PR V3322230_V220T.07_Justification And Approval For Other Than Full And Open Competition_ Complete_Redacted.pdf

V220T.07 08/15

Procurement Request No. V3322230

DEPARTMENT OF TRANSPORTATION

OFFICE OF THE ASSISTANT SECRETARY OF RESEARCH AND TECHNOLOGY

VOLPE NATIONAL TRANSPORTATION SYSTEMS CENTER (VOLPE CENTER)

(SITUATIONAL AWARENESS AND LOGISTICS DIVISION, V-332)

JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION

PART I - TECHNICAL SUPPORTING DATA

The recommendation is that this requirement is completed as a sole source procurement to the Residence Inn by Marriott Cambridge – Boston on a noncompetitive basis in an amount estimated to be $ . The supporting data for this recommendation are as follows:

A. Description of Supplies/Services - The purpose of this procurement is to provide lodging for up to two room blocks, during two separate time periods in Cambridge, MA, for international visitors to the Volpe Center hosted Maritime Domain Awareness Workshop in association with project number 51VHH9A624 between the Volpe Center and Defense Threat Reduction Agency. The first room block is for up to (12) rooms total from 29 May 2025 (Check In) through 28 June 2025 (Check Out). The second requirement is for up to twenty (20) rooms total from 10 July 2025 (Check In) through 17 August 2025 (Check Out). The attendees are multinational, each with unique cultural and religious requirements. The hotel rooms must be extended stay type, meaning the rooms are configured with kitchenettes to allow workshop attendees the ability to prepare their own meals and must be within walking distance from the Volpe Center.

B. Market Research Historical and Background Summary – The need for the Volpe Center to procure lodging for room blocks for international visitors to attend various workshops has been continuously ongoing on annual basis. To support this ongoing need, various market research initiatives were undertaken.

For historical background, in 2017 a Sources Sought (DTRT5717SS004R) was issued by the Volpe Center to expand the possibility of allowing a potential lodging facility to provide group transportation to/from Volpe Center in the morning, at lunch/after lunch, and again at the end of the day. Several responses were received and a full and open procurement was issued. The Government received three quotes in response to the solicitation: 1) Vendor A, was not technically acceptable because they were not actually a lodging facility; they were a service that planned corporate travel. 2) Vendor B (an extended stay/corporate apartment agency) proposed to lodge the attendees at a downtown Boston location. Logistically, transporting the attendees to and from the Volpe Center did not allow sufficient time for breaks and prayer prior to the start of the afternoon training sessions. Vendor C (Residence Inn Cambridge) was found technically acceptable as it met all the criteria in the solicitation.

Additionally, in February - March 2018, Mario Caputo further conducted Market Research on alternatives to Residence Inn and found an extended stay apartment facility within ¾ mile of the Volpe Center. A company called FURNISHEDQUARTERS operates at 285 Third Street in the Third Square Apartments complex next door to Volpe. Mario Caputo met a company representative and toured their facility in March 2018, and spoke with a representative again in December 2020.

Market Research was conducted specifically for this procurement in February 2025 to determine availability of accommodations within reasonable walking distance (determined to be ¾ mile) from the Volpe Center that are of the extended stay type hotels. There are nine (9) hotels in the ¾ mile radius of the Volpe Center that could potentially host the attendees however, market research has identified only one ‘extended stay’ hotel within the ¾ mile radius. The Residence Inn by Marriott Cambridge – Boston is an extended stay hotel in Kendall Square and is one city block from the Volpe Center. The Residence Inn by Marriott Cambridge – Boston is all-suite; each room in the hotel is designed with separate living, working and food preparation / dining areas and is the only hotel listed that is an extended stay style hotel with kitchenettes, etc.

Also in February 2025, Mario Caputo conducted a general web search which confirmed the market has not changed and no other extended stay apartments exist that would meet the Volpe Center’s need.

This included reviewing the FURNISHDQUARTERS website, https://www.furnishedquarters.com/to verify current offerings information remained the same. The apartmentshave one to three bedrooms. Each unit is comprised of a shared kitchen and living space and individual bedrooms with a private bathroom.

Each unit also has a washer/dryer, televisions with basic cable, internet, and a telephone with local calling inclusive in the price. FURNISHDQUARTERS does not have large enough availability of single occupancy apartments to allow each participant a single occupancy apartment. This does not meet the needs of the government for the following reasons: The religious and cultural beliefs of the attendees could be problematic for a shared accommodation. Additionally, the gender composition of the participants is unknown. It is not acceptable to allow participants to cohabit in a multi-occupancy apartment even though in different sleeping bedrooms. FURNISHEDQUARTERS is not a feasible solution to accommodate the requirements of the workshop attendees.

C. Background [Optional]: N/A

D. Circumstances Requiring the Use of Other Than Full and Open (F&O) Competition.

1. Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements -

Annual market research since 2014 has shown that Residence Inn by Marriott Cambridge is the only hotel that meets this unique need. While there are several other hotels in Cambridge approximately .75 miles from the Volpe Center, including the Cambridge Marriott, the Sonesta Hotel, Fairfield Inn, and Hampton Inn that could potentially provide rooms, the unique extended stay aspect of having suites with kitchenettes is only available at Residence Inn by Marriott Cambridge.

The attendees are all international and have cultural and religious needs, including prayer and special preparation of their meals, such as halal preparation. The attendees will not have rental cars and accommodations must be within a reasonable walking distance, determined to be no more than .75 miles from the Volpe Center. This is to allow the attendees the ability to easily travel back and forth to the Volpe Center, at not only the start and end of the day but also allows an attendee to return to the hotel for midday prayer and meals.

Each workshop will consist of participants from multiple countries. The religious and cultural beliefs of the attendees, even from within a particular country, could be vastly different and could be problematic for a shared accommodation. (2) Additionally, the gender composition of the participants is unknown. It is unacceptable to cohabitate even though in different sleeping quarters, with members of the opposite sex.

The failure to meet the cultural and religious needs of the attendees would have a serious detrimental impact on the US government mission of building partnerships and fostering relations with foreign nations.

D. Steps to Foster Competition (or Consideration) – On April 10, 2025, the Contracting Officer posted a synopsis of the requirement to SAM.gov to ensure the market has not changed and inform the lodging industry of the requirement in case any businesses are interested in moving into the market in the future.

The only response received from a lodging entity was from Residence Inn by Marriott Cambridge, the proposed sole source vendor. One response was received from a third-party travel services vendor offering to facilitate lodging at the Residence Inn. Per Market Research, Residence Inn by Marriot Cambridge does not use authorized agents and does not have signed service agreements with any outside vendors. Further, the Residence Inn confirmed on May 5, 2025 via email with Mario Caputo that the travel services vendor reached out to them for availability and Residence Inn declined their request. The synopsis produced no new opportunities for possible competition.

E. TECHNICAL OFFICE CERTIFICATION:

The requirement set forth is initiated to satisfy a recognized Government need. As applicable, the plans, drawings, specifications, and Statements of work are limited to state the minimum needs of the Government. I certify that the above information which serves as the basis for the justification for other than full and open competition is accurate and complete to the best of my knowledge and belief.

Date

Date

Mario C. Caputo, Chief, Situational Awareness & Logistics Div.

Technical Initiator

Concurred By:

Director (acting), Center for Infrastructure Systems & Technology

PART II – CONTRACTS SUPPORTING DATA

A. Description of the Procurement Action – This contract action will be awarded as a new firm fixed price purchase order in accordance with FAR Part 13.5, Simplified Procedures for Certain Commercial Products and Commercial Services and FAR Part 12, Acquisition of Commercial Items.

B. Authority – This acquisition is being conducted under the authority of FAR 13.501 in accordance with 41 U.S.C. 253(c)(1), as implemented by FAR 6.302-1 – Only One Responsible Source.

C. Efforts to Obtain Competition - This contract action was synopsized in accordance with FAR 5.202 and posted to SAM.gov on 10 April 2025. The only response received from the lodging industry was from Residence Inn by Marriott Cambridge, the proposed sole source vendor.

D. Fair and Reasonable Cost – GSA published per diem lodging rates will be used to determine quoted pricing from Residence Inn fair and reasonable.

E. REVIEWED FOR LEGAL SUFFICIENCY:

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

Date

Volpe Center Attorney Office of Legal Services

F. CONTRACTING OFFICER CERTIFICATION:

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

Melissa Reams Date Contracting Officer