doing business with vha visn 12 medical centers · doing business with vha visn 12 medical centers...

DOING BUSINESS WITH VHA VISN 12 MEDICAL CENTERS

PRESENTED BY:Robby Schopen, Chief Logistics Officer (CLO) VISN 12

LOGISTICS PROGRAM OVERVIEW

VISN 12 Medical Surgical Prime Vendor

MSPV Program – Current contract expires April 2015– National contract awarded through the National

Acquisition Center (NAC)– Currently multiple prime vendor providers

established by VISN


Cardinal Healthcare – VHA is required to maximize use of Medical

Surgical Prime Vendor (MSPV)– All Medical Surgical items that are on Federal

Supply Schedule (FSS) Contacts– All National and VISN Level Blanket Purchase

Agreements (BPAs)– 76% of all Medical/Surgical items in VISN 12 are

purchased from the Prime Vendor


MSPV Program – Benefits of MSPV

Ordering Officer Delegation from the Contracting Officer allows facility authorized staff to make purchases above the micro-purchase threshold

Minimizes burden on the contracting activity Promotes a just in time delivery model through reduction in

lead time Regular delivery of required items Electronic payments reducing overhead


MSPV Program – Disadvantages of MSPV

Occasional back orders Invoicing and billing error reconciliation Some required items not available

VISN 12 Purchasing Card Program

Program Objectives

Reduce paperwork and administrative costs for the acquisition of supplies and services within the existing FAR;

Streamline payment procedures and improve cash management practices, such as consolidating payments and reducing imprest funds (i.e. Convenience Checks)

Provide procedural checks and feedback to improve management control.


A micro-purchase is an acquisition of supplies or services using simplified acquisition procedures where the aggregate amount of the total requirement does not exceed the micro-purchase dollar threshold set by the FAR:

The standard micro-purchase threshold is currently $3,000 per transaction unless subject to the Davis-Bacon Act or Service Contract Act.

For acquisition of construction subject to the Davis-Bacon Act, the threshold is $2,000 per transaction.

For acquisition of services subject to the Service Contract Act, the threshold is $2,500 per transaction.


Purchase cardholders with procurement authority are required to follow the priorities for use of Government supply sources as referenced in FAR 8 and VAAR 808.

– Required Sources of Supply (FAR Part 8)– Contract Vehicles (national, regional and local)– Full & Open Competition after exclusion of sources (small business programs)– Full & Open Competition (not using small business programs)

VA purchase cardholders shall ensure only authorized purchases are made. An authorized purchase is defined as a purchase that satisfies a bona fide need at a fair and reasonable price that meets all legal and regulatory requirements.


Section 508 of the Rehabilitation Act: All micro purchases, including open market buys and those made through Government contract vehicles, will be subject to the provisions set forth in Section 508 of the Rehabilitation Act, unless an exception applies.

VA shall purchase green products and services to the maximum extent practicable and advance sustainable acquisition for the supply of products and for the acquisition of services (including construction) to meet the requirements of the Green Purchase Program in accordance with


• Purchase card transactions are monitored• Exceeding Micro-purchase threshold• Monthly audits• Evaluate purchase history and evaluate for contracting

opportunity• Unauthorized use / Misuse • Multiple card holders under same Approving Official • Segregation of functions for individuals


• Purchase card transactions are monitored• Exceeding Micro-purchase threshold• Monthly, Quarterly, Annual and National audits• Evaluate purchase history and evaluate for contracting

opportunity• Unauthorized use / Misuse • Multiple card holders under same Approving Official • Segregation of functions for individuals


• Bottom Line• VISN 12 will maximize use of the Purchase Card • The Purchase Card Program affords maximum benefit in

meeting micro-purchase requirements• A vendor that accepts payment using the purchase card

method is preferred, all else being equal (small or minority-owned business considerations, etc.).

Blanket Purchase Agreements (BPA)

• Federal Acquisition Service• GSA vs. VA Schedules

• GSA establishes long-term government-wide contracts with commercial companies to provide access to millions of commercial products and services at volume discount pricing. There are 30 GSA Schedule programs.

• GSA has delegated authority to the VA to procure medical equipment, supplies, services, and pharmaceuticals under the VA Federal Supply Schedules program. There are 9 VA Schedule programs.


Federal Supply Schedule contracts awarded by the VA National Acquisition Center in Federal Supply Classification (FSC) Groups 65 and 66 shall be mandatory for use by VA and shall have the same order of priority as mandatory Federal Supply Schedules (FAR 8.002(a)(1)(vi)). VA contracting officers must place orders against Federal Supply Schedules contracts awarded by the VA National Acquisition Center in FSC Groups 65 and 66 in the following descending order of priority:

– (i) Nationally awarded Blanket Purchase Agreements (BPAs), issued by the VA National Acquisition Center against Federal Supply Schedules.

– (ii) Multi-VISN, single-VISN, or locally awarded BPAs, issued by VISN, regional, or local VA contracting officers against Federal Supply Schedules.

– (iii) Federal Supply Schedules without BPAs.


Schedule Title (FSC 65 & 66 Mandatory Use) 65 I B Drugs, Pharmaceuticals, & Hematology Related Products 65 II A Medical Equipment & Supplies 65 II C Dental Equipment & Supplies 65 II F Patient Mobility Devices 65 V II Invitro Diagnostics, Reagents, Test Kits, & Test Sets 65 V A X-Ray Equipment & Supplies 66 III Cost-Per-Test, Clinical Laboratory Analyzer 621 I Professional & Allied Healthcare Staffing Services 621 II Medical Laboratory Testing & Analysis Services

– Currently 96 Standardized Contracts (4/1/2014)


Schedule Title (FSC 65 & 66 Mandatory Use)– All VA ordering activities are required to submit a

request for waiver if it has been determined that: The item(s) available through the VA Schedules program

will not meet the specific needs of the ordering activity AND

A like or similar item available from another (non-Schedule contract) source will meet the specific needs of the ordering activity.

–


Resources– Office of Acquisition and Logistics (OAL)

VA Schedule Programs http://www.va.gov/oal/business/fss/schedules.asp

– VA Federal Supply Schedule Service (FSS) http://www.fss.va.gov/


Resources– U.S. General Services Administration (GSA)

GSA Schedules http://www.gsa.gov/portal/category/100611?utm_source=F

AS&utm_medium=print-radio&utm_term=schedule&utm_campaign=shortcutssp

STANDARDIZATION

In order to promote “best value,” VISN 12 utilizes acquisition strategies and methodologies to capitalize on economies of scale and facilitate the utilization of quality standardized products and services at network medical facilities.

STANDARDIZATION

VISN Standardization Program– VISN 12 Network Standardization Board– Comprised of Logistic Managers from all 7

Facilities.– Monthly Meetings

STANDARDIZATION

Multiple work groups– Medical– Surgical – Environmental Management – Imaging– SPS/RME – Dental– Laboratory

STANDARDIZATION

The Great Lakes Acquisition Center (GLAC) will provide contracting support for the items to be standardized and/or consolidated on the network level.

These contracts for standardized items and services will be mandatory sources of supply for all network facilities.

VENDOR VISITS TO VISN

CLO and other Key VISN Staff meet with Vendors every Monday at 12:00 and 12:30:– Each vendor is allowed 30 minutes.– Scheduled first come – first served.– Can be in person or conference call.

Contact Kassie Kolden (414) 902-5477 or e-mail [email protected] to schedule.

– We can provide you guidance on how to do business with the VA and contact information for the decision makers.

VISITS TO THE MEDICAL CENTER

Helpful hints:– Many Medical Centers have policies on sales

representatives visits.– Consideration for urgency of need and time available– Registered in Rep Tracks – sales representation Program to

track our vendors.– Be prepared to inform VA Medical Centers about your

contract, provide copies of the contract.– Cross reference your products with competitors, and provide a

cost benefit analysis.

VISITS TO THE MEDICAL CENTERS

Points of Contact (Wisconsin VA Medical Center’s) William S. Middleton Memorial Veterans Hospital, Madison, WI

– Doug Heath, (608) 256-1900 X17060 [email protected]

Tomah VA Medical Center, Tomah, WI– Annette Phillips, (608) 372-1150 [email protected]

Clement J. Zablocki VA Medical Center, Milwaukee, WI– Kevin Donohoo, (414)384-2000 X41372 [email protected]


Points of Contact (Illinois VA Medical Center’s) Jesse Brown VA Medical Center, Chicago IL

– Regina Smith, (312) 569-7300 X57300 [email protected]

Federal Health Care Center, North Chicago, IL– Arlena Taylor, (847) 688-1900 X83170 [email protected]

Edward Hines Jr. VA Hospital, Hines, IL– Maureen Magnifico, (708) 202-8387 X21661

[email protected]


Points of Contact (UP Michigan)

Oscar G. Johnson VA Medical Center, Iron Mountain, MI– Anna Vincent, (906) 774-3300 X32051 [email protected]

CLOSING COMMENTS

Improve relations with VISN 12 Supplier community

Improve transparency, collaboration and participation in the acquisition process

Increase VISN 12 access to industry innovations

Work with Suppliers and internal customers to identify and address contracting and delivery barriers

Improve VA’s ability to deliver products and services to Veterans at the right place, the right time, and with the right quality

Questions ?

“To care for him who shall have borne the battle and for his widow, and his orphan,”

doing business with vha visn 12 medical centers · doing business with vha visn 12 medical centers...

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