Attachment 1 PWS Indigent Burial Services.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR MORTUARY SERVICES

FOR THE VA PITTSBURGH HEALTHCARE SYSTEM (VAPHS)

General:

VA Pittsburgh Healthcare System is requesting one 5-year Indefinite Delivery Indefinite Quantity (IDIQ) Firm Fixed Price contract for indigent burial services. The Period of Performance for the contract will begin on September 30, 2021 and commence on September 29, 2026. The first year of performance will begin on September 30, 2021 and commence on September 29, 2022. The Funeral Home awarded this contract must be available 24/7. Contact information/numbers must be provided for normal operating hours as well as after hours.

1. Description of Services:

Mortuary services are being acquired for VA Pittsburgh Healthcare System to support handling the remains of deceased Veterans. It is the policy of the Department of Veterans Affairs to award contracts to fully qualified professional funeral directors. The contractor shall provide facilities, equipment, licensed personnel, motor vehicles, and furnish professional services including cremation, supplies, caskets, urns, outer shipping containers, transportation, and perform hygienic practices as specified in this Performance Work Statement. The contractor shall comply with the Department of Veterans Affairs requirements and specifications and all federal, state, and local health laws, statutes and regulations in performing the following.

All Contractors who submit a quotation in accordance with this solicitation must be located within a 25-mile radius of both the VAPHS University Drive and Heinz Campus locations in order to qualify for the award.

Funeral services will be provided no later than 96 hours from the time the funeral home has been contacted by the VA Pittsburgh Healthcare System.

The appropriate religious member (clergy, rabbi, etc.) shall be consulted to provide religious guidance for the appropriate procedures as applicable for the deceased's religious preference as provided by the VA on VA form 10-10EZ JUL 2021 (See Attachment 3).

1.1. Mortuary Services. The contractor shall be responsible for providing professional services of the highest quality to assure viewing of the remains under optimal conditions.

1.1.1. The contractor shall practice hygienic measures that will assure complete and satisfactory disinfection and sanitation of the funeral establishment.

1.1.2. The contractor shall provide high quality service and a sufficient number of licensed embalmers to process (embalm) or reprocess any remains under this contract on a timely basis.

Interns (apprentices) may be used to assist the licensed embalmer in accordance with applicable state regulations.

1.1.3. All supplies and technical procedures shall conform to standards and professional techniques acceptable to the Funeral Service Industry.

1.1.4. Embalmers shall utilize any and all optimal techniques available to assure complete and adequate treatment of remains.

1.2. Treatment of Remains. At all times, the remains must be free of putrefaction and infectious agents. This requires the thorough disinfection and uniform preservation of all body tissues. Employment of continuous injection and intermittent drainage will enhance chemical distribution and penetration. Use of humectant (moisture retention chemicals) in the arterial infection solution will help to achieve greater tissue penetration, and to restore normal body moisture content.

1.2.1. Pre-embalming procedures. The following basic steps shall be accomplished in the course of processing or reprocessing all viewable remains and to the extent possible, non-viewable remains.

1.2.1.1. When possible, remains shall be bathed. Male facial and scalp hair shall be washed and groomed (suitable hair preparation shall be accomplished on females). Fingernails shall be cleaned and trimmed. The mouth shall be securely closed to form a natural expression and proper attention given to the eyes to prevent wrinkling of the eyelids and a sunken appearance of the eyes. Cosmetics shall be applied only in the amount necessary to produce natural color and texture.

1.2.1.2. All 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.

1.2.1.3. All body orifices shall be treated with a disinfectant, non-astringent chemical (generic categories such as Phenyl phenols and Iodophors) and then packed with cotton.

Bedsores, ulcerated, burned and necrotic tissue shall be treated either by hypodermic injection, or pack application of deodorizing/preserving chemical.

1.2.1.4. Maggots and other insect larvae shall be destroyed and their breeding sites in or on the remains thoroughly treated with an insecticide chemical.

1.2.1.5. The contractor's performance shall be such that all remains are effectively disinfected, uniformly preserved, and all offensive odors eliminated before the remains are casketed.

1.3. Preparation of Remains. Each remains, 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.

1.3.1. Processing Non-viewable Remains. In all instances multisite injection and drainage technique shall be attempted.

1.3.1.1. In the case of autopsied and CORE (Center for Organ Recovery and Education) donations cases, all incisions shall be tightly sutured and treated to prevent leakage.

1.3.1.2. Derma surgery; and such restorative work may be necessary to present a normal lifelike appearance.

1.3.1.3. All body areas shall be further 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, as required, to assure preservation, prevent leakage, and eliminate all offensive odors.

1.3.1.4. 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.

1.3.1.5. When arterial infection and/or cavity treatment is impossible, all articulated and disarticulated anatomical portions shall be thoroughly disinfected and preserved via accessory chemical embalming techniques.

1.3.1.6. 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.

1.3.2. 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.

1.3.2.1. 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.

1.3.2.2. The arterial 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.

1.3.2.3. 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.

1.3.2.4. 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).

1.3.2.5. A lanolin-based (or comparable) massage cream shall be applied on the face and hands.

1.3.3. Autopsied Remains. If a partial or completed autopsy is performed, a 6-point injection with multisite drainage shall be accomplished, using arterial chemical solutions as specified for processing viewable remains. All incisions shall be tightly sutured and treated to prevent leakage.

1.3.4. Treatment of Scalp (Viewable Remains). 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.

1.3.5. Mutilated Hands on a Viewable Remains. When the hands are mutilated and restoration is not possible, the hands shall be treated in a manner, which shall render all tissue firm, dry, and thoroughly preserved. The hands will then be covered by either wrapping with gauze or equivalent in a neat and professional manner, or by placing surgical gloves on the hands.

1.3.6. Dressing Remains. The deceased will be buried in personally owned clothing, if available. If personal clothing is not available, the funeral home will provide appropriate underclothing, men's suits and women's dresses as needed to be paid for by the VA according to pricing on the Price/Cost Schedule of the contract.

1.4. Placement in 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.

1.4.1. 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.

1.4.2. The pillow shall be turned over and a clean piece of cloth placed over the face.

1.4.3. The casket shall be of sufficient size to prevent the appearance of crowding and cramping the remains.

1.4.4. A checklist that includes the embalming agents/amount/etc. will be completed and returned to VAPHS within 7 days from the date of death. The form must contain the full name of the embalmers.

1.5. Loading Remains. The remains shall be carefully and professionally placed in the type of vehicle authorized by the VA.

1.6. Transportation of Remains. Transportation of body in a hearse or service car from the place ordered to the place where embalming is to be performed, and subsequent transportation to the location where services are to be held, will be furnished by the funeral director. In the event that interment or cremation is to be other than at the National Cemetery of the Alleghenies, additional expenses may be allowed for transportation.

1.6.1. Removal/Delivery: Transport remains in a suitable funeral coach, ambulance, or service car to place where processing or reprocessing is performed. Transportation shall include calling the place where death occurs or remains are located when such place is on the installation, or any place designated by the contracting officer or designate.

1.7. Cremation. Cremation will only take place if requested by the next of kin and if officially authorized in writing after the required 24-hour waiting period post death has occurred. In the event cremation services are ordered by the VA, this service will include making all necessary arrangements with the crematorium and furnishing a suitable container for the cremated remains.

1.8. Inspection. Both the casket and remains shall be inspected by a representative of the VA prior to remains leaving the contract funeral home.

1.9. Requirements: The foregoing requirements cover, in general, the type and character of service required. However, it is recognized that different conditions require different treatments and nothing in the above specifications shall be construed as restricting the funeral director in such a manner as to prevent the exercise by him or his best judgment as to the procedure in the particular case. 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 funeral director agrees that there will be no discrimination in types of cases handled because of race, creed, or national origin of the deceased.

1.9.1. Remains shall be prepared, dressed and cosmetized as prescribed in the specifications.

1.10. Transport and Storage of Deceased Veteran: The contractor shall pick up, transport deceased Veteran within three (3) hours of notification by the VA.

1.11. Place of Burial: Normally, mortuary services ordered by the VA will specify interment in the National Cemetery of the Alleghenies. In these cases, the burial plot, the marker and services for opening and closing the grave, and placing the marker, will be furnished by the VA. In the event the interment is to be made at other than the National Cemetery of the Alleghenies, this fact will be discussed at the time mortuary services are ordered, and mutually satisfactory arrangements will be made in regard to the services requested. The VA will notify the cemetery office of beneficiary death and expected interment, and the contractor will follow up with the cemetery office at (724) 746-4363. The contractor will notify the Decedent Affairs Clerk of anticipated burial arrangement.

1.12. Permits. Contractor will provide the necessary transit permit. Permits covering burial, cremation or removal of the body, if required, are to be secured and paid for by the funeral director performing the mortuary service. In accordance with the Pennsylvania State Board of Funeral Directors, the contractor shall provide proof of license for the establishment and funeral home director (s), prior to commencing any work under this contract.

1.13. Death Certificate/DD214 or Similar Forms Used By The Military Services: Death Certificate will be provided to deceased next of kin by the contractor. DD214 or similar qualifying forms will be presented to funeral home upon possession of the body.

1.14. Pre-award Survey for Mortuary Services. The attached Funeral Home Facilities Inspection Checklist (Form Number 002-HAS (646)) shall be completed before award of the contract.

2.0 Additional Requirements:

Funeral home shall follow all applicable local, state and federal laws and regulations. Funeral home shall provide copies of licenses.

Funeral home must provide copies of all necessary permits to the Contracting Officer Representative (COR).

Casket, at a minimum, must be constructed from thick, strong particle board and must be of sufficient strength to support the weight of an adult body. Cardboard or press paper or similar materials are not acceptable.

VAPHS shall inspect funeral home before award is made. VAPHS shall inspect burial services rendered and casket.

VAPHS Health Administration Services (HAS) or designee shall submit VA form 10-2065 to the National Cemetery Administration (NCA) for each burial. United States flag shall accompany the casket to the burial.

3.0 Records Management Language for Contracts:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

4.0 Invoicing:

Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 15 days following the end of the month of services rendered.

Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791) http://www.fsc.va.gov/einvoice.asp

Invoices must be approved by the COR prior to payment release. Invoices without the required information will be rejected.

If the COR refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice shall be resubmitted by the vendor with a corrected invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

● Name and Address of Contractor

● Invoice Date and Invoice Number

● Contract Number and Obligation Number

● Name of Veteran

● Date(s) of Burial

● Total Price

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT).

5.0 Government Responsibilities:

a. Contracting Officer Representative (COR):

The COR and technical representative for this acquisition will be named at time of contract award.

The COR shall be the VA official responsible for verifying Contractor compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. The COR shall be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled.

b. Contracting Officer (CO):

Contracting Officer: Maureen Jordan Phone Number: 215-823-5800 x206855 Email address: Maureen.Jordan@va.gov

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

mailto:Maureen.Jordan@va.gov

6.0 Special Contract Requirements:

4.1. Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each.

Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

4.2. The following are brief descriptions of required documents that must be submitted by Contractor: weekly; monthly; quarterly; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

What Submit as noted Submit To

Comply with and have all current licenses, permits, etc. in accordance with the Pennsylvania State Board of Funeral Directors

Shall be provided with quote and provided upon request from the VA.

COR/CO

1.4.4 A checklist that includes the

embalming agents/amount/etc. will be completed and returned to VAPHS

Within 7 days from the date of death.

COR/designee

1.12 Permits Contractor will provide the

necessary transit permit when needed

COR/designee/place of burial

7.0 Service Delivery Summary: The Services Delivery Summary (SDS) represents the most important contract objectives that, when met, will likely indicate contract performance is satisfactory. Although not all PWS requirements are listed in the SDS, the contractor is expected to fully comply with all requirements in the PWS.

Performance Requirements Summary

Performance Objective/PWS Ref

Standard Acceptable Quality Level

Method of Surveillance

Incentive/Penalty

1) Timeliness of funeral services

Ref: Paragraph 1, Description of Service

Services shall be provided within 96 hours from initial contact from VAPHS.

100% Compliance

100% inspection

Negative Past Performance Rating for Failure to Comply

2) Appropriate preparation of body Ref: Paragraph 1

Caring for Treatment of Remains

100% Compliance

100% inspection

Negative Past Performance Rating for Failure to Comply

3) Inspection Paragraph 1.8

Casket and remains shall be inspected by a VA representative prior to remains leaving the funeral home.

100% Compliance 100% inspection Negative Past Performance Rating for Failure to Comply

4) Transport and Storage

Ref. Paragraph 1.10

Pick up, transport deceased Veteran within three (3) hours of notification by the VA

100% Compliance 100% inspection

Negative Past Performance Rating for Failure to Comply