JA SSS Extension September -September 2025 Redacted.pdf
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- Attached to
- 1- month Bridge;2 30 day options Student Support Federal contract opportunity
- Solicitation number
- HSFLAR-17-D-00002
About this file
This document is a Justification and Approval (J&A) for a contract extension for Student Support Services at the Federal Law Enforcement Training Centers (FLETC) in Artesia, New Mexico. The extension is for Oak Grove Technologies, the incumbent contractor, to continue providing services for one month (September 1-30, 2025) with two additional 30-day option periods. The contract (HSFLAR-17-D-00002) is being extended due to delays in the new contract award process, with the solicitation for the follow-on contract released on February 13, 2025, and proposals due March 28, 2025.
The services include comprehensive student support management at FLETC, involving personnel, supervision, equipment, and logistics for training delivery. The extension is critical to maintain continuity of services, with 750 classes and 20,731 students scheduled during the extension period. The current contractor has 180 trained personnel already in place and extensive equipment, making an immediate transition to a new contractor challenging. The contract is a firm-fixed price, using operations and support funds from Fiscal Year 2025 and Fiscal Year 26, and is being awarded as a small business set-aside under the statutory authority of 41 U.S.C. 3304(a)(1).
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Text version
August 29, 2025
405-146 (PRO/MRSD)
MEMORANDUM FOR:
THROUGH:
FROM:
SUBJECT: Justification and Approval for Other than Full and Open Competition, HSFLAR-17-D-00002, Student Support Services; Request for 1-month extension period, 2 30-day options
REFERENCE: FAR 6.302-1, Only One Responsible Source and No Other Supplies or
Services Will Satisfy Agency Requirements
Pursuant to the requirements of the Competition in Contracting Act (CICA), as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.3 and in accordance with the requirements of FAR 6.303-1, the justification for the use of statutory authority under FAR Subpart 6.3 is justified by the following facts and rationale required under FAR 6.303-1 as follows:
1. Agency and Contracting Activity: The Department of Homeland Security (DHS), Federal Law
Enforcement Training Centers (FLETC), Procurement Division proposes to enter into a one month; 2 30 day option contract extension on a basis of other than full and open competition
HSFLAR-17-D-00002
Student Support Services Justification and Approval (J&A) to Continuity of Services
(h) Background information about the requirement.
Documentation required to initiate the follow-on contract was received and solicitation 70LART25RPFB00005 Student Support Services Artesia 70LART25RPFB00006 Training Support Services Artesia 70LART25RPFB00007 Transportation Artesia commenced. A pre-solicitation draft notice was posted to SAM.gov on September 5, 2024, for this action and solicitation documents were released 2/13/2025 as a small business set aside with a closing date for receipt of proposals established for 3/28/2025, 2025 (phase one due date). Award is anticipated for October 1, 2025; however a one-month option and 2 30-day option is being sought.
Approval is hereby being sought to extend the contract period an additional one month and 2 30-day options because the current procurement timeline places the estimated award date of a new contract well after the end of the period of performance of the current contract, which is August 31, 2025. To maintain a continuity of services, this extension of the current contract is required, extending the period of performance of contract HSFLAR-17-D-00002 through September 30, 2025. This will ensure continued support until a new contract is awarded and provide for a minimum 14-day Phase in Period of the new contract.
Description of Supplies/Services: The Contractor shall provide the management, supervision, and all personnel, equipment, tools, materials, transportation, supplies and services necessary to perform student support services at FLETC, Artesia, NM. The Student Support services include a full range of management duties including, but not limited to, planning, scheduling, and report preparation, establishing and maintaining records, data entry and quality control. The Contractor shall have property control expertise to include daily support management, daily accurate inventory control, daily accurate inventory tracking, and a property program compatible with Government programs such as Excel to ensure the Government is provided with the most up-to-date information immediately when requested.
The bridge action will be for a 1-month base period, with 2 30-day option periods to allow time for the corrective action in response to the aforementioned protest.
The period of performance (PoP) shall commence September 1, 2025, ending September 30, 2025. The funding for this bridge action has been approved for 3 months inclusive of all services under purchase request (PR) 25ART0001A. The Mission Readiness Support Division (MRSD) is working to secure funding approval of the total aggregate value for the 3-month base period.
(a) Type of action: Firm-Fixed Price
(b) Amount: Aggregate for 1-months base period, with 2 30-day option periods
(c) Year of Funding: FY2025 and FY 26 for 2 30-day options
(d) Sole Source: Oak Grove Technologies 4140 Parklake Ave Ste 330 Raliegh, NC 27612-3723
3. Identification of Statutory Authority Permitting Other than Full and Open Competition:
The statutory authority permitting other than full and open competition is 41 U.S.C. 3304 (a) (1)
HSFLAR-17-D-00002
Student Support Services Justification and Approval (J&A) to Continuity of Services implemented by the FAR Subpart 6.302-1 entitled “Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.”
4. Identification of Exception to the Buy American Statute. Not applicable to this action.
5. Demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited: The current contract is set to end prior to the award of a new contract. To meet the immediate short-term need, the current contractor is the only company that can meet the requirements on an interim basis until the award of the follow-on contract as the current contractor already has cleared and trained 180 personnel on staff and is fully mobilized. Additionally, the amount of contractor furnished vehicles, equipment, and supplies is extensive and it would be impossible for a new contractor to provide in less than thirty days to take over this contract only to demobilize after the six-month period.
A lapse in contract support would present an unacceptable risk to FLETC Artesia Training Delivery Point (TDP). Should these critical services become unavailable, it would have a major negative impact on the ability of the FLETC to provide critical training to approximately 100 federal agencies partnered with FLETC. There are 750 classes for 20,731 students scheduled for this extension period. This does not include the students who were already on center at the beginning of December 1, 2024.
6. Description of Efforts Made to Ensure that Offers are Solicited from as Many Potential Sources as is Practicable: This subject contract five-year period of performance and continuity of service ends on August 31, 2025; however, one three-month extension for the period of September 1, 2025, to September 30, 2025, to allow time award and two week phase in process.
The award was anticipated for September 1, 2025, but extenuating circumstances have resulted in delays for the new award as follows:
A. Solicitation 70LART25RPFB00005 Student Support Services Artesia
70LART25RPFB00006 Training Support Services Artesia 70LART25RPFB00007 Transportation Artesia released February 13, 2025, with proposals due March 28, 2025, for phase 1.
7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The contracting officer determines that the anticipated price(s) will be fair and reasonable based on price analysis, in accordance with FAR 15.404(b)(2)(vi).
The labor rates included in the monthly prices proposed for the extension of the current contract will be based on the latest revision to the existing wage determination number 2015-5455, Revision 25, dated July 22, 2024 and wage determination 2011-0084, revision 29, dated 7/22/2024.
8. Description of Market Research: Market research conducted during acquisition planning for the follow-on contract included a search performed throughout 2024, Market Research through GSA on 4/29/2024 through 5/6/2024 for (all requirements. Market research August 8, 2024,
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