(6) Mortuary SOW.pdf

Statement of Work Mortuary Services – FCC Coleman

DESCRIPTION OF DUTIES – (SEQUENCE OF EVENTS FOLLOWING THE DEATH OF AN INMATE)

Contractor will be contacted by the Correctional Services Supervisor to report the inmate's death. Within two hours of notification, the Contractor will pick the body up at the designated institution of the inmate, or occasionally at a local community hospital

An autopsy will be performed consistent with Florida State Law at the direction of the coroner.

Contractor will be notified by the Contract Staff, Chaplain, or Health Service Administrator (HSA) if an autopsy will not be required. If an autopsy is required, the Contractor will perform arterial embalming (unless otherwise instructed) and await further instructions.

The Contracting Officer, HSA, or Chaplain will notify the Contractor of final arrangements to be made: 1) local burial, 2) shipment of remains, 3) cremation. When a local burial is necessary, a Medical Center Chaplain will view the body as well as conduct or supervise the grave side ceremony.

When shipment of the body is required, the Contracting Officer or Contracting Officer's Representative (COR) will periodically view the body.

Shipment of the remains will be by whatever conveyance is most cost beneficial to the government. Transportation of remains will be provided to an inmate's place of conviction or1o the legal residence within the United States or its territories. Shipment of remains will be coordinated between the Contractor and the COR.

Contractor will work with the Chaplain to work out an acceptable time and date for local burial and mortuary services. Contract will also work with the Contracting Officer or Chaplain concerning shipment of each body to: 1) exchange information concerning the name, address and phone number of the receiving funeral home; 2) name and location of cemetery and date of burial, if known; 3) exchange necessary information to complete death certificates and other necessary legal documents; 4) provide shipping arrangements to include times, dates, flight number, airlines, airports, airway bill number and cost. Contractor will notify the receiving funeral home concerning all shipping arrangements, while the Case Manager will notify the next of Kin of such arrangement.

DISPOSITION OF DECEASED INMATES

The following specifications and procedures outlining shipment of a deceased inmate are provided for guidance purposes.

The Contractor agrees that the quality of all material and services furnished hereunder will not be inferior to these specifications.

All state and interstate shipment laws relating to the embalming, preparation burial, and shipment of bodies must be fully observed and complied with, and in any case wherein the state law contains requirements more rigid than the requirements set forth herein, such lows will be controlling.

1. General: The Contractor shall pick up the body and transport to the contractor's funeral parlor in a suitable closed conveyance. After embalming and dressing, the contractor shall transport the body to the air terminal, or local cemetery as directed by the Contracting Officer or designee. Cemeteries located within a SOmile radius of the institution will be considered local cemeteries for local burial purposes unless the Contracting Officer specifies otherwise. The contractor shall secure or furnish all necessary papers and permits for shipment or internment. Suitable space in the undertaking establishment shall be available for the performance of postmortem examinations when requested by the Government.

2. Preparation of Body: Complete embalming services will be performed including all standard practices to conform to applicable state laws. The Contractor shall restore the body to be as lifelike in appearance as possible, including shaving face and neck, trimming hair of head, neck, and face, dressing hair properly, applying suitable cosmetics, performing dermasurgery and other restorative work as may be necessary. The body will be placed in the casket in such a manner as to create an appearance of rest, composure, and to assure maintenance of position during shipment or local burial. The Contractor will furnish and dress the body in all appropriate clothing, including cotton undershorts, undershirts, regular length socks, and manufactured burial suit of dark, or conservative color.

3. Burial Cases: There are, in general, two different types of burial cases. Each body shall be embalmed according to its conditions and in a manner to ensure thorough preservation of all tissues. All body orifices shall be treated and closed in accordance with state laws. A postembalming inspection of each body shall be made by the embalmer to determine whether the preservation is uniform and complete, or whether further treatment is required. If further treatment is required, it shall be given before final delivery of the body. The body must be in an acceptable state of preservation at the time of final delivery.

Normal Cases: Appropriate when death has been due to disease or other causes, and where there has been little or no mutilation or breakdown of body tissues. For such cases, preservation shall be accomplished by a thorough cavity treatment. Standard preservative solutions shall be used for the arterial injections and cavity saturation.

Autopsied Cases: This will be where a partial or complete autopsy has been made to an extent which will not permit a normal arterial embalming operation. FCC Coleman will notify the Contractor in writing to conduct a complete autopsy. Sectional embalming shall be used to thoroughly preserve he body, including organs, and the inside of the body cavity shall be treated with a hardening compound.

The cranial cavity shall be filled with plaster of paris or other suitable material and the calvarium securely replaced. All incisions shall be tightly sutured and treated to prevent leakage.

Cremation: Cremation shall be authorized in accordance with Florida State Law by the individual through an advance directive or by the legal next of kin. The Contractor will be notified as soon as written verification has been received authorizing cremation. A standard container shall be provided that is sealed and capable of transportation through the U.S. Mail or other common carrier. Shipment of remains to the next of kin will be made by either the Contractor or the crematory, and will be sent first class, certified receipt. Reimbursement at the current postal rate will be utilized.

4. Casket: A standard size casket, manufactured in accordance with minimum industry standards shall be furnished. If a requirement for a sealed or oversized casket arises, the contractor shall notify the Contracting Officer for authorization.

Metal: State perfection cut, 20 gauge steel shell, light copper or grey with no shading, lacquer finish ' interior plain panel ' ivory twill, no shirring, and matching color hardware (handles).

Outside Container: Each casket shall be furnished with the types of outside container required by industry standards. The type of container _ may differ depending on the mode of transportation required.

5. Shipping of Body: In the event of an inmate death, the same regulations apply as those for transportation for an inmate release. Shipment of the remains will be by whatever conveyance is most cost beneficial to the government. Transportation of remains will be provided to an inmate's place of conviction or to the legal residence within the United States or its territories. Shipment of remains will be coordinated between the Contractor and the COR. If the inmate's family wants the body returned to an alternate location, the family is responsible for pickup of the body from that point or directly from the burial and mortuary services contractor.

THE FOLLOWING METHODS ARE AUTHORIZED FOR TRANSPORTATION:

1. Air/Train Transportation: If the location is such that transportation by air or train is beneficial to the Government, these transportation services can be acquired.

2. Ground Transportation: If the location is such that transportation by ambulance or hearse is beneficial to the Government, the burial contract mileage rate will be the rate in the burial and mortuary services contract. The Contractor is responsible for making all shipping arrangements for transportation (i.e. air travel, train, etc.). If location is such that transportation by ambulance or hearse is beneficial to the Government, the burial contract mileage rate will be the rate in the burial and mortuary services contract.

Accordingly, if the deceased inmate's record of residence is outside the United States, transportation to another burial and mortuary service contractor within the United States or its' territories is appropriate. If the family wants the body returned to a foreign location, the family is responsible for pickup of the body from that point, directly from the burial and mortuary services contractor.

SPECIAL REQUIREMENT CASKETS:

1. Sealed Casket: Metal, 20 gauge steel shell, constructed in accordance with industry standards of commercial practice so as to form a hermetic seal which will prevent leakage or escape of odors when properly closed and sealed THIS ITEM ONLY TO BE FURNISHED ONLY WHEN ORDERED, as in the case of death by communicable disease, to meet pertinent pertinent state or interstate regulations, or in cases of badly decomposed or odoriferous body.

2. Outside Container: Each casket shall be furnished with one of the following types of outside containers, depending upon the type of service required.

a. In cases of shipment by air, either a commercial air shipping bag used by commercial airlines or an air shipment try available for purchase and used by Funeral Directors shall be provided.

b. In cases of shipment by rail and/or foreign shipments, the outside shipping container shall be constructed of one inch seasoned wood in accordance with best modern practices and equipped with bolted handles complying with the laws governing the same.

c. In case of local burial, rules and regulations of the cemetery in which internment is made shall govern the type of container to be furnished. Unless otherwise specified, the outside container furnished shall be constructed on one inch seasoned wood manufactured in accordance with the best modem practice. No handles will be required.

SPECIAL QUALIFICATIONS REQUIRED

The contractor will supply proof of licensing. The contractor will also maintain insurance necessary to cover all potential losses. The contractor will hold harmless the FCC Coleman from all third party claims that may arise from the operation of the contract.

WORK MANAGEMENT

The successful Contractor will be required to follow any and all applicable guidelines for the services to be provided. The resultant contract will require the Contractor to operate a limited system of records as identified for medical treatment documentation, and required adherence to the Privacy Act of 1974. ***DEATH NOTICES WILL NOT BE PLACED IN ANY MEDIA TYPE NEWSPAPER** the successful contractor will be required to submit detailed itemized invoices for payment with a copy of air freight bill.

*** The successful Contractor will notify the COR representative within 10 days of award the cemetery utilized for local burials.***

INSTITUTION SERCURITY

Institution Security the Contractor agrees to adhere to all regulations prescribed by the institution for safety, custody, and conduct for inmates.

MISCELLANEOUS INFORMATION

This is a contractual agreement and not a Civil Service appointment. As specified in FAR 37.101 “Nonpersonal Service Contracts” means a contract under which the personnel rendering the services are not subject, either by the contract's terms or by the manner of its administrations, to the supervision and control usually prevailing in relationships between the Government and its employees. All duties outlined in this Statement of Work shall be performed in accordance with standards and methods generally accepted within the Contractor's own field of expertise.

Payment shall be based on the accomplishment of specific periodically evaluate the contractor's performance of the contract. In the evaluation, the performance of the contractor will be evaluated by the COR. If the performance of an individual is deemed unacceptable based on the COR, that individual win no longer perform those duties. In this event, the contractor will be responsible for replacing that individual. The Contractor is solely responsible for full compliance with all Federal, State, Local1 and Bureau of Prisons laws, po1icies rules, and regulations. In the event that two or more of 1he regulations conflict, the strictest of the regulations shall apply. The Contractor shall be responsible for the provision of all equipment, labor, licenses, maintenance, materials, parts, permits, repairs, tools, and etc. needed to carry out the requirements of this contract.

PAYMENT TERMS

Contractor must provide a means for electronic payment to include bank routing and account number or acceptance of purchase card payments. Payment terms shall be as specified in FAR 52.2124(g), the due date for making an invoice payment by the designated payment office shall be the 30th day after the designated billing office has received a proper invoice, or the government accepts the services performed by the contractor.