SAM #PR15964268

Sole Source Lodging and Conference Services for 3SI Summit and Business Forum in Dubrovnik, Croatia

This opportunity involves a sole source procurement by the U.S. Embassy Zagreb for lodging and conference services at the Valamar Lacroma Hotel in Dubrovnik, Croatia, for the 3SI Summit and Business Forum. - Sole source justification due to Croatian MFA designating the Valamar Lacroma Hotel as the official venue - Services include lodging for 30-35 Embassy Zagreb employees and conference support - Period of performance: April 26-30, 2026 (4-5 nights) - Estimated contract value: $26,180 (including VAT) - Key requirements: All staff must be housed on-site for operational efficiency, security, and accessibility, including for staff with disabilities - No alternative vendors or hotels considered due to diplomatic and security needs - Place of performance: Valamar Lacroma Hotel, Dubrovnik, Croatia - Contracting office: U.S. Embassy Zagreb

Description

The Croatian Ministry of Foreign Affairs (MFA) has organized and will manage this conference at the Valamar Lacroma hotel in Dubrovnik. The unique circumstances of this acquisition necessitate sole source procurement for the following reasons:

Conference Integration and Operational Efficiency: The MFA has designated the hotel as the official conference venue. Housing Embassy Zagreb's 35 participating employees at this location is essential for seamless coordination with conference organizers, high-level VIP visitors from Washington, and foreign counterparts. Collocating lodging and conference facilities eliminates transportation logistics, reduces the risk of delays due to traffic or weather, and enables staff to respond immediately to schedule changes or urgent requests from senior officials.

Mission-Critical Access and Responsiveness: Embassy employees must maintain continuous availability to support VIP visitors and respond to evolving diplomatic requirements. On-site lodging ensures staff can attend early morning sessions, evening receptions, and ad hoc meetings without transportation delays. This proximity is critical for providing real-time support to senior officials and maintaining the flexibility required for successful diplomatic engagement.

Safety and Security: Consolidating staff at the conference hotel reduces security vulnerabilities by minimizing late-night travel, limiting exposure to unfamiliar areas, and maintaining personnel in a controlled environment. This approach simplifies protective security coordination and emergency accountability procedures.

Accessibility and Duty of Care: On-site lodging accommodates employees with mobility challenges, chronic health conditions, or disabilities by eliminating transportation barriers and ensuring immediate access to their rooms for rest or medical needs.

The nature of this MFA-organized conference and the operational requirements for supporting high-level U.S. officials make the designated hotel uniquely qualified to meet mission needs. No other procurement approach would adequately serve these requirements.

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