Using a VA Schedule Contract

Federal acquisitions and procurement is more than just rules and regulations.  It is the process of making sound business determinations in order to receive the best products and services for the Government and its customers.  The Department of Veterans Affairs (VA) National Acquisition Center (NAC) Federal Supply Schedule (FSS) Service supports the healthcare requirements of the VA and other federal government agencies (OGA).  The VA is delegated authority by GSA (see FAR 8.402(a)) for multiple award contracts for medical equipment, supply, pharmaceutical, and service Schedule programs.  Federal agencies, including those in remote and overseas locations, can use the VA Schedules Program to simplify the acquisition and procurement process while also effecting shorter lead times, affording lower administrative costs, and promoting reduced inventories.

The following pages walk you through the rules and regulations ordering activities must follow when placing an order against a VA Schedule contract and serve to assist you in developing efficient acquisition strategies by harnessing the limitless benefits of the VA Federal Supply Schedule Program.

FAR 8.405 Ordering Procedures — The Federal Acquisition Regulation (FAR) is the primary regulatory guidance for the VA Schedules Program.  FAR 8.4, Federal Supply Schedules, specifies the procedures that ordering activities must follow when issuing orders against Schedule contracts.  The FSS Web Portal provides detailed information on the ordering requirements for both supplies and services:

• Ordering Procedures for Orders Not Requiring a Statement of Work — these ordering procedures apply to the following Schedule programs:
  • 65IB Drugs, Pharmaceuticals, & Hematology Related Products
  • 65IIA Medical Equipment & Supplies
  • 65IIC Dental Equipment & Supplies
  • 65IIF Patient Mobility Devices
  • 65VA X-Ray Equipment & Supplies
  • 65VII Invitro Diagnostics, Reagents, Test Kits & Test Sets
  • 66III Cost-Per-Test, Clinical Laboratory Analyzer
  The use of the above Schedules is mandatory for VA ordering activities.
  
  As well as 621II Medical Laboratory Testing & Analysis Services.  The use of this Schedule is non-mandatory for VA ordering activities.
  
  
• Ordering Procedures for Orders Requiring a Statement of Work — these ordering procedures apply to orders placed under the 621I Professional & Allied Healthcare Staffing Services Schedule.  The use of this Schedule is non-mandatory for VA ordering activities.

Open Market — For administrative convenience the FAR allows ordering activities to add open market line items to a VA FSS task/delivery order or BPA.  Learn more about the requirements for adding open market line items to a Schedule order.

• Open Market Waiver Request — In accordance with VHA Directive 7408.1 Requesting Waivers from the Requirement to use VA FSS Schedules, VA ordering activities are required to submit a request for waiver to waive the requirement to purchase goods and services from mandatory use Schedule programs (FSC 65 and 66).

Statement of Work — Ordering activities are required to develop a statement of work when purchasing commercial services.  This page outlines the critical elements of any statement of work and links to the GSA sample SOW library.

• Evaluation Criteria — This page details common evaluation criteria that should be included in a statement of work.  It also includes specific requirements for VA ordering activities.

Best Value — It is expected that ordering activities achieve the best value for the government when ordering commercially available supplies and services. This page outlines the relevant factors that ordering activities should consider when making a best value determination.

Priorities of Use of Government Supply Sources — This page outlines both the FAR 8.002, Priorities for use of Government supply sources, as well as the VAAR 808.002 requirements for VA ordering activities.