PTAG INTENT TO SOLE SOURCE – USPTO HUMAN RESOURCES INFORMATION SYSTEMS (HRIS) SUPPORT SERVICES

PTAG Part 6.1.1 Synopsis – Intent to Sole Source

For this procurement, the USPTO is exempt from the Competition in Contracting Act (CICA) as the subject requirement is being procured using the Alternative Competition Method in accordance with the Patent and Trademark Office Acquisition Guidelines (PTAG) and the Patent and Trademark Office Efficiency Act 35 U.S.C. 2(b)(4)(A). The full text is located here: https://federalregister.gov/a/2013-24316

The United States Patent and Trademark Office (USPTO), The Office of Human Resources (OHR), Human Resources Information Systems (HRIS) Division has an urgent requirement to continue to provide expert level support services effective 11/1/2025 via a follow-on contract to IT Concepts, Inc; 8201 Greensboro Dr Ste 735, McLean, VA 22102-3810; UEI: GJ5YALPQMCH1 our current contractor to help improve and maximize USPTO’s use of HRConnect as well as providing tier 1 customer support to all of the end users of the HRConnect System as described here:

• HRIS Support Services provides  expert level support with the Human Resource (HR) Connect solution and other enterprise-wide human capital solutions, to help sustain, improve and maximize USPTO’s use of automated human capital solutions. The support service plays an active role in maintaining and improving ongoing operations and processes related to HR solutions. The support service provides advice and guidance on the use of new HRConnect functionality and supplemental HR systems that benefit the HRIS function.

• The HRIS requires general tier one support for Human Resource staff, USPTO Managers, and their Proxies and USPTO employees in the everyday use of HR solutions including but not limited to, HRConnect and the National Finance Center (NFC) EPIC system, as well as with deployment of new functionality for the various HR solutions.

• The HRIS requires account management support for systems such as the US Staffing system and Electronic Verify (E-Verify). This support includes creating and deleting accounts and resetting or unlocking passwords along with other basic Tier-1 support for various systems that are managed by HRIS.

• The HRIS requires support in the use of predetermined tools to retrieve data from relational databases and mainframe computers, and provide a variety of data reporting with an emphasis on data quality and accuracy for the purpose of providing statistical data to the OHR and its customers throughout the USPTO.

• The HRIS requires specialized assistance in the systematic design, development, clean-up, maintenance & continuous management of the OCAO & OHR internal web portals. This role is vital in ensuring the delivery of streamlined, current information about OCAO, OHR and USPTO to the USPTO community.

As a result, we have identified our current provider IT Concepts,  as the sole contractor  who can supply the multiple required support services described above because this firm is uniquely positioned with the knowledge, experience and fully vetted staff to fulfill the extensive nature of these comprehensive HRIS support services.

Currently, this requirement is in the 8(a) program under NAICS 541612 which IT Concepts has graduated from.  However, over the previous months, in which this agency did extensive market research including sources sought postings to both sam.gov and eBUY, the multiple policy changes, staff reductions and return to office initiatives have created delays in the procurement process which have led to the agency’s need for this intent to sole source. 

The recent government closure and further reductions in force has now created an environment which makes a follow-on contract, or shorter term follow-on bridge contract to IT Concepts, both urgent and necessary as it impacts both the Small Business Administration’s (SBA) review process, as well as the ability to fully vet, in a timely manner, via security background checks any new staff that would be the result of making an award to a new contractor.  How long the government closure will last, or what kind of lasting impact on agencies after the closure has ended is unknown and unknowable at this time.

The USPTO is not averse to competing this requirement at a later date.  However, these services are too important to let lapse, and with the current contract ending on 10/31/25  the USPTO has determined that a contractor change, at this time, would not be feasible, realistic, or in the best interests of the agency.

Such a switch would require significant downtime in onboarding a new vendor, which would include requiring an extensive background check, as well as overcoming a large learning curve to become familiar with the USPTO HRIS process.

Based on all of the above. Our current provider, IT Concepts,  is the sole provider able to ensure continuity of the existing provided services at the existing service levels to prevent any delays in our ability to provide the required HRIS support Services.

As a result, per PTAG 6.1.1 (d) the USPTO intends to negotiate and award a firm fixed price follow-on contract or follow-on short term bridge contract with IT Concepts  to provide the required HRIS services identified.

This notice of intent is not a request for competitive proposals nor will a solicitation be issued to the public. 

Any questions regarding this notice must be submitted in writing via email to the following point of contact (POC) or alternate point of contact no later than 1:00PM ET on Thursday, October 9, 2025.

• POC: Christopher Ward at Christopher.ward@uspto.gov
• Alternate POC: Kendall Jones at  Kendall.jones1@uspto.gov 
• NO PHONE CALLS PLEASE

***Please use ACQ-26-0279_HRIS_Intent in the subject line of responses.***

PTAG SYNOPSIS STATEMENT

The subject requirement is being procured using the Alternative Competition Method in accordance with the Patent and Trademark Office Acquisition Guidelines (PTAG) and the Patent and Trademark Office Efficiency Act 35 U.S.C. 2(b)(4)(A) The subsequent solicitation will not be posted on SAM.gov and instead sent directly to the vendor listed above

DISCLAIMER

All information received in response to this Special Notice that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this special notice.