Single_Source_Justification_Under_SAT_3SI - Dubrovnik.pdf

SINGLE SOURCE JUSTIFICATION NOT EXCEEDING THE SIMPLIFIED

ACQUISTION THRESHOLD

SECTION 1: IDENTIFICATION OF THE AGENCY AND THE CONTRACTING

ACTIVITY

Department of State Contracting Activity

☒ Overseas Post – U.S. Embassy Zagreb

Requiring Activity Lodging services for Three Seas Initiative (3SI) Business forum in Dubrovnik, Croatia

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

APPROVED

Approval is requested to award on a sole source basis Valamar Lacroma Hotel for the services described in Section 3 on behalf of the Requiring Activity.

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

AGENCY’S NEEDS

The requirement is to provide hotel lodging services at the Valamar Lacroma hotel in

Dubrovnik, Croatia. The estimated value for the entire period of performance is 26,180.00 €

(out of this amount 23,168.15 is the amount w/o VAT, while VAT portion is 3,011.85). These services require that lodging services for 30 members of the U.S. Embassy Zagreb for participation in the Three Seas Initiative Business Forum. This will allow multiple offices at the

Embassy to accomplish provide a high-quality visit for the VIP guests arriving from the United

States.

This conference is important to the mission because the conference will bring together political leaders, investors, and business leaders to focus on energy, transport, and digital infrastructure connectivity.

The U.S. Embassy Zagreb has a requirement for 30 rooms between the dates of April 26-30, 2026.

Detailed specification and guest list is attached to this justification.

SECTION 4: IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING

OTHER THAN FULL AND OPEN COMPETITION

In accordance with Federal Acquisition Regulation (FAR) 13.106-1(b)(1), the Contracting

Officer has deemed only one source reasonably available based on the following:

☐ Urgency

☐ Exclusive licensing agreements

☐ Brand-name

☐ Industrial mobilization

☒ Other – The Valamar Lacroma Hotel will be the venue for the 3SI conference and the accessibility and staying in the same hotel will eliminate the need for transportation between the lodging hotel and the conference. This ensures employees can arrive on time for possible early sessions, events or last-minute schedule changes.

SECTION 5: DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S

UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES

USE OF THE AUTHORITY CITED

The Croatian Ministry of Foreign Affairs (MFA) has organized and will manage this conference at the Valamar Lacroma hotel in Dubrovnik. The unique circumstances of this acquisition necessitate sole source procurement for the following reasons:

Conference Integration and Operational Efficiency: The MFA has designated the hotel as the official conference venue. Housing Embassy Zagreb's 35 participating employees at this location is essential for seamless coordination with conference organizers, high-level VIP visitors from Washington, and foreign counterparts. Collocating lodging and conference facilities eliminates transportation logistics, reduces the risk of delays due to traffic or weather, and enables staff to respond immediately to schedule changes or urgent requests from senior officials.

Mission-Critical Access and Responsiveness: Embassy employees must maintain continuous availability to support VIP visitors and respond to evolving diplomatic requirements. On-site lodging ensures staff can attend early morning sessions, evening receptions, and ad hoc meetings without transportation delays. This proximity is critical for providing real-time support to senior officials and maintaining the flexibility required for successful diplomatic engagement.

Safety and Security: Consolidating staff at the conference hotel reduces security vulnerabilities by minimizing late-night travel, limiting exposure to unfamiliar areas, and maintaining personnel in a controlled environment. This approach simplifies protective security coordination and emergency accountability procedures.

Accessibility and Duty of Care: On-site lodging accommodates employees with mobility challenges, chronic health conditions, or disabilities by eliminating transportation barriers and ensuring immediate access to their rooms for rest or medical needs.

The nature of this MFA-organized conference and the operational requirements for supporting high-level U.S. officials make the designated hotel uniquely qualified to meet mission needs.

No other procurement approach would adequately serve these requirements.

SECTION 6. DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT IS FAIR AND REASONABLE

By signing the justification, the Contracting Officer makes a determination that the price to the Government is anticipated to be fair and reasonable.

SECTION 7. CERTIFICATIONS

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

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.

Requirements Cognizance:

SIGNATURE:

Matthew A. Dean Date General Services Officer

04/16/2026 09:43 GMT

Dean, Matthew (DeanM2@state.gov)

CONTRACTING OFFICER CERTIFICATION

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:

Matthew A. Dean Date Contracting Officer U.S. Embassy Zagreb

04/16/2026 09:43 GMT

Dean, Matthew (DeanM2@state.gov)

# Traveler Dates check in

Date check out Hotel # Nights

1 Claire Bea 26-Apr 30-Apr Lacroma 4 2 Ross Johnston 26-Apr 30-Apr Lacroma 4 3 Luke Falcon-Sapp 26-Apr 30-Apr Lacroma 4 4 Jacquelyn Hoza 26-Apr 30-Apr Lacroma 4 5 Jarek Buss 27-Apr 30-Apr Lacroma 3 6 Small meeting room 28-Apr 29-Apr LACROMA 1 7 Control room 26-Apr 30-Apr LACROMA 4 8 Daniel Londono 26-Apr 29-Apr Lacroma 3 9 Kruno Badel 26-Apr 30-Apr Lacroma 4

10 Diana Matijas 26-Apr 30-Apr Lacroma 4 11 Vlatka Djukic 26-Apr 30-Apr Lacroma 4 12 Manuela Celic Marusic 26-Apr 30-Apr Lacroma 4 13 Lauren Perlaza 26-Apr 30-Apr Lacroma 4 14 Oscar Avila 26-Apr 30-Apr Lacroma 4 15 Petar Karabatic 26-Apr 30-Apr Lacroma 4 16 Mislav Sucec 26-Apr 30-Apr Lacroma 4 17 Nina Vranesevic Marinic 26-Apr 30-Apr Lacroma 4 18 Nikolina Paic 26-Apr 30-Apr Lacroma 4 19 Julian Bixby 25-Apr 30-Apr lacroma 5 20 Miro Kelecic 25-Apr 30-Apr Lacroma 5 21 Julio Herrera 26-Apr 30-Apr Lacroma 4 22 Matt Dean 26-Apr 30-Apr Lacroma 4 23 Valentina Havidic 26-Apr 30-Apr Lacroma 4 24 Stjepan Markovic 26-Apr 30-Apr Lacroma 4 25 Damjan Bijelic 26-Apr 30-Apr Lacroma 4 26 Joanna Katzman 26-Apr 29-Apr Lacroma 3 27 Kevin Curran 26-Apr 30-Apr Lacroma 4 28 COL Scott McLearn 25-Apr 30-Apr Lacroma 5 29 Chace Mechlinski 25-Apr 30-Apr Lacroma 5 30 Mario Grgic 25-Apr 30-Apr Lacroma 5