NOTICE OF INTENT TO SOLE SOURCE
The Department of Veterans Affairs, Network Contracting Office (NCO) 22, located at 4811 Airport Plaza Drive, Long Beach, CA 90815 is issuing this Notice of Intent (NOI) to inform industry contractors of the Government s intent to execute a Sole Source Award under FAR Part 12 Simplified Acquisition Procedures (SAP)
The intended Contractor is Banner University Medical Group, 2701 E Elvira Rd, Tucson AZ, 85756
The Department of Veteran s Affairs (VA), Southern Arizona VA Health Care System (SAVAHCS) and Phoenix VA Health Care System (PHXVAHCS) requires non-personal health care services for non-forensic autopsy services. The period of performance will begin on 09/06/2026 and will consist of a base year, followed by up to four (4) option years, to be exercised at the government s discretion.
Background Information:
This contract is for provision of non-forensic autopsy services and applicable ancillary testing for deceased SAVAHCS and PHXVAHCS patients as requested and or required by family members and/or SAVAHCS/PHXVAHCS provider or pathologist.
Scope:
This service is for non-forensic autopsies only; full, non-forensic CPT 88027 and partial, non-forensic CPT 88036. When an autopsy is requested and or required, SAVAHCS / PHXVAHCS will arrange for transport of the deceased to the Contractor s facility for performance of this service and transport of the deceased remains to the funeral home designated by the family within a 100 mile radius of Tucson/ Phoenix, AZ area. The performance of this service will be done within two (2) working days of receipt of the body by a licensed and privileged practitioner.
This SOP will outline the notification and receipt process of Veteran control brain, spinal cord, CSF specimens obtained through the Department of Pathology, Banner University Medical Center-Tucson/University of Arizona. It will include contact and other necessary information to ensure constant tracking of the fresh specimens from removal to arrival at SACTL-VAB.
RESPONSIBILITIES:
The supervisor in charge of the procedure will ensure that personnel have been
properly trained and follow the procedures as outlined in this SOP. If issues arise while
following this protocol, the supervisor will be notified immediately. The Technical Supervisor or designee is responsible for providing a current copy of this document.
SAFETY AND CAUTIONARY NOTES:
1. Any delay in notification or receipt of brain specimen can diminish the integrity of the specimen.
2. Because the subject s history is most likely unknown at this time, the subject may have had an unknown infection. Universal precautions are required in handling and grossing of the CNS tissue. See SOP SP-001, Universal Precautions; SOP RD-010, Grossing of CNS Specimens and SOP SP-005, Grossing Area Safety and Disinfection.
PROCEDURES:
BUMC-T Morgue will call several hours in advance concerning autopsy schedule for the day. UMC-T Morgue verifies that the deceased Veteran s NOK has authorized no restrictions on the Authorization for Autopsy Form, OP SF523. VA Decedent Affairs may help coordinate with clinicians/VABBB for NOK form.
2. SACTL-VAB personnel notified will initiate Form, Notification of Pending Brain Arrival (Appendices).
3. Upon notification of an estimated time of arrival, gross room preparation will begin.
4. BUMC-T Morgue will call ~30 min prior to brain/spinal cord being ready for pick-up by VAB staff.
5. Upon receiving call from BUMC-T Morgue, contact SAVAHCS Tucson Vehicle Reservations (ext.1-1845) to request vehicle for specimen pick-up from BUMC-T Morgue. Use of personal vehicle for transporting specimens is discouraged by the Research Office.
6. BUMC-T Morgue staff are familiar with packaging of pathological specimens: brain spinal cord, and CSF in 50mL tube and are each separately double-bagged, sealed and placed in a Styrofoam container with wet ice or cold packs ice. Minimal liquid/blood is transferred with specimens to the bags. VAB personnel can provide ice, ice packs, and shipping materials.
7. VAB staff will collect the Time Interval Sheet (Appendices) upon picking up the specimen. Alternatively, Melinda Martel/Sandy Joyner will FAX to the secure VAB FAX number 520-629-1788.. Upon arrival to VAB labs, the specimen will be immediately stored in the refrigerator.
8. On same day Lynn Burke is called for body refrigeration time at SAVAHCS and transport time of body to BUMC -T.
RECORDS:
1. Notification and Time Interval Sheets will be stored under indicated specimen code in: a) the 3-ring binder entitled Control Brain Specimens , locked cabinet, secured Rm. A25/A23B, Bldg. 38; b) subfolder per specimen code #: S:// 2) UMC Control Brains/specimen ID code #
APPENDICIES:
Form, Notification of Pending Brain Arrival
Form, Time Interval Record Sheet
REFERENCE DOCUMENTS:
SOP SP-001, Universal Precautions
SOP RD-010, Grossing of CNS Specimens
SOP SP-005, Grossing Area Safety and Disinfection
SOP RD-011, Diagnostic Specimens and Preliminary Neuropathology Reports
Authorized Users:
A list of individuals authorized to request orders under the contract, identified either by title or name, shall be furnished to the Contractor by the Contracting Officer. This list will include all SAVAHCS / PHXVAHCS Pathologists, all SAVAHCS / PHXVAHCS lab Histology Technicians, and the SAVAHCS / PHXVAHCS Laboratory Manager.
Performance Monitoring:
The contract holder shall be Clinical Laboratory Improvements Amendments (CLIA) and the Joint Commission (TJC) accredited and the personnel performing the service shall have a valid state medical license and board certified by the Board of Pathology. The Contractor shall maintain accurate patient identification, provide autopsy service as requested, and confirm that SAVAHCS/PHXVAHCS receives autopsy reports. Compliance is monitored by incident and error tracking as part of the SAVAHCS / PHXVAHCS Laboratory regular QA process.
Preliminary anatomic diagnoses shall be faxed to SAVAHCS / PHXVAHCS within two (2) working days of the receipt of the body. Exceptions to this requirement are the contractors established holidays that do not coincide with Federal holidays. Greater than 50% of the autopsy reports shall be received and reports received within thirty (30) business days. 100% of final reports shall be received by SAVAHCS / PHXVAHCS within sixty (60) business days.
APPENDIX A - SPECIAL CONTRACT REQUIREMENTS
1.0. INTRODUCTION: The Contractor shall provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to the SAVAHCS / PHXVAHCS, the services and prices specified in the Performance Work Schedule of this contract. Award will be made for non-personal services, as defined in FAR 37.01, under which the Contractor is an independent contractor.
2.0. SERVICES:
2.1. The services specified in the Special Contract Requirements and the Price/Cost Schedule may be changed by written modifications in accordance with FAR Part 52.212-4.
3.0. QUALIFICATIONS: Personnel assigned by the Contractor to perform the services covered by this contract shall be qualified in accordance with this Statement of Work.
4.0. MEDICAL RECORDS:
Medical records and other patient information shall be provided pursuant to VA policy and standards which are designed to protect the confidentiality of the patient s medical records in accordance with applicable state and federal laws and recognized standards of professional practice.
5.0. HIPAA COMPLIANCE: In accordance with 45 C.F.R. Parts 160, 162 and 164 (Health Insurance Portability and Accountability Act) and 38 U.S.C. 5701, 38 U.S.C. 5705, 38 U.S.C. 7332,5 U.S.C. 552a (Privacy Act), the Parties agree to hold all individually identifiable health information as that term is defined in the Health Insurance Portability and Accountability Act and regulations promulgated thereunder (collectively, HIPAA ) shared with, transferred or transmitted to, or otherwise obtained by the Contractor on or from or on behalf of the VA in the course of the Contractor providing the services under this contract ( Protected Health Information ) strictly confidential, and provide protections to prevent the unauthorized disclosure of such information, including, but not limited to the protection required by applicable federal, VA, state and local laws, policies and/or regulations regarding the security and the confidentiality of patient health care information including, but not limited to, HIPAA. Specifically, the Contractor agrees as follows:
a. To maintain safeguards as necessary to ensure that the Protected Health Information is not used or disclosed except as required to perform its obligations under the contract, as expressly permitted herein or as required or permitted by law;
b. To ensure that any sub-Contractors or agents to whom it provides Protected Health Information agree to the same restrictions and conditions that applies with respect to such information;
c. To make available its internal practices, books and records relating to the use and disclosure of Protected Health Information to the Department of Health and Human Services or its agents as required by HIPAA;
d. To incorporate any amendments or corrections to Protected Health Information when notified by the VA that the information is inaccurate or incomplete;
e. To, at termination of this contract and as feasible, return or destroy all Protected Health Information that it still maintains or archive to meet the Contractor s legal obligations related to retention of records;
f. To ensure that, as to any Protected Health Information held by the Contractor, the Contractor policies are in place to allow access to that Protected Health Information by the subject of that information as required by HIPAA;
g. To report to the VA any use or disclosure of Protected Health Information which is not allowed under the terms of the contract. If at any time after the effective date of this Agreement it is determined that either party is in breach of this Section, the other party, in its sole discretion, may immediately terminate this contract.
6.0. BAA: The VA has recognized the Contractor as an entity that does require a Business Associate Agreement (BAA). Within five (5) days after award of the contract, the Contractor shall execute and return to the VA a copy of the BAA included as Attachment A to the solicitation.
The North American Industry Classification System (NAICS) for this requirement is, 621111 Offices of All Other Health Practitioners. This industry comprises establishments of independent health practitioners (except physicians; dentists; chiropractors; optometrists; mental health Offices of All Other Health Practitioners. This industry comprises establishments of independent health practitioners (except physicians; dentists; chiropractors; optometrists; mental health specialists; physical, occupational, and speech therapists; and audiologists). These practitioners operate private or group practices in their own offices (e.g., centers, clinics) or in the facilities of others, such as hospitals or HMO medical centers. specialists; physical, occupational, and speech therapists; and audiologists). These practitioners operate private or group practices in their own offices (e.g., centers, clinics) or in the facilities of others, such as hospitals or HMO medical centers.
Product of Service Code for this requirement is Q999 Medical Other. The Small Business Administration (SBA) size standard for this sector is $16 Million.
As the standard of care for autopsy services has changed over the years and the requirement for expertise has increased, communities have centralized their facilities providing this service. UPH/Banner is the only provider of this type of service in the entire Southern Arizona community; they also provide these services to the Banner facilities in Phoenix as well as the Phoenix VA.
Other community facilities were contacted concerning autopsy services; Banner is the only provider of this type of service in the entire Southern Arizona community and provides autopsy services to all medical facilities in the Tucson community; they also provide these services to the Banner facilities in Phoenix as well as the Phoenix, VA.
If autopsy s are no performed patient care will be negatively impacted.
This notice of intent is neither a formal solicitation nor a request for competitive proposals. No solicitation document is available, and telephone requests will not be honored. No award will be made based on unsolicited quotations or offers received in response to this notice. Any response to this notice must show clear, compelling and convincing evidence that competition will be advantageous to the Government. The intent of this synopsis is for informational purposes only. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government.
All inquiries and concerns must be addressed in writing via e-mail to Joanne Woo at Joanne.Woo@va.gov with the following information referenced in the subject line, RFI 36C26226Q0888 Non- Forensic Autopsy. A determination by the Government not to compete this proposed procurement based on the responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. All interested parties who are responsible, certified, and capable may identify their interest and may submit capability statement which shall be considered by the agency no later than 10:00 AM Pacific Standard Time (PST) on July 21, 2026 to Joanne Woo at Joanne.Woo@va.gov . The interested parties bear full responsibility to ensure complete transmission and timely receipt.
SDVOSB/VOSB respondents.
If respondent is or SDVOSB or VOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause.
Please provide the information below:
Company Name:
DUNS Number:
Address:
Point of Contact Name:
Phone No:
Email:
Business size information
Select all that applies:
o Small Business
o Emerging Small Business
o Small Disadvantaged Business
o Certified under Section 8(a) of the Small Business Act
o HUBZone
o Woman Owned
o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov)
o Veteran Owned Small Business (registered in VetBiz.gov)
FSS/ GSA Contract Holder
Yes No
FSS/ GSA Contract Number
Effective Date / Expiration Date
NASA SEWP Contract Holder
Yes No
NASA SEWP Contract Number
Effective Date / Expiration Date
