SUV Lease Extension SSJ - Redacted.pdf

Source Selection Information – See FAR 2.101 and 3.104

JUSTIFICATION FOR SOLE SOURCE

(Simplified Procedures - MPT to < SAT)

Purchase Request/Document number: H91269628382

The supplies or services described herein are being solicited on a sole source basis and competition is precluded in accordance with FAR 12.102(a) for reasons indicated below. There are no substitutes available for the supplies or services.

Restricted to the following source.

Company: District Fleet, LLC (CAGE: 7RBR7) POC: Daniel MacDonald Phone Number:

Company address: 13724 Pryor Rd., Thurmont, MD 21788

Description of the supplies or services required, the estimated price/cost, and required delivery date or period of performance.

As the Nation's highest-ranking military officer, the Chairman Joint Chiefs of Staff (CJCS) and the Vice Chairman Joint Chiefs of Staff (VCJCS) are identified as high-risk personnel (HRP) and require qualified personnel and equipment to perform full-time protection. The Field Manual (FM) 3-19.12, Protective Services, dated August 2004, Motorcade Operations and Technical Driving, 9-1 stipulates automotive resources must be available in enough quantity to meet all protective needs of HRP. There should be enough vehicles to transport all members of the official party, the Protective Service Detail (PSD), and the baggage team. Standard Vehicles 9-2 stipulates the backup vehicle in cases of emergency must be of equal stature to the “principal’s” primary vehicle. A full size, four-door, all-wheel drive (AWD) Sport Utility Vehicle (SUV) is the standard vehicle used as the CJCS backup vehicle. The functionality of the SUV is required to meet the day-to-day force protection requirements and must be able to be equipped with lights, sirens, and encrypted communication equipment.

As a result of the above, the Joint Staff requires the lease of three (3) dark color, four door, full size, AWD, SUVs. The SUVs shall be equipped with a V-8 gasoline engine and black leather seats with ample room to accommodate all anticipated passengers without crowding (Captain’s chairs second row seating). The SUVs also need to have third row seating, onboard navigation, backup cameras, four sets of keys, and shall be capable of maintaining high speeds with sufficient power to cruise easily on all kinds of roads. All three SUVs shall be the same make and model, and be identical in all aspects (features, and accessories). The contractor is also required to perform regular maintenance on the vehicles including oil changes, rotation of tires, etc. and provide licensing and registration for the vehicles. The vehicles are required by 1 May 2026 and are required for 6-months, through 31 October 2026.

This requirement is a follow-on to contract N0018923PZ056 with District Fleet, LLC, which is a three-year contract (3-year lease consisting of a base year and two, one-year options) and resulted from a competitive solicitation process, and is set to expire on 30 April 2026. Three quotes were received in response to the Request for Quotations (RFQ) and District Fleet submitted the lowest-price that conformed to the terms of the RFQ, and was therefore awarded the contract in accordance with the solicitation evaluation criteria. Under the contract, District Fleet provides three identical SUVs that meet all of the vehicle specifications of this instant requirement, albeit they are 2024 models whereas the Joint Staff typically requires the newest model of SUVs available to ensure compliance with security protocols, regulations, manuals, and the protection of HRP. However, due to recent technological advances in newer models of vehicles, such as signal emission from varying hardware that is integrated throughout the vehicles (cameras all over and motherboards connecting to WiFi), the lead-time to order custom vehicles meeting the JS security requirements can be as long as six months, which would have required an award back in October 2025, when the Government was shut down and non-essential employees were furloughed, preventing any acquisition from being processed. Further, as made evident through prior acquisitions (N0018918PZ315 and N0018921PZ206), no dealership carries three identical vehicles meeting all of Joint Staff’s requirements. In the past, even when dealerships were willing to trade with each other, the vehicles they were offering had varying trims resulting in visual differences, which is unacceptable.

Source Selection Information – See FAR 2.101 and 3.104

Ultimately, market research has revealed that no dealership is capable of providing 2024 or newer models of SUVs meeting the Joint Staff’s requirement by 1 May 2026.

In conclusion, the requested supplies or services represent the minimum requirements of the government.

Describe in detail why only this source(s) can furnish the requirements to the exclusion of other sources.

Considering no dealership can provide the newest available model of an SUV meeting the Joint Staff’s requirement by the required start date, the next best, and only alternative is to continue leasing the current 2024 SUVs provided by District Fleet. No other car dealership that was identified through market research can provide three identical SUVs meeting the Joint Staff requirements by 1 May 2026. Additionally, leasing older vehicles has inherent risk in that the performance of vehicles can be compromised over time through lack of proper maintenance, heavy usage, or accidental damage.

Consequently, even if a dealership that was undiscovered during market research could provide three identical, older model SUVs, there is an unacceptable level of risk associated with the history of the vehicles. For example, older vehicles could have been in prior accidents or have excessive mileage which would require replacement of essential components (belts and engine parts) outside of the scope of routine maintenance in order to meet the Joint Staff’s reliability standards.

This risk is entirely negated through the continued lease of the vehicles provided by District Fleet which are 2024 models, were provided to the Joint Staff in “new” condition, have been in the Joint Staff’s possession since, and have been continuously maintained.

As a result, when considering the lack of vehicle supply and risks associated with leasing older vehicles, the only contractor capable of meeting the Joint Staff’s requirement is District Fleet through the continued provision of the SUVs currently provided under contract N0018923PZ056.

Other information to support a sole source <or brand name> action:

It is intended to lease the SUVs currently provided by District Fleet under contract N0018923PZ056 for six months, from 1 May 2026 to 31 October 2026. During this lease period the market will be constantly monitored to determine if and when the lease of a new SUV model is a viable strategy to meet the Joint Staff needs beginning 31 October 2026. At the earliest feasible moment, a requirement will be processed to begin the procurement (lease) of three newer modeled SUV’s with the intent of awarding a contract with an abundance of lead-time allowing any dealership more than ample time to place any necessary orders for new SUVs.

Additionally, awarding this requirement to District Fleet also supports the Navy’s small business targets, as District Fleet is a HUBZone certified small business.