Single Source Hotel Room Serivces_Redacted.pdf

Single Source Justification (Simplified Acquisition)

FOR OFFICIAL USE ONLY

20 Apr 2017 FOR OFFICIAL USE ONLY Page 1 of 2

Section A: General Contract Information

Contracting Activity: 502 Contracting Squadron

Project/Program Name: Hotel Guest and Conference Room Services

Purchase Request/Identification Number: GFEBS 0011629791

Estimated Contract Cost (including Options):

Section B: Description of the Supplies/Services Required

US ARNORTH has a requirement for hotel guest and conference room services in San Antonio Texas.

. The contractor shall provide: 100 Hotel Rooms (will be paid by attendees), 15000 square feet of Conference space, Audiovisual (AV) equipment and support, Internet/ Wi-Fi, and 125 parking spaces. The room rate will standard single rooms and non-smoking. The conference rooms shall include, 15,000 square feet of usable conference space, and the contractor shall block 100 guest rooms with group code VR2021, at a government rate. Attendee's shall individually pay for their guest room with a government credit card. All incidental fees are the responsibility of the attendees and will not be charged to the government credit card.

Section C: Justification for Soliciting from a Single Source or Brand Name

Extensive market research was accomplished for this requirement as the guest rooms and conference room's availability changes on a daily basis. A total of 30 hotels were called and emailed to confirm availability for the 100 guest rooms and 15000 sq. ft. conference space and only San Antonio Marriott River Center hotel confirmed capabilities of meeting this requirement.

The determination to award as a sole source was made do to the lack availability for both 100 hotel guest and 15000 sq. ft. conference rooms at the same location. Considering that the conference space requested it's extremely large, and hotel availability changes on a daily basis, the 15000 sq. ft. of conference room requested was no longer available by 07 April 2021. The maximum conference space available had been reduced by 10,000 sq. ft., and the room availability had also changed. Additionally, Governor Greg Abbott recently issued an executive order to lift the COVID-19 mask mandate in Texas and increased the capacity of business and facilities to 100%. Therefore, hotel guest availability and large conference rooms with 15000 sq. ft. has become challenging to obtain. The government intends to award a sole source, firm fixed price contract to the San Antonio Marriott River Center Hotel, who is the only hotel with availability to meet this requirement.

Section D: Efforts to Obtain Competition

On 28 Aug 20 through 01 Sep 2020, a request for information was posted on beta.sam.gov. To see if there were two or more small business hotels that could provide 100 guest rooms and 15000 square feet of conference rooms. No small

I had uploaded the incorrect SAM report. Correct report has been uploaded.

I had uploaded the incorrect SAM report. Correct report has been uploaded.

Single Source Justification (Simplified Acquisition)

FOR OFFICIAL USE ONLY

20 Apr 2017 FOR OFFICIAL USE ONLY Page 2 of 2 business hotels responded to the RFI but we did received interest from 15 small business companies that facilitate lodging for government agencies (attachments 1& 2 uploaded to KTFS). However, after consulting with a 502 CONS small business specialist, it determined that a small business set-aside is not possible because those small business companies would be subcontracting the work to a large business hotel and would not be performing 50% of the work as required by FAR 19.505(a)(1).

Market research shows that lodging is widely available in the commercial marketplace. There are many lodging BPAs in place for 502 CONS in San Antonio and on the three JBSA installations, however, the BPAs are customer specific with limitations and do not include conference rooms. A firmed fixed price purchase order will be awarded for the 15,000 square feet conference room and the vendor will be required to block 100 guest rooms, where the attendee's will be responsible to pay for the room by using a government credit card and they will also be responsible for their own incidental charges.

On 31 March, the hotels listed on attachments 1 and 2 were able to fulfill this requirement but on 07 April 2021, the hotels stated that their availability had changed and could not provide the 15000 sq. ft. conference space required. The maximum available was 10,000 sq. ft., which would not satisfy the needs of this requirement. Only the Marriott River Center hotel had the availability of providing the entire 15000 sq. ft. of conference space. Based on the results of the market research conducted, adequate competition cannot be acquired at this time. Possible change in hotel availability could be based on Governor Greg Abbott issuing an executive order to lift the COVID-19 mask mandate in Texas and increasing the capacity of business and facilities to 100%.

Section E: Steps to Preclude Future Single Source or Brand Name Awards

US ARNORTH will continue to monitor the hotel industry that come on the market to evaluate comparable hotels with similar facilities. If hotel availability or new facilities are introduced to the market the government will assess whether the facilities can meet the government needs.

Section F: Contracting Officer's Determination

I have determined, in accordance with FAR 13.106-1(b)(1), that the circumstances of this contract action deem only a single source is reasonably available.

Date

4/9/2021

Typed Name and Rank/Grade of Contracting Officer

Scott L. Earle Sr. GS-13

Signature of Contracting Officer

EARLE.SCOTT.L.1020025456

Digitally signed by

EARLE.SCOTT.L.1020025456

Date: 2021.04.09 14:59:49 -05'00'