G001--Unclaimed Veterans Remains Mortuary Services

THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR QUOTE. The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is searching for vendors with the capabilities to provide the facilities, professional services, management, labor, tools, supplies, equipment, storage, and transportation necessary to provide funeral (mortuary) services to support handling of unclaimed or indigent remains of deceased Veterans inpatient at Veterans Affairs (VA) Medical Center (VAMC) or under VA-authorized care facility. 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 herein. The NCO 12, Great Lakes Acquisition Center, 115 S. 84th Street, Suite 101, Milwaukee, WI 53214, is performing market research to determine if there is a sufficient number of qualified: (1) Service Disabled Veteran Owned Small Business (SDVOSB); (2) Veteran Owned Small Business (VOSB); or (3) Small or emerging small business firms, or (4) Other Than Small business firms, to provide Mortuary Services for Unclaimed Veterans Remains at the William S. Middleton Memorial Veterans Hospital, Madison, WI 53705. The North American Industry Classification System (NAICS) code for this procurement is 812210. All interested, responsible sources must submit a capability statement by Wednesday, July 9, 2025 to contact@example.gov to include the following: State the number of miles you are located from the William S. Middleton Memorial Veterans Hospital, Madison, WI 53705. Describe your capabilities of the work to be performed identify in the SOW. Identify other contact you have performed to include GSA contracts for similar types of services. Are you registered in the System for Award Management (SAM) https://www.sam.gov/SAM/? Provide SAMUEI. Statement of Work Mortuary Services for Unclaimed Remains for William S. Middleton Memorial VA Hospital 1.0 General Information. The William S. Middleton Memorial VA Hospital 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 William S. Middleton Memorial VA Hospital or a VA authorized care facility and to deliver the deceased to the closest available National or VA grant-funded State Veterans 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). The William S. Middleton Memorial VA Hospital is located at 2500 Overlook Terrace, Madison WI 53705. 1.1 Period of Performance: Base Year plus four (4) option years. Base Year shall begin on August 1, 2025 to July 31, 2026 1.2 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 WISCONSIN Funeral Service Industry and the National or VA grant-funded State Veterans Cemetery. 2.5 The Contractor or Sub-Contractor shall be within a 60-mile radius from the VA Medical Center. 2.6 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 The VAMC Facility Director or designated representative (DR) is responsible for inspecting the unclaimed remains prior to release in accordance with Veterans Health Administration (VHA) Directive 1601B.04. (See Attachment A) 3.3 The CO will delegate a Contracting Officer Representative (COR) to be responsible for the inspection of the mortuary services and the merchandise furnished for unclaimed remains under separate contractual agreements. 3.4 Notification to pick-up unclaimed remains. The VAMC COR or 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 14 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 may be inspected upon request by the COR or 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 COR or 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. Material, such as, plastic, metal, wood, ceramic/stone, or other durable materials are acceptable. 4.2 Preparation of Remains (Body) Services for Interment. The COR or 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. Tasks include preparation for cremation or interment services; Pre-embalming services; Preparation of the remains: Processing remains; and other body preparation, such as, dressing, make-up, casketing, hair care, post-autopsy care, refrigeration, reconstruction, and restorative artwork. This includes all fees and costs related to supplies and materials such as Urns and Caskets. 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 a National or VA grant-funded State Cemetery. The burial plot, the marker and services for opening and closing the grave, and placing the marker, will be furnished by the VA. Contractor to make at least one documented attempt to schedule a burial to the closest National or VA grant-funded State Cemetery. 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 WISCONSIN 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 and/or DR 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 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. 8.4 The Contractor will provide Veteran s last name, date transported and details to include name and address for final resting place within invoice. 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.