G001--Mortuary Services for SLVHCS - 2026

Page 14 of 15 DESCRIPTION: This "Request for Information" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide MORTUARY SERVICES for SLVHCS- New Orleans, La. All interested vendors are invited to provide information to contribute to this market survey including, commercial market information. This is not a solicitation announcement. This is a request for information only. Provide only the requested information below. The purpose of this rquest is to gain knowledge of potential qualified sources and their size classification: Service Disabled/Veteran Owned Small Business. (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 812210, Funeral Homes and Funeral Services. Responses to this request will be used by the Government to make appropriate acquisition decisions. After review of the responses to this request, a solicitation announcement may be published on GSA eBUY or Contract Opportunities website. Responses to this request are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this request. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel. Responses must be emailed to luke.miles@va.gov no later than 16:00 CST, February 20, 2024. Your response should include: STATEMENT OF CABABILITY BUSINESS SIZE & SOCIO­ECONOMIC STATUS GSA CONTRACT (if available) Please place "Attention: MORTUARY SERVICES - SLVHCS", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. Please note that per VA regulations, contracts for mortuary services shall contain clause 852.237-79 Subcontracting, which provides that performance by subcontractors must be approved in writing by the Contracting Officer. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: (a) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform commercial and industrial machinery repair and maintenance services. (b) Include the number of qualified personnel need to accomplish this service. (c) Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start. (d) Please state the distance of your facility from the Department of Veteran Affairs, Southeast Louisiana Veterans Health Care System 2400 Canal Street New Orleans, LA 70119 (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate whether your business is large or small (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on SDVOSB or VOSB status you must be registered in the VetBiz Registry. (3) GSA CONTRACT NUMBER SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: MORTUARY SERVICES - SLVHCS" SEE ATTACHED DRAFT SOW for detailed information Draft Statement of Work Mortuary Services for Unclaimed Remains Southeast Louisiana Veterans Healthcare System 2400 Canal Street New Orleans, LA 70119 General Information: The Department of Veterans Affairs Southeast Louisiana Veterans Health Care System require mortuary services for deceased Veterans. The Contractor shall provide the facilities, equipment, licensed personnel, motor vehicles, professional funeral services, caskets, outer shipping containers, resources and transportation necessary to support the handling of unclaimed remains of deceased Veterans from within the Southeast Louisiana Veterans Health Care System (SLVHCS), the SLVHCS Community Based Outpatient Clinics (CBOCs), and the Southeast Louisiana Veterans Health Care System area of responsibility extending from New Orleans LA to Baton Rouge LA. The Contractor will also deliver the deceased primarily to the Southeast Louisiana Veterans Cemetery as a part of the service. The Louisiana National Cemetery may serve as an alternate location for interment. The service provider 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). New Orleans VA Medical Center is located at 2400 Canal St, New Orleans, LA 70119. Period of Performance: This contract will be awarded as a base+4 firm-fixed price contract. 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 Contractor shall not discriminate in the handling of remains due to race, creed, sex, or national origin of the deceased. An Unclaimed Veteran shall be determined to be a Veteran who has expired in a VA health care facility or a non-VA health care facility under authorized admission at VA expense with no next of kin to claim their remains and insufficient funds to cover burial expenses in accordance with VHA Directive 1601B.04. This may include deceased indigent veterans without sufficient personal funds to cover burial expenses with no next of kin, deceased veterans who have been abandoned by known next of kin or known next of kin of the decedent who have refused to claim the veteran, and the deceased veteran has expired in a VA health care facility or non-VA facility under authorized admission at VA expense. Description of the Work to be performed: 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 adhere to all Louisiana Laws and Revised Statutes directing the proper disposition of remains, embalming, funeral services, preparation of death certificates, permits, and any state rulings governing the proper treatment of deceased individuals. The Contractor shall have a sufficient number of 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 applicable state regulations. Transport Vehicles, supplies, equipment, and technical procedures shall conform to standards and professional techniques acceptable to the State of Louisiana, Louisiana Department of Veterans Affairs and the National Cemetery Administration. The Contractor shall be within a 40-mile radius from the VA Medical Center. 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). All supplies, technical procedures, and documentation shall conform to the standards and professional techniques acceptable to the Funeral Service Industry and the Federal Trade Commission. Cremation of remains is not authorized IAW VHA Directive 1601B.04 and this contract. The Contractor shall not subcontract any work under this contract without the Contracting Officer s written approval. This cause does not apply to contracts of employment between the Contractor and its personnel. VAMC Responsibilities In accordance with the VAMC S arrangement preferences, VAMC will advise the Contractor of the Veteran s preference for burial. If no preferences were identified by the Veteran, the facility will request direct burial services from the Contractor. 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) 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. Notification to pick-up unclaimed remains. The VAMC COR or designated representative will notify the Contractor of unclaimed remains. The Contractor shall pick up and transport the deceased Veteran s remains within 36 hours once notified by VA that remains are ready to be released. Scope of Work General Tasks by the Contractor Preparation of Remains (Body) Services for Interment. The COR or DR will advise the Contractor of the Veteran s religious or cultural preference, if known, for remains burial. If no prior preference was given by the Veteran, the preference shall be direct burial. Remains shall be prepared, dressed and cosmetically enhanced as prescribed in the specifications. Each remain, viewable or non-viewable, shall be embalmed using a method that provides the optimum result. Pre-embalming services Remains shall be bathed unless when it is impossible due to the condition of the remains. The female/male 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 to only produce natural color and texture. 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. 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. Maggots and other insect larvae shall be destroyed and their breeding sites in or on the remains will be thoroughly treated with an insecticide chemical. The Contractor shall ensure that the body is effectively disinfected, uniformly preserved and offensive odors eliminated before the remains are casketed. Preparation of Remains (Body is intact) 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. Processing Non-viewable Remains. For all remains, multi-site injection and drainage technique shall be attempted. In the case of autopsied and Louisiana Organ Procurement Agency donation cases, all incisions shall be tightly sutured and treated to prevent leakage. Restorative work such as derma surgery, if required, shall be used to present a normal lifelike appearance. 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.) 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. In accordance with state law, if the condition of the body does not permit embalming by the introduction of chemical substances, fluids, or gas into the body by vascular or hypodermic injection or by direct application into the organs or cavities, it shall be embalmed by an outward application of such substances. Processing Viewable Remains. A thorough pre-embalming case analysis shall be made in order 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. For autopsied remains. Incisions shall be tightly sutured and treated to prevent leakage. 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. Other Preparations of the Body remains The following services shall be provided includes dressing, make-up, casketing, hair care, post-autopsy care, refrigeration and reconstruction/restorative arts. 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. 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 gloves on the hands. Dressing Remains. The deceased will be buried in personally-owned clothing, if available. If personal clothing is not available, or in poor condition, the Contractor will provide appropriate underclothing, men s suits and women s dresses as needed. The purchase of any aforementioned clothing items will not exceed the allocated amount per fiscal year, per burial, in accordance with this contract. 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. Casket Type and 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 casket must be appropriately assembled and the exterior must have handles to aid in movement. Unacceptable Casket Material: Cardboard or pressed paper or similar materials are not acceptable. The casket shall be of sufficient size to prevent the appearance of crowding and cramping of the remains. The cost of an oversized casket, if needed, has been projected into the previously determined expenses for this contract. 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. Death Certificate will be provided to the VA by the Contractor. The expense for one (1) original copy of a Death Certificate will be included in the contracted burial cost. Timeline. The Contractor shall pick up and transport the deceased Veteran s remains within 36 hours once notified by VA that remains are ready to be released. Transportation day and times in regards to the interment of the decedent may be adjusted based on cemetery hours of operation, holidays, and coordinated graveside service time. The Contractor shall complete the burial process within 10 business days of release of remains by the VAMC. Transport and Storage of the Deceased Veteran. Transport Vehicles. The Contractor shall have the necessary vehicles to transport the remains from the VAMC or Coroner s office to the funeral home and then from funeral home to the Southeast Louisiana Veterans Cemetery for interment. Loading the Casketed Remains. The remains shall be carefully and professionally placed in the type of vehicle normally used in for funeral services. Transportation of Remains. The Contractor shall coordinate and transport the 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 remains and casket to the Southeast Louisiana Veterans Cemetery for burial. Transportation actions shall include calling the place where remains are located or any place designated by the contracting officer or designee. The Louisiana National Cemetery in Zachary Louisiana may be considered an alternate location for interment by the Contractor if burial within the Southeast Louisiana Veterans Cemetery is not feasible due to scheduling, unavailability, or unforeseen circumstances. Additional funding will Not be authorized due to any increase in transportation expenses if interment in the Louisiana National Cemetery is necessary and transportation expenses are more than the authorized amount allocated per fiscal year, per burial, in accordance with this contract. Additional expenses may be allowed, with prior authorization from the COR, when government transportation of remains is required for funeral arrangements or interment across state boundaries. The Contractor may be requested to assist with the transportation of remains to another Funeral Home outside the state of Louisiana, or assist in the rece…