ATTACHMENT K - Procurement Package Template 11.6.2024.pdf

Customer Reference Guide/Procurement Package

Attachment 3: Equipment & Supply

Chapter 7, Detailed Customer Procedures

Revision: 19

Effective Date: 08/01/24

PURPOSE: To ensure standardization of the submission process for equipment and supply projects, complete this checklist and submit it with your request for procurement. If you have any questions on the requirements, please reach out to your Acquisition & Utilization Specialist (AUS, if applicable, and/or the Network Contracting Office (NCO).

ALL DOCUMENTS ARE TO BE PROVIDED ELECTRONICALLY THROUGH FORCE

DATE: 2237#

COR NOMINATION (if applicable) REFERENCE: Appendix F COR Roles-Responsibilities of the

Customer Reference Guide

COR NAME: COR TELEPHONE #: ___

DATE COR TRAINING COMPLETED: (Submit training certificate with procurement package)

LINK TO: COR Nomination Memo

Enclosed

Not

Required

1. Requestor (Program Office): Provide a list of users of the supplies/services being requested, by department, name, and telephone number. The list should include a person and/or user group responsible for the quality requirements of the contract.

List the departments who will use the supply or service being requested.

Include contact information for each department.

2. 2237: Indicate below if the 2237 corresponding to this request is funded or unfunded.

FUNDED UNFUNDED

In almost all cases, the project needs to be funded before moving forward. The 2237 needs to be submitted through the Approving Official, the Accountable Officer, and the stations IFCAP system. If it is unfunded, please draft a Certification of Funding memorandum and have it endorsed by the Capital Asset Manager and Fiscal.

https://vaww.ecms.va.gov/FORCE/#/requirements https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG-Appendix_F_CORs.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20-%20COR%20Nomination%20Memo_P01.docx

3. Major Acquisition Integrated Product Team (IPT) Requirement

An IPT is required for major acquisition if the estimate is valued above

$7M (including options). IPTs are also required for complex acquisitions valued at less than $7 million when there is considerable technical, program, or business risk to the Government. The program office is responsible for establishing the IPT, chairing the IPT, and when appropriate, arranging for a trained facilitator.

Was an Integrated Product Team convened?

YES NO NOT APPLICABLE

If no, provide documentation or request for waiver in accordance with

(IAW) VA PPM (2017-05, Use of Integrated Product Teams (IPTs) for Major

Acquisitions.

IPTs should consist of voting members from the program office, contracting/procurement office, Office of Small and Disadvantaged

Business Utilization (OSDBU), and any other representatives as deemed necessary by the Chair.

See paragraph 5 (a) through (d) of VA PPM 2017-05 for list of procurement actions that are excluded from the IPT process.

4. High Tech Medical Equipment (HTME) with Maintenance Services built in: The National Acquisition Center (NAC) has issued a full listing of

HTME contracts where some vendors offer both equipment and maintenance services.

Class Justification for Exemption to Fair Opportunity for the maintenance services (JEFOs) have been approved so orders may be placed without further competition. Before requesting Contracting to place an order that include maintenance services, review the line items to ensure the items requested are on the contracts with the maintenance service and a JEFO is approved for that contract. See the links below:

HTME contracts: High Tech Medical Equipment Division - Home

(sharepoint.com).

JEFOs: High Tech Medical Equipment Division - JEFOs - All Documents

(sharepoint.com).

http://www.va.gov/oal/docs/business/pps/ppm201705.pdf http://www.va.gov/oal/docs/business/pps/ppm201705.pdf https://dvagov.sharepoint.com/sites/VACOOALC/NAC/NCSdata/HTME/JEFOs/Forms/AllItems.aspx https://dvagov.sharepoint.com/sites/VACOOALC/NAC/NCSdata/HTME/JEFOs/Forms/AllItems.aspx https://dvagov.sharepoint.com/sites/vacooalcnacncscomm https://dvagov.sharepoint.com/sites/vacooalcnacncscomm https://dvagov.sharepoint.com/sites/VACOOALC/NAC/NCSdata/HTME/JEFOs/Forms/AllItems.aspx https://dvagov.sharepoint.com/sites/VACOOALC/NAC/NCSdata/HTME/JEFOs/Forms/AllItems.aspx

5. Pre-Procurement Assessment (PPA) for Medical Device/Systems

Veterans Affairs (VA) Directive 6550, dated June 3, 2019, establishes the technical PPA and implementation requirements for medical devices and medical systems that are connected to the VA network or stand-alone medical devices that store sensitive patient information.

All medical devices/systems are to be assessed prior to procurement and during the acquisition planning process based on the following factors. These factors include, but are not limited to, clinical features/functionality, human factors engineering, safety, security, serviceability, reliability, integration requirements, and available space and infrastructure utility requirements, such as power, air conditioning and network connectivity.

The PPA serves as the multi-disciplinary (BME and OIT) technical review and approval process for network connected medical device/system procurements. If internal VA IT software development is not required to deploy the device/system and IT infrastructure is sufficient for the deployment, no additional VHA resource/project requests are required.

Biomedical Engineering (BME) leads the PPA process to ensure appropriate assessment/review is performed by OIT prior to purchase.

Utilize VA Directive 6550 Appendix A to initiate the PPA process for all applicable medical devices/systems and submit to the VISN BME manager. Note: The overall process is outlined in Appendix B, and the process flowsheet in Appendix C provides a high-level overview of the workflow.

Evaluating the configuration and security profile of medical devices during the acquisition planning process will assist in identifying potential risks and provide for a more effective and safe integration of medical devices/systems into healthcare operations. Key stakeholders involved in this process are: VHA Biomedical Engineering, Office of Information

Technology, Information Assurance/Cybersecurity, Contracting and

Contractor.

Does this medical/device store patient data and will it be connected to the VA information network?

https://vaww.va.gov/vapubs/viewPublication.asp?Pub_ID=1042&FType=2 file:///C:/Users/VHABRXBORGEY/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/IN4CNH9M/Veterans%20Affairs%20(VA)%20Directive%206550

YES ( ) NO ( )

If yes:

Was Biomedical Engineering involved in the PPA review process?

YES ( ) NO ( )

To ensure that Biomedical Engineering was properly engaged in the procurement of all medical device/systems, submit a completed copy of the 6550 Appendix A (including all required signatures) with the procurement package.

Note: Requirements that need install/deinstall should be reviewed by

Facilities, Engineering, and Biomed to reduce contract completion delays.

6. Federal Information Technology Acquisition Reform Act (FITARA)

The requiring activity responsibilities apply to all Administrations and

Staff Offices within the Department of Veterans Affairs that intend to make an IT/IT-related acquisition, regardless of funding source. The requiring activity is responsible for identifying requirements for the upcoming fiscal year, to include approvals for modifications and option years, and ensuring that the requirements align to the VA or IT Strategic

Plan, as applicable.

To ensure IT/IT-related requirements are reviewed for FITARA compliance, submit the initial request for review and approval through the

Acquisition Review Module (ARM) in the Budget Tracking Tool (BTT). The

OI&T FITARA SOP applicability section identifies the acquisitions that require FITARA compliance. Follow the steps below to obtain review in

BTT:

Step 1: Identify Requirements. Identify the requirement and ensure the requirement aligns with the approved VA Strategic Plan and/or the approved IT Strategic Goals and Objectives.

Step 2: Conduct Budget Concurrence. Provide funding documents

(such as VA Form 2237, or a budget memo) signed by the budget official.

Step 3: Populate Requirements in BTT. Complete the ARM fields and upload the required documents (e.g., Product Description (PD), Performance Work Statement (PWS), Statement of Objectives (SOO) and file:///C:/Users/VHACOB~1/AppData/Local/Temp/MicrosoftEdgeDownloads/2e310663-44e8-4228-bc50-43e7cfc194ec/Directive_6550_and_App_3_June_2019.pdf https://vaww.oit.va.gov/services/arm/ https://btt.dva.va.gov/ https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/V01257138_FITARA%20SOP_FINAL.docx

Independent Government Cost Estimate (IGCE) into the ARM module of

BTT. Access the BTT link at: https://btt.dva.va.gov.

When the initial FITARA review process is complete, download the approval and submit it along with the complete procurement package through FORCE.

The FITARA VHA Guide, dated April 20, 2021, explains the tools and provide background information and guidance for complying with

FITARA.

In addition, see VAAM M807.103-72.

7. Trade-in Consideration

When Ordering Activities have personal property that is wearing out or obsolete and must be replaced, they should consider either exchanging or selling that property. The determination to Exchange/sale should take place at the beginning phase of planning. “Exchange” means to replace personal property by trade or trade-in with the supplier of the replacement property. The exchange allowance or sales proceeds should offset the cost of the replacement personal property. You should not use the exchange/sale authority if the exchange allowance or estimated sales proceeds for the property will be unreasonably low. When estimating the return under each method, consider all related administrative and overhead costs. You may use the exchange/sale authority only if you meet all conditions. For the specific conditions, see paragraph 1.2.11 of

Chapter 7 Detailed Customer Procedures of the CRG.

8. Acquisition Planning: IAW Federal Acquisition Regulation (FAR) 7.102

Acquisition Planning is required for all acquisitions.

See VAAM M807.103 and Chapter 5 of the Customer Reference Guide

(CRG) for requestor’s responsibilities in developing and documenting acquisition plans.

The following templates are provided for use in documenting the appropriate actions.

a. Full version of the written Acquisition Plan (VAAM Attachment

M807-B, Acquisition Plan Template) is required for acquisitions at or https://btt.dva.va.gov/ https://dvagov.sharepoint.com/sites/VHAProcurement/OldVHAPM/FITARA%20VHA%20Guide%20Final%20v1%204-20-21%20Restricted_.docx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.103-72_CIO_review/approval https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG_7-CustomerProcedures.aspx https://www.acquisition.gov/far/part-7#FAR_7_105 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.103_Agency-head_responsibiliti https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG_5-AcquisitionPlanning.aspx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-B%20Acquisition%20Plan%20Template.docx?d=w7949f6a3b33b40e88e30bbfe76689d55 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-B%20Acquisition%20Plan%20Template.docx?d=w7949f6a3b33b40e88e30bbfe76689d55 above $7.5M (including the value of all options). In addition, the full version template is required for documenting acquisition plans of all cost-reimbursement and other high-risk contracts (to include time-and-materials/labor hour type contracts) other than firm-fixed price

IAW FAR 7.103(e) at any dollar value. If the Acquisition Plan template is not used, documentation must comply with FAR 7.105 and the requirements in VAAM M807.105-72. See VAAM M807.105-71(c) for when an acquisition plan is not required.

b. Document acquisitions from the Simplified Acquisition Threshold

(SAT) $250,000 and below $7.5 million(M) within the Market Research

Templates available at VHAPG Part 810 (Streamlined Market Research

Report Template or Market Research Report Template) or staff may use VAAM Attachment M807-A. See VAAM M807.105-71(c) for when an acquisition plan is not required.

c. Per VAAM M807.105-71(c), acquisition plans are not required for actions over the micro-purchase threshold up to the SAT. VHA HCAs have determined that acquisition planning must be documented in the Streamlined Market Research Report Template to comply with

FAR 7.102 and VAAM 807.105-70(a) which states “Irrespective of the requirement for a written acquisition plan, COs and acquisition planners are required to perform acquisition planning and conducting market research IAW FAR 7.102. Certain key information, such as, contract type, milestone schedule, sources, government furnished property and security among other key FAR 7.105 considerations, must be appropriately considered and documented in the file.”

In addition to addressing the requirements of FAR 7.105, see VAAM

M807.105-72 for additional requirements that must be included in the contents of the written acquisition plans. Be sure to mark the AP with the legend that states: “Source Selection Information”. Additionally, since the

AP contains proprietary and/or source selection sensitive information it must not be released outside the Government and must be appropriately protected and secured, see FAR 3.104-4.

Consolidation and Bundling: Provide information to the CO to help prepare the Consolidations and Bundling Acquisitions Determination and

Findings. The templates below are provided for your use.

https://www.acquisition.gov/far/part-7#FAR_7_103 https://www.acquisition.gov/far/part-7#FAR_7_105 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.105-72_Contents_of https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.105-70_Required_written https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_810.001.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_810.001.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_810.001.aspx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-A%20Streamlined%20Acquisition%20Decision%20Document%20Template%20.docx?d=we6f8227b9c9e449ebc6ec72851224741 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.105-70_Required_written https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.105-71_Written_acquisition https://www.acquisition.gov/far/part-7#FAR_7_102 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.105-70_Required_written https://www.acquisition.gov/far/part-7#FAR_7_102 https://www.acquisition.gov/far/part-7#FAR_7_105 https://www.acquisition.gov/far/7.105 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807 https://www.acquisition.gov/far/3.104-4

a. VAAM Attachment M807-C, Consolidation Determination and

Findings Template: The Template represents the Determination that

Consolidation Is Necessary and Justified.

b. A sample template for Determining that Bundling Is Necessary and Justified is available at VAAM Attachment M807-D, Bundling or

Substantial Bundling Determination and Findings Template.

Inherently Government Functions

Submit a written determination with the procurement package that none of the functions to be performed are inherently governmental as defined in FAR subpart 7.5, and specifically, for functions similar to those listed under FAR 7.503(c). See VAAM Attachment M807-E Memorandum, a template that can be used to make the appropriate written determination.

For additional information, see VAAM M807 Acquisition Planning.

9. Market Research: FAR 7.102 requires Market Research for all acquisitions. This is a collaborative effort between the requestor/program/project offices and the CO in planning for the requirement.

VA issued the VA Market Research Guide that provides guidance on the technique and procedures for conducting market research.

The following templates found in VHAPG 810.001 Market Research Guide should be used to document the market research results.

a. Attachment 1: Streamlined Market Research Report Template for actions from the micro-purchase threshold and up to the SAT; or

b. Attachment 2: Market Research Report Template for actions at or exceeding the SAT.

Part of the Market Research process involves review of the Small Business

Administration (SBA) certification database on the SBA Veteran Small

Business Certification Program (VetCert) portal at https://veterans.certify.sba.gov/ by the applicable North American

Industry Classification System (NAICS) code to determine whether two or https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-C%20Consolidation%20DnF%20Template.docx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-C%20Consolidation%20DnF%20Template.docx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-D%20Bundling%20or%20Substantial%20Bundling%20DnF%20Template.docx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20VAAM%20M807-D%20Bundling%20or%20Substantial%20Bundling%20DnF%20Template.docx ttps://www.acquisition.gov/far/part-7#FAR_Subpart_7_5 https://www.acquisition.gov/far/part-7#FAR_7_503 https://dvagov.sharepoint.com/:w:/r/sites/VACOOALALF/ALFA/_layouts/15/Doc.aspx?sourcedoc=%7B44B672CE-1E2F-4C34-90B0-9C033B14BA71%7D&file=Attachment%20VAAM%20M807-E%20-%20IGF%20Template.docx&action=default&mobileredirect=true https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M807#_M807.107_Additional_requirements https://www.acquisition.gov/far/part-7#FAR_7_102 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Appendix%20M810-A%20VA%20Market%20Research%20Guide%20for%20Acquisition%20Teams.pdf https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_810.001.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Atch%201%20VHA%20Streamlined%20MR%20Report%20Template.docx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Atch%202%20VHA%20Market%20Research%20Report%20Template.docx https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://www.census.gov/naics/ more certified service-disabled veteran-owned small businesses

(SDVOSBs) and/or veteran-owned small businesses (VOSBs) are listed in the SBA database. Market research documentation must include information on whether two or more verified SDVOSBs or VOSBs are available based on VA “Rule of Two” IAW 38 U.S.C. 8127(d) requirements.

Additionally, you may research the SBA Dynamic Small Business Search tool to search filter for SDVOSB/VOSB and other SBA certifications such as WOSBs, General Services Administration (GSA) Federal Supply

Schedules (FSS), trade shows, reading journals, vendor demonstrations

(see attached vendor demo agreement), internet research, contact other

VISN’s to see what or how they are doing things.

Sole Source requirements should also be addressed in the Market

Research document and a justification submitted with the procurement request.

For additional information, see VHAPG Part 806.3 Other Than Full and

Open Competition (OFOC) and the OFOC paragraph below that lists and hyperlink all the justification templates and their locations. Submit market research documentation with procurement package through

FORCE.

Note: Additional market research/VetCert is not required for DO/TOs under VA single award IDIQ/Requirements contracts. Submit market research documentation with procurement package through FORCE.

The CO will use the market research submitted for acquisition planning purposes and conduct a VA Rule of Two determination IAW the contracting order of priority, see VAAR 819.7005.

Additional information is available in VHAPG Part 810.001 Market

Research.

The extent and amount of market research and documentation depends on the complexity, dollar value, urgency, past performance, and other unique aspects of a potential acquisition.

https://www.va.gov/osdbu/docs/38USC8127and8128.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdsbs.sba.gov%2Fsearch%2Fdsp_dsbs.cfm%3FCFID%3D357558%26CFTOKEN%3Da7ba65e9f926898d-0B75E6AB-E107-125B-C2FF5961C175E312&data=05%7C01%7C%7C523068de97de44a6a94208dbdad1421a%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638344364516058931%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2FFs%2BkYGNUb1S0ioD2B1bxori83ANeWp2Bl2S8O8V91w%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdsbs.sba.gov%2Fsearch%2Fdsp_dsbs.cfm%3FCFID%3D357558%26CFTOKEN%3Da7ba65e9f926898d-0B75E6AB-E107-125B-C2FF5961C175E312&data=05%7C01%7C%7C523068de97de44a6a94208dbdad1421a%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638344364516058931%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2FFs%2BkYGNUb1S0ioD2B1bxori83ANeWp2Bl2S8O8V91w%3D&reserved=0 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/Vendor%20Loan%20Agreement%20or%20Vendor%20Demo%20Agreement.docx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_806.3.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_806.3.aspx https://vaww.ecms.va.gov/FORCE/#/requirements https://veterans.certify.sba.gov/ https://vaww.ecms.va.gov/FORCE/#/requirements https://www.va.gov/oal/library/vaar/vaar819.asp#8197005 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_810.001.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_810.001.aspx

10. Other Than Full and Open Competition (OFOC): Address Sole

Source requirements in the Market Research document and when applicable, submit a sole source justification with the procurement package through FORCE.

The following Justification templates are available for use:

(a) VHAPG 806.3: Attachment 1, Justification for Other Than Full and

Open Competition over the SAT for Open Market Items/Services IAW

FAR 6.302;

(b) VHAPG 808.405-6: Attachment 1, Justification for Limiting

Sources from MPT up to Simplified Acquisition Threshold (SAT) for FSS

Orders IAW FAR 8.405-6 and Attachment 2, Justification and Approval for Limiting Sources over SAT for FSS orders IAW FAR 8.405-6 (a) or (b);

(c) VHAPG 813.106(b): Attachment 1, Single Source Award

Justification for Simplified Acquisitions Procedures (SAP) up to the SAT for Open Market Items/Services IAW FAR 13.106-1;

(d) VHAPG 813.5: Attachment 1, Sole Source Justification Template greater than SAT up to $7.5M (including brand name) IAW FAR

13.500(a);

(e) VHAPG 816.505: Attachment 1, Justification for an Exception to

Fair Opportunity for Open Market Items/Services IAW FAR 16.505; and

(f) VHAPG 819.7008/009: Attachment 1, Justification for Other Than

Full and Open Competition greater than SAT for Open Market

Items/Services to SDVOSB/VOSBs up to $5,000,000 IAW FAR 6.302-5 and VAAR 819.7008 and 7009.

Click here to see Posting Requirements for Limited Sources J&As.

Non-Competitive procedures for Veteran Owned Small Businesses:

A contract may be awarded by the CO to a certified SDVOSB or a certified VOSB if no SDVOSB can satisfy the need, using procedures other than full and open competition when—

(a) Such concern is determined to be a responsible source with respect to performance of such contract opportunity;

https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_806.3.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/PG_Part806.3_Atch1_FAR6_JA_OVER_SAT.docx https://www.acquisition.gov/far/part-6#FAR_6_302 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_808.405-6.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch1_Limiting_Sources_Justification_MPT-SAT.docx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch1_Limiting_Sources_Justification_MPT-SAT.docx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch1_Limiting_Sources_Justification_MPT-SAT.docx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch1_Limiting_Sources_Justification_MPT-SAT.docx https://www.acquisition.gov/far/part-8#FAR_8_405_6 https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch2_Limiting_Sources_Justification_OVER_SAT.docx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch2_Limiting_Sources_Justification_OVER_SAT.docx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/PG_Part808.405-6_Atch2_Limiting_Sources_Justification_OVER_SAT.docx https://www.acquisition.gov/far/part-8#FAR_8_405_6 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_813.106-1.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20Single%20Source%20Justification%20MPT%20to%20SAT.doc https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20Single%20Source%20Justification%20MPT%20to%20SAT.doc https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20Single%20Source%20Justification%20MPT%20to%20SAT.doc https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20Single%20Source%20Justification%20MPT%20to%20SAT.doc https://www.acquisition.gov/far/part-13#FAR_13_106 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_813.5.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20FAR%2013.5%20Sole%20Source%20Justification%20-%20Over%20SAT.docx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20FAR%2013.5%20Sole%20Source%20Justification%20-%20Over%20SAT.docx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20FAR%2013.5%20Sole%20Source%20Justification%20-%20Over%20SAT.docx https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_816.505.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/Attachment%201%20Exception%20to%20Fair%20Opportunity.doc https://www.acquisition.gov/far/part-16#FAR_16_505 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/VHAPG_Part_819.7007-7008.aspx https://dvagov.sharepoint.com/:w:/r/sites/VHAProcurement/VHAPG/PG_Part819.7008-7009_Atch1_FAR6_JA_OVER_SAT.docx https://www.acquisition.gov/far/part-6#FAR_6_302_5 https://www.va.gov/oal/library/vaar/vaar819.asp#819708 https://www.va.gov/oal/library/vaar/vaar819.asp#8197009 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPG/Posting%20Requirements%20for%20Justifications.docx

(b) The anticipated award price of the contract (including options) will exceed the simplified acquisition threshold, but will not exceed $5 million; and

(c) Contract award can be made at a fair and reasonable price that offers best value to the United States.

Disclosure Agreement for sole source actions over the SAT: IAW

M806.303-170(c) and VAAM Alert 23-02, a disclosure agreement is required for all VA staff involved in the planning and decision to make award. The disclosure must be documented on VAAM Attachment

M806-C and forward with the procurement package through FORCE.

VHA COs will contact OGCs Specialty team in case of a disclosure that may, or perceived to, impair the VA staff’s independent judgment to determine if the VA staff will need to recuse themselves.

Note: If the specific item you are purchasing can only be provided by one company or one supplier, provide convincing and thorough evidence that only that one company or supplier can meet the needs of the project. The justification should demonstrate that the specific equipment or product requested is not only a preference but a necessity.

11. Functional Performance Specifications

In the specifications, describe the requested equipment and/or supplies in the specifications. Focus on the functionality of the items and the end results to be accomplished. Include enough information so that someone with no knowledge of the project will understand what is needed. In general, one or two sentences will not suffice, more detail is needed.

If brand name items are requested, these items are to be supported by a justification. See OFOC paragraph above for justification templates and their locations.

Requirements if the SOW contain Brand Name or equal: IAW FAR

36.202(c), when "brand name or equal" descriptions are necessary, specifications must clearly identify and describe the particular physical, functional, or other characteristics of the brand-name items which are considered essential to satisfying the requirement.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVACOOALALF%2FALFA%2FSitePages%2FVAAM.aspx%3Freg%3DM806%23_M806.303-170_Requirements%25E2%2580%2594additiona&data=05%7C01%7C%7Ce40c96884da34318f01408db4fb9f688%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638191432341378769%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=37mCiHC7ANuTrD9Wbnm%2Fu5NHF19415R0PzAWWnZPYWI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/b-59584e83/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVACOOALALF%2FALFA%2FVAAMAlerts%2FVAAM%252023-02.pdf&data=05%7C01%7C%7Ce40c96884da34318f01408db4fb9f688%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638191432341378769%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2Fnvlhfz8O1NXlqnGFEGrcs%2BvVQnPoyLqwKf5YZMQA%2Bg%3D&reserved=0 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20M806-C%20Disclosure%20Agreement%20for%20Non-competitive%20Requirements.docx?d=wd4315a29bda441b5a005c44873afaf6c https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/VAAMassets/Documents/Attachment%20M806-C%20Disclosure%20Agreement%20for%20Non-competitive%20Requirements.docx?d=wd4315a29bda441b5a005c44873afaf6c https://vaww.ecms.va.gov/FORCE/#/requirements https://www.acquisition.gov/far/part-36#FAR_36_202 https://www.acquisition.gov/far/part-36#FAR_36_202

Samples of SOWs are available on: VHA Acquisition Business Intelligence

Tool (VABIT).

12. Line Items

The requirement for the uniform use of line items apply to solicitations, contracts, orders that include pre-priced supplies or services, including amendments, modifications, and change orders to such documents. Pursuant to FAR 4.1001, line items “are established to define deliverables or organize information about deliverables.

Each line item describes characteristics for the item purchased, e.g., pricing, delivery, and funding information.”

Comply with FAR Part 4.1003, in establishing line items and include the characteristics found at VAAM 804.1003.

FORCE/eCMS Line Item Templates are found at VHA Procurement -

Uniform Use of Line Items Documents.

Line Items are important because they provide the basis of information for other systems such as the Supply Chain Master Catalog (SCMC) and

Integrated Facilities & Asset Management System (iFAMS).

Additional information is located at VAAM M804.10 and VHAPG Part

804.10.

13. Applicable Drawings: Provide any applicable drawings, maps, schematics in electronic format (if required) – example furniture or kitchen equipment purchases where space is a critical element for dimension or installation location requirements.

To ensure that your product fits in its desired location, provide detailed drawings, maps, or schematics of the area it will eventually reside in. The more detailed your drawings the less likely the error in size/fit of your requested item. This step is especially important for furniture and equipment that will take up a lot of a room’s space.

14. Independent Government Cost Estimate (IGCE): An IGCE is normally not required for equipment or supply orders.

https://dvagov.sharepoint.com/sites/vharpoc/BIT/SitePages/VHA-Acquisition-Business-Intelligence-Tool-(VABIT).aspx https://dvagov.sharepoint.com/sites/vharpoc/BIT/SitePages/VHA-Acquisition-Business-Intelligence-Tool-(VABIT).aspx https://www.acquisition.gov/far/4.1001 https://www.acquisition.gov/far/4.1003 https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M804#_Subpart_M804.10%E2%80%94Uniform_Use https://dvagov.sharepoint.com/sites/VHAProcurement/LineItemDocuments/Forms/AllItems.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/LineItemDocuments/Forms/AllItems.aspx https://dvagov.sharepoint.com/sites/VACOOALALF/ALFA/SitePages/VAAM.aspx?reg=M804#_Subpart_M804.10%E2%80%94Uniform_Use https://dvagov.sharepoint.com/sites/VHAProcurement/Archive%20Files/VHAPG_TOC.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/Archive%20Files/VHAPG_TOC.aspx

However, the CO may require an IGCE if there are no other means to determine the offeror’s price fair and reasonable.

The IGCE serves as an important basis for determining the reasonableness of an offeror’s proposed costs and understanding of a given solicitation.

The IGCE is considered source selection information, and it should not be shared with anyone outside the VA Acquisition Team, absent the express consent of the CO. Provide the methodology and data used to develop the estimate. A sample template is in Chapter 10 Independent

Government Cost Estimate of the CRG.

If requirement contains multiple line items, the IGCE should be broken down by line item. Enter one line item per Budget Object Code (BOC) on the 2237. Many VA Forms 2237/2138 will only have one BOC. The line-item description must state enough detail to assure the correct BOC was selected. The line-item unit may be job (JB), each (EA), or lump sum (LS) as applicable.

In general, the most reliable estimates:

• Are made by someone who knows the product;

• Relies on the statement or scope of work documents;

• Considers last price paid, general market price changes, current commercial;

• Market price, quantity price breaks and possible substitutes;

• Applies market research above to the actual product procurement at hand;

• Uses quantitative techniques to determine the cost and does not rely on professional judgment; and

• Research historical acquisition trends.

Below the SAT – The 2237 with line items is sufficient as the IGCE.

Requesters should include a statement on the VA Form 90-2237 affirming that, “The Price referenced was calculated independently and should be considered as the IGCE.”

15. Required Sources of Supplies and Services: When determining source of supplies consult FAR 8.002, 8003 and 8004 and VAAR 808.002, 8004 and 8004-70, Priorities for Use of Mandatory and Other Non-

Sources. Ensure the Rule of Two is adhered to first (see VAAR

802.101), if you have questions, confer with your CO.

https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG_10-IndependentGovCostEstimate.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG_10-IndependentGovCostEstimate.aspx https://www.acquisition.gov/far/part-8#FAR_8_002 http://www.va.gov/oal/library/vaar/vaar808.asp https://www.va.gov/oal/library/vaar/vaar802.asp https://www.va.gov/oal/library/vaar/vaar802.asp

Priorities for Use of Mandatory Government Sources: Requirements for supplies and services shall be satisfied through the mandatory sources listed in paragraphs (a)(1) and (2) of VAAR 808.002 in descending order of priority.

Use of Other Priority Sources: See VAAR 808.004-70 Veterans contracting priority. In order to fulfill the requirements of 38 U.S.C. 8127-

8128 (VAAR subpart 819.70), COs shall award contracts (see FAR 2.101 for the definition of contracts), as well as Blanket Purchase Agreements

(BPAs), and orders against VA and GSA Federal Supply Schedules (FSS), providing priority in the awarding of such contracts to certified SDVOSBs first, then certified VOSBs, listed in the SBA certification database.

See Mandatory Sources and Other Priority Sources in Chapter 6 of the

CRG.

MSPV Contracts

All MSPV contract products are in the VA Supply Chain Master Catalog

(SCMC). The SCMC can be accessed/searched at:

https://dvagov.sharepoint.com/sites/VHAPLO/Logistics/OPR/SCMC/SiteP ages/Home.aspx.

The SCMC provides contract data, line-item details, and other pertinent briefcase documents. The following is a list of MSPV contracts:

a. Medical/Surgical Prime Vendor (see https://www.va.gov/opal/sac/mspv.asp)

b. Non-Expendable (NX) Equipment Program (see https://www.va.gov/opal/sac/nxEquipment.asp)

c. Pharmaceutical Prime

Vendor (https://www.va.gov/opal/sac/nxEquipment.asp)

d. High-Tech Medical Equipment

(https://www.va.gov/opal/nac/ncs/htme.asp)

Subsistence Prime Vendor (https://www.va.gov/opal/nac/ncs/spv.asp) http://www.va.gov/oal/library/vaar/vaar808.asp https://www.va.gov/osdbu/docs/38USC8127and8128.pdf https://www.va.gov/osdbu/docs/38USC8127and8128.pdf https://www.va.gov/oal/library/vaar/vaar819.asp#81970 https://www.acquisition.gov/far/2.101 https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG_6-MarketResearch.aspx https://dvagov.sharepoint.com/sites/VHAProcurement/CRG/CRG_6-MarketResearch.aspx https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVHAPLO%2FLogistics%2FOPR%2FSCMC%2FSitePages%2FHome.aspx&data=05%7C01%7C%7C01612cb95a59463e277608dbf67246b5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638374742894628474%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2FJABS3qgitVaSEElIKH7IsNiwae7fGbAK3%2FOPHAam4k%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2FVHAPLO%2FLogistics%2FOPR%2FSCMC%2FSitePages%2FHome.aspx&data=05%7C01%7C%7C01612cb95a59463e277608dbf67246b5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638374742894628474%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2FJABS3qgitVaSEElIKH7IsNiwae7fGbAK3%2FOPHAam4k%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fopal%2Fsac%2FnxEquipment.asp&data=05%7C01%7C%7C01612cb95a59463e277608dbf67246b5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638374742894628474%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=88SzCu%2BbvGUgDcWqSJjIR6t3f6qNOjyBigEINOAzlQM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fopal%2Fsac%2FnxEquipment.asp&data=05%7C01%7C%7C01612cb95a59463e277608dbf67246b5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638374742894628474%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=88SzCu%2BbvGUgDcWqSJjIR6t3f6qNOjyBigEINOAzlQM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fopal%2Fnac%2Fncs%2Fhtme.asp&data=05%7C01%7C%7C01612cb95a59463e277608dbf67246b5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638374742894628474%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=JOtLPRP%2FMY%2FXKmrOlbsZW9vsVbfCb2Mel0WZ%2FRPN87s%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fopal%2Fnac%2Fncs%2Fspv.asp&data=05%7C01%7C%7C01612cb95a59463e277608dbf67246b5%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638374742894628474%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=CVNP2rE8i0Lrh%2BFOSr7r3BXNPY%2FSR6XOS5qbUfHLBvU%3D&reserved=0

Compete open market requirements to the maximum extent possible unless otherwise directed to a required source, such as a Service-Disabled

Veteran Owned Small Business (SDVOSB). Competition maximizes quality and drives down cost.

If a sole source procurement is requested, submit a justification document with the procurement package through FORCE. See OFOC section above with justification templates hyperlinked to the Procurement

Guide where they are located.

16. Delivery/performance information, date item(s) required:

Provide a reasonable delivery date (unless it’s an emergency)

Delivery/performance information: Write the date you would like the item to be in your hands and ready to be used. Remember, there is a built-in minimum timeline due to the various mandated steps in the contracting process.

As a guide, see the Under Secretary for Health for Support Procurement

Cut-Off Dates Memorandum issued on February 12, 2024 that establishes cut-off dates for submission of complete procurement packages or exercise of option years request.

After writing your delivery date, please also include detailed delivery instructions including the specific location you want the item delivered to, any necessary special delivery vehicles or requests, and any other information that could help ensure a smooth delivery.

17. Is this a recurring requirement? If yes, provide the following:

Prior CO: ___________________________

Prior year IFCAP Purchase Order number: _________________

Prior year Contract Number (current or expired): ______________

The requested information can be found in the IFCAP database.

For help accessing the IFCAP database, contact IRM support.

18. Directives/Policies: List any VA or VHA Directives or policies that the supply or equipment being purchased must comply with.

https://dvagov.sharepoint.com/:b:/r/sites/VHAProcurement/CRG/Procurement%20Cut%20Off%20Dates%20Memo%20AM%20signed..pdf

Most Directives and policies can be found at:

http://vaww.va.gov/vapubs/index.cfm.

Contact your COR and/or subject matter experts to learn more about VA

Directives and policies that the item you are purchasing must comply with.

19. Federal Supply Schedule (FSS): Is the item(s) on GSA/FSS? If yes, were multiple FSS vendors considered? If yes, provide documentation demonstrating why the selected vendor is the best value.

Indicate the GSA Contract Number here: ______________________________

Search the FSS website to determine if the item is available on it. If it is, write the GSA/FSS Contract Number in the space provided above. Show documentation for the vendor with the best value. If the item is part of a

Bulk Purchasing Agreement (BPA) write the details of that agreement in this space ____________________________________________________.

20. Security Requirements (Contractor Personnel and Contracts)

The Requestor (Program Office) and personnel security team should use the Position Designation Automated Tool (PDT) to appropriately designate the Statement of Work (SOW), Statement of Objectives (SOO), or Performance Work Statement (PWS) with the proper risk or sensitivity level and corresponding level of background investigation required for the contract employees IAW VA Directive 0710 and VA Handbook 0710.

The impact level for FISMA security controls/enhancements should also be included in this assessment. Information Security Officers should be consulted when access to VA Information systems and data is involved to ensure appropriate risk levels are assigned to contractors. The PDT tool is available at: Position Designation Tool (opm.gov).

Personal Identity Verification (PIV) of Contractors: For contractor onboarding/badging process and required information, visit the website at: Regional Procurement Offices COR Contractor Onboarding serviced by WMC HROO PerSec Contractor Team (sharepoint.com).

IAW Acquisition Policy Flash 24-3 complete an assessment during the planning phase for all service acquisitions (including, construction, http://vaww.va.gov/vapubs/index.cfm https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.opm.gov%2Fsuitability%2Fsuitability-executive-agent%2Fposition-designation-tool%2F%23%3A~%3Atext%3DPosition%2520Designation%2520Automated%2520Tool%2520%2528PDT%2529%2520Proper%2520position%2520designation%2Ceffective%2520and%2520consistent%2520suitability%2520and%2520personnel%2520security%2520program.&data=05%7C01%7C%7Cad3e81bb1c314a46a40008dbe5545e42%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638355922742840703%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=FvbACa%2FhHpP8KcPUKakuV5qHIeo05YGVmTaj9WlTUV0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvapubs%2Fsearch_action.cfm%3FdType%3D2&data=05%7C01%7C%7Cad3e81bb1c314a46a40008dbe5545e42%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638355922742840703%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=JFjLcSUsPsFcSA0wTIDffUM1eb1e2dZ7a9npmJNR2sE%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvapubs%2Fsearch_action.cfm%3FdType%3D2&data=05%7C01%7C%7Cad3e81bb1c314a46a40008dbe5545e42%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638355922742840703%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=JFjLcSUsPsFcSA0wTIDffUM1eb1e2dZ7a9npmJNR2sE%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.opm.gov%2Fsuitability%2Fsuitability-executive-agent%2Fposition-designation-tool%2F%23%3A~%3Atext%3DPosition%2520Designation%2520Automated%2520Tool%2520%2528PDT%2529%2520Proper%2520position%2520designation%2Ceffective%2520and%2520consistent%2520suitability%2520and%2520personnel%2520security%2520program.&data=05%7C01%7C%7Cad3e81bb1c314a46a40008dbe5545e42%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638355922742840703%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=FvbACa%2FhHpP8KcPUKakuV5qHIeo05YGVmTaj9WlTUV0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2Fvhahremployee%2FSitePages%2FSecurity.aspx&data=05%7C01%7C%7Caae0c3771dec4c7618e908dbe5fc7512%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638356644677841715%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=ku3EstQ1VqKrfpt7kX7aEcrOFhCBoLkt88GZ%2BmPj7sM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdvagov.sharepoint.com%2Fsites%2Fvhahremployee%2FSitePages%2FSecurity.aspx&data=05%7C01%7C%7Caae0c3771dec4c7618e908dbe5fc7512%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638356644677841715%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=ku3EstQ1VqKrfpt7kX7aEcrOFhCBoLkt88GZ%2BmPj7sM%3D&reserved=0 https://www.va.gov/oal/business/pps/flash16-13.asp architect and engineering, and all purchase card orders) and IT commodity acquisitions to determine if IT services will or will not be procured or the contractor will or will not require access to VA systems or sensitive information.

If the assessment determines IT services or IT commodities will not be procured or VA system or sensitive information will not be accessed, no further action is required. The Privacy Officer (PO) and the COR or Project

Manager will sign the Appendix A checklist of Handbook 6500.6 and submit with the procurement package through FORCE.

If the assessment determines the procurement requested is IT service or

IT commodities or access to VA sensitive information will be required, complete Appendix A checklist of VA Handbook 6500.6 (with all required signatures) and submit with the procurement package through FORCE.

The CO, PO, Information Security System Officer (ISSO), COR and other applicable staff, such as Program or Project Managers should be included in the assessment process.

For completing the Checklist for Information Security in Handbook 6500.6

Appendix A, it is recommended that the team follow the flow chart and cross walk developed by VA OIT located on the following website titled Flow Chart and Guide 6500.6 Appendix A.

Note: Appendix A is not required for expendable items such as pharmaceuticals. Expendable Items are defined in VA Handbook 7002, Logistics Management Procedures, Part 3. Classification of Property.

The VA Information Security Portal contains an ISSO/Privacy Officer

Locator which can be accessed at: https://vaww.portal2.va.gov/sites/infosecurity/ISO-PO-

Locator/default.aspx

The Enterprise Security Operations (ESO) Transformation Update – VA

Handbook 6500.6 released on June 1, 2018, clarifies the System Security

Officer (ISSO) role and responsibility regarding VA Handbook 6500.6 and the ISSO review.

VHAPG Part 839.101-70 Contract Requirements for Security is available for assistance.

https://vaww.ecms.va.gov/FORCE/#/requirements https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.va.gov%2Fvapubs%2FviewPublication.asp%3FPub_ID%3D471%26FType%3D2&data=05%7C01%7C%7Cad3e81bb1c314a46a40008dbe5545e42%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638355922742840703%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=ZUMqvbrwEFfsqkhiT5H3NSLwV%2BYf%2FRhp2lbs0h4XdWo%3D&reserved=0 https://vaww.ecms.va.gov/FORCE/#/requirements http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=471&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=471&FType=2 https://dvagov.sharepoint.com/:w:/r/sites/OITOIS/KnowledgeService/_layouts/15/Doc.aspx?sourcedoc=%7B73869A4B-F510-47A1-950B-92794002185A%7D&file=Flow%20Chart%20and%20Guide%206500.6%20Appendix%20A.doc&action=default&mobileredirect=true&DefaultItemOpen=1&CID=162C4B6C-8F7F-408E-8F12-4C5BC30A4EB3&wdLOR=cF983BD1E-0777-4551-85FB-F902FCB63BAA?

https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1…