SOLICITATION NOTICE
99 -- Hotel rooms, Conference rooms and Miscellaneous services during Senior High Level VIP visit to Warsaw, Poland, June 2014.
- Notice Date
- 7/9/2014
- Notice Type
- Justification and Approval (J&A)
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of State, European Posts, U.S. Embassy Warsaw, Poland, Aleje Ujazdowskie 29/31, 00-540, Warsaw, Non-U.S., Poland
- ZIP Code
- 00000
- Archive Date
- 8/31/2014
- Point of Contact
- Robert Bunnell, Phone: 48-22-504-2470, Joanna Kowalczuk, Phone: 48225042466
- E-Mail Address
-
bunnellrw@state.gov, kowalczukjk@state.gov
(bunnellrw@state.gov, kowalczukjk@state.gov)
- Small Business Set-Aside
- N/A
- Award Number
- SPL90014D0015
- Award Date
- 5/22/2014
- Description
- JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION (JOFOC) ACQUISITION OF HOTEL ACCOMMODATIONS IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT 1. I recommend that the Department of State use other than full and open competition for the acquisition of hotel rooms for this VIP visit. The estimated cost is PLN1,709,533.87, equivalent of $558,671.20USD. 2. Nature and/or description of the action being approved. Senior High Level USG Principal traveling with a delegation inclusive of support elements in: Security, Communications, Logistics and Operations. 3. A description of the supplies or services required to meet the agency's needs. The U.S. Embassy in Warsaw, Poland is contracting with Warsaw Marriott Hotel LIM Sp. z o.o. Sp. K, at Al. Jerozolimskie 65/79, 00-697 Warsaw, Poland for the following services: Rental of 140 hotel rooms during a period of 18 days Rental of 8 conference rooms Miscellaneous services such as extra cleaning services, removal of furniture, parking spaces, and any other services if required. 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 VIP travel to allow for sufficient time to conduct full and open competition. The Department of State 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 Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for the Senior High Level USG VIP and his traveling staff to remain overnight. Consideration of the Senior High Level USG Principal and the location are taken into consideration as a determining factor. The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and 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 certain Senior High Level USG Principals. 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. Offers were solicited from five sources including Marriott, Westin, Radisson, Intercontinental, and Sheraton. The offered room rates for single rooms, including VAT are as follows: • Marriott Hotel - PLN573, equivalent of $188 • Westin Hotel - $169 • Radisson Blue Hotel - PLN559, equivalent of $183 • Intercontinental Hotel - EUR 137, equivalent of $188 • Sheraton - $184 These unique Senior High Level USG VIP 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 VIP visitors. Frequently VIP 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 VIP visit 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. [ ] 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 posted but the JOFOC will be published in FedBizOpps. The following other hotels were reviewed but were not adequate because of the following: • Sheraton Hotel - mostly booked, not enough rooms available due to other Heads of State visits in Warsaw in last week of May and beginning of June. The hotel will be used for the HMX1. • Westin Hotel - did not have enough rooms available to accommodate the large group of visitors. The hotel will be used for WHTO (Press); • Radisson Blue Hotel - did not have enough rooms available to accommodate the large group of visitors. The hotel will be used for the Aircrew; • Intercontinental Hotel - did not have enough rooms available to accommodate the large group of visitors. The hotel will be used for the USSS. 7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. [ x ] Comparison with Other Hotel Room Rates: I reviewed the rates of comparable hotels and/or conference accommodations and these rates are reasonable in comparison. Negotiated Government rates for the hotels located in a proximity of the U.S. Embassy are as follows: • Westin Hotel - $181 • Radisson Blue Hotel - $148 • Intercontinental Hotel - $188 • Sheraton - $184 [ x ] Comparison with Market Prices: I compared the present accommodation rates to the rates this hotel charged in the past competitive environment and found them to be reasonable. Recently the rate applied for accommodation during United Nations Framework Convention on Climate Change Conference (UNFCC) of the Parties (COP) 19 in November 2013 was $220. [ x ] Per Diem Comparison: The hotel room rates are reasonable based on comparison with the approved per diem rates for this country. The rate offered by Marriott is equal to Government Per Diem rate for Warsaw i.e. $188. 8. Any other facts supporting the use of other than full and open competition. None 9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. None other than those hotels contacted. 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. __6/13/14_________ ______________________ Date: Guhan Kalambur 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. ___6/13/14__________ ______________________________ Date: Robert Bunnell Contracting Officer As the Competition Advocate at post, I approve this justification: ___6/13/14__________ _______________________________ Date: Wayne A. McDuffy Management Officer
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/2d85b03519c8bf51a95219a51da5ef88)
- Place of Performance
- Address: Warsaw Marriott Hotel LIM Sp. z o.o. Sp. K, Al. Jerozolimskie 65/79, Warsaw, 00697, Poland
- Record
- SN03420193-W 20140711/140710023742-2d85b03519c8bf51a95219a51da5ef88 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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