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 BPA (blanket purchase agreement) for future requirements. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for a vendor (either as the prime or through subcontractor in the region) that could provide mortuary services for deceased unclaimed veterans at the Eagle Point National Cemetery located at Eagle Point, OR. Price List (Please provide a courtesy quote for your response) Description of Services QTY (EA) Price Simple Burial Service Package Including: - Basic services of director & staff - Transfer from place of death to funeral home - Refrigeration - Embalming - Dressing, casketing, hairdressing & cosmetics - Funeral coach (hearse) within 20 miles of White City VAMC - Graveside service - Basic basket 1 Simple Cremation Service Package Including: - Basic services of director & staff - Transfer from place of death to funeral home - Refrigeration - Crematory fee - Minimum cremation container 1 Statement of Work: 1.0 General Information. The Department of Veterans Affairs Medical Center (VAMC) requires mortuary services for deceased unclaimed or indigent Veterans inpatient under VA or VA authorized care. The Contractor shall provide the facilities, professional funeral services, resources, storage, and transportation necessary to support the handling of unclaimed or indigent remains of deceased Veterans from the Veterans Affairs (VA) Medical Center (VAMC) or a VA authorized care facility and to deliver the deceased to Eagle Point National Cemetery. The offeror shall comply with the Department of Veterans Affairs (VA) requirements and specifications and federal, state, and local health laws, statutes and regulations in the performing the following tasks as identified in this Statement of Work (SOW). White City Veterans Affairs Medical Center (VAMC) is located at 8495 Crater Lake Hwy, White City, OR 97503 and the Eagle Point National Cemetery is located at 2763 Riley Rd, Eagle Point, OR 97524. 1.1 The Contractor shall not discriminate in the handling of remains due to race, creed, sex, or national origin of the deceased. 2.0 Description of the Work to be Performed. 2.1 The Contractor shall be responsible for providing professional services of the highest quality to assure viewing of the remains under optimal conditions. 2.2 The Contractor shall practice hygienic measures that will assure complete and satisfactory disinfection and sanitation of the funeral establishment. 2.3 The Contractor shall have a sufficient number of State licensed embalmers to process (embalm) or reprocess any remains on a timely basis. Interns or apprentices may be used to assist the licensed embalmer in accordance with (IAW) with applicable state regulations. 2.4 Transport Vehicles, supplies, equipment and technical procedures shall conform to standards and professional techniques acceptable to the Oregon Funeral Service Industry and the National or VA grant-funded State Veterans Cemetery at White City. 2.5 Contractor s Facility shall meet Federal, State, Local and National Environment Policy Act (NEPA) Fire and Life Safety Codes. The Contractor s facility shall comply with current VA standards for handicapped accessibility. Any change of the Contractor s facility location during the contract term shall be approved in advance by the Contracting Officer (CO). 3.0 VAMC Responsibilities. 3.1 In accordance with the Veteran s expressed funeral arrangement preferences, VAMC will advise the Contractor of the Veteran s preference for cremation or burial. 3.2 Notification to pick-up unclaimed remains. The VAMC designated representative will notify the Contractor of unclaimed remains. The Contractor shall respond for removal of unclaimed Veteran s remains within one (1) business day. The Contractor shall complete the burial process within 10 days of notification by VAMC. 3.5 Inspection of the body. Whether the body is cremated or to be buried, the casket or urn and remains shall be inspected by the designated representative prior to transporting to final destination. 4.0 Scope of Work General Tasks by the Contractor. 4.1 Cremation (Inurnment) Services. When requested by the designated representative (DR), this service shall include making the necessary arrangements with the crematorium and furnishing a suitable urn for the cremated remains. 4.1.1 Suitable Urn shall be durable and sealed, not leaking. Materials such as plastic, metal, wood, ceramic/stone, or other durable materials are acceptable. 4.2 Preparation of Remains (Body) Services for Interment. The DR will advise the Contractor of the Veteran s preference for cremation or body burial. 4.2.1 Remains shall be prepared, dressed, and cosmetically beautified as prescribed in the specifications. 4.2.2 Each remain, viewable or non-viewable, shall be embalmed that provides the optimum result. 4.3 Pre-embalming Services. 4.3.1 Remains shall be bathed unless when it is impossible due to the condition of the remains. The body hair shall be washed and groomed. For example: Fingernails shall be cleaned and trimmed; the mouth shall be securely closed to form a natural expression and ensure eyelids are prepared to prevent wrinkling and a sunken appearance of the eyes. The use of cosmetics shall be applied only to produce natural color and texture. 4.3.2 Any lacerations, abrasions, incisions, excisions and burn wounds shall be sutured and/or sealed to prevent leakage. Swollen or distorted features shall be reduced to the normal contours enjoyed during life. Postmortem stains shall be chemically bleached by applying packs and/or needle injection. On viewable areas, further treatment shall consist of the use of masking cosmetics to render stains non-detectable. 4.3.3 Body orifices shall be treated with a disinfectant, non-astringent chemical (generic categories such as Phenyl phenols and Iodophors) and packed with cotton. Bedsores, ulcerated, burned, and necrotic tissue shall be treated either by hypodermic injection, or pack application of deodorizing or preserving chemical. 4.3.4 Maggots and other insect larvae shall be destroyed and their breeding sites in or on the remains thoroughly treated with an insecticide chemical. 4.3.5 The Contractor shall ensure that the body and/or cremated remains are effectively disinfected, uniformly preserved, and offensive odors eliminated before the remains are casketed. 4.4 Preparation of Remains (Body is intact). 4.4.1 Each remain, viewable and non-viewable, requires variation in the embalming treatment to accomplish the optimum results. A recommended procedure to achieve these goals is the injection of the solution at a moderate rate. The addition of a humectant to the solutions is also helpful in reducing over-dehydration effects. 4.5 Processing Non-viewable Remains. 4.5.1 For all remains, multi-site injection and drainage technique shall be attempted. 4.5.2 For autopsied cases, incisions shall be tightly sutured and treated to prevent leakage. 4.5.3 Restorative work such as derma surgery, if required, shall be used to present a normal lifelike appearance. 4.5.4 Body areas shall be treated by means of a trocar, using undiluted cavity chemicals having a 30 index (%) or greater. In addition, packs, special gels and or dry sanitizers shall be used to assure preservation, prevent leakage, and eliminate all offensive odors (if required.) 4.5.5 Cranial, thoracic, and abdominal cavities, when present, shall be relieved of gasses and distention. The cavities shall then be treated by injecting a minimum of 32 ounces of a concentrated cavity chemical, having a 30-index (%) or greater. 4.5.6 When material injection and/or cavity treatment is impossible, all matriculated and disarticulated anatomical portions shall be thoroughly disinfected and preserved via accessory chemical embalming techniques. 4.5.7 Non-injectable intact remains and/or disarticulated anatomical portions shall be immersed or hypo-injected with trocar and/or syringe and needle, using full strength cavity chemicals 30-index (%) or greater. Surface application of liquid, gel, or dry sanitizers and preservatives is also required to supplement primary needle and/or hypo injection techniques. 4.6 Processing Viewable Remains. 4.6.1 A thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used to obtain optimum results. 4.6.2 The technique of arterial injection and venous drainage is of utmost importance as well as the need for adding humectant (moisture retention chemicals) to the arterial solution injected. 4.6.3 The mineral chemical injection solution shall contain a 2% to 3% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s), with equal parts of a humectant chemical also being added to the injection solution. 4.6.4 The thoracic, abdominal, and pelvic cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 30 index (%) or greater, using a minimum of 16 ounces for each cavity. 4.6.5 Needle injections, packs, or other special treatments shall be accomplished, as required, to assure the preservation and disinfection of all body tissues, including those associated with body cavities (organs). 4.6.6 A lanolin-based (or comparable) massage cream shall be applied on the face and hands. 4.6.7 For autopsied remains. Incisions shall be tightly sutured and treated to prevent leakage. 4.6.8 Autopsied Remains. If a partial or complete autopsy is performed, a 6-point injection with multisite drainage shall be accomplished, using arterial chemical solutions as specified for processing viewable remains. 4.7 Other Preparations of the Body Remains. 4.7.1 The following services shall be provided includes dressing, make-up, casketing, hair care, post-autopsy care, refrigeration and reconstruction/restorative arts. 4.7.2 Treatment of Scalp. If the scalp was shaved because of medical treatment or surgery, processing or reprocessing shall be accomplished as specified for viewable remains, after which the cranium shall be wrapped with gauze or equivalent in a neat and professional manner. 4.7.3 Mutilated Hands. If the hands are mutilated and restoration is not possible, the hands shall be treated in a manner, which shall render the tissue firm, dry, and thoroughly preserved. The hands shall be covered by either wrapping with gauze or equivalent in a neat and professional manner, or by placing surgical gloves on the hands. 4.7.4 Dressing Remains. The VA or the deceased veteran s family (indigent burials) will provide the appropriate clothing, to be used in the burial. Appropriate under garments shall be provided by the VA. 4.7.5 COR or Designated Representative will advise on any known religious preferences for the proper dressing and handling of the body. 4.8 Casket. Remains shall be placed in the casket or urn in a manner that will create an appearance of rest and composure and ensure maintenance of position during transit. 4.8.1 Casket Type and Material. At a minimum, the casket should be standard size (generally 82 X 28 inches or larger), constructed of 20 gauge or thicker metal with fixed rails or swing arm handles, and not leaking. Cardboard, or pressed paper, or similar materials are not acceptable. 4.8.2 The casket shall be of sufficient size and strength to prevent the appearance of crowding or and cramping and support the weight of the decedent s remains. 4.9 United States (US) Flag. The US flag will be furnished by the VA to be draped over the casket at the time of funeral service. 5.0 Transport and Storage of the Deceased Veteran. 5.1 Transport Vehicles. The Contractor shall have the necessary vehicles to transport the body from the VAMC or place of VA contracted care facility to the funeral home and then from funeral home to the National or VA grant-funded State Veterans Cemetery for interment or inurnment. 5.1.1 Loading the Casketed or the Cremated Remains. The remains shall be carefully and professionally placed in the type of vehicle normally used in for funeral services. 5.2 Transportation of Remains. The Contractor shall coordinate and transport the body or unclaimed remains in a funeral coach, ambulance, and hearse or service car to the Contractor s facility; and when ready for burial, the Contractor shall transport it to the National or VA grant-funded State Veterans Cemetery for burial. 5.3 Storage of Deceased Veteran. The Contractor shall have adequate storage space to hold and store (refrigeration) the remains until burial arrangements are confirmed. 5.4 Place of Burial or Columbarium. 5.4.1 Mortuary services ordered by the VA will specify the interment to be Eagle Point National Cemetery. The burial plot, the marker and services for opening and closing the grave, and placing the marker, will be furnished by the VA. 5.4.2 If the deceased veteran has a last will and testament specifying a location of burial other than the national cemetery, the deceased veteran s estate is responsible for the cost of the burial site or plot. The Contractor shall provide burial related services at the new location if it is within 25 miles from the White City VAMC. 6.0 Permits/Licenses to operate. The Contractor shall possess the current transit permit at the time of award of Contract. Permits covering burial, cremation or removal of the body, if required, are to be secured and paid for by the Contractor. 6.1 In accordance with the Oregon Board of Funeral Directors and Embalmers, the Contractor shall provide proof of license for the establishment and funeral home director(s), prior to commencing any work under this contract. 6.2 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 COR s request. The Contractor shall be responsible for maintaining Workers Compensation and Professional Liability Insurance, as well as remaining current on Federal, State and Medicare payments. 7.0 Quality Assurance Surveillance Plans (QASP). 7.1 The QASP will be used by the Government to monitor and evaluate the Contractor s performance using mostly customer feedback and surveillance. The Government will use random, scheduled and unscheduled inspections of the various reports transcribed to determine the validity of the customers complaints. Performance will be recorded by the COR or designated representative and when an observation indicates defective performance, the COR will request the Contractor or designated representative to initial the observation. 7.2 The COR will conduct on-site inspections of the facilities to ensure services are performed according to the terms and conditions of the contract. 8.0 Contractor s Quality Control Program (QCP). 8.1 The Contractor shall implement and maintain a complete quality control (QC) program so that all requirements are provided for as specified in all sections of this contract. The Contractor s QCP shall include but not be limited to the following: 8.1.1 A statement describing how the Contractor will meet the basic requirements of this contract (including staffing levels, time of response) shall be provided to the Contracting Officer s Representative (COR) fifteen (15) days after effective date of contract award and whenever there are major turnover of personnel. A major turn-over is two or more employees. 8.1.2 A method for identifying deficiencies in the quality of services performed before the performance deficiency becomes unacceptable. The QCP shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all Contractor QC inspections and corrective actions. 8.1.3 A method of recording or logging the activities of the Contractor, which would demonstrate the Contractor's ability to maintain the minimum requirements of this contract. 8.2 The COR or designated representative will monitor the Contractor's performance using the Contractor s QCP and the Government s QASP. 8.3 The Contractor shall provide at least semi-annual quality control or assurance report to the COR. The report shall include the results of the reviews, identification of problems and a correction plan. 9.0 Miscellaneous Items. 9.1 Coordination with the National or VA grant-funded Veterans State Cemetery and the COR shall occur frequently to ensure the deceased Veteran is buried properly and timely. The Contractor shall keep the COR or DR informed as to the timeline of events. 9.2 COR responsibilities. The COR or DR will coordinate with the Contractor to ensure the proper documents and items are provided such as the DD 214 and/or other documents to verify Veteran s Eligibility to be buried at the National or VA grant-funded Veterans State Cemetery. 10.0 Hours of Operation. The VA will conduct business with the Contractor during its normal operational hours (i.e. Monday through Friday, 8:00 a.m. to 4:30 p.m.), excluding Federal Holidays. 11.0 Security Requirements. 11.1 The Contractor shall sign and follow confidentiality statements as required. 12.0 VA Sensitive Information. 12.1 The Contractor is expected to perform functions that will require access to VA sensitive information. In the course of providing services, it will be necessary for the Contractor to view and receive protected health information (PHI), and personnel identifiable information (PII). 12.2 Contracts, in which VA sensitive information are accessed by a Contractor require the following requirements per 38 U.S.C 5723 and 5725. 12.2.1 A prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. See VA Handbook 65006, Appendix C, paragraph 3.a. 12.2.2 A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor /subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO (Information Security Officer), and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. 12.2.3 A requirement to pay liquidated damages in the event of a data: In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals. 12.2.4 A requirement for annual security/privacy awareness training: before being granted access to VA information, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either (i) the VA security/privacy awareness training (contains VA s security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA s security)privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA s requirements, they will provide the COR or DR, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA s contract have received their annual security/privacy training that meets VA S requirements and the total number of employees trained. 12.2.5 A requirement to sign VA s Rules of Behavior: before being granted access to VA information, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to this contract. If the vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Rules of Behavior when accessing VA s information. 13.0 Commonly Used Acronyms. 13.1 CO Contracting Officer 13.2 COR Contracting Officer Representative 13.3 VAMC Veterans Affairs Medical Center 13.4 SOW Statement of Work 13.5 DR Designated Representative (usually representing the COR) 13.6 Tungsten Network 3rd party global provider of electronic invoicing for the VA 13.7 DFAS Austin Defense Finance and Accounting System in Austin, Texas 13.8 FSC Financial Service Center (VA) 14.0 References 14.1 VHA Directive 1601B.04, Decedent Affairs dated 12/01/2017 14.2 Title 38 United States Code (U.S.C.) 101 14.3 Title 38 U.S.C. 2301 et seq. 14.4 Title 38 CFR 17.170 14.5 Public Law No: 117-328, Division J Title II section 213 of the Consolidated Appropriations Act, 2023 14.6 Locations of VA National and VA grant-funded State Veterans Cemeteries. Find a Cemetery - National Cemetery Administration (va.gov) 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 contact, phone number, e-mail address, and UEI. 2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 812210 Funeral Homes and Funeral Services. To be considered a small business your company must have less than 12.5 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following: [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Women Owned Small Business (WOSB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business 3) Any socioeconomic business must have SBA certification at https://search.certifications.sba.gov/. 4) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years) 6) Capabilities Statement addressing the requirements in the Statement of Work. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). Service Address: White City VA Medical Center 8495 Crater Lake Hwy White City, OR 97503 Point of Contact: Peter Park Contracting Officer peter.park2@va.gov Response Deadline: 10/26/2026 by 3:00pm Pacific Time
