J&A 6.302-1-A/V videoconferencing services for the Project Leader's Leadership Conference

Contract No. 70181AM093 TAS:14 16620000 United States Department of the InteriorJustification of Other than Full and Open Competition Under $25,000 1) Briefly, a description of the supplies or services required to meet the agency's needs and include the estimated value.AV videoconferencing services for the Leadership Conference at the Downtown Anchorage Hilton Hotel during February 8-12, 2010. 2) Statutory Authority permitting other than full and open competition. Identify the statutory authority permitting with the FAR citation and FAR citation Title. FAR 6.302-1, Only one responsible source and no other supplies or services will satisfy agency requirements. 3) WHY are the proposed contractor's unique qualifications for the nature of the acquisition requiring the use of the authority cited in item (2). The U.S. Fish and Wildlife Service has previously contracted with the Downtown Anchorage Hilton Hotel to provide the space and refreshments for its Leadership Conference being held February 8-12, 2010. Originally, the hotel stated it would be able to accommodate our request to host video conferences without additional A/V equipment services. Our telecommunications specialists went to the hotel the week before the conference to test the equipment, only to find a dedicated internet service line was required, as well as additional screens and speakers to ensure a quality videoconference was able to be held with secured internet protocols. As a result, the hotel requires agencies use the hotel's contract with GCI for the A/V services. No other firm is allowed to provide these services within the Hilton Hotel. 4) WHAT effort was made to ensure that offers were solicited from as many potential sources as is practical. Given that the hotel requires only GCI perform the necessary services to make videoconferencing possible, the contract must be made with GCI or the Hilton Hotel. Our telecommunications staff looked into creating a contract directly with GCI to avoid any unnecessary fees from the hotel and any mark-ups. According to the research, the same services and equipment would cost double by going through GCI instead of the hotel, because GCI requires 1 month worth of dedicated internet service, while the hotel has an agreement to provide the service on a daily basis. Furthermore, GCI refused to provide the services separately from the Hilton Hotel. 5) A Description of the Market survey conducted and the results. The conference space was originally competed amongst the local downtown Anchorage hotels. In the end, only the Hilton has the necessary space to accommodate 150-200 attendants. As the original order did not call for A/V equipment and services, we cannot change the venue, and contracting for the services through the hotel is more cost effective, all steps to remove or overcome barriers to competition have been taken.