VA’s New Review Process Could Delay Your Next Award—Here’s What Contractors Need to Know
The Department of Veterans Affairs just changed the playbook for how it handles high-dollar and mission-critical contracts. On May 13, 2025, the VA issued a new acquisition memo that adds an extra—and mandatory—layer of review for certain contracts. If you’re a small or mid-sized business in IT, professional services, or dealing with large-dollar awards, this change could slow things down unless you’re ready.
This policy, stemming from Executive Order 14222 and the new Department of Government Efficiency (DOGE), puts two VA officials—Christopher Roussos and Cary Volpert—in charge of final contract approvals. And we're not talking optional reviews here. Under the new rules, no covered contract can be signed, awarded, or even modified without their green light.
The covered categories? They’re broad and highly relevant to government contractors:
All IT contracts (regardless of dollar amount)
All professional services contracts (think A&E, consulting, and more)
Any new contract valued at $10 million or more
And “new” doesn’t just mean new-new. Even modifications that adjust scope or funding on these contract types are in the crosshairs.
Before you get too far in the process, know this: there’s a mandatory 7-business-day review window after the Senior Advisor review, and only Roussos or Volpert can give final sign-off. These reviews are tracked weekly by VA’s procurement executive, and they schedule meetings individually—no last-minute rush jobs allowed.
So what’s the real-world impact?
For small and mid-sized vendors chasing VA work, the implications are real:
Delays Are Inevitable: If your project needs fast turnaround, this new step could create bottlenecks. With only two reviewers overseeing potentially hundreds of contracts per month, you could be waiting a while.
Option Years Could Slip: Fiscal year-end is a high-volume season for renewals and mods. Miss the DOGE window, and you risk performance gaps.
Documentation Must Be Airtight: Expect more scrutiny. You’ll need to justify every dollar, every line item, and every project scope element.
Last-Minute Changes? Forget It: Rushing a mod or scope shift at the eleventh hour is now a risky move. If it’s not in the queue early, it may not happen.
Small Biz = More Vulnerable: With fewer admin resources, smaller contractors are more likely to feel the pain of these new requirements—especially if they don’t plan ahead.
This isn’t just a “wait and see” moment. Contractors need to respond strategically. Here’s how:
Add Time Buffers: Bake in at least 7 business days—preferably more—for DOGE review in your internal timelines. Don’t plan awards or options on tight turnaround.
Talk to Your CO Early: Ask your contracting officer when your contract will hit the weekly tracker. If it’s not listed, get it on there.
Clarify What Counts: Is your action a new award? A mod? Get clarity now, because even funding bumps to covered contracts could trigger DOGE review.
Polish Your Justifications: Your acquisition package should scream “value.” Include strong cost reasonableness arguments, mission-critical explanations, and any cost-saving features.
Don’t Wing the Submission: Follow every internal VA routing rule before your docs hit Roussos and Volpert’s desks. Sloppy packages won’t fly.
Plan for Contingencies: If you’re delivering vital services, ask about bridge contracts or interim measures now—not when a delay hits.
Respect the Gatekeepers: Treat DOGE reviewers like key stakeholders. Be concise, transparent, and prepared for their calendar invites.
This is more than a VA policy change—it’s part of a broader federal push toward tighter oversight and cost control, especially in sectors known for spending spikes. If you’ve been relying on quick awards or fast option years, it’s time to shift your strategy. The bottom line: your success depends on planning, communication, and documentation.
And remember—this isn’t just about compliance. It’s a chance to stand out by showing you understand the new rules and can deliver value efficiently. That’s something every contracting officer—and DOGE reviewer—will appreciate.
Looking for more ways to prepare for shifting federal procurement priorities? Check out our post on"DoD’s Software Acquisition Pathways: A New Door Opens for Agile Contractors" for insights into cybersecurity requirements that could shape your future proposals.
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