PR16240034 - JA - AV and Decor Items - F250 Bengaluru signed (2).pdf

SBU - CONTRACTING AND ACQUISITIONS

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

SECTION 1: IDENTIFICATION OF THE AGENCY AND THE CONTRACTING

ACTIVITY

Department of State Contracting Activity

☒ Overseas Post U.S. Consulate General Chennai

Requiring Activity To provide Event Management Service for the F250 event – Bengaluru- Sep 06, 2026.

SECTION 2: NATURE AND/OR DESCRIPTION OF THE ACTION BEING

APPROVED

Approval is requested to solicit and award on a sole-source basis a contract to Precision Pro (Chennai, India) for the audio-visual (AV) and décor services described in Section 3, for the Freedom 250 (F250) event in Bengaluru on September 6, 2026.

The contract type is Firm-Fixed-Price (FFP).

The base contract value is $31,307, plus GST of $5,636, for a total contract value of $36,943.

SECTION 3: DESCRIPTION OF SUPPLIES/SERVICES REQUIRED TO MEET THE

AGENCY’S NEEDS

Post requires comprehensive audio-visual (AV) and décor services for the Freedom 250 (F250) event in Bengaluru, including: event dressing and décor; stage, audio, video, and lighting equipment; live-music technical support; backdrops, signage, and queue management; floral arrangements; Founders Exhibition support; time capsule activity support;

photography/videography services; music licensing and playback; and related transportation and dismantling services.

The vendor shall begin setup work on the evening/night prior to the event date and shall complete dismantling and removal services following the conclusion of the event. The estimated value for the entire service is $36,943, inclusive of GST.

SECTION 4: IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING

OTHER THAN FULL AND OPEN COMPETITION

This acquisition is conducted under the authority of 41 USC 3304, as implemented by FAR 6.103 and substantiated by the following:

☒ FAR 6.103-1 – Only one responsible source and no other supplies or services will satisfy agency requirements.

☒ FAR 6.103-2 – Unusual and compelling urgency.

☐ FAR 6.103-3 – Industrial mobilization; engineering, developmental, or research capability; or expert service.

☐ FAR 6.103-4 – International Agreement.

☐ FAR 6.103-5 – Authorized or required by statute.

☐ FAR 6.103-7 – Public Interest.

SECTION 5: DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S

UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES

USE OF THE AUTHORITY CITED

Precision Pro is uniquely positioned to perform this requirement based upon the following:

a. Precision Pro was originally selected through a competitive process for the F250 event at ITC Grand Chola, Chennai, a comparable high-visibility Mission event. Post assessed its performance as excellent, including reliable setup, technical support, and coordination under time-sensitive conditions.

b. This requirement was originally bundled with the hotel venue contract, under which the hotel would manage AV/décor in-house. Post later split the SOW, separating AV/décor from venue and catering, after the event timeline was already fixed. This late split limited the time available for a new competitive solicitation, without risking timely execution of a fixed-date, VIP diplomatic event. Per FAR 6.103(c), this outcome stems from the subsequent scope-split decision, not a lack of advance planning. Due to the compressed time nature of this requirement, it clearly meets the need under FAR 6.103-2 for unusual and compelling urgency, as well.

c. No other sources expressed written interest, as no solicitation was issued. Given the compressed timeline from the scope-split decision, engaging a vendor with proven, relevant performance was the only practicable approach.

SECTION 6. DESCRIPTION OF EFFORTS TO ENSURE THAT OFFERS WERE

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 5.201 APPLIES

Precision Pro was identified based on its competitively-selected, demonstrated performance providing AV and décor services for the F250 event at ITC Grand Chola, Chennai. Market research was conducted in accordance with FAR Part 10 and confirmed Precision Pro's proven ability to deliver comparable services for a high-visibility Mission event. No other vendor was evaluated for this requirement.

Synopsis of the proposed procurement was not solicited as sole source under FAR6.103-1 regulatory exception;

SECTION 7. DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT IS FAIR AND REASONABLE

The Contracting Officer has determined the price is fair and reasonable, based on comparison to a substantially similar item — pricing for comparable AV/décor services at the prior F250 event, ITC Grand Chola, Chennai — and cost analysis of Precision Pro's itemized quote. The base contract value is $31,307, plus GST of $5,636 for a total of $36,943.

Direct engagement also avoids charges for the hotel's subcontract, yielding total savings of $25,318 ($11,341 in avoided charges plus $13,977 in eligible GST refund), further supporting the price's reasonableness.

SECTION 8. DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE

PART 10) AND THE RESULTS OR A STATEMENT OF THE REASON MARKET

RESEARCH WAS NOT CONDUCTED

Market research was limited to an internal review of Precision Pro's documented, competitively selected performance on the ITC Grand Chola, Chennai F250 event, conducted by Post's Procurement and National Day Committee within the past 12 months. No broader market survey of additional AV/décor vendors was conducted, for the reasons stated in Section 5(b) and Section 6 above.

SECTION 9. ANY OTHER FACTS SUPPORTING THE USE OF OTHER

THAN FULL AND OPEN COMPETITION

This is a one-time AV and décor services requirement tied to the fixed event date of the F250 event in Bengaluru. This scope was split out from the hotel's consolidated Statement of Work after the overall event timeline was already set, leaving no practicable opportunity to conduct a new competitive solicitation. Precision Pro's competitively-selected, demonstrated performance on the comparable F250 event at ITC Grand Chola, Chennai, directly supports Post's ability to deliver a high-visibility diplomatic event without the risk of engaging an unproven vendor on a compressed timeline.

SECTION 10. LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN

WRITING, AN INTEREST IN THE ACQUISITION

To date, no other sources have written to express an interest

SECTION 11. 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

For future F250 events, the National Day Committee will initiate AV and décor vendor solicitation earlier in the event planning cycle to help support full and open competition in the future.

SECTION 12. CERTIFICATIONS

All reviews and approvals should be completed in the order listed unless otherwise authorized or required.

TECHNICAL AND REQUIREMENTS CERTIFICATION

I certify that the facts and representations under my cognizance which are included in this Justification and its supporting acquisition planning documents, except as noted herein, are complete and accurate to the best of my knowledge and belief.

Technical Cognizance:

SIGNATURE:

Name Date Title

Requirements Cognizance:

SIGNATURE:

Name Date Title

CONTRACTING OFFICER CERTIFICATION (FAR 6.104-1(a)(12)) I certify that this submission is accurate to the best of my knowledge, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval.

SIGNATURE:

Name Date Contracting Officer