G001--RENO FUNERAL & CREMATION SERVICE BASE 4 OY

THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Department of Veterans Affairs is in the process of determining the acquisition strategy for FUNERAL SERVICES for VA RENO Health Care System with locations in Reno, CA. Please note that this Request for Information (RFI) is for information only and does not constitute a solicitation for competitive bids/proposals and is not to be construed as a commitment by the Government. However, all interested parties who believe they can meet the requirement are invited to submit information describing their capability to provide the required services. OVERVIEW: SEE ATTACHED PWS Please include the follow information about your organization in your response (1) Name of Organization, (2) Address + Zip Code, (3) Telephone number, (4) SAM UEI Number, (5) Size of Business: Large or Small, (6) SAM status, (7) Point(s) of contact, and (8) email address. Organizations responding to this RFI should provide the company s capabilities to perform this requirement. The NAICS code is 812210. The Size Standard is $12.5 million. The information received as a result of this notice will be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the VA not to open the requirement to open competition, based on responses to this sources sought synopsis is solely within the discretion of the VA. The Government does not intend to pay for any information provided under this sources sought synopsis. All responses must be sent via e-mail to SABLE WILLIAMS, Contracting Officer, at MARCH 18 2024 BY 8:00AM PST. Background/Objectives UNCLAIMED REMAINS a. If Veteran dies from non-service-connected causes at a VA facility under authorized admission or at a non-VA facility under authorized admission at VA expense, and the Veteran s remains are unclaimed, the facility Director will request funeral and burial services to be procured through a contract. The cost of the funeral and burial services may not exceed $700.00, as increased from time to time by VA under 38 U.S.C. 2303(c). If a Veteran is eligible for burial in a national cemetery under 38 U.S.C. 2402, but is buried instead in a cemetery owned by a state or by an agency or political subdivision of a state, VA may pay an amount up to $700, as increased from time to time by VA under 38 U.S.C. 2303(c), for the cost of the plot. If a Veteran is eligible for burial in a national cemetery under 38 U.S.C. 2402, but is buried instead in a private cemetery, VA may pay an amount up to $700, as increased from time to time by VA under 38 U.S.C. 2303(c), for the cost of the plot, except that, if a state, an agency or political subdivision of a state, or a former employer of the Veteran pays or assumes any part of the plot or interment costs of such a burial, VA may pay only the amount of the plot cost exceeding the total of such paid or assumed amounts b. If the Veteran dies in a state, VA will pay for the actual cost of transporting the body to the place of burial in a state, as provided in 38 U.S.C. 2303(a)(1)(B) and 38 CFR 3.1605(b). The cost of transporting the remains is in addition to the burial services allowance and the plot allowance. The transportation allowance covers: (1) The transportation cost of the shipment of the body by common carrier or by hearse from the place of death to the funeral home and to the place of burial; (2) Any charges for an outside shipping box; and (3) The charges for securing all necessary permits for removal or shipment of the body. Scope/Tasks The Facility Director will request funeral and burial services to be procured. The cost of the funeral and burial services may not exceed $700.00 The contractor will provide burial services which includes the following: Preparation of the body Embalming or cremation Provide clothing Casket (The casket, at a minimum, must be constructed from thick, strong particle board and must be of sufficient strength to support the weight of an adult human body. Cardboard or pressed paper or similar materials are not acceptable.); Securing all necessary permits; and Ensuring that a U.S. flag accompanies the casket to the place of burial. The contractor is responsible for all transportation costs for the shipment of the body/cremation remains by common carrier or by hearse from VA Sierra Nevada Healthcare System to the funeral home and to the place of burial. The contractor is responsible for any charges to secure all necessary permits for removal or shipment of the body. In accordance with Veterans expressed funeral arrangement preferences, VA Sierra Nevada Healthcare System will advise contractor of veteran s preference for cremation or burial. If no preferences have been identified by the veteran, the facility will request direct burial services from the contractor. Chief of Health Administration Service or responsible program official from VASNHCS is responsible for inspecting the unclaimed remains prior to release in accordance with VHA.PG.1601B.04.5.6.b. The VA contracting officer is responsible for designating the Chief of Health Administration Service, responsible program official, or designee to be responsible for the inspection of: the mortuary services performed, and the merchandise furnished for unclaimed remains under separate contractual agreements. This responsibility includes the authority to certify that the services and merchandise have been furnished and ensure that: the casket is at a minimum, constructed from thick, strong particle board, and of sufficient strength to support the weight of an adult human body (cardboard or pressed paper or similar materials are not acceptable) the body is properly embalmed, and properly placed in the casket dressed in appropriate clothing, and the funeral director is informed that the U.S. flag, which VA furnishes, is to drape the casket at the time of the funeral service. Note: If a questionable case arises, the Chief Health Administration Service responsible program official, or designee may request and receive assistance from designated members of the medical staff or VA contracting officer using approved local procedures. After inspecting the services and merchandise as described in VHA.PG.1601.B.04.5.7.e, VASNHCS responsible program official, or designee uses VA Form 10-2068a, Inspection of Services and Merchandise Furnished for Contract Burial to: document the acceptability of the services and merchandise, and certify that services and merchandise have been inspected. If any of the services or merchandise is unacceptable, the contract funeral director must be requested to correct the situation, after which the VASNHCS, responsible program official, or designee performs another inspection and completes another VA Form 10-2068a. Note: The completed VA Form 10-2068a is filed in the administrative portion of the patient's CHR or in the administrative section in CPRS. VASNHCS arranges for burial in the nearest grant funded veteran s cemetery in the state of Nevada with available grave space for unclaimed remains of Veterans who die at VASNHCS. Description of Services Mortuary Services The contractor shall be responsible for providing professional services of the highest quality to assure viewing of the remains under optimal conditions. The contractor shall practice hygienic measures that will assure complete and satisfactory disinfection and sanitation of the funeral establishment. The contractor shall provide high quality service and a sufficient number of licensed embalmers to process (embalm) or reprocess any remains under this contract on a timely basis. Interns (apprentices) may be used to assist the licensed embalmer in accordance with applicable state regulations. All supplies and technical procedures shall conform to standards and professional techniques acceptable to the Funeral Service Industry. Embalmers shall utilize all optimal techniques available to assure complete and adequate treatment of remains. Treatment of Remains At all times, the remains must be free of putrefaction and infectious agents. This requires the thorough disinfection and uniform preservation of all body tissues. Employment of continuous injection and intermittent drainage will enhance chemical distribution and penetration. Use of humectant (moisture retention chemicals) in the arterial injection solution will help to achieve greater tissue penetration, and to restore normal body moisture content. Pre-embalming Procedures The following basic steps shall be accomplished in the course of processing or reprocessing all viewable remains, and to the extent possible, non-viewable remains. When possible, remains shall be bathed. Male facial and scalp hair shall be washed and groomed (suitable hair preparation shall be accomplished on females). Fingernails shall be cleaned and trimmed. The mouth shall be securely closed to form a natural expression and proper attention given to the eyes to prevent wrinkling of the eyelids and a sunken appearance of the eyes. Cosmetics shall be applied only in the amount necessary to produce natural color and texture. All 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. All body orifices shall be treated with a disinfectant, non-astringent chemical (generic categories such as Phenyl phenols and Iodophors) and then packed with cotton. Bedsores, ulcerated, burned, and necrotic tissue shall be treated either by hypodermic injection, or pack application of deodorizing/preserving chemical. Maggots and other insect larvae shall be destroyed and their breeding sites in or on the remains thoroughly treated with an insecticide chemical. The contractor's performance shall be such that all remains are effectively disinfected, uniformly preserved, and all offensive odors eliminated before the remains are casketed. Preparation of Remains Each remains, 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. Processing Non-Viewable Remains In all instances multisite injection and drainage technique shall be attempted. In the case of autopsied cases, all incisions shall be tightly sutured and treated to prevent leakage. Derma surgery; and such restorative work may be necessary to present a normal life like appearance. All body areas shall be further 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, as required, to assure preservation, prevent leakage, and eliminate all offensive odors. 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. 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. 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. Processing Viewable Remains A thorough pre-embalming case analysis shall be made to determine the best embalming techniques to be used to obtain optimum results. 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. 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. 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. 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). A lanolin-based (or comparable) massage cream shall be applied on the face and hands. 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. All incisions shall be tightly sutured and treated to prevent leakage. Treatment of Scalp (Viewable Remains) 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. Mutilated Hands on Viewable Remains When the hands are mutilated and restoration is not possible, the hands shall be treated in a manner, which shall render all tissue firm, dry, and thoroughly preserved. The hands will then be covered by either wrapping with gauze or equivalent in a neat and professional manner, or by placing surgical gloves on the hands. Placement in Casket Remains shall be placed in the casket in a manner that will create an appearance of rest and composure and ensure maintenance of position during transit. Material The casket, at a minimum, should be constructed from thick, strong particle board and be sufficient strength to support the weight of an adult human body. Cardboard or pressed paper or similar materials are not acceptable. The pillow shall be turned over and a clean piece of cloth placed over the face. The casket shall be of sufficient size to prevent the appearance of crowding and cramping the remains. Dressing Remains Unless it is determined by the VA, and so indicated at the time the funeral arrangements are made, that the deceased will be buried in personally owned clothing or clothing furnished by the VA, the funeral director will furnish appropriate underclothing and hose. Transport and Storage of Deceased Veteran VASNHCS will notify the contractor of unclaimed remains. The contractor will respond for removal of unclaimed veteran s remains to VASNHCS within 48 hours excluding weekends and holidays. The contractor will complete the burial process within 10 days of notification by VASNHCS. Loading Remains The remains shall be carefully and professionally placed in the type of vehicle authorized by the VA. Transportation of Remains Transportation of body in a hearse or service car from the place ordered to the place where embalming is to be performed, and subsequent transportation to the location where services are to be held, will be furnished by the funeral director. If interment or cremation is to be other than at the State Veteran Cemetery in Fernley, Nevada, additional expenses may be allowed for transportation. Removal/Delivery Transport remains in a suitable funeral coach, ambulance, or service car to place where processing or reprocessing is performed. Transportation shall include calling the place where death occurs or remains are located when such place is on the installation, or any place designated by the contracting officer or designate. Cremation In the event cremation services are ordered by the VA, this service will include making all necessary arrangements with the crematorium and furnishing a suitable container for the cremated remains. Quarterly inspection A Quality Assurance representative of the VA will conduct inspections of the funeral home following the QUASP. Requirements The foregoing requirements cover, in general, the type and character of service required. However, it is recognized that different conditions require different treatments and nothing in the listed specifications shall be construed as restricting the funeral director in such a manner as to prevent the exercise by him/her of his/her best judgment as to the procedure in the particular case. The contractor is expected to perform the work in such a manner as to ensure services of the highest type, and thus eliminate any possibility of warranted criticism of the VA. In agreeing to perform mortuary services as required by the VA, the funeral director agrees that there will be no discrimination in types of cases handled because of race, creed, or national origin of the deceased. Remains shall be prepared, dressed, and comedized as prescribed in the specifications. Place of Burial Mortuary services ordered by the VA will specify the burial location. In the event the interment is to be made at other than the Veterans Cemetery in Fernley, Nevada, this fact will be discussed at the time mortuary services are ordered, and mutually satisfactory arrangements will be made in regard to the services requested. The contractor will notify the Contracting Officer's Representative (COR), Program Manager, or Alternate Program Manager of anticipated burial arrangement. Permits Contractor will provide the necessary transit permit. Permits covering burial, cremation or removal of the body, if required, are to be secured and paid for by the funeral director performing the mortuary service. The contractor shall provide proof of license for the establishment, embalmer, and funeral home director(s), prior to commencing any work under this contract. Place of Performance The unclaimed remains will be removed from VASNHCS and the contractor will perform all required funeral arrangements at their place of business. Pre-award Survey for Mortuary Services The guidelines in Appendix B have been developed to aid the pre-award survey team in performing its inspection/evaluation of the potential contractor's facilities, equipment and motor vehicles. They will be used to determine that the contractor meets the minimum requirements of the government. In addition, the attached Funeral Home Facilities Inspection Checklist Format (Figure B.1) shall be completed. Contract Administration Data The contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the contracting officer on all matters pertaining to contract administration. Only the contracting officer is authorized to make commitments or issue changes that affect price, quantity or quality of performance of this contract. In the event the contractor effects any such changes at the direction of any person other than the contracting officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof. Payment Payment shall be made 30 days in arrears, upon receipt of a properly prepared invoice to: VA Sierra Nevada Healthcare System (136PB) 975 Kirman Ave Reno, NV 89502 Security Considerations Contractor staff shall sign and follow confidentiality statements as required. The Computer and Access requirements do not apply, and that a Security Accreditation Package is not required SECURITY REQUIREMENTS: Service 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 service contractor to, view and receive protected health information (PHI), and personnel identifiable information (PII). Contracts, in which VA sensitive information are accessed by a VA contractor/subcontractor require the following requirements per 38 U.S.C. § 5723 and 5725: 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. 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, 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. See VA Handbook 6500.6, Appendix C, paragraph Ga. 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. See VA Handbook 6500.6, Appendix C, paragraph 7.a., 7,d. 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 CC, 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. See VA Handbook 6500.6, Appendix C, paragraph 9. 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. See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D, Note: 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 Contractor Rules of Behavior when accessing VA s information. Figure Bl. Funeral Home Facilities Inspection Checklist Format Installation _______________________ Date ________________________ _ Name and Address of Funeral Establishment __________________________________ _ 1. PREPARATION ROOM REMARKS A. SIZE - Size is adequate........ .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. ( ) B. EQUIPMENT- Adequate for treatment of remains............................... ( ) C. INSTRUMENTS - Sufficient to prepare remains................................... ( ) D. SUPPLIES -Sufficient for remains preparation..................................... ( ) E. VENTILATION- Adequate ventilation............................................. ( ) F. APPEARANCE- Clean, orderly and free of extraneous items.................... ( ) 2. STORAGE HOLDING REMAINS Funeral home has adequate storage space for remains ( .. ) 3. PRIVATE CARRIER TRANSPORTATION- Funeral home has a suitable funeral coach or service car....................................................................................... ( ) 4. OTHER AREAS A. CHAPEL - Funeral home has a satisfactory chapel........ .. .. .. .. .. .. .. .. .. .. .. ( ) B. STATE ROOM - Funeral home has a satisfactory stateroom for visitation ( ) C. OFFICE- Office is satisfactory......................................................... ( ) 5. STANDARD CRITERIA A. COMPLIANCE- Can meet all specifications, laws, and statutes on preparing remains............................................................ ( ) B. LICENSE- Funeral home and manager are currently licensed................... ( ) C. STAFF - A competent professional staff is available..... .. .. .. .. .. .. .. .. .. .. .. .. .. ( ) 6. ESTABLISHMENT- EXTERNAL APPEARANCE A. BUILDING -Exterior appears to be clean and well maintained.................. ( ) B. GROUNDS- Grounds and parking areas appear to be well maintained......... ( ) C. LOCATION- Surrounding area appears to be well maintained and comparable to areas surrounding majority of local funeral homes............... ( ) We, the undersigned, certify that the funeral home named above is ( ) is not ( ) acceptable by the VA Sierra Nevada Healthcare System to provide contractual mortuary services. (Contracting Officer) _____________________________________ (Mortuary Officer) ______________________________________ (Other Officer) ______________________________________ SCOPE: VA Sierra Nevada Healthcare System (VASNHCS), a division of the Department of Veterans Affairs (VA) has the need for Mortuary Services. SOLICITATION/CONTRACT: This solicitation and resulting contract adheres to the format defined in FAR 12.303 for the acquisition of commercial items. TYPE OF CONTRACT/AUTHORITY: The VA will award a basic ordering agreement in accordance with Federal Acquisition Regulation (FAR) 16.7. Resultant contracts will be Firm Fixed Price Indefinite Delivery Indefinite Quantity (IDIQ) for commercial items. The contract is solicited and awarded under the authority of 38 U.S.C. Section 8151-8153. BASIC ORDERING AGREEMENT: A contract is formed, in accordance with the terms and conditions of this agreement, when the VA requests services for a beneficiary and the contractor agrees to provide services for that beneficiary. Upon acceptance by the contractor of a beneficiary, all terms and conditions of this agreement shall apply during such time as mortuary services are being performed at the expense of the VA. The VA does not guarantee or imply that any orders for services will be placed under this agreement. Price Schedule: Estimated Quantity Unit Unit Price Contract period awarded: Each $ Mortuary Services (Statutory Allowance) Thirteen (13) Each $ Deceased transport from SNHCS to the contractor site. Thirteen (13) Each $ Transportation Services to Veterans Cemetery Thirteen (13) Trip $