Purchase Card Procedures for VA and Contractor.pdf
PDF 104 KB Posted
- Attached to
- Q301--Reference Laboratory Services - Detroit
- Solicitation number
- 36C25026Q0126
About this file
This document details Purchase Card Procedures for the Department of Veterans Affairs (VA) and a contracted laboratory service provider. The procedures outline the process for purchasing lab tests not included in the existing contract or when standard quantities are unavailable. Key requirements include that VA Purchase Card holders can request tests up to the micro-purchase threshold (potentially up to $10,000), with strict tracking and documentation requirements for each transaction.
The contractor must maintain a "PURCHASE CARD TRACKER" spreadsheet, documenting details such as request date, Purchase Card holder name, test specifics, quantity, Purchase Order number, and Lab Manager information. After test delivery, the contractor must send an invoice and proof of delivery to the Purchase Card holder. Monthly, they must submit an updated tracker to the Contracting Officer Representative (COR), Lab Manager, and Contracting Officer, noting any pending invoices. The procedures emphasize that only cardholders can place and pay for tests, a Purchase Order must be in place before ordering, and vendors should not accept tests on contract to be paid by purchase card.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C25026Q0126 0001_1.docx | DOCX document | |
| REVISED Price Cost Schedule - Detroit.xlsx | XLSX spreadsheet | |
| Price Cost Schedule - Detroit.xlsx | XLSX spreadsheet | |
| QASP - Detroit Reference Lab.pdf | ||
| Service Contract Act WD 2015-4839 REV 29 EFF 12.03.2025 Wayne.pdf | ||
| Wage Determination Information - Detroit Reference Lab.pdf | ||
| Declining Balance Spreadsheet - Reference Labs - Detroit.xlsx | XLSX spreadsheet | |
| Certificate of Confidentiality.pdf | ||
| Non-Disclosure Agreement.pdf | ||
| Past Performance Questionnaire.pdf | ||
| 36C25026Q0126_1.docx | DOCX document |
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Text version
Purchase Card Procedures for VA and Contractor
When a test is required that is not on listed in this contract, or, the quantity is not available, a purchase card transaction will be required. The Contractor shall update the “Declining Balances Monthly Test Tracker” Excel spreadsheet tab named “PURCHASE CARD TRACKER” once a month and provide to the COR and Contracting
Officer. For all purchase card transactions required, the procedures below shall be followed:
1. The Lab Manager will contact the Purchase Card holder to request the test purchases.
2. A VA Purchase Card holder will request the test by name and code. The estimated price requested shall not exceed the micro-purchase threshold.
3. The Purchase Card holder will put in a Purchase Order (PO#) at the same time and will provide the PO# to the Contractor for tracking.
4. The Purchase Card holder will provide the delivery name and contact information of the Lab Manager making the request to the Contractor.
5. The Contractor shall track:
a. Date of request
b. Name of Purchase Card Holder making the request
c. Test name and code requested
d. Quantity requested
e. Purchase Order #
f. Lab Manager Name
6. Once the test has been delivered to the lab manager, the Contractor shall send to the Purchase Card
Holder:
a. Invoice for services rendered
b. Proof of delivery to the lab manager. Proof of delivery can be a screen shot that the lab results were delivered over the secure system that is referred to in the PWS.
7. The Contractor shall track:
a. Date services rendered
b. Date that the purchase card holder was notified of task completion
c. Date that invoice was paid
8. The Contractor shall submit an updated “PURCHASE CARD TRACKER” Excel spreadsheet (tab within the
“Declining Balances Monthly Test Tracker” Excel spreadsheet) each month to the COR, Lab Manager and
Contractor Officer each month for the month prior. If the test has been requested, or delivered, and the invoice has not been paid yet, that shall be noted in the notes column, and updated each month.
Purchase card procedures follow the FAR for the most part. They will only be able to use their purchase card for lab tests not included in the contract. They cannot go over their micro purchase limit, which I think each test can go up to $10K since they are not subject to the SCLS. We will need to make sure the lab cards get approved for $10K and not $3,500. Only the cardholder can place the order for the test and pay for the test. A PO must be in place prior to the test being ordered to ensure money obligated. The vendor must provide an invoice. The cardholder must obtain proof of receipt. Depending on how the test is ordered, via online or phone, receipt of the test must be obtained, sometimes the vendor can provide this document. Vendor should only accept orders from cardholders and provide an invoice timely. Vendors should not allow a test on contract to be paid by purchase card.
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