PCRP_Meeting_JA_redacted_W81XWH-16-P-0130.pdf

DEPARTMENT OF THE ARMY

US ARMY MEDICAL RESEARCH ACQUISITION ACTIVITY

820 CHANDLER STREET

FORT DETRICK MD 21702-5014

Control No: JA16242

Justification Review Document for Other than Full and Open Competition

Program/Equipment: Innovative Minds in Prostate Cancer Today Meeting

Authority: 10 U.S.C. 2304(c)(2), pursuant to FAR 6.302-1(a)(2)(iii)

Amount: $9,040.20

Prepared by:

Typed Name: DSN:

Title: Contract Specialist Date:

E-mail:

Technical Representative:

Typed Name: DSN:

Title: Date Reviewed:

Requirements Representative:

Typed Name: DSN: 301-619-7071 Title: Date Reviewed:

Reviews: I have reviewed this justification and find it adequate to support Other Than Full and Open Competition.

Contracting Officer:

Typed Name: DSN:

E-Mail:

Date Reviewed: __________________13 July 2016

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION

1. Contracting Activity:

The Contracting Activity responsible for this action is the U.S. Army Medical Research Acquisition Activity (USAMRAA), Fort Detrick, MD in support of Congressionally Directed Medical Research Programs (CDMRP).

2. Description of Action:

This approval is being requested for the issuance of a contract to the Sheraton Baltimore North Hotel, utilizing 2 Year RDT&E funds. This will be a Firm Fixed Priced contract with a 3 day period of performance (3-5 August 2016).

3. Description of Services:

CDMRP requires hotel space to conduct the Prostate Cancer Research Program Innovative Minds in Prostate Cancer Today Meeting. The Government requires a meeting space capable of hosting approximately 125 meeting attendees. Overall, the Government requires the following:

- One room with maximum capacity of 125 guests.

- Hall lobby/Reception area outside of main session room.

- A/V support for each room.

4. Authority Cited:

The statutory authority permitting other than full and open competition is 10 U.S.C. 2304 (c)(2). The FAR citation is FAR 6.302-1(a)(2)(iii)

5. Reason for Authority Cited:

As directed by Army Directive 2014-01, Army Conference Policy, all Army Conferences require prior approval. For requirements exceeding $100,000, but not exceeding $500,000, which will be held in a commercial facility, the Administrative Assistant to the Secretary of the Army (AASA) serves as the Army Conference Manager.

The Army Conference Policy requires that once a particular city is chosen as a site (based on JFTR/ JTR), a minimum of 3 venues in that city will be considered with preference toward Government or military facilitates. If a Government or military facility is not available, the national list of approved accommodations maintained by the Federal Emergency Management Agency may be consulted to find an acceptable hotel.

The following factors must also be considered when choosing a commercial location:

- Availability of on-post lodging

- Participation in the Lodging Success Program

- Willingness to except taxes for lodging

- Distance to the nearest major airport and the availability of free shuttle service

- Cost of the venue

- Availability of rooms at or below the established per diem rate

- Public Perception

Once a hotel is chosen based on the above criteria, the location is included in the request for approval. Any revisions to meeting plan after approval from the AASA will result in the meeting approval requiring re-submission and re-approval.

After the criteria above were reviewed, the Sheraton Baltimore North Hotel was approved for meeting space and A/V support for the Prostate Cancer Research Program Innovative Minds in Prostate Cancer Today Meeting. The Sheraton Baltimore North Hotel has the capacity to meet the Government’s requirements at the lowest cost among the local hotels evaluated.

6. Efforts to Obtain Competition:

Effective Competition: In accordance with the Army Directive 2014-01, Army Conference Policy, the requiring customer provided pricing information for 3 meeting locations within the required region. The least expensive of these was chosen and presented in the meeting approval request.

Subcontracting Competition: Because this requirement is for hotel space and AV equipment rental only, there are no subcontracting opportunities available.

7. Actions to Increase Competition:

No efforts are anticipated to increase competition. Per the Army Conference Policy, pricing information has to be received by 3 potential sources for support.

8. Market Research:

CDMRP completed market research prior to submission of the request for approval.

CDMRP utilized their market research to determine the best area to hold the meeting, based on criteria provided in the Army Conference Policy. After determining the area of the meeting, CDMRP completed market research to determine the availability of hotels which meet the meeting requirements.

9. Interested Sources:

- Sheraton Reston Hotel

- Sheraton Baltimore North Hotel

- Fort Detrick, MD

The notices required by FAR 5.201 have not been published due to the dollar value of this requirement not exceeding the simplified acquisition threshold (FAR 5.202(a)(13)(i).

10. Other Factors:

The MHSRS meeting was required to go through a similar process for meeting approval. However, the Contracting Officer allowed for a support contractor to sign the hotel agreement, so no Government contract vehicle was issued, and therefore, no J&A was required.

11. Technical Certification:

I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

Typed Name: Date:

Title: Signatur

12. Requirements Certification: I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

Typed Name: Date:

Title: Signature:

13. Fair and Reasonable Cost Determination:

I hereby determine the anticipated cost to the Government for this contract action will be fair and reasonable. A price analysis will be conducted to determine if the proposed budget is fair and reasonable.

Typed Name: Date:

Title: Signature:

13 July 2016

14. Contracting Officer Certification:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Typed Name: Date:

Title: Contracting Officer Signature:

13 July 2016