X1AB--Joint Master Agmt Trng Continental District Conf (Aug 5-7, 2024)

MEMORANDUM FOR RECORD August 13, 2024

SINGLE SOURCE JUSTIFICATION

Upon the basis of the following justification, the Contracting Officer has determined the proposed action is for an amount not to exceed the simplified acquisition threshold and the circumstances of the contract action deem only one source capable of meeting the Government s requirement for Joint Master Agreement Training for the Continental District Conference.

Description of the Supply or Service: The Government has a requirement for Joint Master Agreement Training for the Continental District Conference. This Conference will need to be performed at the Marriott Marquis Houston TX. Contractor to provide Meeting room and AV rentals.

Background: This requirement is for the Joint Master Agreement Training for the Continental District Conference that was held August 5-7th, 2024 at the Marquis Marriot Houston, TX.

Dollar Amount: The estimated total purchase price for this acquisition is $72,220.75. Appropriated funds will be used to obligate this requirement via purchase request number F365429-24-0000404.

Authority Cited: FAR 13.106-1(b), Soliciting from a single source.

Reason for Authority Cited: In accordance with FAR 13.106-1(b)(1)(i), the Contracting Officer has determined that only one vendor is capable of providing the services required at the level of quality required because this was a time sensitive order. The Human Capital Support group processed all of the Market Research and Quotes and supplied the Acquisition Directorate Contracting Office the procurement package 1 week before the Conference started. All participants already booked rooms and transportation to the conference center in Houston TX.

This is my fist conference since coming to VBA as a CS from the VHA, and I didn t know that I needed to perform a Sources Sought Notice to SAM.gov for Market Research, I used what the requesting department sent in their procurement request to the Acquisition Directorate Contracting Office for processing. I have learned that if I receive another procurement for a Conference or Training at a location to post a Sources Sought Notice to SAM.gov to finalize our Market Research for the Contracting side of the house.

Justification: Single Source IAW FAR 13.106-1(b). Only one responsible source determined to be capable of meeting the Government s requirement in the Houston TX location.

Market Research: Market Research was first conducted by Jeffrey Durham, Program Analyst. Per VA Conference guidance, i.e., Department of Veterans Affairs, April 2023 Financial Policy Conference Planning, Oversight, and Reporting Volume XIV Chapter 10 12, Mr. Durham provided market research for at least three (3) diverse geographical locations (Houston TX, Las Vegas NV, and Chicago IL) and corresponding quotes for each location. Of the three locations, Houston TX was cumulatively the lowest priced when lodging, conference room rental, and A/V equipment cost were taken into consideration. This decision was supported by the Under Secretary of Benefits and a request to procure a meeting/conference space and ancillary A/V support was sent to the Acquisition Directorate. A complete package was received on 7/29/2024.

Fair and Reasonable Price: Costs are considered to be fair and reasonable for this requirement. The IGCE for this requirement is $72,220.75. This is based on lowest price of the three quotes received by the service, the Marriott Marquis Houston TX was $72,220.75. The Rio Hotel & Casino, Las Vagas NV submitted a quote for $90,360.63. The Hiltons of Chicago, Chicago IL submitted a quote for $91,442.56.

Conclusion. Based upon the above findings, I determined the proposed action is justified under FAR 13.106-1(b) and is in the best interest of the Government, with all circumstances listed above in consideration. Pursuant to the FAR 5.102(a)(6), as directed by the FAR 13.106- 1(b)(3), the sole source justification will be posted in accordance with FAR 6.305 after award at the Government Point of Entry (GPE) via FedBizOpps.

APPROVED BY:

JOHN A. PLAYER, VBA ACQUISITION DIRECTORATE

Contracting Officer Awarded contract 36C10D24P0130 to MARRIOTT HOTEL SERVICES, INC. for 72220.75000000 on 2024-08-06.