Purchase Card Procedures for VA and Contractor.pdf
PDF 111 KB Posted
- Attached to
- Q301--Reference Lab Services - BCVAMC & WCBOC PoP 08/01/2026-07/31 Implementing EO 14398 DEI Discrimination.
- Solicitation number
- 36C25026Q0305
About this file
This document outlines Purchase Card Procedures for VA and Contractor interactions when required tests are not listed in the contract or quantities are unavailable. The Lab Manager initiates requests by contacting the VA Purchase Card holder, who must request tests by name and code with an estimated price not exceeding the micro-purchase threshold. The Purchase Card holder simultaneously issues a Purchase Order (PO#) and provides delivery information for the Lab Manager to the Contractor. The Contractor is responsible for tracking request details including date of request, Purchase Card holder name, test name and code, quantity, PO number, and Lab Manager name.
Upon test delivery to the lab manager, the Contractor submits an invoice for services rendered and proof of delivery (which may be a screenshot of lab results delivered through the secure system referenced in the PWS) to the Purchase Card holder. The Contractor tracks the date services were rendered, the date the Purchase Card holder was notified of task completion, and the date the invoice was paid. The Contractor must submit an updated "PURCHASE CARD TRACKER" Excel spreadsheet (contained within the "Declining Balances Monthly Test Tracker" workbook) monthly to the COR, Lab Manager, and Contracting Officer for the prior month. Any pending requests, deliveries, or unpaid invoices must be noted in the spreadsheet's notes column and updated each month.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C25026Q0305 0003.docx | DOCX document | |
| REVISED Copy of Price Cost Schedule - BCVAMC and WCBOC.xlsx | XLSX spreadsheet | |
| 36C25026Q0305 0002.docx | DOCX document | |
| Questions with Responses.docx | DOCX document | |
| 36C25026Q0305 0001.docx | DOCX document | |
| Price Cost Schedule - BCVAMC and WCBOC.xlsx | XLSX spreadsheet | |
| Service Contract Act WD 2015-4835 REV 31 EFF 12.03.2025 Calhoun.pdf | ||
| Past Performance Questionnaire - BCVAMC and WCBOC.pdf | ||
| 36C25026Q0305_1.docx | DOCX document | |
| Wage Determination Information - BCVAMC and WCBOC Reference Lab.pdf | ||
| Declining Balance Spreadsheet - Reference Labs - BCVAMC and WCBOC.xlsx | XLSX spreadsheet |
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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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