Purchase Card Procedures for VA and Contractor.pdf
PDF 100 KB Posted
- Attached to
- Q301--Reference Lab Services - Saginaw PoP 08/01/2026-07/31/2031 Implementing EO 14398 DEI Discrimination.
- Solicitation number
- 36C25026Q0263
About this file
This document outlines purchase card procedures for the Veterans Affairs (VA) and its contractor for procuring tests not listed in the contract or when quantities are unavailable. The contractor must maintain a "Purchase Card Tracker" Excel spreadsheet tab within the "Declining Balances Monthly Test Tracker" and submit monthly updates to the Contracting Officer and Contracting Officer's Representative (COR). The Lab Manager initiates requests to the VA Purchase Card holder, who submits test requests by name and code with estimated prices not exceeding the micro-purchase threshold. The Purchase Card holder simultaneously issues a Purchase Order number for tracking and provides delivery contact information for the Lab Manager to the contractor.
The contractor must track all request details including the date, Purchase Card holder name, test name and code, quantity, Purchase Order number, and Lab Manager name. Upon test delivery to the lab manager, the contractor sends an invoice and proof of delivery (which may include screenshots of lab results delivered through the secure system referenced in the PWS) to the Purchase Card holder. The contractor then tracks the date services were rendered, the notification date to the Purchase Card holder, and the invoice payment date. Monthly, the contractor submits an updated Purchase Card Tracker to the COR, Lab Manager, and Contracting Officer for the prior month, noting in the tracker's notes column any tests requested or delivered for which payment is still pending, with updates provided each subsequent month until payment is received.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C25026Q0263 0002.docx | DOCX document | |
| 36C25026Q0263 0001.docx | DOCX document | |
| Price Cost Schedule - Saginaw 03.2026.xlsx | XLSX spreadsheet | |
| 36C25026Q0263_1.docx | DOCX document | |
| Past Performance Questionnaire - Saginaw.pdf | ||
| Price Cost Schedule - Saginaw.xlsx | XLSX spreadsheet | |
| Declining Balance Spreadsheet - Reference Labs - Saginaw.xlsx | XLSX spreadsheet | |
| Service Contract Act WD 2015-4865 REV 29 EFF 12.03.2025- Saginaw.pdf | ||
| Wage Determination Information - Saginaw Reference Lab.pdf |
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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.
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