T016--126-22-2-5273-0012 - AV Equipment (VA-22-00042236)

76th Annual VA Voluntary Service (VAVS) National Advisory Committee (NAC) Meeting and Conference Meeting 2 of 3 JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement, Acquisition and Logistics Strategic Acquisition Center Frederick (SAC-F) 5202 Presidents Court, Suite 103, Frederick, MD 21703 Requesting Activity: Veteran Affairs (VA) Center for Development & Civic Engagement, 810 Vermont Avenue, NW (10B2A), Washington, DC 20420 Description of Action: The proposed sole source action is for a 4 day firm-fixed price (FFP) effort for audio-visual for the 76th VA Voluntary Service National Advisory Committee Meeting and Conference (Client) at the DoubleTree by Hilton in Denver, Colorado. This will include services provided by Encore Group (USA) LLC, 3203 Quebec Street, Denver, Colorado 80207 (Contractor) for the 2022 VA Voluntary Service National Advisory Committee Meeting and Conference. The period of performance will be from April 1, 2022 September 30, 2022 with a 12 month option year to cover the 2023 conference. The offices for the Encore Group (USA) LLC, 3203 Quebec Street, Denver, Colorado 80207. Description of Supplies or Services: The proposed action is to provide effort for audio-visual (A/V), provide complete audiovisual services and equipment, to handle all the audiovisual needs including set up and tear down, running sound boards and projection, and addressing technical issues with the AV equipment throughout the conference. Statutory Authority The statutory authority permitting other than full and open competition is 41 U.S.C.3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-1 entitled, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. Rationale Supporting Use of Authority Cited Above: The hotel contract in which Veteran Affairs Volunteer Services (VAVS) Partner, Inc. is bonded to for the 76th Annual VA Voluntary Service National Advisory Committee Meeting and Conference states that 3-party suppliers for this event will need to be approved by the hotel and additional fees will apply. The contract states the Encore Group (USA) LLC is the exclusive provider of all rigging and power requirements, and all high-speed internet and networking requirements. The hotel also reserves the right to supply in-house sound and frequencies. The Government may opt to contract audio visual services to an outside provider; however, associated charges will be assessed in order for an outside audio-visual provider to have (a) use of the Center s house sound system; (b) use of house sound and light equipment and (c) in-house technical support labor for rigging required for the projector screens. This would warrant significant overage on the approved 2022 76th Annual VA Voluntary Service National Advisory Committee Meeting and Conference. Efforts to Obtain Competition: Market research was conducted, as detailed in Section 8 below. The effort yielded 0 potential sources that could possibly meet the Government's material requirements. Based on the information obtained from the sources listed below, the Government identified that the needed services are not readily available on an existing purchasing vehicle (such as a GWAC, Internal IDIQ, GSA FSS, etc.). Determined one (1) provider, Encore Group (USA) LLC - large commercial business, meets the acquisition need within the contracted main venue for the 76th Annual VA Voluntary Service National Advisory Committee. Actions to Increase Competition: All future requirements will be handled on a case-by-case basis to determine any future acquisition strategy. Market Research: Determined through DoubleTree by Hilton in Denver, Colorado and my own market research that no other audio-visual service providers have exclusive and direct access to the convention center house sound and lighting systems and equipment rigging, certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief. Other Facts: None Technical and Requirements Certification: I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief. Mary Barcikowski Administrative Officer/COR VA Center for Development & Civic Engagement Signature: Fair and Reasonable Cost Determination: I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable based on the review of the IGCE and historical pricing data. Jaime Belletto Procuring Contracting Officer Signature: _____________________________