POTUS_Athens_NOV_2016__JOFOC_for_transportation.pdf

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION

(JOFOC)

ACQUISITION OF PASSENGER 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 passenger transportation services for a VIP visit. The cost is USD 431,619.24 for all four contracts to four different vendors, as listed in paragraph 3, below.

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. Although the contracts are for passenger transportation services the specifications and pricing are different and reflect the different transportation needs.

3. A description of the supplies or services required to meet the agency’s needs.

Orphee Beinoglou S.A. for passenger transportation services – USD 41,920.40

Autohellas S.A. for passenger transportation services – USD 73,814.91

Hellenic Automotive for passenger transportation services – USD 187,128.54

Maroulis Bros for passenger transportation services – USD 128,755.39

Passenger transportation services include the rental of vehicles, i.e., sedans, minivans, buses and trucks with drivers to support the VIP visit in Athens, Greece.

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 be finalized with both the local vendors and

Posts before the actual Senior High Level USG VIP visit occurs.

Unique requirements for vehicle 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.

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 transportation services. 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.

[ X ] The VIP visit information was not available in sufficient time thereby creating an urgent and compelling need.

[ X ] The proposed contractors have the following unique qualifications which meet the

Department of State’s security and logistical requirements.

[ X ] Number of vehicles

[ X ] Number of drivers

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.

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

RFQ No. SGR100-17-Q-0001 was issued on October 17, 2016 with a due date on October 21, 2016. Five (5) companies responded to the solicitation. One offeror was not considered because the vendor failed to submit the required documentation.

8. Any other facts supporting the use of other than full and open competition.

Given the magnitude of vehicles required to support such a visit, we intend to award multiple contracts, however, given the short notice of the arriving VIP, the time period for open competition needs to be reduced to less than 30 days.

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

See paragraph 7, above.

10. A 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.

Embassy Athens does not anticipate that there will be subsequent acquisitions relating to this specific need.

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.

November 28, 2016 ________s______________

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.

November 29, 2016 _______s______________

Date: Sergey A. Olhovsky

Contracting Officer