PTAG Intent to Sole Source – USPTO Office of Record Management (ORM) Support Services

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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), Office of Record Management (ORM) Public Records Division (PRD) seeks to continue to provide high performing records management services and customer fulfillment support services effective 12/29/2025 via a follow-on contract to small business JASINT CONSULTING AND TECHNOLOGIES, LLC; 9730 Patuxent Woods Dr # 500, Columbia, MD 21046; UEI: HE9UEML9S8S5 our current contractor, who has excelled in their performance over the life of the 66 month contract ending soon.

The goal of the Public Records Division is to provide products and services that meet customer expectations 100% of the time. The USPTO recognizes that the ability of any contractor to provide that level of service is dependent upon three factors:

1. The quality of the source of the image provided for reproductions;


2. The quality of the performance of the equipment/systems provided to the contractor; and


3. The interest of the contractor in managing its people and daily operations.

Currently, for example the quality of JASINT’s work in fulfilling the patents records being sold, and delivered, to the public is over 99% satisfactory; as judged by customer comments.

The Public Records Division must continue to maintain this level of quality without interruption.

Overview

The Patent and Trademark Copy Fulfillment Branch (PTCFB) of the Public Records Division (PRD) manages the Document Services Program (DSP). The DSP accepts and fills orders for certified and uncertified copies of United States Patent and Trademark Office documents. The overwhelming majority of orders for documents are from paying public customers. Only a small percent of total orders are for other government agencies, for in-house organizations or for special unpaid projects.

The workflow of the DSP is currently organized as a single production pipeline in which contract employees perform certain tasks, such as order entry, file retrieval and copy production, and Federal government employees perform certain other tasks, such as certification and order correction.

The Certified Copy Center (CCC) ties all functions of the production pipeline together through a number of modules that not only facilitate necessary production tasks, but also advance orders to subsequent processing stages and track order progress.

The business model followed in the Document Services Program is that of a retail sales operation. The integrated nature of the workflow makes it imperative that the contractor work closely with Patent and Trademark Copy Fulfillment Branch personnel to assure that customers receive correct certified and uncertified documents within stated time frames.

Because the Document Services Program is a revenue-producing function strongly tied to the U.S. Patent and Trademark Office’s (PTO) Strategic initiatives and goals, it is a very dynamic program with frequent policy, procedural and systems changes that directly impact these major components of the document services operation:

1. Customer Service:


2. Order Entry, Tracking, Finishing


3. Order Entry


4. Document Tracking


5. Document Finishing


6. Document Production


7. Copy production via six paths.
   
   
   
   1. Electronic Source to Central Paper Printers or DVD/CD Burner
   
   
   2. Electronic Source to Manual Stand-Alone Printer
   
   
   3. On-site Physical Source to Manual Copier
   
   
   4. Off-site Physical Source to Manual Copier
   
   
   5. Off-site File Wrapper to Manual Copier
   
   
   6. Off-site Variable Source to Variable Copy (for copies that cannot be produced in-house)
   
   
   
   

The contractor must be flexible and proactive to assure the contractor’s portions of the production pipeline are in synchronization with the PTO’s portions of that same pipeline as changes occur. The Document Services Program is expected to remain dynamic throughout the life of this contract. And only JASINT is able to achieve this at this time.

Justification

The justification for JASINT to be the sole contractor to perform these services is summarized here but not limited to these reasons:

• No competing vendors have the immediate expertise to meet production requirements. Nor have any been found that can meet the demands of this comprehensive requirement.


• The current production requirements will continue seamlessly because the JASINT staff and management is already integrated into the USPTO’s environment.


• Because the learning curve is so great, any change in contractor would have devastating impact on the fulfilling the public’s time-sensitive dated requests.


• The current contractor staff is trained and integrated into the established business processes and on the proficient on use of the USPTO technology.


• The Document Services Program has been supported by JASINT staff for the past 13 plus years successfully


• JASINT a proven work record using the associated USPTO applications and infrastructure.


• JASINT staff are all vetted and have passed the extensive security screening to be allowed to accommodate the OPM security mandates.

As a result, we have identified our current provider JASINT as the sole contractor who can maintain the necessary quality in the work product needed to fulfill these services.

Currently, this requirement is in the 8(a) program under NAICS 561410 which JASINT has graduated from. However, over the previous months, in which this agency did extensive market research reviewing the marketplace for these services on GSA and in the public domain, the multiple policy changes, staff reductions and return to office initiatives have created delays in the procurement process which have exacerbated the agency’s need for this intent to sole source.

Additionally, the recent government closure and further reductions in force has now created an environment which makes a follow-on contract to JASINT 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 if other valid 8(a) or other small business contractors presented themselves However, these services are too important to let lapse, and with the current contract ending on 12/27/25 the USPTO has determined that a contractor change, at this time, would not be feasible, realistic, or in the best interests of the agency.

As stated in the reasons for this justification above, 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 document fulfillment services process.

Based on all of the above. Our current provider, JASINT, is the sole provider able to ensure continuity of the existing services at the existing quality levels to prevent any delays in our ability to provide the required record management 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 with JASINT to provide the required 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 Wednesday, October 15, 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-26-0265 _ORM documents_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.

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