1.5.1. JEFO FY240048 - USSS_HCA Signed 09AUG2024_Redacted.pdf

Justification for Exception to Fair Opportunity Exceeding the SAT pursuant to FAR 16.505(b)(2)(ii)(B)

JEFO No: FY24-0048 Page 1 of 7

JEFO Number: FY24-0048 PR Number: TBD

1. Agency and Contracting Activity

The Department of Homeland Security (DHS), U.S. Secret Service (USSS), Procurement Division (PRO), proposes to award a task order on behalf of the Office of Strategic Planning and Policy (OSP), pursuant to Federal Acquisition Regulation (FAR) 16.505(b)(2), exceptions to the fair opportunity process for a logical follow-on for economy and efficiency.

2. Nature and/or description of the action being approved

USSS intends to award a firm-fixed price sole source follow-on task order to Deloitte to utilize current data obtained on task order GS02Q16DCR0046/70US0923F1DHS2608 to expand its analysis in determining the fully burdened cost of the employee (as outlined in the original SOW) for the lifecycle of the employee without more fully understanding overtime analysis, payroll challenges, travel impact and ongoing challenges with current payroll/spending analytics.

The original competed fixed price task order was awarded off HCaTS Unrestricted – Pool 2 (46 vendors) to Deloitte Consulting LLP, 1919 Lynn Street, Arlington, VA 22209 and an additional follow-on task order will be awarded to complete additional tasks utilizing the data obtained in the original requirement.

3. Description of Supplies/Services

The original three (3) tasks consisted of the following:

Task 1 – Assess the current USSS Human Capital Strategic Plan Task 2 – Current state and budgetary Impact Assessment Task 3 – Development of Human Capital Operating Plan

With the data obtained in the performance of the original task order, a follow-on task order on a sole source basis is needed to complete the study for the USSS. The additional tasks are:

Task 4: Personnel Overtime Analysis and Tracking –

• Perform current state analysis and insights into personnel overtime spend and forecasting, highlighting current trends, vulnerabilities, and controls needed through data analysis and engagement with key stakeholders such as OPO, INV, OCFO, HUM, OSP, etc.

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• Review of object class codes with payroll projection to understand make up and ensure numbers and assumptions are valid, identify any anomalies, and recommend any changes to ensure no lapse in funds.

• Develop Standard operating procedures (SOPs) for additional overtime usage controls, tracking, and reporting processes to include data integration and governance.

• Develop Key performance indicators (KPI) and dashboard to enable regular reporting and tracking of actual spend against forecasted cost and progress of forecasted spend against program fiscal year (FY) budget.

• Perform financial assessments and impact analyses for Non-PCS Travel and Payroll.

• Document impact on human capital models for inclusion in the HCSP and HCOP.

Task 5: National Security Special Event (NSSE) Personnel and Travel Analysis and Baseline Cost Modeling

• Provide current state analysis and insights into NSSE spending and forecasting, highlighting current trends, vulnerabilities (what key factors lead to funding shortages), and controls needed through data analysis and engagement with key stakeholders such as OPO, INV, OCFO, HUM, OSP, etc.

• Identify recommendations and create roadmaps for improved transparency and consistency of NSSE spend financial reporting.

• Develop SOPs for additional NSSE spend controls (e.g., number of personnel, trips, and travel periods), tracking, and reporting processes to include data integration and governance. • Develop a baseline cost model incorporating the SOP. This will include formulation, assumptions, documentation, and dynamic dashboard with capabilities for scenario planning and forecasting.

• Develop KPIs and dashboard to enable regular reporting and tracking of actual spend against forecasted cost and progress of forecasted spend against program FY budget. • Document impact on human capital models for inclusion in the HCSP and HCOP.

Task 6: Presidential Campaign Personnel and Travel Analysis and Baseline Cost Modeling

• Perform current state analysis and insights into campaign spend and forecasting, highlighting current trends, vulnerabilities, and controls needed through data analysis and engagement with key stakeholders such as OPO, INV, OCFO, HUM, OSP, etc. using 2016 campaign data as a steady state baseline.

• Identify recommendations and create roadmaps for improved transparency and consistency of Presidential Campaign spend financial reporting.

• Develop SOPs for additional campaign spend controls, tracking, and reporting processes to include data integration and governance.

• Develop a baseline cost model incorporating the SOP controls. This will include formulation, assumptions, documentation, and dynamic dashboard with capabilities for scenario planning and forecasting.

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• Develop KPIs and dashboard to enable regular reporting and tracking of actual spend against forecasted cost and progress of forecasted spend against program FY budget.

Task 7: Business Optimization Analysis and Tracking - This task will focus on CIO, HUM, CFO, OSP, ERO, and OSC portfolios as they provide the mission support tasks.

• Current state analysis and insights into mission support spending and forecasting, highlighting current trends, vulnerabilities, and controls needed through data analysis and engagement with key stakeholders.

• Current state measures for financial and operational performance; supporting return on investment (ROI) traceability; plans and tools for program evaluation.

• Data analysis of current state costs drivers, assumptions, and delineations between statutory requirements versus options.

• Data validation and controls plan, including tools for streamlined data management and governance processes.

• Review of other accounts within USSS with spend requiring similar optimization.

• KPI and dashboard development to enable regular reporting and tracking of actual spend against forecasted cost and progress of forecasted spend against program FY budget.

• Conduct additional analysis as needed to optimize the mission support portfolio.

Task 8: Communication, Change Management, and Employee Engagement Support

• Centralize tracking and reporting of enterprise priorities and risks, to highlight any shifts from plan to execution around schedule, cost, and scope.

• Improve employee engagement with USSS leadership to highlight and promote transparency across the agency.

• Develop a dashboard, tool, or report to track and communicate program health to executive leadership.

Optional Task: Job Analysis/ Skills Assessment for Law Enforcement

• Identify tasks, skillsets and competencies currently utilized by USSS Special Agents and Uniformed Division Officers through surveys, focus groups and stakeholder interviews and conduct analysis to identify trends to further understand the workload demand and associated costs.

• Benchmark skills, tools, and tasks conducted by USSS LE personnel against industry standards to include other LE agencies, federal partners, and other applicable private sector organizations.

• Conduct a workshop visioning session(s) with a diverse group of LE leaders across USSS to discuss and shape strategic initiatives focused on the realignment of current LE tasks. • Develop a future-state workforce strategic roadmap to include a realignment of LE workforce roles and responsibilities based on previous analytical findings, innovations in automation, and strategic workforce planning methods.

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Optional Task: Attrition Mitigation Strategies

• Develop and pilot Stay Interviews with non-direct supervisors for all job types.

• Assess current onboarding program effective and develop program enhancements. •

Enhance new employee onboarding program with focus on well-being and career pathing.

Optional Task: Career Pathing for Uniformed Division

• Research and assess industry best practices related to modern training and development for law enforcement capabilities.

• Design a career progression/promotion program that is responsive to employee feedback and increases employee ownership over their career options within the Uniformed Division.

• Develop resources tailored to support diverse career development within USSS.

• Expand learning cohorts based on industry best practices to facilitate shared learning among UD officers to prepare for successful career progression.

Optional Task: Budget Preparation Support

• Conduct financial analyses based on historical budgetary data and future financial needs to understand total cost of investment opportunities.

• Gather funding needs and business case from internal stakeholders to provide leadership with critical information for funding decisions.

• Develop criteria and methodology to standardize investment prioritization and connect with budgetary process.

• Develop budgetary briefings for both internal and external senior leadership to communicate critical investments with data driven justification.

Optional Task: Surge Support

• Support additional strategic tasks as agreed upon and requested by USSS leadership and agreed to by the contractor.

• Support the development of briefings related to executive-level, organization-wide priorities in collaboration with key stakeholders across USSS.

• Support additional workforce and budgetary analysis to inform strategic priorities and executive briefings.

The proposed period of performance is August 9, 2024 – August 8, 2025. As optional tasks are exercised this may extend the period of performance based on the exercised optional task. The overall period of performance will not go past August 8, 2027.

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7. A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the exception to fair opportunity before any subsequent acquisition for the supplies or services is made.

If the requirement changes, the USSS intends to resolicit. At this time, the data is already being established by Deloitte and additional analysis is needed with that data. No other contractor could provide the unique level of quality required to meet the USSS' requirements with limited risk during the time period involved. Without continuation of the analysis services, the accuracy and integrity of the data may be compromised.

8. USSS intends to post this requirement on Sam.gov pursuant to FAR 16.505(b)(2)(ii)(D).

9. Technical/Requirements Personnel Certification

Pursuant to FAR 16.505(b)(2)(ii)(B)(9), I certify that this requirement meets the Government’s minimum need and that the supporting data, which form a basis for the justification, are accurate and complete.

Technical Representative/COR Date

10. Contracting Officer Certification

Pursuant to FAR 16.505(b)(2)(ii)(B)(8), I certify that this justification is accurate and complete to the best of my knowledge and belief.

Contracting Officer Date

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11. APPROVAL

Pursuant to FAR 16.505(b)(2)(ii)(10), I hereby determine the circumstance identified in Section 4 applies to the order.

Head of the Contracting Activity Date