Burial_and_Cremation_Services_(Addendum_#1_Revision).pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

BURIAL AND CREMATION SERVICES

Kristofer Lopez, Procurement Strategist II

Procurement Services Division

3295 Tamiami Trail East,Naples, FL, 34112 kristofer.lopez@colliercountyfl.gov

(239) 252-8375

Quick Quote Title: Burial and Cremation Services

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

1. QUICK QUOTE

Burial and Cremation Services

Release Project Date: March 21, 2025

Question Submission Deadline: April 1, 2025, 5:00pm

Response Submission Deadline: April 10, 2025, 3:00pm

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Community & Human Services Division (hereinafter, the “Division or Department”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

3. TERM

Prices shall remain firm for the term of the resultant purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

4. AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the responsive vendor with the lowest quote.

5. SPECIFICATIONS/SCOPE OF WORK

https://procurement.opengov.com/portal/collier-county-fl

5.1. Burial and Cremation Services

The purpose of this quote is to obtain a vendor (licensed funeral home pursuant to Florida Statutes 497.380) who will provide, burial and cremation services, embalming, and other related services for indigents or unclaimed bodies as approved by the

Collier County Division of Community and Human Services. The County division historically has had 60-75 cremations per year and have spent approximately $32,200.00 annually.

The County intends this quote to be valid up to September 30, 2026 once the Purchase Order has been issued.

As per the guidelines set forth by Florida Statute 406 which outlines the state’s mandate that each county, through their Board of County Commissioners, assume financial responsibility for the disposition of unclaimed or indigent bodies that die within the confines of their county. The Collier County Board of County Commissioners has delegated administration of this function to the Collier County Community and Human Services Division.

In October of 2009, the Collier County Board of County Commissioners formalized a Policy for this program in Collier County

Resolution #09-253. All services provided under this quote must strictly adhere to the requirements outlined in Florida Statutes

406, 470, and Collier County Resolution 09-253.

The awarded vendor shall be responsible for filing, with the appropriate agencies, all the required documentation of the service performed, including the following (if needed):

A. Burial Transit Permit

B. Death Certificate

C. Cremation Authorization

D. Medical Examiner Authorization to Cremate

E. Cremation Certification

Copies of all applicable documentation shall be furnished to the Collier County Community & Human Services for each service performed.

NOTE: It is the responsibility of the awarded vendor to obtain, file, and supply to Collier County all the necessary documentation if required. The omission of an item from the above list does not relieve the vendor of this responsibility;

further, vendors shall bring such an omission to the attention of the Collier County Procurement Services and the Collier

County Division of Community and Human Services in a timely fashion.

Vendors shall be aware that no services detailed in this specification shall be performed without first receiving authorization from the Collier County Division of the Community and Human Services and will be the sole determining entity in the determination of whether the cremation will be a County indigent and/or unclaimed cremation.

All Services provided must comply with all rules, laws, and practices of the State Board of Funeral Directors and Embalmers of

Florida, as well as all applicable laws and ordinances of Collier County and the State of Florida.

1. Funeral Home Services

A. For any human remains received from the medical examiner that are unidentified, those remains shall not be cremated, donated for anatomic dissection, or buried at sea cremated (Fla Admin Code 11G-2.002(3).

B. Collier County only provides burial for those bodies the Medical Examiner determines should not be cremated (Fla

Admin Code 11G-2.002(3).

C. If it is necessary for Collier County to bury a body locally, the awarded funeral home will coordinate burial with

Collier County Community and Human Services to ensure that a plot has been secured at Lake Trafford Memorial

Gardens. The awarded funeral home will then coordinate with Lake Trafford Memorial Gardens for burial in accordance with Collier County Resolution # 09- 253, as well as coordinate and assume responsibility for pre and post site preparation for the burial.

D. Collier County desires a direct burial (no viewing, no service).

E. Should it be necessary to bury a body outside of Collier County the awarded funeral home will submit the application and coordinate other necessary arrangements with that cemetery.

F. The funeral home service shall consist of preparing the deceased for burial and embalming, if it should be performed, if required.

G. A “flat-top” casket (pressed wood), meeting the minimum requirements set by area cemeteries, shall be used for all deceased persons processed.

H. An unsealed concrete grave liner is required for all unidentified human remain burials. (All “setting fees” shall be included in the bid schedule prices.)

2. Cremation Services

Collier County desires direct cremation (no viewing, no service).

A. All cremations performed shall be in accordance with Chapter 497 of the Florida Statutes.

B. The awarded vendor shall provide a temporary all-purpose urn, which is suitable for shipping, if the human remains have been requested by a legally authorized person.

C. For all remains not claimed by a legally authorized person, a reasonable effort shall be made before such disposal to determine whether the cremated remains are those of a veteran of the United States Armed Forces, United States

Reserve Forces, or National Guard eligible for burial in a national cemetery or a spouse or dependent child of a veteran eligible for burial in a national cemetery. If the unclaimed cremated remains are those of an eligible veteran or the spouse or dependent child of an eligible veteran, the funeral or direct disposal establishment shall arrange for the interment of the cremated remains in a national cemetery. A funeral or direct disposal establishment may use the assistance of a veterans’ service organization for this purpose. A funeral or direct disposal establishment or veterans’ service organization acting in good faith is not liable for any damages resulting from the release of required information to determine eligibility for interment.

D. For those cremations authorized by the Collier County Division of Community and Human Services, where no other legally authorized person can be found and the individual is not eligible for Veteran’s preference, for a period not to exceed 120 days, unless otherwise authorized by the Collier County Division of Community and Human Services, will arrange for the remains to be scattered at sea and retain for their file a suitable certificate indicating the name, date, and location, etc. of the scattering.

3. Transportation – Local

1. The awarded vendor shall provide all needed local transportation for the deceased, i.e., transport from the hospital or Medical Examiner’s office to funeral home and/or crematorium, transport to cemetery for burial or to the nearest national cemetery at no additional charge. All bodies are to be picked up within 24 to 48 hours of notification and release from the County.

4. Veteran Eligibility

1. Vendors, in conjunction with Collier Community Division of Community and Human Services, shall make, “a reasonable effort” to determine whether the deceased person is eligible under 38 C.F.R. s. 38.620 for burial in a national cemetery as a veteran of the armed forces or was the spouse or dependent child of a veteran for burial in a national cemetery. If eligible, the vendor shall cause the deceased person’s remains or cremated remains to be delivered to a national cemetery.

2. For clarity, “a reasonable effort” includes contacting the National Cemetery Scheduling Office, the county veterans service office, or the regional office of the United States Department of Veterans Affairs.

5. Valuables/Personal Possessions

Vendors shall handle all valuables the deceased may have in their possession in the following manner:

1. Personal items (i.e. jewelry) shall be made available to the family of the deceased; if no family is available they are turned over to the Collier County Division of Community and Human Services.

2. Assets such as cash, bank account documents, etc. shall be made available to the Collier County Division of

Community and Human Services for probate.

6. Diligent Search

1. If the deceased has no known relatives, the Division of Community and Human Services will ensure a reasonable search for the same is conducted prior to authorizing cremation or burial. The awarded vendor agrees to expedite submission of a free death notice to the local newspaper to assist in the search, if requested.

7. Awarded vendor will be committed in representing Collier County as a respectful and professional vendor and display the same to family members of the Deceased in times of grief and/or the inability to pay for burial/cremation services. The awarded vendor, having been compensated for this service by the County, will not seek to secure additional compensation for services provided from family members of the deceased.

Definitions

A. “Anatomical board” means the anatomical board of the state headquartered at the University of Florida Health Science

Center.

B. “Cremation” means any mechanical or thermal process whereby a dead human body is reduced to ashes and bone fragments. Cremation also includes any other mechanical or thermal process whereby human remains are pulverized, burned, recremated, or otherwise further reduced in size or quantity.

C. “Final disposition” means the final disposal of a dead human body by earth interment, above ground interment, cremation, burial at sea, anatomical donation, or delivery to a medical institution for lawful dissection if the medical institution or entity receiving the anatomical donation assumes responsibility for disposition after use pursuant to s.

406.60. The term does not include the disposal or distribution of cremated remains and residue of cremated remains.

D. “Human remains” or “remains,” or “dead human body” or “dead human bodies,” means the body of a deceased human person for which a death certificate or fetal death certificate is required under chapter 382 and includes the body in any stage of decomposition.

E. “Indigent person” means a person whose family income does not exceed 100 percent of the current federal poverty guidelines prescribed for the family’s household size by the United States Department of Health and Human Services.

F. “Legally authorized person” means, in the priority listed:

1. The decedent, when written inter vivos authorizations and directions are provided by the decedent;

2. The person designated by the decedent as authorized to direct disposition pursuant to Pub. L. No. 109-163, s. 564, as listed on the decedent’s United States Department of Defense Record of Emergency Data, DD Form 93, or its successor form, if the decedent died while in military service as described in 10 U.S.C. s. 1481(a)(1)-(8) in any branch of the United States Armed Forces, United States Reserve Forces, or National Guard;

3. The surviving spouse, unless the spouse has been arrested for committing against the deceased an act of domestic violence as defined in s. 741.28 that resulted in or contributed to the death of the deceased;

4. A son or daughter who is 18 years of age or older;

5. A parent;

6. A brother or sister who is 18 years of age or older;

7. A grandchild who is 18 years of age or older;

8. A grandparent; or

9. Any person in the next degree of kinship.

In addition, the term may include, if no family member exists or is available, the guardian of the dead person at the time of death; the personal representative of the deceased; the attorney in fact of the dead person at the time of death; the health surrogate of the dead person at the time of death; a public health officer; the medical examiner, county commission, or administrator acting under part II of chapter 406 or other public administrator; a representative of a nursing home or other health care institution in charge of final disposition; or a friend or other person not listed in this subsection who is willing to assume the responsibility as the legally authorized person. Where there is a person in any priority class listed in this subsection, the funeral establishment shall rely upon the authorization of any one legally authorized person of that class if that person represents that she or he is not aware of any objection to the cremation of the deceased’s human remains by others in the same class of the person making the representation or of any person in a higher priority class.

G. “Nontransplant anatomical donation organization” means a tissue bank or other organization that facilitates nontransplant anatomical donation, including referral, obtaining informed consent or authorization, acquisition, traceability, transport, assessing donor acceptability, preparation, packaging, labeling, storage, release, evaluating intended use, distribution, and final disposition of nontransplant anatomical donations.

H. “Unclaimed remains” means human remains that are not claimed by a legally authorized person, other than a medical examiner or the board of county commissioners, for final disposition at the person’s expense.

6. INSURANCE REQUIREMENTS

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$500,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

6.4. Automobile Liability

$500,000 Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired; Automobile

Included

6.5. Additional Information

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory https://apps.fldfs.com/bocexempt/ with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Infant Cremation -- All Inclusive

Pricing

1 EA

2 Child Cremation -- All Inclusive

Pricing

1 EA

3 Adult Cremation -- All Inclusive

Pricing

1 EA

4 Infant Burial -- All Inclusive Pricing 1 EA

5 Child Burial -- All Inclusive Pricing 1 EA

6 Adult Burial -- All Inclusive Pricing 1 EA

TOTAL

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required

2. Please Provide Copy of Certificate of Insurance*

*Response required

3. Provide Proof of E-Verify Registration*

*Response required

4. Provide Copy of W-9*

*Response required

5. Provide copy of State of Florida Registration - Sunbiz*

*Response required