REVISED_JFOC_Doc.doc

Reference DOSAR 606.303-2

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION (JOFOC)

ACQUISITION OF TRANSPORTATION SERVICES IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT

1. I recommend that the Department of State use other than full and open competition for the acquisition of rental vehicles and drivers for this VIP visit. The estimated cost total is CAD$1,606,316.00 (approximately USD$1,249.079.00)

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

Senior High Level USG Principal traveling 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.

Passenger Transportation Services for high level USG Visit to Quebec, Canada.

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) 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 Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which rental vehicle companies are most suitable for the Senior High Level USG VIP and his traveling staff to be transported. Consideration of the Senior High Level USG Principal and the distance between locations are taken into consideration as a determining factor.

The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and the delegation are often times designated by the host countries.

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 Senior High Level USG 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 of itineraries for supporting personnel often result in significant changes in how Posts work with the vendors. With the exception of a 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 Senior High Level USG 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.

The U.S. Government is currently working to contract transportation rental services from the following source:

Garda World Consulting & Investigations

1390 Barre Street, Montreal, Quebec, H3C 1N4

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

Security and logistics are the Department of State’s primary considerations when procuring hotel rooms. The Department of State must be able to provide a safe and secure environment for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need. At other times, the security requirements and/or requirements of the host country government limit the acquisition to one or a small number of predetermined hotels.

[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] Drivers are former RCMP and Police officers.

[X] Due to the Location of the meeting being in a remote location, transport to and from the site is necessary.

[X] Size and number of other nations attending these meeting, the availability of rental vehicles is limited. Need to bring vehicles in from other Provinces to satisfy the need.

[X] Accommodating to security needs, drivers are former RCMP and local Police agents.

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.

The following other rental vehicle companies were reviewed but were not adequate because of the following:

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

Based on the fact that rental vehicles are limited, Garda World is the only vendor who is able to provide the vehicles and drivers, the U.S. Government requested and in such a short time.

8. Any other facts supporting the use of other than full and open competition. Due to the other 6 nation delegations arriving at the same time for these meetings, vehicles are extremely limited and any vehicles that do need to be brought in have to be brought in from outside the Province of Quebec, Canada and other major cities ex…Halifax.

9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. None.

10. Post will do an assessment and compete future IDIQ for transportation services that could be used for base plus option years for VIP and other travel.

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.

Date:

Michael Dobbs

Director

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.

June 28, 2018

Lenton K. Davies

Contracting Officer

(If over $500,000 add)

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

Management Officer