Draft PWS Mortuary Services and Support.pdf

Performance Work Statement (PWS)

U.S. Army Human Resources Command (HRC) Casualty and Mortuary Affairs Operations Division (CMAOD)

Mortuary Services and Support (MSS) within CONUS and Alaska, Hawaii and Puerto Rico

As of 20 April 2020

Part 1

GENERAL INFORMATION

1. GENERAL. This is a non-personal services contract to provide all supplies and services for the care and disposition of human remains of active duty personnel, Department of the Army civilians with a Permanent Duty Station (PDS) in a Non-Foreign OCONUS area or who are in a travel status (Temporary Duty (TDY)/Mobility Agreement), and transportation for any deceased person who is directed by an Armed Forced Medical Examiner (AFME) to have an autopsy conducted within the Continental United States (CONUS) as well as Alaska, Hawaii, and Puerto Rico. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the Government.

1.1. Description of Services: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform mortuary services (care and disposition of human remains) and disinterment services as defined in this Performance Work Statement (PWS), except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract. The contractor shall provide facilities, equipment, licensed personnel, motor vehicles, professional services, supplies, death certificates, any/all required documentation for OCONUS shipments, caskets, urns, outer shipping containers, transportation, and perform hygienic practices as specified in this PWS. The contractor shall comply with the highest industry standards in fulfilling the terms and conditions of this contract.

1.2. Introduction: The Defense Federal Acquisition Regulation Supplement (DFARS) includes clauses unique to the procurement of mortuary services (252.237-7000 through 252.237-7011).

These clauses, must be used when obtaining one-time, and requirement contracts for mortuary services.

1.3. Background: The Army has a requirement to provide mortuary services to United States Army Soldiers and certain Department of the Army civilians that have been classified as Deceased within CONUS as well as Alaska, Hawaii, and Puerto Rico. The deceased Soldier’s remains are transported to a servicing mortuary for embalming, dressing, cosmetic work, and shipment to another mortuary/cemetery for final burial. Shipment is worldwide.

1.4. Objectives: The objective is to award a requirements contract to provide licensed and professional, on-call mortuary services at a firm-fixed price. The contractor shall ensure that all sub-contractors are fully licensed and in good standing with their respective State Board of Funeral Services (with the exception of Hawaii and Colorado, who do not have these respective boards). The contractor shall request a copy of all sub-contractor’s insurance binder.

1.5. Scope: Contractor shall provide all supplies and services necessary for the care and disposition of remains of active duty military personnel within the CONUS as well as Alaska, Hawaii, and Puerto Rico. Supplies and services include: removal from place of death when the Armed Forces Medical Examiner (AFME) assumes Title 10 authority or where remains are located; appropriate preparations (sanitation, restoration, and preservation) of human remains, basic reconstructive restoration, dressing, casketing, cosmetology, disinterment’s, and world-wide shipment of remains. Department of the Army civilian employees with a permanent duty station (PDS) in a Non-Foreign OCONUS area who become deceased and Department of the Army civilians who become deceased while in a travel status (TDY and/or Mobility Agreement) away from their official duty station in the United States (including Alaska, Hawaii, and Puerto Rico) receive the same primary care as an Active Duty Soldier. This contract will also cover the transportation of any human remains when an AFME directs an autopsy to be conducted. Contractor shall maintain strict compliance with specifications and provisions outlined in Army Regulation (AR) 638-2, The Army Mortuary Affairs Program and Department of the Army Pamphlet (DA Pam) 638-2, Procedures for the Army Mortuary Affairs Program. Contractor shall be required to certify all supplies and services meet specifications in Block 13 of Department of Defense (DD) Form 2063 (Record of Preparation and Disposition of Remains). A sample completed DD Form 2063 is located at Figure 5-1 (page 21) DA Pam 638-2 dated 23 June 2015.

1.6. Period of Performance: The Period of Performance shall be for one base period and four option years from date of award.

1.7. Performance Plan: The contractor shall submit a completed Performance Plan no later than five calendar days after base contract award. Plan shall address contractor support for full performance when contract performance begins. Additional performance plans will be addressed as necessary on future TOs as determined by the Government. As part of the Performance Plan, the contractor shall prepare to assume full responsibility for all areas of operation IAW terms and conditions of the contract. The contractor shall take all actions necessary for a smooth transition of the contracted operations. At a minimum the Performance Plan shall include:

• Designate Project Manager

• Recruit, hire and train necessary personnel

• If applicable, ensue subcontracting plans are in place in all designated areas

• Obtain all required certifications, licenses, permits, and clearances

1.8. Place of Performance: The scope of this contract covers the entire geographic area of the CONUS as well as Alaska, Hawaii, and Puerto Rico. The contractor is responsible for providing services in any location within CONUS and Alaska, Hawaii, and Puerto Rico that falls under the purview of the U.S. Army Human Resources Command’s area of responsibility.

1.9. Type of Contract: This is a Firm Fixed Price Requirements Type Contract.

1.10. Security Requirements or Licensing: All personnel to include agents, subcontractors and employees of the contractor, shall meet all local, state, and federal mortuary licensing requirements. All licenses, permits and certificates are subject to verification with the applicable State Board of Mortuary Science or the equivalent.

1.11. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance which may be unannounced; maintain written and oral communications with the Contractor; and monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies. A letter of designation issued to the COR, in which a copy is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.12. Point of Contact for Contract Management: (to be provided at time of award)

1.13. Point of Contact for Contractor: Contractor shall identify points of contact by name, title, phone number for purposes of ordering services under this contract. The contractor shall provide live response to requests for services 24 hours a day all calendar days of the year. This does not include using an answering service for during or after hour’s calls. Notification by e-mail message service is also acceptable. The contractor shall furnish this information to the contracting officer or his/her designated.

1.14. Key Personnel: The contractor shall provide qualified supervisory, technical, quality control, administrative, and clerical personnel to accomplish all work and services IAW this contract’s (and resulting TOs) terms and conditions and PWS within specified time frames.

Contractor employees shall be trained, qualified, certified, or licensed as required in this contract prior to starting work.

The Government will not provide initial skills training to contractor employees. The contractor shall maintain records of training qualifications, certifications, and licenses. The contractor shall maintain the workforce in such a manner as to ensure that employees remain fully qualified to perform work assigned. Personnel performing under this contract shall be employees of the contractor and not the Government. The contractor shall appoint a Program Manager (PM) and/or an Alternate Program Manager (APM), both of which are considered key personnel by the Government. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO/COR. Qualifications for all key personnel are listed below:

1.14.1. Program Manager (PM): Contractor shall designate a PM who shall:

1.14.1.1. Have at least five years’ experience in mortuary management with domestic and international mortuary shipping, as well as managing experience with multiple subcontracted mortuaries in the region.

1.14.1.2. Responsible for performing the services required within contracts (and resulting TOs) terms and conditions and PWS; monitoring all services rendered; and providing all documentation to the Government as required under the contract.

1.14.1.3. Have full authority to act on behalf of the contractor on all contractual matters relating to daily operations under the contract and resulting TOs.

1.14.1.4. Has the contractor’s primary Point of Contact (POC) with the COR and/or KO.

1.14.1.5. Qualifications: The PM shall have demonstrated experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided. PM shall be a licensed funeral director for a minimum of 5 years or more, whose license must be in good standing (for specific requirements please go to the National Funeral Directors Association Website by clicking on the following link:

http://www.nfda.org/careers/licensing-requirements; and have no negative actions (probation, suspension, or fines) within the last 5 years.

1.14.2. Alternate Program Manager (APM): Contractor shall designate an APM who shall:

1.14.2.1. Responsible for assisting the PM in performing the services required within the contract’s terms and conditions and PWS; monitoring all services rendered; providing all documentation to the Government; and acting on behalf of the PM in his/her absence as required under the contract.

1.14.2.2. In the absence of the PM—

1.14.2.3. Have full authority to act on behalf of the contractor on all contractual matters relating to daily operations under the contract and resulting TOs.

1.14.2.4. Alternate POC with the COR and/or the KO.

1.14.2.5. Qualifications: The APM shall have demonstrated experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided.

1.15. Contractor Payment: Contractors shall be paid through Wide Area Workflow (WAWF).

Funding will be placed on individual task orders. Orders placed against this contract shall be paid by the Defense Finance Accounting System (DFAS), Indianapolis Branch. The Government is obligated only to the extent of authorized purchase(s) actually made under this contract and there is no minimum guarantee. The contracting officer shall issue calls to request services as needed.

1.16. The selected vendor shall provide to the Government, a monthly activity report via email to the COR. Contact information will be provided at the time of award. The report shall be in Excel format with the following information: Date of task order, Servicing Casualty Assistance Center (CAC)/person who placed the order, deceased Soldier's name, starting/pickup location, ending/delivery location, cost by individual task order, and grand total of all orders.

1.17. Time Allotted to Perform: The contractor shall furnish the material ordered and perform http://www.nfda.org/careers/licensing-requirements%3B the services specified by the contracting officer or designee as promptly as possible, but no later than 8 hours after receiving notification, once the DD 3045 is properly completed, to remove the remains, excluding the time necessary for the Government to inspect and check the results.

1.18. Place of Performance: The area of performance is the geographic boundaries that determine whether the mortuary services contract applies to the services required by the Armed Services and whether or not transportation charges for removal or delivery of the remains, may be charged (DFARS 252.237.7002).

1.19. Quality Assurance: The goods and services purchased from the contractor shall meet or exceed the standards contained within this PWS. Unless otherwise specified in the contract or purchase order, the Government reserves the right to perform inspections that may be unannounced to assure supplies and services conform to prescribed requirements.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

2.1.1 Chemical Preservation Preparations: Arterial, cavity, and other embalming chemicals used in the treatment of all remains under this contract shall effect the maximum preservation and disinfection of all body tissues, including those associated with body cavities (internal organs).

2.1.2. Contracting Officer: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the KO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. Contractor: A supplier or vendor having a contract with the Government to provide specific supplies or service.

2.1.5. Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.6. Deliverable: Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.7. Cremation Casket: The wooden cremation casket in which the human remains shall be delivered to the crematory. The casket shall meet or exceed the hardwood casket specifications.

2.1.8. Human Remains: The dead human body or portions thereof.

2.1.9. NON-FOREIGN OCONUS AREA: The states of AK and HI, the Commonwealths of Puerto Rico and the Northern Mariana Islands, Guam, the U.S. Virgin Islands, and U.S.

territories and possessions (excluding the former Trust Territories of the Pacific Islands),

2.1.10. Non-viewable Remains: Any remains which, due to extreme mutilation, advanced decomposition, or severe conditions such as burns, charring extreme trauma, or gunshot wound(s), cannot be restored to the known ante mortem appearance by restorative art. The decision to make remains non-viewable will be a collective decision between the contractor and the COR.

2.1.11. Processing of Remains: The complete preservation (embalming) and disinfection, application of restorative art techniques and/or cosmetics, dressing and/or wrapping, casketing, and transportation of remains as directed by the KO or designee.

2.1.12. Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.13. Quality Assurance Evaluator (QAE): Representative of the KO who normally performs surveillance of the contract. This includes the COR and CAC representative of the local AORs.

2.1.14. Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.15. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.16. Reprocessing of Remains: The inspection and correction of all discrepancies noted in preservation (embalming), application of restorative art techniques and/or cosmetics, dressing or wrapping, casketing, and transportation of remains as directed by the KO or designated representative.

2.1.17. Sealable Material: Hermetically sealed pouch, heat sealed after reasonable surface embalming to prevent leakage of processed remains or the entrance of foreign materials.

2.1.18. Viewable Remains: Any remains undamaged by trauma or disease; or those damaged by trauma or disease but viewable tissue surfaces have been restored to the known ante mortem appearance of the deceased by restorative artwork.

2.2. ACRONYMS

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AFME Armed Forces Medical Examiner APM Assistant Program Manager AR Army Regulation CAC Casualty Assistance Center CCE Contracting Center of Excellence CFR Code of Federal Regulations CMAOD Casualty and Mortuary Affairs Operations Division COR Contracting Officer Representative COTR Contracting Officer's Technical Representative DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DFAS Defense Finance Accounting System DMDC Defense Manpower Data Center DOD Department of Defense DPAA Defense POW/MIA Accounting Agency GPC Government Purchase Card FAR Federal Acquisition Regulation HRC Human Resources Command IAW In Accordance With KO Contracting Officer MSS Mortuary Services and Support OCI Organizational Conflict of Interest OCONUS Locations outside the continental U.S. (CONUS).

OSHA Occupational Safety and Health Administration PADD Person Authorized to Direct Disposition PDS Permanent Duty Station POC Point of Contact PM Program Manager PNOK Primary Next of Kin PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TDY Temporary Duty TE Technical Exhibit TO Task Order WAWF Wide Area Workflow

PART 3

GOVERNMENT FURNISHED PROPERTY,

EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will provide no material, supplies, equipment, facilities, utilities, and/or services required to perform work under this contract other than the following:

3.1. A DD Form 3045, Statement of Disposition of Military Remains.

3.2. A DD Form 3047, Disposition of Remains Election Statement Notification of Subsequently Identified Partial Remains.

3.3. A DD Form 2063, Record of Preparation and Disposition of Remains, (Preparation Room History).

3.4. Wool blanket and pins required to wrap non-viewable remains that cannot be dressed.

3.5. Necessary clothing.

PART 4

CONTRACTOR FURNISHED

ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all material, supplies, equipment, facilities, utilities, and/or services required to perform work under this contract. The exceptions are: wool blankets and pins for full body wraps. These items are provided by the Casualty Assistance Center where the Deceased Service Member is prepared.

In addition to items specified in Description of Services, the contractor shall furnish the following:

4.1. Caskets. Commercial Item Descriptions are provided in Appendix B.

4.1.1. Casket furnished by the contractor for all remains shall be inspected. Although the contractor shall certify that the casket meets the commercial item description, the QAE shall inspect the casket by observation.

4.1.1.1. In the event a casket is found to be defective prior to shipment, the contractor shall obtain a replacement casket prior to shipment if time allows or at the final destination and notify the

COR.

4.1.1.2. The contractor shall, at their discretion, have the defective casket evaluated and tested by Service Representative Authority.

4.2. Shipping Containers. Commercial item description is provided in appendix B. The shipping container furnished by the contractor for all remains shall be inspected. The QAE shall inspect the shipping container to ensure serviceability.

4.3. Urns. Commercial item description is provided in appendix B.

4.3.1. The urn furnished by the contractor for all remains shall be inspected. Although the contractor shall certify that the urn meets the commercial item description, the QAE shall inspect the urn by observation.

4.3.2. If an urn is found to be defective at the final destination, the contractor shall obtain a replacement urn at destination and notify the COR. Only one urn will be furnished by the Government.

4.4. Head wrap. The contractor shall provide the materials and services to perform head wraps

IAW AR 638-2.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS

5.1. The contractor shall provide 24 hours a day, 7 days a week mortuary service, to include holidays. The contractor must provide a contact telephone number(s) that is monitored on a 24 hour a day, 7 day a week basis by an employee of the contractor’s business - not an answering service. The contractor must also provide an e-mail address that is regularly monitored. Contractor must have a fax-line.

5.2. Vehicles used to transport human remains shall meet all applicable Federal and State operational and safety regulations. Contractor shall utilize industry-standard vehicles (e.g. first call, funeral coach (hearse)) necessary to satisfy contract requirements. Contractor shall use a funeral coach, hearse, or van with an approved mortuary conversion kit, when transporting casketed remains to a receiving funeral home. Vehicles shall be clean and in good physical and mechanical operating condition.

5.3. Drivers of mortuary vehicles must meet all applicable Federal and state licensing and insurance requirements, be fluent in English, be culturally sensitive (willing and able to cooperate with individuals of diversity), and be knowledgeable of the areas dispatched to. In addition, drivers must dress in a seasonal suit with a dress shirt and tie and carry a functioning cell phone.

5.4. Mortuary facilities shall be well maintained, with safe, well-lighted parking areas. Facilities shall have storage capacity for a minimum of five embalmed remains and two casketed remains.

Facilities and preparation rooms shall be clean, sanitary, and in compliance with Occupational Safety and Health Administration (OSHA) standards, as well as, all other applicable local, state and federal death-care industry regulations. Preparation room shall be identified as a private area and secure from public access. Service shall comply with specifications of Army Regulation 638- 2 (Care and Disposition of Remains and Disposition of Personal Effects) and Department of the Army Pamphlet 638-2 (Procedures for the Care and Disposition of Remains and Disposition of Personnel Effects).

5.5. Contractor shall provide storage for remains being processed for a period not to exceed 72 hours from the time preparation is complete. If additional storage is required, the rate will need to be negotiated in advance by the Contracting Officer.

5.6. All caskets and outer shipping containers shall meet Armed Services specifications standards.

Attachment 1 provides a partial listing of caskets by manufacturer that meet Armed Services Specifications. AR 638-2 provides a complete description of specifications. Contractor shall provide appropriate caskets and outer shipping containers within 24 hours from the time request is made.

5.7. Contractor shall complete blocks 5a – 9, 13a – d, and initial blocks 14a (5&6) of DD 2063.

All remaining portions of DD 2063 will be completed by DOD personnel. Contractor shall obtain all permits, certificates and documents necessary to ship human remains worldwide. Contractor shall obtain and forward five certified death certificates with each remains. Contractor shall prepare appropriate international paperwork and submit invoice for reimbursement when billing.

5.8. The contractor shall not remove remains without a signed DD Form 3045 or DD Form 3047 unless approved by COR. Within four hours of notification from receiving the DD 3045 or DD Form 3047 from the respective CAC, human remains shall be removed from the place of death, the immediate location or 100-mile radius of where the remains are located. If the location of the remains is up to 200 miles, the remains must be removed from the place of death or immediate location within six hours of receiving the DD 3045 or DD Form 3047 from the respective CAC, any exception must be approved by COR. Contractor must have the capability to ship human remains anywhere worldwide.

5.9. An authorized CAC representative will submit each service call with specific details (such as location of current remains, any possible exceptions to normal preparation procedures, etc.) to the contractor by phone, email and/or fax and follow-up by phone.

5.10. The contractor must order one casket per casualty upon receipt of DD 3045 or DD Form 3047. The casket shall meet military specifications in accordance with AR 638-2. Caskets should be at the servicing contract funeral home where the preparation will be performed within 36 hours of ordering.

5.11. Unless specified by the PADD, human remains must be embalmed, sutured, and ready for initial inspection within 24 hours of pickup of human remains. All remains prepared to be shipped by air must be embalmed it is a circumstance involving of religious preference. This must be cleared through the COR prior to shipping.

5.12. On receipt of clothing authorized by the PADD and delivery by a CAC representative, human remains must be dressed, casketed, cosmetized and ready for shipment within 24 hours.

5.13. MORTUARY SERVICES.

5.13.1. General: The contractor shall be responsible for providing mortuary services reflecting the greatest dignity, respect and professional care of the funeral service industry by ensuring complete disinfection, preservation, and restoration of the remains. The contractor shall practice hygienic measures that comply with applicable local, state and Federal laws. The contractor shall comply with state and Federal funeral laws. (Note: Disciplinary action by a state or Federal regulatory agency or state licensing authority may be the basis for terminating this contract).

Standards of care and services in this PWS also apply to government-operated mortuaries.

5.13.2. Processing or Reprocessing of Remains.

5.13.2.1. Processing of Remains: The embalming will ensure complete disinfection, preservation and restoration (if possible) of all tissue. The contractor shall ensure cosmetics, are applied to the deceased; he/she is dressed or wrapped, casketed and transported as directed by the Service’s KO or designee.

5.13.2.2. Reprocessing of Remains: The contractor is required to complete inspection and correction of all discrepancies noted in the preparation of remains to include: preservation, application of restorative art techniques and cosmetics, dressing or wrapping, casketing and transportation of remains as directed by the Service’s KO or designee.

5.13.2.3. Restorative Art: Restorative art is an integral part of the processing and/or reprocessing of remains to provide the greatest opportunity for the family members to view the deceased.

Restorative art undertaken to the viewable tissue surfaces (i.e. face/hands) is done so under implied consent when the person authorized to direct disposition (PADD) directed the Service to assume custody of remains for preparation, restoration, dressing, cosmetizing and return to the destination designated for final disposition. Restorative art shall be accomplished IAW the highest professional standards, using approved industry procedures.

5.13.2.3.1. Restoration shall include, but not be limited to, rebuilding a large wound area;

rebuilding facial features such as ear, nose, eye, mouth, chin, etc.; excision of damaged tissue followed by restoration; restoration of scalp hair; and the application of cosmetics to render restored surfaces non-detectable.

5.13.2.3.2. The contract funeral home or mortuary shall not undertake restorative measures outside those of implied consent (i.e., face and hands) without express written authorization from the COR. It is appropriate for the contract funeral home or mortuary to create the semblance of missing limbs, to provide a more natural appearance, upon approval of the PADD. A copy of the written authorization will be placed in the deceased’s casualty/mortuary file.

5.13.2.4. Chemical Preservative Preparation: Arterial, cavity and other embalming chemicals used in the treatment of all remains, will affect the maximum preservation and disinfection of all body tissue, including those associated with body cavities (internal organs or viscera).

Accordingly, chemical preservative preparation shall be accomplished IAW the highest professional standards, using approved industry procedures.

5.13.2.5. Standards and Techniques: The contractor shall practice hygienic measures that will assure complete and satisfactory disinfection and sanitation of the funeral establishment in compliance with Occupational Safety and Health Administration (OSHA) standards. The contractor shall provide high quality service and a sufficient number of licensed embalmers to process (embalm) or reprocess any remains on a timely basis. Interns (apprentices) may be used to assist the licensed embalmer IAW applicable state regulations. All supplies and technical procedures shall conform to standards and professional techniques acceptable to the funeral service industry. Embalmers shall utilize any or all optimal techniques available to assure complete and adequate treatment of remains.

5.14. CLASSIFICATION OF REMAINS.

5.14.1. General: The CAC Chief or CAC representative will make a recommendation on viewing remains and remains will be classified in one of three categories, viewable, viewable for ID only or non-viewable. Recommendations will also have sub-classifications for viewing remains.

Every attempt will be made to restore remains to a condition that permits the family to make the ultimate decision on whether the casket is open for viewing or not.

15.14.1.1. VIEWABLE (VIEW): Remains are intact, with face and hands having minor or no trauma, edema, dehydration, or discoloration that may be fully restored to a natural appearance.

Condition of remains allows for dressing in uniform or other clothing selected by the PADD.

15.14.1.2. VIEWABLE FOR IDENTIFICATION (VIEW-ID): Remains may or may not be fully intact, with face and hands having moderate to severe trauma, edema, dehydration, or discoloration that may be restored to an appearance suitable for visual recognition. Condition of remains allows for dressing in uniform or other clothing selected by the PADD.

15.14.1.3. NON-VIEWABLE-FULL BODY WRAP (FBW): Remains are non-intact with extreme trauma, edema, dehydration, discoloration, or decomposition that may not be restored to an appearance suitable for visual recognition. Condition of remains does not allow for dressing in uniform or other clothing selected by the PADD.

5.15. TREATMENT OF REMAINS (PRE-EMBALMING).

5.15.1. General: Frequently, final disposition of processed or reprocessed remains may not be effected for a period of 10 days or more; transported over long distances; or be subjected to hot, humid conditions. At all times, the remains must be free of putrefaction and infectious agents.

This requires the thorough disinfection and preservation of all body tissues.

5.15.1.1. Re-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.

5.15.1.2. Washing and grooming: Remains shall be bathed. Male facial and scalp hair shall be washed and groomed to conform to military standards. Suitable hair preparation shall be accomplished for females to conform to military standards. Fingernails shall be cleaned and trimmed. The mouth shall be securely closed, by approved industry procedures, to form a natural expression. The eyes shall be securely closed, by approved industry procedures, with proper attention given to prevent wrinkling of the eyelids and a sunken appearance. Cosmetics shall be applied only in the amount necessary to produce natural color and texture.

5.15.1.3. Wounds, stains and discolorations: All lacerations, abrasions, incisions, excisions and burn wounds shall be sealed and/or sutured to prevent leakage. Swollen or distorted features shall be reduced to the normal contours. Applying packs and/or needle injection may be used to chemically bleach ante mortem/postmortem stains. On viewable areas, masking cosmetics may be used to render stains/discolorations non-detectable.

5.15.1.4. Body Orifices and Damaged Tissue: 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 or industry approved closure devices. Bedsores, ulcerated, burned, and/or necrotic tissue shall be excised and/or treated; either by hypodermic injection or by cavity pack application of deodorizing/preserving chemicals.

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

5.15.1.6. Condition of Embalmed Remains: All remains shall be effectively disinfected, uniformly preserved, and all offensive odors eliminated before the remains are dressed or wrapped, and then casketed.

5.16. PREPARATION OF REMAINS.

5.16. General: The Army requires that all remains be processed or reprocessed in a manner reflecting the highest standards of the funeral service industry. All remains, whether viewable or non-viewable, require variations in embalming techniques and procedures to accomplish maximum disinfection, preservation, and restoration of all body tissues. Repatriation and disinterment cases do not require embalming unless specified by the COR.

5.16.1.1. Preparation of Viewable Remains: To obtain optimum results, a thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used. The technique of arterial injection and venous drainage is of utmost importance. Whenever possible, a 6-point arterial injection with multisite drainage shall be accomplished. The arterial chemical solution injected into the remains shall contain a minimum 5% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s). The total volume of arterial solution injected shall not be less than one gallon per 50 pounds of body weight. Additionally, a humectant must be added in equal volume to the arterial chemical, in the total fluid solution injected into the head and arms. It is permissible for a humectant based arterial chemical to be used in lieu of humectant additive being incorporated into the total fluid solution. The thoracic, abdominal, cranial cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 30 index (%) or greater. A minimum of 16 ounces of cavity chemical must be injected into the thoracic, a minimum of 16 ounces in the abdominal cavity, and an amount of cavity chemical to ensure preservation of contents of the cranial cavity, having a 30 index (%) or greater. Hypodermic injections, packs, or other special treatments shall be accomplished, as required, to assure the disinfection and preservation of comparable body tissues, including those associated with body cavities (viscera or internal organs). A lanolin-based massage cream shall be applied on the face and hands to prevent dehydration.

5.16.1.2. Preparation of Non-viewable Remains: To obtain optimum results, a thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used. The technique of arterial injection and venous drainage is of utmost importance. A six-point arterial injection with multisite drainage is optimal but in all instances multisite injection and drainage technique shall be attempted. When arterial injection is possible, each gallon of arterial fluid shall contain a minimum 10% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s). The total volume of arterial solution injected shall not be less than one gallon per 50 pounds of body weight. All body areas shall be further treated by means of a hypodermic injection 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. Cranial, thoracic, and abdominal cavities, when present, shall be aspirated to relieve gasses and possible distention. A minimum of 16 ounces of cavity chemical must be injected into the thoracic, a minimum of 16 ounces in the abdominal cavity, and an amount of cavity chemical to ensure preservation of contents of the cranial cavity, having a 30 index (%) or greater. When arterial injection and/or cavity treatment is not possible, all articulated and disarticulated anatomical portions shall be thoroughly disinfected and preserved via hypodermic injection and accessory chemical embalming techniques. Immersion and/or hypodermic-injection with a trocar and/or syringe and needle, using full strength cavity chemicals 30 index (%) or greater is acceptable. Surface application of liquid, gel, or dry sanitizers and preservatives is also required to supplement primary needle and/or hypodermic injection techniques.

5.16.1.3. Autopsied Remains: If a partial or complete autopsy is performed, a six-point injection with multisite drainage shall be accomplished, using the arterial chemical solutions requirements as specified in AR 638-2. Hypodermic-injection of the thoracic and abdominal walls; back, buttocks, shoulders, vertebral column and scalp with an undiluted cavity chemical having a 30 index (%) or greater is required. The internal organs (viscera) from remains that have had a thoracic and/or abdominal examination, shall be removed, cut into 2 x 2 inch sections and immersed in a undiluted cavity chemical having a 30 index (%) or greater. The inner surfaces of the body cavities shall be given a liberal application of gel preservative. The preserved organs are to be placed into the thoracic or abdominal cavities and liberally coated with a preservative and drying compound (hardening compound). When a cranial autopsy is performed, the vertebral and internal carotid arteries must be sealed, the cranial cavity shall be packed and the calvarium secured by an industry approved method. The scalp shall be replaced over the calvarium, the incision tightly and neatly sutured to avoid an unnatural appearance. The color of the suture cord should blend with the deceased hair to not be noticeable after placement in the casket.

5.16.1.4. Complete Head Wrap (HW): Certain conditions such as severe trauma, edema, dehydration, or discolorations of the face or head may not enable tissue to be restored to an appearance suitable for viewing, but the condition of the remainder of the body allows for dressing in a uniform or other clothing selected by the PADD. The contractor shall ensure the processes contained herein are accomplished and preclude the requirement for a full body wrap in accordance with AR 638-2.

5.16.1.5. Mutilated Hands (Viewable Remains): When the hands are mutilated, to the point that 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 with opaque, leak proof gloves followed by white (military) cloth gloves.

5.16.1.6. Dressing Remains: The PADD will be consulted and provided the opportunity to determine the clothing the deceased is to be dressed in, or which is to be displayed upon the top of wrapped remains, as the situation dictates. The contract funeral home or mortuary will be provided the clothing selected. For all remains transported OCONUS, the required uniform is the Army dress uniform.

5.16.1.6.1. Viewable: Remains that have been processed or reprocessed as outlined in AR 638-2 shall be dressed in the clothing provided by the respective CAC. White, opaque, or clear leak proof protective undergarments (unionalls) will be placed on all remains prior to dressing.

5.16.1.6.2. Non-viewable: Remains that have been processed or reprocessed as outlined in AR 638-2 shall be dressed, whenever possible, in the clothing provided by the respective CAC.

Trauma that is isolated to a specific area will be wrapped with gauze or equivalent in a neat and professional manner. Example: In severe head trauma, the head will be sealed to ensure no leakage occurs, and then wrapped. For further instruction on Headwrap, see 9.1.4. White, opaque, or clear leak proof protective undergarments (unionalls) will be placed on all remains prior to dressing.

5.16.1.6.2.1. Remains that have been processed or reprocessed as outlined in AR 638-2 and are so badly traumatized that the remains cannot be dressed, shall be wrapped. Wrapping shall be accomplished as follows: Polyethylene sheeting (5mil or greater) and a wool or white medical blanket shall be furnished by the respective CAC. Wool blanket will be used until extinguished from Army Inventory, then white medical blanket will be utilized. The wool or white medical blanket shall be spread on the dressing table with opposing corners at the head and foot ends of the table. The blanket is then covered with a white cotton sheet followed by a sheet of polyethylene. Cotton strips are laid down the center of the plastic sheet and liberally coated with a preservative/drying compound (hardening compound). Remains shall be coated with a gel preservative and then laid on top of the prepared wrapping material on the dressing table. The ventral side of the remains shall be liberally coated with a preservative/drying compound (hardening compound). Additional cotton strips shall be placed over the remains, completely covering them. The polyethylene sheet is then folded in around the remains. The folding of the polyethylene sheeting, white cotton sheet and wool or white medical blanket shall be uniform, with the head and foot ends folded in first.

5.16.1.6.2.2. The wrapping material on the left side of the remains shall be folded to the right and then the right side folded to the left side of the remains to be secured with tape or pins, as applicable and described below. All seams in the polyethylene sheeting shall be sealed with nylon filament packing tape, to ensure no odor and/or fluid is emitted from the wrapping. When necessary, in extreme cases, duplicate layers of polyethylene sheets will be used. The white cotton sheet is then wrapped around the polyethylene-sheathed remains, secured with large safety pins placed no more than 4 inches apart. The wool blanket is then wrapped around the white cotton sheet, which shall have as few creases as possible, and secured with large safety pins placed no more than four inches apart. All pins shall be of the same size. A tag identifying the deceased shall be attached to the foot end of the wrapped remains bearing the deceased name, rank, social security number, and date of death.

5.16.1.7. Embalmer Evaluation: The embalmer (contractor’s agent) processing or reprocessing the remains shall critically evaluate the completed treatment to ensure all remains are effectively disinfected, uniformly preserved, and arrive at its destination in satisfactory condition. The respective CAC representative will authorize delivery or shipment of remains when assured that the services and supplies furnished by the contractor, including the signed DD Form 2063 (Record of Preparation and Disposition of Remains) meets this PWS and commercial item descriptions in their entirety.

5.16.1.8. Placement in Casket: Remains shall be placed in the casket in a manner that will create an appearance of rest and repose. Position of remains must be maintained during transit. When remains are prepared for shipping, body positioning pads will be placed around the remains to prevent shifting. Only industry approved positioning devices are authorized. The pillow must be turned over and a piece of plastic placed between the decedent’s head and the pillow. A piece of plastic shall be placed under the hands, for transit, to ensure cosmetics are not transferred onto the uniform or clothing, except when white gloves are utilized on the decedent’s hands. A clean piece of tissue will be placed over the face. The casket shall be of sufficient size to prevent the appearance of crowding and cramping.

5.16.1.9. Quality Assurance Evaluation: Failure to pass the government inspector’s evaluation after embalming, dressing, or placement of remains in a casket and before delivery will require the contractor to remove the remains from the casket and perform one or more of the following services as directed by the respective CAC and approved by the COR; additional disinfectant or preservative treatment, re-dressing or rewrapping, or to place remains in new casket when the original casket is defective.

5.16.1.10. When directed to perform corrective action under this paragraph, the contractor shall perform the corrective measures, and other required services again at no additional cost to the Government.

5.17. TRANSPORTATION OF REMAINS.

5.17.1. Removal: Transport remains in an industry-standard vehicles (e.g. first call, funeral coach (hearse)) from the place where death occurs or released; by convening medical authority or any place designated by the KO or designee, to the place where processing or reprocessing is to be performed.

5.17.2. Encasing Casket: The casket shall be carefully and professionally placed in the protective outer shipping container (air tray), as directed by the KO or designee. All shipping documents shall be affixed or enclosed. The casket shall be flag draped prior to being placed in the air tray.

When the casket is not placed in an air tray, the casket shall be flag draped during the movement in the funeral coach (hearse). (See Appendix E1.4 for information on the air tray.)

5.17.3. Loading Remains: The remains shall be carefully and professionally placed in a funeral coach (hearse) for movement. The remains shall be placed in the vehicle feet first.

5.17.4. Delivery of remains (to include the escort): Remains shall be transported in the contractor’s funeral coach (hearse) to a place designated by the KO or designee. Remains may be transported directly to a common carrier, the receiving funeral home, or to a Government or non- Government cemetery. The vehicle carrying the remains shall arrive at the designated location at the time specified by the KO or designee.

5.17.4.1. Common Carrier: Remains shipped by common carrier shall be delivered to the airport IAW local airport/common carrier requirements. Transfer from the preparing mortuary facility to a common carrier will be in a funeral coach (hearse). The contractor shall know which airline carrier accepts human remains as well as which airports allow human remains to be flown into.

5.17.4.2. When the remains are transferred to a crematory, the casket is not placed in an air tray.

The casket will be flag draped during the movement in a funeral coach (hearse) to the crematory.

5.17.4.3. Employee Attire: Male personnel providing transportation of the remains shall be dressed in a seasonal suit with a dress shirt and tie. Female personnel providing transportation of the remains shall be dressed in an appropriate seasonal business suit.

5.18. STATE OR OTHER CIVIL AUTHORITY ISSUED PERMITS AND CERTIFICATES.

5.18.1. The contractor shall obtain the necessary civil permits and licenses to inter or transport remains (e.g. Burial/Transit Permits), and provide one copy to the KO or designee at the time the remains are inspected and accepted by the KO or designee.

5.18.2. The contractor shall submit the necessary information and documents to the civil authority that is authorized, by the state or territory, to issue death certificates.

5.18.2.1. The contractor shall obtain death certificates (not to exceed 10) from the state or territory authority that issues death certificates. The contractor shall provide the final death certificates to the Casualty Assistance Center, where the Deceased Service Member passed within 15 business days of receiving the certified copies from the county, state, or territory authorities Vital Records Division.

5.18.2.2. In the event an initial or other interim death certificate is issued, by the state or territory, the contractor shall provide 10 copies of the initial death certificate to the KO or designee and the Service Mortuary Affairs Office within 15 business days of each certificate being issued.

5.19. STORAGE OF REMAINS. The Government may, at no additional charge, require the contractor to hold the remains for an additional period not to exceed 72 hours from the time the remains are casketed and final inspection completed.

5.20. URNS.

5.20.1. The CAC shall specify whether a solid bronze or solid walnut…