Skip Navigation

Using the BuyIT.gov Contracting Office

  1. Prepare an acquisition request and funding document in electronic format (MS Word 6.0 or higher for documents and MS Excel 5.0 or higher for spreadsheets). The acquisition request must be "actionable" and include the following (when appropriate):
    • A complete "clean" statement of work (one that does not require major changes), a statement of objectives, a commercial item description, or other appropriate specifications;
    • Any required justifications or certifications;
    • An independent government cost estimate; and
    • For VA customers only, an Information Resources Management approval or other internal agency approvals as required by the acquisition.

    Forward your acquisition request to:

    info@BuyIT.gov

    or mail to:

    BuyIT.gov
    VA Austin Automation Center (316)
    P.O. Box 40909
    Austin, TX 78704-0016

  2. Complete the general and POC information chart (downloadable in MS Word format and send it the POC address identified in Step 1.
  3. Download, print, sign and return by mail to the above address the Inter/Intra Agency Cross-Servicing Support Agreement (VA Form 2269). This document outlines the terms, conditions, service levels, and costs for the acquisition services to be provided. An official who is authorized to obligate your agency's funds and sign interagency agreements signs the VA Form 2269 (two originals).
  4. Upon receipt of the completed agreement, BuyIT.gov will review it for completeness and contact you if there are any questions. If complete, BuyIT.gov will execute the agreement and return an original to your agency. This is the funding document with appropriate signatures and valid funds citation. The obligated amount must include the cost of the acquisition and the BuyIT.gov acquisition fee.
  5. BuyIT.gov begins performing services once the agreement is fully executed by both parties and an actionable acquisition request, described in Step 1, is received.
  6. A BuyIT.gov contracting officer will review the acquisition request for completeness and work with the appropriate representative(s) from your agency to develop and implement the best acquisition strategy for the given procurement. The result will be a contract award document, copies of which will be sent to the contractor and your agency.
  7. Your agency will need to provide the name of the employee the BuyIT.gov Contracting Officer will designate in writing as the Contracting Officer's Technical Representative (COTR), including their title, mailing and e-mail addresses, and telephone and facsimile numbers. The employee you assign to your contract must have COTR training and be currently certified. For questions concerning COTR requirements, please contact info@BuyIT.gov.
  8. The BuyIT.gov business office will process an Intra-governmental Payment and Collection (IPAC) system collection for the contract amount and agreed-to fees at the time BuyIT.gov obligates funds for contract award. Special funding and payment arrangements may be made on a case-by-case basis.

Once these steps are complete, we administer the rest of the acquisition. The contractor(s) submit invoices directly to the BuyIT.gov contracting officer. If possible, the contractor will also send an electronic copy of the invoice to your COTR at the same time. We will make all contractor payments, unless we make other arrangements with your agency in advance. Our contracting officer will e-mail the COTR at your agency for certification that items have been delivered and/or services have been performed according to the contract. When we receive your COTR's certification response, our contracting officer will process the invoice for payment.

Last updated: 09/17/2008

Email owner:
AACWeb@va.gov