SAM #36C26027Q0052

Cremation and related services for unclaimed veteran remains at Portland VA Medical Center

The Department of Veterans Affairs is seeking cremation and related services for unclaimed veteran remains handled through the Portland VA Medical Center. - Government buyer - Department of Veterans Affairs, Network Contracting Office 20 (NCO20) - Service location: Portland VA Medical Center - Contact named in the attachment: Peter Park - OEMs and vendors - No commercial OEMs, service vendors, or branded products are named in the materials. - Willamette National Cemetery is identified as a destination for remains, not as a contractor. - Services requested - Estimated 10 decedents per year: removal and transportation from Clark, Multnomah, Clackamas, and Washington Counties; refrigerated storage; cremation; discharge handling; state filing; and coordination of final disposition. - Deliver cremated remains to Willamette National Cemetery or another VA cemetery, and provide a durable, sealed urn. - Contractor supplies all required personnel, vehicles, equipment, supplies, and facilities, and maintains chain-of-custody documentation. - Notable requirements - Hold required licenses and permits and meet applicable state, local, federal, and VA requirements and policies. - The work requires respectful handling and coordination of unclaimed veteran remains. - Period and estimated value - One base year plus four option years; estimated annual volume is 10 decedents. - Estimated total value: $50,000–$150,000 across the potential five-year period; this is a planning estimate, not a stated solicitation value.

Description

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 contract. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for manufacturer authorized service providers with access to OEM parts of the following requirement: Cremation and other services for unclaimed remains of veterans for Portland VAMC in accordance with the Statement of Work. Estimated quantity is for 10 decedents per year. Base + 4 Option Years Removal/transportation (Clark, Multnomah, Clackamas and Washington Counties around Portland, OR metro) Storage Cremation services Discharge handling State filing Discharge

Statement of Work The VA Portland Health Care System (VAPORHCS) provides comprehensive health care services to Veterans of the U.S. Armed Forces. As part of this mission, VA administers decedent affairs, ensuring that the handling of Veteran remains is conducted with dignity, respect, and compassionate support for families, staff, and the community. The VA requires contracted support to assist with decedent services, including the transportation of remains, preparation for burial or cremation, and coordination of final disposition for unclaimed remains. These services are essential to ensure timely, respectful, and compliant handling of decedents entrusted to the VA. The contractor shall provide all personnel, equipment, vehicles, supplies, and facilities necessary to perform the decedent services described in this Statement of Work.

PURPOSE/GENERAL DESCRIPTION/TASKS The purpose of this requirement is to support the (VAPORHCS) in the dignified and timely handling of Veteran decedent affairs. These services ensure that the transport, preparation, and disposition of remains are conducted respectfully and in accordance with applicable VA policies. The Contractor shall perform all work in accordance with federal, state, local laws and VA policies, including but not limited to VHA Directive 1601B.04, VHA Notice 2025-03 Survivors Assistance and Memorial Support, 38 U.S.C. §§ 2303 and 2308, 38 C.F.R. §§ 17.170, 3.1708, and 3.1709 and applicable funeral service regulations. The contractor shall provide all personnel, vehicles, equipment, supplies, and facilities necessary to perform decedent-related services as required by the VA. Tasks under this requirement generally include the pickup and transport of remains within the VA facility, transport to and from external medical facilities, transport to the contractor’s facility for preparation, preparation of remains for cremation, provision of required containers, and delivery of remains to the Willamette National Cemetery. The contractor shall provide timely, reliable, and professional support to ensure proper handling and continuity of decedent services for unclaimed remains and others as directed by the VA. Pick up the deceased patient at the place of death within 2 business days after notification when climate controlled holding facilities are available. Pick up within 4 hours after notification when climate controlled holding facilities are not available. Emergent or unforeseen circumstances (e.g., morgue malfunction or shutdown) may require expedited pickup. In such cases, the contractor shall pick up the remains within 4 hours of being notified. Transport the body of the deceased to its place of business to prepare the body for cremation when ordered by the SAMS Specialist (Survivor Assistance and Memorial Support Specialist), AOD (Administrative Officer of the Day), or other VAPORHCS authorized approving official. Provide refrigerated storage for remains until cremation arrangements are completed. Cremation shall include making the necessary arrangements with the crematorium and furnishing a suitable urn for the cremated remains. Providing a suitable urn shall be durable and sealed, not leaking. Material, such as plastic, metal, wood, ceramic/stone, or other durable materials are acceptable. Urn must be clearly labeled to allow for identification of remains without opening of containers. Remains designated for cremation shall be cremated without embalming unless otherwise instructed. The Contractor shall have the necessary vehicles and licensed operators to transport the body/remains from the (VAPORHCS) to the funeral home and then from funeral home to the National Cemetery for interment. Coordinate final disposition, including delivery of remains to authorized location for cremation and the National Cemetery for interment. Maintain chain-of-custody documentation for all transfers of remains. Assist with required documentation related to disposition, including coordination and filing of death certificates as directed by VHAPORHCS. The Contractor shall possess the current transit permit at the time of award of Contract. Permits covering removal of the body, if required, are to be secured and paid for by the Contractor. 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 SAMS request. Offerors must be an approved member of the Funeral Services Licensing facility under the Oregon and Washington Department of Health Services.

3.0 Government Responsibilities VA will: Notify Contractor of unclaimed remains. Conduct inspections of remains, facilities, and merchandise. Assign a Contracting Officer Representative (COR) and/or designees for oversight.

4.0 Performance Objectives, Standards, & Acceptable Quality Levels (AQLs) Performance ObjectivePerformance StandardAQL / Measurement Removal of remainsPickup within 2 business days100% compliance required Interment at NCA completionFull process completed within 14 calendar days of notification100% compliance required TransportationProfessional vehicle, correct routing, timely deliveryNo deviations StorageRefrigeration adequate for preservationNo incidents of spoilage Cremation & Urn PrepDurable, sealed, non leaking urn; complete cremation documentation100% accuracy Facility complianceLicenses current; safety standards metVerified during inspections All deficiencies will be documented through the VA Quality Assurance Surveillance Plan (QASP).

5.0 Quality Assurance Surveillance The Government will monitor contractor performance through: Random, scheduled, and unscheduled inspections Observation of mortuary preparation results Review of Contractor’s Quality Control Program (QCP) Semi annual contractor QC reports

6.0 Contractor Quality Control Program (QCP) The Contractor shall maintain and submit a QCP that includes: Staffing and response commitments Processes for identifying and correcting deficiencies Logs demonstrating compliance with contract requirements Semi annual reports submitted to COR

7.0 Security & Sensitive Information Requirements Contractor shall: Protect all VA sensitive information (PII/PHI). Follow VA Handbook 6500.6 privacy/security requirements. Report any suspected breaches immediately. Sign and follow confidentiality statements as required (see also Section 2.2.6).

8.0 Hours of Operation Work must be supported during VA normal business hours: Monday–Friday, 8:00 AM–4:30 PM, excluding federal holidays. Contractor or representative must be able to be reached 24 hours per day every day of the year for death notifications requiring immediate removal.

9.0 Permits & Licenses Contractor shall: Maintain all required transit, cremation and facility permits. Provide proof of funeral establishment and cremator operator licenses. Maintain required insurance.

10.0 Place of Interment VA will specify interment at: Willamette National Cemetery Any other VA National Cemetery or VA Grant-Funded Cemeteries (State, Territory and Tribal Veterans Cemeteries) as required. VA provides niche, marker, opening/closing, and placement.

11.0 Deliverables DeliverableDue Quality Control Program15 days after contract start Semi annual QC ReportsEvery 6 months Licenses/PermitsPrior to performance; updates as required

12.0 Duration of Contract Base Year: January 01, 2027, plus four option years.

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: Company name, address, and point of contact, phone number, e-mail address, and UEI. 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 Any socioeconomic business must have a SBA certification at https://search.certifications.sba.gov/. Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years) Capabilities Statement addressing the requirements in the Statement of Work to include: References for similar services currently being provided or previously provided at the required service levels as outlined 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 Portland VA Medical Center3710 SW US Veterans Hospital RdPortland, OR 97239

Point of Contact Peter ParkContracting Officerpeter.park2@va.gov

Response Deadline 10/06/2026 by 3:00pm Pacific Time

Additional Links: Portland VAMC

View original listing