G001--Cremation and related services for unclaimed remains Portland VAMC

Notice of Sources Sought The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Women Owned Small Businesses (WOSB) and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside. The intended contract is a firm-fixed price service contract. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for manufacturer authorized service providers with access to OEM parts of the following requirement: Cremation and other services for unclaimed remains of veterans for Portland VAMC in accordance with the Statement of Work. Estimated quantity is for 10 decedents per year. Base + 4 Option Years Removal/transportation (Clark, Multnomah, Clackamas and Washington Counties around Portland, OR metro) Storage Cremation services Discharge handling State filing Discharge Statement of Work: The VA Portland Health Care System (VAPORHCS) provides comprehensive health care services to Veterans of the U.S. Armed Forces. As part of this mission, VA administers decedent affairs, ensuring that the handling of Veteran remains is conducted with dignity, respect, and compassionate support for families, staff, and the community. The VA requires contracted support to assist with decedent services, including the transportation of remains, preparation for burial or cremation, and coordination of final disposition for unclaimed remains. These services are essential to ensure timely, respectful, and compliant handling of decedents entrusted to the VA. The contractor shall provide all personnel, equipment, vehicles, supplies, and facilities necessary to perform the decedent services described in this Statement of Work. PURPOSE/GENERAL DESCRIPTION/TASKS The purpose of this requirement is to support the (VAPORHCS) in the dignified and timely handling of Veteran decedent affairs. These services ensure that the transport, preparation, and disposition of remains are conducted respectfully and in accordance with applicable VA policies The Contractor shall perform all work in accordance with federal, state, local laws and VA policies, including but not limited to VHA Directive 1601B.04, VHA Notice 2025-03 Survivors Assistance and Memorial Support, 38 U.S.C. §§ 2303 and 2308, 38 C.F.R. §§ 17.170, 3.1708, and 3.1709 and applicable funeral service regulations. The contractor shall provide all personnel, vehicles, equipment, supplies, and facilities necessary to perform decedent-related services as required by the VA. Tasks under this requirement generally include the pickup and transport of remains within the VA facility, transport to and from external medical facilities, transport to the contractor s facility for preparation, preparation of remains for cremation, provision of required containers, and delivery of remains to the Willamette National Cemetery. The contractor shall provide timely, reliable, and professional support to ensure proper handling and continuity of decedent services for unclaimed remains and others as directed by the VA. Pick up the deceased patient at the place of death within 2 business days after notification when climate controlled holding facilities are available. Pick up within 4 hours after notification when climate controlled holding facilities are not available . Emergent or unforeseen circumstances (e.g., morgue malfunction or shutdown) may require expedited pickup. In such cases, the contractor shall pick up the remains within 4 hours of being notified. Transport the body of the deceased to its place of business to prepare the body for cremation when ordered by the SAMS Specialist (Survivor Assistance and Memorial Support Specialist) AOD (Administrative Officer of the Day), or other VAPORHCS authorized approving official. Provide refrigerated storage for remains until cremation arrangements are completed. Cremation shall include making the necessary arrangements with the crematorium and furnishing a suitable urn for the cremated remains. Providing a suitable Urn shall be durable and sealed, not leaking. Material, such as plastic, metal, wood, ceramic/stone, or other durable materials are acceptable. Urn must be clearly labeled to allow for identification of remains without opening of containers. Remains designated for cremation shall be cremated without embalming unless otherwise instructed. The Contractor shall have the necessary vehicles and licensed operators to transport the body/remains from the (VAPORHCS) to the funeral home and then from funeral home to the National Cemetery for interment. Coordinate final disposition, including delivery of remains to authorized location for cremation and the National Cemetery for interment. Maintain chain-of-custody documentation for all transfers of remains. Assist with required documentation related to disposition, including coordination and filing of death certificates as directed by VHAPORHCS. The Contractor shall possess the current transit permit at the time of award of Contract. Permits covering removal of the body, if required, are to be secured and paid for by the Contractor. The Contractor s employees shall have the appropriate and current license(s) prior to commencing work under this contract. Copies of registrations and licenses shall be furnished upon SAMS request. Offerors must be an approved member of the Funeral Services Licensing facility under the Oregon and Washington Department of Health Services. 3.0 Government Responsibilities VA will: Notify Contractor of unclaimed remains. Conduct inspections of remains, facilities, and merchandise. Assign a Contracting Officer Representative (COR) and/or designees for oversight. 4.0 Performance Objectives, Standards, & Acceptable Quality Levels (AQLs) Performance Objective Performance Standard AQL / Measurement Removal of remains Pickup within 2 business days 100% compliance required Interment at NCA completion Full process completed within 14 calendar days of notification 100% compliance required Transportation Professional vehicle, correct routing, timely delivery No deviations Storage Refrigeration adequate for preservation No incidents of spoilage Cremation & Urn Prep Durable, sealed, non leaking urn; complete cremation documentation 100% accuracy Facility compliance Licenses current; safety standards met Verified during inspections All deficiencies will be documented through the VA Quality Assurance Surveillance Plan (QASP). 5.0 Quality Assurance Surveillance The Government will monitor contractor performance through: Random, scheduled, and unscheduled inspections Observation of mortuary preparation results Review of Contractor s Quality Control Program (QCP) Semi annual contractor QC reports 6.0 Contractor Quality Control Program (QCP) The Contractor shall maintain and submit a QCP that includes: Staffing and response commitments Processes for identifying and correcting deficiencies Logs demonstrating compliance with contract requirements Semi annual reports submitted to COR 7.0 Security & Sensitive Information Requirements Contractor shall: Protect all VA sensitive information (PII/PHI). Follow VA Handbook 6500.6 privacy/security requirements. Report any suspected breaches immediately. Sign and follow confidentiality statements as required (see also Section 2.2.6). 8.0 Hours of Operation Work must be supported during VA normal business hours: Monday Friday, 8:00 AM 4:30 PM, excluding federal holidays. Contractor or representative must be able to be reached 24 hours per day every day of the year for death notifications requiring immediate removal. 9.0 Permits & Licenses Contractor shall: Maintain all required transit, cremation and facility permits. Provide proof of funeral establishment and cremator operator licenses. Maintain required insurance. 10.0 Place of Interment VA will specify interment at: Willamette National Cemetery Any other VA National Cemetery or VA Grant-Funded Cemeteries (State, Territory and Tribal Veterans Cemeteries) as required. VA provides niche, marker, opening/closing, and placement. 11.0 Deliverables Deliverable Due Quality Control Program 15 days after contract start Semi annual QC Reports Every 6 months Licenses/Permits Prior to performance; updates as required 12.0 Duration of Contract Base Year: January 01, 2027, plus four option years. Required Information in Your Response to Sources Sought: In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline: 1) Company name, address, and point of…