SIGNED FINAL - JOFOC for Ramada Hotel.pdf

Reference DOSAR 606.303-2

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE

JUSTIFICATION (JOFOC)

ACQUISITION OF HOTEL ACCOMMODATIONS IN SUPPORT OF A

CONFERENCE

1. I recommend that the Department of State use other than full and open competition for the acquisition of hotel rooms and meeting rooms. The not to exceed estimated amount is $406,912.50

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

Hotel rooms and meeting rooms in support of a conference

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

Hotel rooms and meeting rooms at the Jerusalem Hertzel Hotel Association /

Ramada (Royal Wing), Jerusalem from July 05, 2022 till July 17, 2022.

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 travel to allow for sufficient time to conduct full and open competition. The PTS Office 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 conference occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for this conference and traveling staff to remain overnight. Consideration of the level of visitors and the location are taken into consideration as a determining factor.

The types of events, meetings, locations and availability of venues to support the 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 the conference.

Many of the arrangements for hotel and 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 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.

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 visitors. Frequently 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 conference information was not available in sufficient time thereby creating an urgent and compelling need.

The host country government requires the use of this/these hotel(s).

[X] The proposed contractor has the following unique qualifications which meet the Department of State’s security and logistical requirements

[X] Set-back (hotel is safe distance from the street)

[X] Location (able to secure building, travel route, distance to and from event)

[X] Size and number of rooms (able to house everyone in one hotel)

[ X] Conference facilities (adequate space for meetings, press conferences)

[ X] Communications (able to install equipment/lines, command center)

[ X] Accommodating to security needs

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 published.

A conference is being held in Jerusalem. They have a requirement for about 1156 room reservations. There is no one hotel that can comply with our requirements.

Also, all hotels in Jerusalem are heavily booked during this period, due to The

Maccabiah Games, taking place every 4 years.

Therefore, we are reserving the rooms in several hotels mentioned below based on availability and proximity to Embassy Facilities and City Center.

King David Hotel Jerusalem

David Citadel Hotel Jerusalem

Mamilla Hotel Jerusalem

Waldorf Astoria Hotel Jerusalem

Dan Panorama Hotel Jerusalem

Crown Plaza (Vert Hotel )

Orient Hotel, Jerusalem

Post is using the Jerusalem Hertzel Hotel Association / Ramada (Royal Wing)

Jerusalem to allow accommodations for the advance and support teams in a reasonable proximity to the conference site.

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

Prices are the same as the existing competed contracts with Post Jerusalem. Cost per room is lower than the prevalent per diem rate for Jerusalem. Post recently awarded competitive hotel contract in September 2021 and the cost for this contract is similar to the costs of the awarded contracts. For example, the single room cost on existing Post Jerusalem contract for the King David is $390, while for Waldorf $395 and $400 for Mamilla, David Citadel, and Orient hotels, whereas the single room rate at the Ramada is $350.

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

There is a compressed schedule for advance and setup of this conference.

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

King David Hotel Jerusalem

David Citadel Hotel Jerusalem

Mamilla Hotel Jerusalem

Waldorf Astoria Hotel Jerusalem

Dan Panorama Hotel, Jerusalem

Crown Plaza (Vert Hotel), Jerusalem

Orient Hotel, Jerusalem

All the above-mentioned hotels stated they could not cancel all of their present reserved rooms for the time period specified. Thus, it was not possible to ascertain complete room availability for those hotels.

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.

None

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: Phong Ngo

PTS 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.

Date: Kurt Pearson

Contracting Officer

(If over $500,000 add)

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

____N/A_________ ______N/A_______________

Date:

Management Officer

July 6, 2022

July 6, 2022