United States Department of Veterans Affairs
Office of Academic Affiliations

Step-by-step Process for Receiving Medical Services
in accordance with VA Directive 1663

Step & Description of Actions to be taken by Responsible Person

STEP 1: Once the Chief of the Service and/or Chief of Staff (COS) determines that there is a need for a medical service at their medical center that cannot be met through HR recruitment, the Chief of the Service and/or COS obtains a completed VISN Medical Sharing Directive Template 1, Certification Of Unsuccessful Recruitment from their facility Human Resources which can be signed electronically (in .pdf format) or prepares justification regarding why recruitment was not an option (no template available).

Date Approved _____________________________

STEP 2: The Chief of the Service and/or COS prepares either the VISN Medical Sharing Directive Template 2, Request to Competitively Contract for Medical Services or the VISN Medical Sharing Directive Template 3, Request to Non-Competitively Contract (Sole-Source) for Medical Services for the VAMC Director's electronic signature( in .pdf format). If .pdf is not available, the document will be scanned after being manually signed. Note: If the VAMC desires to seek a Per Procedure contract, they must receive approval to do so from the VISN Director. The Chief of the Service and/or COS prepares the VISN Medical Sharing Directive Template 4 Request for Per Procedure Contract for Medical Services for the VAMC Director's signature which is submitted along with Template 3. Note: In the event that the VAMC medical staff/COS has a conflict of interest with the affiliate, the VISN Deputy Chief Medical Officer can certify that a sole source contract is the best option for provision of care. The VAMC must provide the specifics related to the VA residency program including the number of residents per year, and location of resident being supervised.

Date Approved _____________________________

 

STEP 3: The Chief of the Service and/or COS emails the complete request package (consisting of Template 1 and Template 2 or Template 3) with any back-up documentation to the "VISN MEDICAL CONTRACT REVIEW" mailgroup.

Date Approved _____________________________

 

STEP 4: Network Contract Management Program Office will:

  • Electronically log-in the request and assign a VISN tracking number.
    (i.e., 564 2007 0004 = Fayetteville's 4th request)
  • Review the request for administrative accuracy.
  • If administratively correct, request will be placed in shared VISN folder & an email will be sent to the Network Chief Medical Officer mail group.
  • If corrections are required, the entire request will be returned to the facility without further actions being taken.

Date Approved _____________________________

 

STEP 5: The Network Chief Medical Officer or designee will access the document in the shared VISN folder to review and recommend approval/disapproval by electronic signature. He/she will then send an email to the VISN Director or designee to let them know the document is ready for their review & action.

Date Approved _____________________________

 

STEP 6: The VISN Director or designee will access the document in the shared VISN folder to review and approve or disapprove by electronic signature. If Template 4 has been submitted, it too will be electronically signed.

Date Approved _____________________________

 

STEP 7: Once approved or disapproved, the VISN Director or designee, will send an email to the "VISN Medical Contract Review" mail group to let them know that the document is ready for their continued action.

Date Approved _____________________________

 

STEP 8: The Network Contract Management Program Office will then forward, via email, the approved request to the applicable Contracting Officer and the originator

Date Approved _____________________________

 

STEP 9: The Contracting Officer will notify the Chief of the Service and/or COS to provide a complete requirements package. The following is a description of what is normally contained in a complete requirements package:

  • A fully funded VA Form 90-2237 providing dollars for the estimated amount of the initial base period of the anticipated contract.  
  • A complete and accurate description of the requirement through a clear and specific Statement of Work/Performance Work Statement (SOW/PWS)describing the resources to be procured or provided, insuring that it includes a requirement for the contractor to provide a list of key personnel to be provided under the contract. Customers shall provide the SOW/PWS in a common VA application electronic format suitable for posting on the Internet.
  • The required delivery date(s) or period of performance.
  • Market research documentation IAW FAR Part 10, to include providing a list of potential sources.
  • Include a detailed description of what the monitoring procedures to be used by the VA facility to ensure contract compliance.
    Note: The COS/Chief of Service does not have valid conflict of interest issues that preclude them from developing a statement of work in the event of sole source contracts with the affiliate. The clinical staff is essential to the proper development of the SOW, and this must be an integral part of the contracting process. 

Date Approved _____________________________

 

STEP 10: Once the Contracting Officer receives funds and a complete package, the Contracting Officer can proceed with a solicitation for the requirement.

Note 2: If the VAMC receives approval from the VISN Director to proceed with a contract and wishes to establish an interim contract with their affiliate while the full-blown contract is being solicited, the Contracting Officer can submit a VISN Medical Sharing Directive Template 5, Request for Interim Contract Authority for Medical Services, at the same time.

* Complete package:

  • VISN Medical Sharing Directive Template 1, Certification Of Unsuccessful Recruitment
  • VISN Medical Sharing Directive Template 2, Request to Competitively Contract for Medical Services or
  • VISN Medical Sharing Directive Template 3, Request to Non-Competitively Contract (Sole-Source) for Medical Services
  • VISN Medical Sharing Directive Template 4 Request for Per Procedure Contract for Medical Services, if a Per Procedure Contract is desired.
  • VISN Medical Sharing Directive Template 5, Request for Interim Contract Authority for Medical Services, if it is known at the time the initial package is submitted that an Interim Contract will be needed.
  • Any back-up documentation to support the above.

Date Approved _____________________________

 

STEP 11: Prior to contract award, the Contracting Officer and Deputy Network Director are required to certify that the processes delineated in VA Directive 1663 were followed in the above-referenced procurement action. (See Checklist Prior to Award)

Date Approved _____________________________

 

STEP 12: Contracting Officer awards contract and Medical Center begins receiving services.

Date Approved _____________________________