70Z02326F12500006 - Sole Source Justification 1_Redacted.pdf

SOLE SOURCE JUSTIFICATION

FAR 8.401(b) (FAR Class Deviation 25-20 R1 for FAR Part 8), GSAR 538.7104-3, HSAM 3008.401-71(a)

1. Agency and Contracting Activity.

The Department of Homeland Security, United States Coast Guard (USCG), Office of Procurement and Contracting (CG HQ-COCO-1), proposes to enter into a contract using the GSA Multiple Award Schedule (MAS) program.

2. Nature and/or Description of the Action being Approved.

(a) Name and address of the contractor: JAVA PRODUCTIONS, INC. (JPI), 12235 Grapefield Rd, Unit 5, Bastian, VA 24314

(b) Type of action: Firm Fixed-Price Contract

(c) Estimated total value (including options):

Period Monthly Price Estimated Total

Base Year September 2026 – 2027

Total

(e) Type of funding: Operations and support funds

(f) Year of funding: Fiscal Year 2026

(g) Solicitation number: TBD

(h) Background information about the requirement: The Office of Civilian Strategic Planning & Applications (CG-CPM) manages the functional development, design, implementation, and ongoing operations of a variety of civilian human resource (HR) systems. These critical platforms include Human Resource Information Technology (HRIT) contracts, HR budget execution, internal/external financial controls, and Information Technology (IT) audits. Additionally, CG-CPM is responsible for generating complex data reports across the USCG, creating new hire and total civilian population data files via Direct Access, and managing the bi-weekly Time and Attendance processing cycle for USCG civilian employees.

Under a Blanket Purchase Agreement (BPA 70Z02323A50000001), JPI successfully engineered, mapped, and executed the civilian transaction and transition frameworks for the GovTA and USA Staffing platforms. While AskHR ticketing system is a distinct platform, its helpdesk operations must triage and resolve civilian HR data anomalies originating from these frameworks. Because JPI managed the preceding system transitions, they are uniquely positioned to stabilize the helpdesk workflows.

The deployment of the new AskHR ticketing system represents a critical phase of the USCG’s HR modernization roadmap. This 12-month action is a finite, requirement to support the system's deployment, stabilization, and immediate troubleshooting, ensuring no disruption to vital HR services.

3. Description of Supplies/Services. The Contractor shall provide all necessary personnel, management, materials, and administrative services required to maintain, adjust, and execute the project management structure supporting the AskHR ticketing system. In accordance with (IAW) the PWS, the Contractor must execute six (6) specific tasks:

Task 1: Change Management and Communications: Assist in developing and deploying change management initiatives to minimize disruption to civilian personnel.

This includes developing training artifacts (guides, job aids, instruction manuals), conducting train-the-trainer sessions, facilitating Customer User Acceptance Testing (UAT), and developing online training modules and videos for End Users and Fulfillers (Civilian HR Staff) in coordination with FORCECOM and CG Subject Matter Experts (SMEs).

Task 2: Project Scheduling: Identify task requirements and timelines to maintain and enhance the project schedule for the AskHR ticketing system using approved project definition and scheduling tools.

Task 3: Project Implementation: Provide implementation tasks and milestones within the project plan, monitoring and controlling processes to ensure final deliverables align with the USCG's overall implementation plan.

Task 4: Process Improvements: Gather requirements, map processes, and conduct interviews with SMEs to identify automation opportunities and onboarding process improvements. Contractor support will develop standard operating procedures (SOPs) documenting day-to-day operational procedures, conduct UAT in the stage and production environments of CGFixIT, and configuration content for AskHR (templates, reporting, and metrics).

Task 5: Project Management: Lead and participate in weekly meetings, manage day-to-day activities, track obstacles, document issues, and manage stakeholder expectations, including project management support for special initiatives.

Task 6: Facilitation, Coordination, and Documentation Support: Facilitate working groups, manage participant calendars, coordinate virtual/physical meeting locations, draft agendas, write Microsoft Teams meeting minutes, and provide comprehensive technical writing and editorial support.

The Contractor must provide Key Personnel meeting the PWS’s qualification requirements, specifically a Project Manager (PMP certified with five (5) years of progressive professional experience) and a Senior Consultant (PMP certified with 10 years of professional strategic business initiative experience).

4. Identification of Statutory Exception and Rationale. The statutory exception is: FAR 8.405-6(a)(1)(i)(B): Only one source is capable of providing the supplies or services required at the level of quality required because the supply or services are unique or highly specialized.

5. Demonstration of the Proposed Contractor’s Unique Qualifications to Provide the Requirement. The selection of JPI is justified because they are the only responsible source capable of executing the transition and helpdesk stabilization support immediately, without causing unacceptable delays to critical mission support and an unrecoverable, substantial duplication of costs to the Government.

a. Technical Continuity and Multi-System Interface Competency: As established in PWS Section 1.1, AskHR serves as the central intake and resolution platform for Civilian HR issues, which are heavily dependent on transactional data originating from Direct Access, GovTA, and USA Staffing. Under the previous BPA, JPI engineered and executed the transition frameworks for GovTA and USA Staffing.

Consequently, JPI possesses exclusive, highly specialized technical knowledge of the custom business rules, data models, and FORCECOM stakeholder networks that link these systems.

Because AskHR must process and resolve user errors originating from these platforms, JPI's deep operational familiarity with the custom-configured data workflows is critical for immediate execution. While the underlying system architecture and data are entirely Government-owned and hosted within the Government's customized ServiceNow platform (CGFixIT), JPI holds the specific, non-proprietary technical baseline maps and operational troubleshooting processes developed during the previous phase. A new vendor would require a lengthy ramp-up period to understand the customized USCG configurations and data interfaces within CGFixIT stage and production environments, resulting in an immediate gap in high-tier troubleshooting capability.

b. Substantial Duplication of Costs: Awarding to a Vendor other than JPI would result in a substantial duplication of cost to the Government. A new Vendor would require an estimated three (3) to four (4) months to conduct redundant discovery, map the existing USCG HR workflow networks, and gain system familiarity with CGFixIT and direct access data structures. Based on historical IGCE labor rates for cleared HR IT Program Managers and Analysts, this duplicated discovery phase is estimated to cost the Government an unrecoverable, redundant labor hours simply to bring a new Contractor to JPI's current level of technical readiness.

c. Unacceptable Delays to Mission Support: The AskHR ticketing system is a critical component of USCG HR modernization scheduled to replace legacy platforms. A three (3) to four (4) month onboarding and learning curve for a new Contractor would push the AskHR implementation past critical project milestones. This delay would leave USCG personnel with degraded HR ticketing support, directly disrupting the processing of active-duty pay, benefits, assignments, and personnel actions, thereby compromising CG personnel readiness.

IAW FAR Part 10, market research was conducted to determine if other sources could satisfy the Government’s requirement. A sources sought was published on OASIS + Small Business on 23 July 2026 with a close date of 28 July 2026. A total of 47 capability statements were received and evaluated.

While a robust commercial market exists for general IT program management and change management support, no other Vendors possesses the specific, customized USCG GovTA and USA Staffing platform configuration data context required to support the AskHR ticketing system on Day One without introducing unacceptable transition delays or substantial, unrecoverable duplication of costs.

6. Technical/Requirements Personnel Certification.

I certify this requirement meets the Government’s minimum need and that the supporting data, which forms a basis for this justification, is complete and accurate.

Ruta Dew Date Technical Representative

7. Contracting Officer’s Certification

I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief.

Sherylan Spears Date Contracting Officer

9/2/2026

9/2/2026