G001--Unclaimed Remains Contract -B 4, POP 8/1/2026 - 7/31/2031

Solicitation / RFP / RFQ

This solicitation is for funeral and burial services for deceased unclaimed remains at the Phoenix VA Healthcare System (PVAHCS). The contractor will provide all personnel, equipment, vehicles, supplies, and facilities for dignified and timely handling of decedent affairs, including transportation, preparation, and final disposition, in accordance with VA policies.

• Pickup and transport of deceased remains within 24 hours (or 3 hours for emergent situations).

• Preparation of remains for burial or cremation, including providing a suitable urn or basic casket.

• Embalming services when required.

• Coordination of final disposition, including delivery to the National Memorial Cemetery of Arizona or other designated locations.

• Provision of refrigerated storage for remains.

• Maintenance of chain-of-custody documentation.

• Securing and paying for necessary transit and burial/removal permits.

• Contractor employees must possess appropriate licenses and be approved members of the Funeral Services Licensing facility in Arizona.

• Weekly reporting to the SAMS Specialist detailing veteran information, pickup/arrival dates, disposition details, and anticipated burial/cremation dates.

• Contract Type: Firm-Fixed-Price

• Period of Performance: Base Year (08/01/2026 – 07/31/2027) with four Option Years.

• Estimated Value: $12.5 Million (for the base period and options).

• Offers must be submitted via email to jessica.brooks3@va.gov by July 10, 2026, 16:00 PM MST.

• Questions are due by July 1, 2026, 14:00 PM MST.

• Evaluation Factors: Technical Approach, Experience, Price, and Past Performance. Lowest Price Technically Acceptable (LPTA) will not be used; the government will use best value determinations.

• Required Documents: VA Form 10091, W-9, SAM registration verification, and VAAR 852.219-75 and -76 certifications (if applicable).

• The acquisition is unrestricted.

• The solicitation incorporates FAR clauses by reference, including those related to commercial items, contract terms, and labor standards.

• Specific clauses address security prohibitions, DEI discrimination, and other compliance requirements.

• Offerors must complete and submit vendorization forms (VA Form 10091, W-9) with their offer.

Form / Attachment / Pricing Sheet

This document, VA Form 10091, is the Vendor File Request Form used by the VA Financial Services Center (VA-FSC) to gather essential payment data from vendors. It is used to establish or update vendor records for processing electronic payments in accordance with federal regulations.

• Request Type: New Vendor registration or updating an existing vendor.
• VA Facility Information: For internal VA use.
• Payee/Vendor Information: Includes details such as SAM.gov registration status, Unique Entity Identifier (UEI), EFT Indicator, SSN/TIN, NPI (for medical providers), Small Business status, Payee/Vendor Name, Doing Business As (DBA), contact information (email, phone), and current/previous addresses.
• EFT/ACH Information: Requires current bank name, 9-digit routing number, account number, and account type (checking/savings) for electronic payments.
• Authorized Representative: Section for certification by an authorized individual.

Potential bidders must complete and submit this form to be registered in the VA's financial system to receive payments for awarded contracts. If a vendor is already registered in SAM.gov, certain fields must match SAM.gov information. Any changes to banking information for existing vendors must be made in SAM.gov, but other updates may require this form. The form outlines the necessary information for payment processing and emphasizes accuracy to avoid delays.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by individuals and entities to provide their correct Taxpayer Identification Number (TIN) to a requester who is required to file an information return with the IRS. This form is essential for vendors to provide their TIN to the government agency issuing the contract or payment, ensuring accurate tax reporting and avoiding backup withholding.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN) or Employer Identification Number (EIN).
• Part II: Certification: The individual or entity certifies that the TIN provided is correct, that they are not subject to backup withholding, that they are a U.S. citizen or other U.S. person, and that FATCA code information is correct if applicable.
• Lines 1-7: Collects name, business name, tax classification, address, city, state, ZIP code, and optional account numbers.
• Exemptions: Allows for the indication of exemptions from backup withholding and FATCA reporting.

Bidders must complete and submit this Form W-9 to the contracting agency to provide their Taxpayer Identification Number. Failure to provide a correct TIN can result in backup withholding of payments. This form is a standard requirement for receiving payments from the U.S. government and is crucial for compliance with tax regulations.

Form / Attachment / Pricing Sheet

This document is a "VENDOR INFORMATION" form used to collect essential details about a vendor. It is likely required for registration or to update vendor records within a government system, such as the VA database.

• Requestor, Service, Extension: Fields for administrative details.
• Vendor Name and Address: Legal and "doing business as" names, physical and mailing addresses.
• Tax Identification: TIN or SSN (mandatory).
• Contact Information: Phone, fax, email, and point of contact.
• Payment Address: Street address for payments.
• Existing Contracts: Information on current government contracts, including contract number, terms, and expiration date.
• 1099 Indicator: To determine tax reporting requirements.
• Business Type (FPDS): Classification as Small, Large, Outside VA, or Other Entities.
• Socioeconomic Group: Checkboxes for various categories like Small Disadvantaged Business, Veteran-Owned, Woman-Owned, Hubzone, etc.
• Purchase Card Acceptance: Whether the vendor accepts government purchase cards.
• DUN and Bradstreet Number: Required for registration.
• Central Contractor Registration (CCR): Confirmation of CCR registration status.
• Mandatory Registration Sites: Links to EPLS and Exclusions websites for final checks.

Vendors must complete this form accurately to be considered for opportunities or to maintain their vendor status. It collects critical information for contract administration, payment processing, and compliance with federal regulations. Failure to complete mandatory fields or ensure proper registration can lead to administrative action.