contractors have the sufficient type and number of vehicles to meet the requirement at Delhi and Agra.

[X] The contractors have the sufficient qualified English-speaking manpower with good geographical knowledge of Delhi and Agra.

[X] The contractors’ have been used for previous POTUS visits and have a good track record of past performance.

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.

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

Due to short time period, seven vehicle rental companies were approached for various type of vehicle. Since no one vendor was able to fulfill the entire requirement, solicitation was shared with only those seven vendors. Compared vehicle rental rates from seven companies.

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.

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.

February 12, 2020 ______________________

Date: Phong C Ngo

Director – Presidential Travel Support

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.

February 12, 2020 _____________________

Date: Park F. Wollam

Contracting Officer

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

February 12, 2020 _____________________

Date: John Klimowski

S/GSO