[X] Senior High Level USG Principal traveling with a delegation inclusive of support elements in: Security, Communications, Logistics and Operations. Description of the supplies or services required: Lodging services for minimum five hundred (500) room nights and a maximum of one thousand fifty (2050) room nights and three (3) conference rooms in Bogot, Colombia. Hotel Name and Address: Sociedad Operadora 72 Gran Hotel S.A.S.-HOTEL HILTON BOGOTA Cra. 7 #72-41, Bogot, Colombia 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- 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. Post is requesting Justification for Other than Full Competition. 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 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 are intended to be used as not only one hotel will be able to handle and provide the required services to fulfill this visit's needs. 1. J.W. Marriott 2. Wyndham Bogota Art 3. Tryp by Wyndham 4. Four Seasons Casa Medina 5. Embassy Suites 6. Holiday Inn 7. Marriott 8. Sheraton 9. Celebrity Suites Other hotels reviewed did not have sufficient room availability and/or event space. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. The standard room rate will be $301 per night. Other hotels in the area range between $268 per night (Four Seasons) and $272 per night (J.W. Marriott). Market research has shown that other hotels of similar size do not have the capacity to host this event. Historical data regarding this price show that is not within per-diem, however this is the only hotel with the availability at this moment to support this event. Any other facts supporting the use of other than full and open competition. U.S. Embassy Bogota's efforts to obtain a sufficient number of hotel rooms within the time period provided has been constrained by both the city's limited hotel capacity. Further, other hotels could not support the infrastructure, e.g., communications equipment, parking, security, etc. necessary for this high level visit.
