MFR-Only One Responsible Source_Redacted.pdf

MEMORANDUM FOR RECORD

FOR

SOLE SOURCE JUSTIFICATION AND APPROVAL

USAF BAND OF THE WEST HOLIDAY VENUE LEASE

Agency: Department of the Air Force, Air Education and Training Command (AETC)

Contracting Activity: 502d Contracting Squadron (502 CONS), JBSA-Lackland, TX

Requiring Activity: United States Air Force (USAF) Band of the West, 502d Air Base Wing

Project/Program Name: Holiday In Blue Performance Venue

Purchase Request #: XXXXX

Estimated Contract Cost (including Options):

Description of Action Being Approved. This justification approves the award of a new, firm-fixed-price contract, on a sole-source basis to The Ambassador Theater Group (ATG) San Antonio LLC., (Cage San Code: 1LV45) for the lease of a commercial performance venue to host the USAF Band of the West's "Holiday in Blue" concert series. The period of performance is 14-16 December 2026.

Statute Authority Permitting Other Than Full and Open Competition. Pursuant to Revolutionary Federal Acquisition Regulation Overhaul (RFO) 12.102(a), if the acquisition is under the Simplified Acquisition Threshold (SAT), the Contracting Officer (CO) shall document the decision that only one source is available and the basis for that decision. This requirement is valued at . The CO considered the acquisition history, government risk, and most logical solution in the best interest of the government.

1. Description of the Supplies/Services Required. The USAF Band of the West has a requirement for the contractor to provide a professional concert venue and the associated technical and logistical support required to host a 75-performer musical production with a live audience of at least 2,250 people per performance. All work shall be performed in accordance with (IAW) Attachment 1-Statement of Work.

2. A Demonstration that the Proposed Contractor’s Unique Qualifications or the Nature of the Acquisition Requires use of the Authority Cited. ATG LLC., is uniquely qualified to meet the Government's needs due to a combination of highly specific technical requirements and availability. Market research conducted by the USAF Band of the West from March to May 2026 confirmed that no other venue in the San Antonio metropolitan area can satisfy the following critical needs:

Unique Stage and Seating: ATG’s Majestic Theatre is the only identified local venue with a stage large enough (minimum 56' depth and 55' proscenium opening) to safely house the 75-member band and its equipment, while also providing the required minimum seating capacity of 2,250 to meet community engagement goals.

SOLE SOURCE JUSTIFICATION AND APPROVAL

USAF BAND OF THE WEST HOLIDAY VENUE LEASE

Essential Logistical Access: The venue's loading bay is uniquely capable of accommodating the two (2) large (37' L x 11' 9" H) equipment box trucks used to transport military-owned instruments and sound equipment. Other venues lack the clearance or space for this essential logistical requirement.

Availability: ATG LLC’s Majestic Theatre is the only suitable venue that has confirmed availability for the required performance dates of 14-16 December 2026. Other venues, such as the Lila Cockrell Theater and the Tobin Center, had scheduling conflicts.

The combination of these non-negotiable requirements makes ATG LLC., the only responsible source capable of meeting the agency's needs without compromising the mission or incurring unacceptable delays.

3. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable. Market research was conducted by the requiring activity. As documented in the Market Research Report, the customer contacted other major performance venues in San Antonio, including the Lilia Cockrell Theatre and the Tobin Center. These sources were deemed incapable of meeting the requirement due to scheduling conflicts, insufficient technical capabilities, or an inability to meet ticketing needs. No other viable sources were identified. A Sources Sought notice was posted on SAM.gov from May 12, 2026, to May 19, 2026. Two responses were received (BHPE, LLC and S365, Inc.); however, both would act as third-party brokers, resulting in inflated pricing to the Government.

4. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable. The Contracting Officer will determine price reasonableness prior to award. This will be achieved by comparing the proposed price to the Government estimate, historical pricing for similar events, and an analysis of the proposed price against the detailed requirements in the Statement of Work.

5. A description of the market research conducted and the results. Market research, conducted from March to May 2026, involved contacting knowledgeable individuals in the San Antonio live entertainment industry, reviewing past requirements, and engaging directly with potential venues. The research concluded that while other venues exist, only The Majestic Theatre possesses the unique combination of stage size, seating capacity, logistical access, and availability required for this specific event.

6. Any other facts supporting the use of other than full and open competition. This annual event is a critical community outreach and engagement mission for the USAF Band of the West and Joint Base San Antonio. Failure to secure a suitable venue would result in the cancellation of this high-visibility event, negatively impacting community relations and the Air Force's mission

SOLE SOURCE JUSTIFICATION AND APPROVAL

USAF BAND OF THE WEST HOLIDAY VENUE LEASE

to inspire morale and esprit de corps. The unique attributes of The Majestic Theatre are directly tied to mission success.

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

No other sources have expressed written interest in this acquisition.

8. Determination of Fair and Reasonable Cost. This requirement is intended to be sole sourced to ATG LLC., based on the reasons provided above. Price reasonableness of a resulting award will be determined IAW RFO 12.204(a) and D-RFO 212.204(a).

9. Actions to Overcome Barriers to Competition. The primary barrier to competition is the unique set of technical requirements (stage size, seating, and truck access) that are only met by one venue in the immediate geographic area. The Government will continue to monitor the market for new venues or upgrades to existing ones that may be able to meet the requirements for this event in future years.