Mortuary_Affairs_PWS,_Oct_17.pdf

STANDARDS OF OPERATION FOR DOD MORTUARIES

OR

PERFORMANCE WORK STATEMENT

FOR DOD CONTRACTED MORTUARY SERVICES

October 2017

STANDARDS OF OPERATION FOR DOD MORTUARIES OR PERFORMANCE

WORK STATEMENT FOR DOD CONTRACTED MORTUARY SERVICES

Contents

1. Introduction…

2. Description of Services…

3. Mortuary Services

4. Classification of Remains

5. Preparation of Remains

6. Embalming of Remains

7. Transportation of Remains

8. State, Territory, Local, or International Authority-Issued Permits and Certificates

9. Sheltering of remains

10. Cremation

11. Hygienic Compliance with Federal and State Laws

12. Pre-Contract Award Inspection

13. Inspection of Crematory Facilities Prior to Award of Contract for Mortuary Services of

Authorized Personnel ……………

14. Service Delivery Summary (SDS)

15. Government Furnished Items

Appendix A - Terms and Definitions

Appendix B - Funeral Home Pre-Award Survey Plan

Appendix C - Quality Assurance Surveillance Plan

Appendix D - Commercial Item Descriptions

Appendix E - Classification of Defects

E.1. Classification of Metal Casket Defects

E.2. Classification of Hardwood Casket Defects

E.3. Classification of Metal Urn Defects

E.4. Classification of Hardwood Urn Defects

Appendix F - Crematory Pre-Award Survey Plan

F1. Facilities

F4. Processing of cremated remains

1. Introduction:

This document establishes the DoD mortuary specifications for providing mortuary services, and funeral homes under contract for DoD mortuary services, and will apply to all Service components. The Defense Federal Acquisition Regulation Supplement (DFARS) includes clauses unique to the procurement of mortuary services (252.237-7000 through 252.237-7011).

Contracting Officers must utilize the standards contained herein when contracting for mortuary services. The standards contained herein are not applicable to deaths where the person authorized to direct disposition (PADD), or where the person with authority to effect disposition elects to make all arrangements for the disposition of remains.

2. Description of Services:

2.1. Purpose: The 45th Contracting Squadron is acquiring mortuary services for the embalming, restoration, other preparation, care, and disposition of remains of authorized personnel. The contractor shall provide licensed facilities , equipment, licensed funeral service practitioners, motor vehicles, professional services, supplies, death certificates, caskets, urns, outer shipping containers, transportation and perform hygienic practices as specified in this performance work statement (PWS). The contractor will comply with all existing federal, state, territory, and local licensing requirements and regulatory standards applicable in the area of performance of this contract.

2.2. Time allotted to perform: The contractor will furnish the materials ordered and perform the services specified by the contracting officer or designee as promptly as possible. The contractor will perform the services not later than 24 hours after receiving notification to remove the remains, or after the remains have been released to Government control, excluding the time necessary for the Government to inspect and check the results.

2.3. Area 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. (See DFARS 252.237.7004.)

2.4. Quality Assurance: The goods and services purchased from the contractor or provided by a DoD mortuary will meet or exceed the standards contained within this PWS. The

Government reserves the right to perform inspections to ensure supplies and services conform to prescribed requirements as set forth in this document.

3. Mortuary Services:

The “person authorized to direct disposition” pertains to the person authorized to direct disposition for remains of military members. The term “person with authority to effect disposition” generally applies to the person authorized to effect disposition of civilian remains.

The term “licensed facility” as used herein includes any facility licensed by the state or territory for the embalming and preparation of human remains, and complies with Appendix B of this document.

3.1. General: The contractor will provide complete disinfection, preservation, and restoration of the remains as set forth in this document. The contractor will practice hygienic measures that comply with applicable local, State, territory, and Federal laws, regulations, and rules. (Note:

Disciplinary action by a regulatory agency or licensing authority may be the basis for non-consideration or termination of a contract.)

3.2. Processing or Reprocessing of Remains.

3.2.1. Un-embalmed Remains: Remains will be placed in refrigeration at 36-38 degrees F (2.2-3.3 degrees C) until the remains are identified and the disposition instructions have been received.

3.2.2. Processing of Remains: The embalming will ensure complete disinfection and preservation of all tissue. Additionally, when the condition of remains allow, all efforts will be made to restore remains in accordance with (IAW ) paragraph 3.2.5 to facilitate viewing. The contractor will ensure that cosmetics are applied to the deceased and that the remains are dressed or wrapped, casketed, and transported as directed by the mortuary affairs representative.

3.2.3. Chemical Preservative Preparation: Arterial, cavity, and other embalming chemicals will be used in the treatment of all remains IAW paragraph 6 of this document.

3.2.4. Reprocessing of Remains: When remains are received, either at the port mortuary or receiving funeral home, which require additional/corrective preparation or restoration, all discrepancies will be documented by the embalmer and corrected as directed by the Service’s mortuary affairs representative.

3.2.5. Restorative Art: Restorative art is defined as care of the deceased to recreate natural form and color to provide an opportunity for the family to view the deceased.

3.2.5.1. Minor restorations include, but are not limited to, correcting a misaligned fracture, hypodermic tissue building, reduction of swelling, sub-tissue surgery (mouth or eye), waxing (lips, abrasions, sutures or razor burns), suturing clean cuts, small hair replacements

(eyebrow, eyelash, or temporal hair), bleaching and concealing minor discolorations or removal and restoration of fever sores (scabs). Consent from the person with authority to direct or effect disposition is granted by signature on DoD, Service or local mortuary form or for civilian decedents the civilian mortuary equivalent form.

3.2.5.2. Major restorations include, but are not limited to, the restoration of a full head of hair, sub-tissue surgery of a swollen neck, problems with misaligned or protruding teeth, deep wound preparation (after excision of necrotic, mutilated or diseased tissue), care of deep lacerations, repair (or reconstruction) of multiple fractures, third degree burns, skin slip, dismemberment of a limb (or head), and complete loss of a part. Technical skill is required to artificially construct a distorted portion of the face or cranium, wax surfacing over a large wound (cheek, forehead, or neck), modeling a facial feature, achieving a natural appearance when masking a completely discolored face (or large post-mortem stain) with opaque cosmetics or matching wax with the complexion. Consent from the person with authority to direct or effect disposition is granted by signature on a DoD, Service, and local, or civilian mortuary equivalent form.

3.2.5.3. Semblance of limbs. The contract funeral home will not undertake the creation of the semblance of limbs without express written authorization on a DoD, Service, local, or civilian mortuary equivalent form, from the person with authority to direct or effect disposition.

A copy of the written authorization will be placed in the deceased’s casualty/ mortuary file.

4. Classification of Remains:

4.1. General: The contract funeral home embalmer will make a recommendation to the Service mortuary representative regarding view ability of the deceased. Remains will be classified in one of three categories: viewable, viewable for identification only, or non-viewable. View ability recommendations have sub- classifications. Every attempt will be made to restore remains to a natural form and color that permits the person with the authority to direct or effect disposition to make the decision on whether the remains be viewed or not. The manner in which the remains are to be prepared will take into consideration cultural and religious customs and traditions and the PADD’s preferences.

4.1.1. VIEWABLE. Remains are considered viewable when the face and hands have only minor or no trauma, edema, dehydration, or discoloration. Remains may be fully restored to a natural color and form. Condition of remains allows for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition.

4.1.2. VIEWABLE FOR IDENTIFICATION. Remains may or may not be fully intact;

with face and hands that may have trauma, edema, dehydration, or discoloration. Although remains may be missing limbs or have received other trauma, condition of remains allows for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition. Remains may be restored to an appearance suitable for visual recognition.

4.1.3. NON-VIEWABLE. Remains may or may not be fully intact; and may manifest extreme trauma, edema, dehydration, discoloration, or decomposition. Remains may not be restored to an appearance suitable for visual recognition. Condition of remains may not allow for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition.

4.1.3.1. HEADWRAP. Remains are categorized as such when they are categorized as non-viewable with the face or head having severe trauma, edema, dehydration, or discoloration where restoration to a condition of viewable recognition is not possible. However, the condition of remains allows for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition. The head wrap will be accomplished IAW paragraph 6.7.2.1.

4.1.3.2. FULL BODY WRAP. Remains categorized as non-viewable. The remains may not be intact or have sustained severe trauma, edema, dehydration, or discoloration where restoration to a condition of viewable recognition is not possible will be prepared using a full body wrap. The full body wrap will be accomplished IAW paragraph 6.7.2.2.

5. Preparation of Remains:

5.1. General: Funeral homes under contract to provide DoD mortuary services will prepare and embalm the remains unless embalming is expressly prohibited in writing by the person authorized to direct or effect disposition. Frequently, final disposition of processed or reprocessed remains may not be affected for a period of 10 days or more or the remains may be subjected to extreme weather conditions, or the remains may be transported over long distances. All remains, whether viewable or non-viewable, require variations in preservation techniques and procedures to accomplish maximum disinfection, preservation, and restoration of all body tissues. The following procedures will be accomplished in the course of processing or reprocessing all viewable remains, and to the extent possible, non-viewable remains.

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

5.1.2. Disinfecting: All body orifices shall be treated with a non-astringent , disinfectant chemical.

5.1.3. Washing: All body surfaces will be thoroughly washed with warm water and germicidal soap. Special attention will be given to the viewable surfaces, i.e. the face and hands.

5.1.4. Grooming: For military personnel 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 unless expressed otherwise in writing by the PADD.

Fingernails shall be cleaned and trimmed. For non-military personnel, the Service mortuary representative will check with the family to ascertain personal preferences.

5.1.5. Setting features: The mouth will be securely closed by needle injector, muscular or mandibular suture, where the lips abut to form a natural expression. The eyes shall be securely closed by the use of eye caps, with proper attention given to prevent wrinkling of the eyelids and a sunken appearance.

5.1.6. Body positioning: The body will be positioned to appear comfortable and restful.

The head will be positioned straight, without any turn, and hands will be positioned left over right.

Deviation will be dependent upon the conditions of the remains at the discretion of the embalmer.

5.1.7. Damaged Tissue: The embalmer will determine when during the preparation process ulcerated, burned, and necrotic tissue, and/or bedsores, shall be excised and/or treated either by hypodermic injection or by cavity pack application of deodorizing/preserving chemicals.

6. Embalming of Remains:

6.1. Preparation of Viewable Remains: To obtain optimum results, a thorough pre- embalming case analysis will be completed by the embalmer utilizing the number of arterial injection sites necessary to ensure proper distribution of fluid. The only exception to this requirement is in the absence of a limb or the head. The arterial chemical solution injected into the remains shall contain a minimum 5% concentration, by volume, of formaldehyde or isomer of formaldehyde derivative preservative agent(s). The total volume of arterial solution injected shall not be less than

1 gallon per 50 pounds of body weight. Unless the decedent is edematous, 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. For non- autopsied cases, the thoracic, abdominal, male genitals, and cranial cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 36-index (%) or greater. A minimum of 16 ounces of cavity chemical must be injected into the thoracic cavity, and a minimum of 16 ounces in the abdominal cavity and male genitals, and a minimum of 2 ounces of cavity chemical to ensure preservation of contents of the cranial cavity, having a 36-index (%) or greater. Hypodermic injections, packs, or other special treatments shall be accomplished, as required, to assure the disinfection and preservation of all body tissues. A suitable cream or lotion shall be applied on the face and hands to prevent dehydration.

6.2. Preparation of Non-viewable Remains: To obtain optimum results, a thorough pre-embalming case analysis will be completed. Each gallon of arterial fluid shall contain a minimum 10% concentration, by volume, of formaldehyde or isomer of formaldehyde derivative preservative agent(s). The total volume of arterial solution injected shall not be less than 1 gallon per 50 pounds of body weight. All body areas shall be further treated by means of hypodermic injection using undiluted cavity chemicals having a 36-index (%) or greater. In addition, packs, special gels and/or dry sanitizers shall be used, as required, to ensure preservation, prevent leakage, and eliminate all offensive odors. The thoracic, abdominal, male genitals, and cranial cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 36-index (%) or greater. A minimum of 16 ounces of cavity chemical must be injected into the thoracic cavity, and a minimum of 16 ounces in the abdominal cavity and male genitals, and a minimum of 2 ounces of cavity chemical to ensure preservation of contents of the cranial cavity, having a 36-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 36-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.

6.3. Autopsied Remains: If a partial or complete autopsy is performed, a 6-point injection with multisite drainage shall be accomplished, using the arterial chemical solutions requirements as specified in 6.1. or 6.2. Hypodermic-injection of the thoracic and abdominal walls; back, buttocks, male genitals, shoulders, vertebral column with an undiluted cavity chemical having a 36-index (%) or greater is required. The scalp will be injected by syringe and needle with the chemical solution used for the arterial injection. Under no circumstances with the service provider dispose of or destroy any internal organs (viscera) or partial remains. The viscera from remains that have had a cranial, thoracic and/or abdominal examination, shall be removed, cut into sections not greater than 2 x 2 inch and immersed in a undiluted cavity chemical having a 36-index (%) or greater, for an appropriate amount of time but typically a minimum of 2 hours. The inner surfaces of the body cavities shall be given a liberal application of gel formaldehyde or isomer of formaldehyde derivative preservative agent. The preserved organs are to be placed into the thoracic or abdominal cavities and liberally coated with a formaldehyde or isomer of formaldehyde derivative preservative agent 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 with cotton and drying compound, both in the cranium and the calvarium secured by cranial clamps or wiring. The scalp shall be replaced over the calvarium, the incision will be coated with drying compound and tightly and neatly sutured to avoid leakage and unnatural appearance. The color of the suture cord should blend with the deceased’s hair.

6.4. 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. The component Service retains the ability to use an authorized uniform hat or beret, in lieu of gauze wrap. For remains requiring a partial head wrap the remains will be prepared IAW paragraph 6.1. The embalmer will ensure the tissue is firm, dry, and thoroughly preserved. The wrapping will be accomplished IAW paragraph 6.7.2.1., but will be limited to covering the affected area of trauma providing the possibility of viewing if desired by the person with authority to direct or effect disposition.

6.5. Mutilated Hands (Viewable Remains): When the hands are mutilated, to the point that restoration is not possible, or discolorations are present that cannot be cleared, the hands shall be treated in a manner which shall render all tissue firm, dry, and thoroughly preserved. The hands, regardless of condition, will then be placed in opaque, leak proof gloves followed by white

(military) cloth gloves.

6.6. 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, if possible, 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.

6.7. Dressing Remains: The person with authority to direct or effect disposition will be consulted and provided the opportunity to determine the clothing the deceased is to be dressed, or which is to be displayed upon the top of wrapped remains, as the situation dictates. The contract funeral home or DoD facility providing mortuary services will be provided the clothing selected. Prior to dressing, all remains will be placed in a white, opaque, or clear leak proof protective undergarment

(one-piece plastic garment used to cover the entire body from the neck down to include the feet).

Drying powder and/or preservative powders will be placed inside the protective undergarment to absorb any possible leakage or odors.

6.7.1. Viewable: Remains that have been processed or reprocessed as outlined in paragraph 6.1. will be dressed in the clothing provided by the Service mortuary representative.

6.7.2. Non-viewable with Full Body Wrap: Remains that have been processed or reprocessed as outlined in paragraph 6.2. will be draped in the clothing provided by the Service mortuary representative. 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 IAW paragraph 6.7.2.1.

6.7.2.1. Head Wrap. During the embalming process, the tissue shall be prepared to present as natural a head shape as possible once the head wrap process is complete. Required materials to accomplish the head wrap process include: two (2) clear or semi- transparent plastic

(.78 mil or greater) liner bags approximately 24” by 23”; 2” white surgical tape or 2” clear strapping tape; 12 yards of 4.5” (Sterile or Non-sterile) gauze bandage (approx. 3 rolls); cotton prep towels; (sterile or non-sterile) absorbent cotton or absorbent sheet product. Prior to beginning the wrapping process, all tissue and hair shall be rendered as dry as possible. Wrapping shall be accomplished as follows: The embalmer will place one clear or semi-transparent bag over the head and tuck down into the full-body, plastic garment, as required in paragraph 6.7. Ensure all air is removed from the bag before it is secured at the base of the neck with tape. Taping the bag around the forehead, over the nose and over the chin may provide a more aesthetically pleasing shape. The embalmer will place a second clear or semi-transparent bag over the head and repeat the above steps, taking care not to lose shape of the facial features, if present. A minimum of three (3) strips of gauze bandage will be prepared side by side, overlapping .25 inch and centered over the crown of the head extending to the base of the skull and the base of the chin. The bandage will be tightly stretched and unobtrusively secured by tape. Beginning at the natural hairline on the left side of the head, the embalmer will secure the end of gauze bandage roll. Once secure, the gauze bandage will be wrapped around the head, overlapping the previous row of bandage by one half the width of the gauze bandage. This is done to ensure no visibility of the underlying plastic bag or and to present a neat and professional appearance. The gauze bandage will continue to be wrapped around the head, down the neck until it reaches the base of the neck and will be secured with white surgical tape. The remains should then be dressed IAW paragraph 6.7., ensuring no tape is visible above the collar of the shirt or blouse.

6.7.2.2. Wrapped Remains: Remains that have been processed or reprocessed as outlined in paragraphs 6.1. or 6.2. and are traumatized to the extent that the remains cannot be dressed, shall be wrapped.

6.7.2.2.1. Wrapping shall be accomplished as follows: Polyethylene sheeting (5 mil or greater) and a wool blanket shall be furnished by the Service’s mortuary representative. The military wool 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 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). The dorsal side of the 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 blanket shall be uniform, with the head and foot ends folded in first.

6.7.2.2.2. The wrapping material on the left side of the remains shall be folded to the right. The right side then folded to the left side of the remains shall 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 may be used. The white cotton sheet is then wrapped around the polyethylene- sheathed remains, secured with large safety pins (silver in color, 2-3 inches) 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 4 inches apart. A tag identifying the deceased shall be attached to the foot end of the wrapped remains bearing the deceased name, rank, last four of the social security number or common access card (CAC) identification number, and date of death.

6.8. Cosmetics: Cosmetics shall be applied only in the amount necessary to produce natural color and texture. For female Service members the cosmetics will conform to military standards unless expressly requested otherwise in writing by the PADD.

6.9. Embalmer Evaluation: The embalmer processing or reprocessing the remains shall critically evaluate the completed treatment to ensure all remains are effectively disinfected, uniformly preserved, and will arrive at its destination in excellent condition. The Service mortuary representative will authorize delivery or shipment of remains when assured that the services and supplies furnished by the contractor including the signed DD Form 2062 (Record of Preparation and Disposition of Remains, OCONUS) or the signed DD Form 2063 (Record of Preparation and Disposition of Remains, CONUS) meets this PWS and commercial item descriptions in their entirety.

6.10. Placement in Casket: Remains shall be placed in the casket in a manner that will create an appearance of rest and repose. When remains are prepared for transit or shipping, body positioning devices may be placed around the remains to prevent shifting. Only positioning devices available from funeral service suppliers are authorized. A piece of plastic will be placed between the decedent’s head and the pillow. A piece of plastic will be placed under the hands, for transit, to ensure cosmetics are not transferred onto the uniform or clothing. When white gloves are utilized, no plastic is required under the 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.

When an “oversize” casket is used, the preparing facility will notify the Service mortuary representative.

6.11. Quality Assurance Evaluation: Remains will be inspected as follows: after embalming, after dressing, and after placement of remains in a casket. Failure to pass these inspections will require the contractor to remove the remains from the casket and perform one or more of the following services as directed by the contracting officer or designee: additional disinfectant or preservative treatment, re-dressing or rewrapping, or placement of remains in new casket when the original casket is defective.

6.12. When the Service mortuary representative directs corrective action under this paragraph, the contractor shall perform the corrective measures and other required services again at no additional cost to the Government.

7. Transportation of Remains:

7.1. Removal: Transport remains in a funeral coach, or appropriate first-call vehicle, from the place where death occurs, from where remains are released by convening medical authority, or from any place designated by the Service mortuary representative to the place where processing, reprocessing, or cremation is to be performed.

7.2. Prior to transport of the casketed remains, if the casket has an adjustable bed it will be lowered to the bottom. When applicable the locking tube cap or memorial cap will be removed prior to air shipment. A casket key will be provided for all international shipments.

7.3. Encasing Casket for air transport. The casket will be placed in a new outer shipping container as required. All shipping documents will be affixed to the outside of the shipping container. For authorized personnel, the casket will be flag draped prior to being placed in the air tray. (See appendix D-1.7 for information on the air tray.)

7.4. Overland transportation of casketed remains. The casketed remains will be placed feet first in a funeral coach or other appropriate vehicle authorized by the Service. For authorized personnel, the casket will be flag draped prior to transport.

7.4.1. Delivery of casketed remains: Remains will be transported in a funeral coach or other appropriate vehicle authorized by the Service, to a place designated by the person with authority to direct or effect disposition. This may include the following: 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 Service mortuary representative.

7.4.2. Common Carrier: Remains shipped by common carrier will 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 or other appropriate vehicle authorized by the Service.

7.4.3. When subsequently identified remains are transferred to a crematorium, the cremation container will be accompanied by a flag, when authorized, during the movement.

Cremated remains will be delivered to the designated location as directed by the person with authority to direct or effect disposition. When authorized an escort, the inurned remains will be transported in a government provided vehicle, i.e. GOV or appropriate government provided rental vehicle.

7.5. Employee Attire: Personnel providing any transportation of the remains will be dressed in traditional business attire. Traditional business attire includes business suits, dress shirts, and ties for men. It includes business-oriented suits for women, both skirted suits and tailored pantsuits.

Appropriate dress shoes (closed-toe/closed heel), socks and/or hosiery are also a requirement for any outfit to qualify for traditional business attire. Military personnel will wear appropriate military uniform designated by the Military Service. Wearing of outer garments and protective footwear is authorized for inclement weather or as required.

8. State, Territory, Local, or International Authority-issued Permits and Certificates:

8.1. The preparing facility representative will obtain the necessary permits, licenses, and documentation issued by legal authority to inter, cremate, or transport remains (e.g. Burial/Transit Permits) and provide one copy to the Service mortuary representative at the time the remains are inspected and accepted by the Service mortuary representative.

8.2. The preparing facility representative will submit the necessary information and documents to the legal authority that is authorized to issue death certificates.

8.2.1. The preparing facility representative will obtain 15 certified copies of the final death certificate from the issuing authority, and will provide them within 10 business days of being issued to the Service mortuary representative or the Service Mortuary Affairs Office.

8.2.2. In the event a supplemental/amended death certificate is issued, the preparing facility representative will provide 15 copies of the final death certificate to the Service mortuary representative or the Service mortuary Affairs Office within 10 business days of being issued.

8.2.3. The preparing facility representative will provide two copies of any other official document(s) issued in conjunction with the death (e.g., medical examiner cremation authorization certificate, cremation certificate) to the Service mortuary representative or the Service Mortuary

Affairs Office.

9. Sheltering of remains:

The Government may, at no additional charge, require the preparing facility to hold the remains for an additional period; not to exceed 72 hours from the time the remains are casketed and final inspection completed, to accommodate movement of escorts and/or family members.

10. Cremation:

The only time cremations will be provided under provisions of this document are for subsequent portions or retained organs. Cremation of remains defined as whole body or a non-intact torso, may not be performed in a mortuary operated by a Military Service or through a funeral home or crematory under contract with a Military Service.

10.1. Cremation of subsequently identified remains directed by the person with authority to direct or effect disposition: This identifies services, supplies, and transportation requirements for cremation when directed by the person with authority to direct or effect disposition. The alternative cremation container provided will meet the commercial item description as stated in appendix D, and be utilized for the cremation of all subsequent remains. Subsequently identified remains and retained organs will be prepared as a full body wrap as outlined in paragraph 6.7.2.2. prior to cremation. A tag identifying the deceased will be attached to the top of the blanket. The tag will bear the deceased’s name or name of the Group Designation, rank, last four numbers of the social security number or CAC identification number, and date of death. The person with authority to direct or effect disposition will specify whether a solid bronze or solid walnut urn will be provided.

The preparing facility representative will provide an urn for entitled personnel that meets the applicable urn specification as stated in appendix D. The bronze urn will be engraved with the name, rank, date of birth, and date of death (Month, Day, and Year). However, on a solid walnut urn, the information will be inscribed on an engraving plate. The preparing facility representative will ensure all the cremated remains recovered from the retort are placed in the urn and delivered to the destination designated by the person with authority to direct or effect disposition.

10.2. Cremation of subsequently identified remains or retained organs affected by the Service as directed by the person with authority to direct or effect disposition: When directed by the person with authority to direct or effect disposition, the Service will effect disposition IAW DoD mortuary affairs instructions.

10.3. Cremation of unidentified remains: The Service will effect disposition of unidentified remains IAW DoD mortuary affairs instructions.

10.4. When the preparing facility representative contracts a crematorium to provide the cremation services, the preparing facility representative will directly pay the crematorium for the cremation services.

10.5. Prior to delivery of remains to the crematorium, the preparing facility representative will ensure that the retort (cremation chamber) and cremulator are operational. In the event either is inoperable, the preparing facility representative will arrange for cremation services to be performed to the standards of this section at another facility at no additional cost to the Government.

10.6. Crematorium and cremation procedures: This section establishes crematorium and cremation procedures to include verification of identification of the remains to be cremated.

10.7. Receipt and verification of remains within the cremation container at the crematorium:

Remains will be verified by the crematorium authority upon receipt by checking the tags affixed to the blanket against the documentation accompanying the remains. This will constitute adequate verification of identification of the remains by the crematory operator. In the event the information on the tag is not in agreement with the documentation accompanying the remains, no cremation will be accomplished until the identification discrepancy is resolved. The crematorium will provide a receipt for the remains to the Service mortuary representative. The receipt must show the name and address of the crematorium, date and time of delivery of remains, verified name of deceased or group designation, the type of container used to deliver the remains, and the type of urn provided. The receipt must be signed by both the person delivering the remains and the crematorium representative receiving the remains.

10.8. Sheltering of remains for cremation: When the crematory operator is unable to cremate the remains immediately upon taking custody thereof, the crematorium authority will place the remains in a holding area not accessible to the public. Remains will not be stored overnight at the crematorium, if the crematorium is not attached to a funeral home.

10.9. Remains accountability: Immediately prior to being placed within the retort, the crematorium authority will assign a cremation number that will correspond to the number on a metal ID disk, ceramic tile, or similar device. The numbered ID disk, ceramic tile, or similar device will be placed in the retort with the remains being cremated. The numbered disk, tile, or similar device will be maintained with the cremated remains from the retort until the cremated remains are placed in the urn. The numbered ID disk, ceramic tile, or similar device will then be affixed to the packaged cremated remains inside the urn.

10.10. Processing Cremated Remains.

10.10.1. Upon completion of cremation, the cremated remains will be removed from the cremation chamber and the retort swept clean. The cremated remains will be placed in a container or tray dedicated solely to that cremation. The identification disk, ceramic tile, or similar device will be attached to the container or tray to wait final processing.

10.10.2. All body prostheses, bridgework, or similar items; metallic casket parts; and uniform accoutrements not consumed or destroyed in the cremation process will be segregated from the cremated remains and disposed of as regulated medical waste.

10.10.3. All cremated remains will undergo final processing where each fragment is reduced to an unidentifiable dimension of no more than 1/8 inch in size.

10.11. Inurnment of cremated remains: After processing, the cremated remains will be placed in an urn with the identification disk, ceramic tile, or similar device affixed to the top of the packaged cremated remains inside the urn.

10.11.1. If the cremated remains do not fill the urn, the extra space shall be filled with clean cotton. If the volume of the cremated remains exceeds the capacity of the urn provided, the

Service mortuary representative will be notified to authorize a specification urn of adequate capacity to hold the cremated remains.

10.11.2. Release of cremated remains. The cremated remains will be released to the

Service mortuary representative on the day of the cremation.

10.11.2.1. The crematorium representative will provide the Service mortuary representative with a receipt for the release of the urn containing the cremated remains. The receipt must display the following: the name and address of the Government activity receiving the urn and cremated remains, the date and time of release of the urn and cremated remains, the verified name of the deceased or name of the Group Designation and the cremation number, the type of urn the cremated remains are released in, and the signatures of both the person releasing and the person receiving the remains.

10.11.2.2. Release Documentation: The preparing mortuary will provide all necessary documentation required for disposition of the cremated remains, to include the certificate of cremation and burial/transit permit. If applicable law does not prescribe the format for a cremation certificate, then the preparing mortuary will prepare and sign a certificate that includes the deceased’s name or group designation, date of death or incident, date of cremation, the corresponding cremation identification number, and the name and address of the crematorium.

11. Hygienic Compliance with Federal and State laws:

Hygienic Practices: The preparing mortuary facility will employ universal precautions, protective equipment, and other hygienic measures and techniques designed to accomplish concurrent and terminal disinfection and decontamination of the preparation room, dressing, and shipping areas, IAW applicable laws, regulations, ordinances and codes.

12. Funeral Home Pre-Contract Award Procedures:

12.1. The contracting officer, with or without the Service mortuary representative, will ensure that the funeral home is licensed to conduct and provide funeral services IAW state or territory laws;

possess a business license IAW local laws; and employs licensed funeral directors and licensed embalmers IAW state or territory laws.

12.2. An analysis of business practices, of up to 5 years, will be conducted. Any disciplinary actions such as suspensions, probation, fines or multiple consumer complaints may be considered as the basis for disqualification.

12.3. The preparation room must be (whether located on site or at a centralized embalming facility) clean, orderly, and in compliance to conform to Occupational Safety and Health

Administration (OSHA) standards. The preparation room must have the proper equipment and embalming instruments and chemicals available and stored IAW OSHA standards. The preparation room must have an adequate biomedical waste disposal system and hot and cold running water available.

12.4. The establishment shall have a reposing room and remains storage facilities that are not accessible to the public. The establishment must have music equipment, office facilities, and equipment necessary for religious services.

12.5. The firm must meet the standards of service within the time permitted by this contract.

Contractor must have the capability to obtain additional assistance in an emergency.

12.6. The caskets, urns, and outer shipping containers provided by the contractor must conform to the commercial item descriptions included in appendix D.

12.7. The contractor must understand and comply with the minimum requirements of the Armed

Services specifications for the care of remains contained herein.

12.8. The contractor’s funeral coach or first-call vehicle must be clean, properly maintained without visible defects, and is in compliance with applicable State Department of Transportation requirements.

12.9. The contractor will register and comply with Transportation Security Administration requirements for shipment of human remains.

13. Crematorium Facilities Pre-Contract Award Procedures:

13.1. The contracting officer will ensure that the crematorium to be used by the contractor is licensed to conduct and provide cremation services IAW applicable laws, regulations, ordinances and codes; possesses a business license IAW applicable laws, regulations, ordinances and codes, and employs personnel who are certified crematory operators.

13.2. The contracting officer will ensure that the crematory to be used by the contractor is used solely for purposes of human cremation.

13.3. The crematory shall be located in an area that ensures the safeguarding of the remains being processed at the facility.

13.4. An analysis of business practices, of up to 5 years, will be conducted. Any disciplinary actions such as suspensions, probation, fines or multiple consumer complaints may be considered as the basis for disqualification.

13.5. The crematorium shall be clean, orderly, and conform to OSHA standards. The crematorium’s receiving and holding area will be secure and not accessible to the public.

Additionally, the holding area shall be climate controlled.

13.6. The crematorium shall have an established remains accountability process that includes numbered identity metal disks, ceramic tile, or similar devices to track identity of the remains through the cremation process until inurnment. Remains identification tracking records will be maintained IAW state law, but no less than 7 years.

13.7. The crematory operator will demonstrate that the retort’s ignition burner and the after burner are operational.

13.8. The crematory operator will demonstrate that the equipment and tools available are capable of adequately sweeping cremated remains from the retort.

13.9. The crematory operator will demonstrate that the processor is operational and capable of reducing each fragment to an unidentifiable dimension of no more than 1/8 inch in size.

13.10. The crematorium will meet the standards of service within time permitted by this contract.

In addition, the crematorium must have capability to obtain additional assistance in an emergency.

13.11. The crematory operator must understand and comply with the minimum requirements of the specifications for cremation, identification, accountability and documentation contained herein.

14. Service Delivery Summary (SDS) (Refer to Service Delivery Summary Figure 14.0. for ease of reference)

14.1. The SDS cites:

14.1.1. The performance objective (service required)

14.1.2. The performance threshold (specific standard) required

14.2. In accordance with the Inspection of Services Clause, the contractor will not be paid for services unless services are rendered IAW the standards set forth in the contract.

14.3. Payments to the contractor per remains will be reduced for unsatisfactory performance using the following methods:

14.3.1. For each of the remains, the contractor’s performance will be compared to contract standards.

14.3.2. If performance in any required service is unsatisfactory and the poor performance is clearly the fault of the contractor, an amount of money up to the unit line item price multiplied by the percentage of the service found to be unsatisfactory will be deducted.

14.4. The amount of money to be permanently deducted for unsatisfactory performance will be computed as follows:

14.4.1. For areas surveyed, total unit line item price multiplied by the percentage of the function represented by the required service (Figure 14.0, column 5). Example:

If: Hygienic practices are unsatisfactory (Performance objective of 100% not met)

And: Contract price is $500 per unit

And: Hygienic practices deduction percentage is 5 percent

Then: Deduction from the current invoice is:

Contract Price x Percentage Deduction = Amount Deducted; or

($500 x .05) = $ 25

14.4.2. Nothing in the foregoing provisions shall diminish or preclude Government actions pursuant to the default clause or other terms and conditions of this contract.

14.5. Quality Control. The contractor shall establish a complete quality control program to ensure the requirements of the contract are provided as specified. One copy of the Contractor’s Quality

Control Program shall be provided to the contracting officer at the Pre-Award Survey. Provide an updated copy to the contracting officer on the contract start date and as changes occur. The program shall include, but is not be limited to, the following:

14.5.1. An inspection system covering the services stated in Fig. 14.0, Service Delivery

Summary (SDS). It must specify areas to be inspected on a scheduled or unscheduled basis and the title of the individual who will do the inspection.

14.5.2. A method for identifying deficiencies in the quality of services performed before the level of performance is unsatisfactory.

14.5.3. A file of all inspections conducted by the contractor and corrective actions taken.

The file will be made available to the Government during the term of the contract.

14.5.4. Performance Evaluation Meetings. The manager or owner shall meet with the

Quality Assurance Evaluator (QAE) and contracting officer as requested during the first months of the contract.

14.5.4.1. Meetings with the contracting officer and QAE shall be as often as necessary thereafter as determined by the contracting officer.

14.5.4.2. The written minutes of these meetings shall be signed by the contractor or his or her manager, contracting officer and QAE. Should the contractor not concur with the minutes, the contractor shall state in writing to the contracting officer any areas wherein the contractor does not concur.

Performance

Required

PWS

Paragraph

Performance

Objective

Method of

Surveillance

Deduction from Contract Price for Failure to Meet the

Performance

Objective

Provide facility, personnel, and motor vehicle(s)

PWS para 7, 12, 13, B1

100%

100% Inspection

5%

Hygienic practices PWS para 11 100% 100% Inspection 5%

Removal of remains

PWS para 7.1

Customer

Complaint

4%

Complete processing/ reprocessing of remains

PWS para 3.2, 6 and review of DD

Form 2063

37%

Dressing/wrapping and casketing remains, encasing casket loading of remains

PWS para 5, 6.7, 6.10, 7.3 and review of DD

Form 2063

Provide casket/urn PWS para 12.6, 16.3, B1.8

39%

Delivery(ies) of remains

PWS para 7.4

Customer

Complaint

Prepare DD Form 2063

Preparation Room

History

PWS para 6.9, 7.2, 12.5, 15.1, C1.1

100% 100% Inspection 2%

Provide shipping container

PWS para 16.2, B1.9

100% 100% Inspection and review of DD

Form 2063

100%

Cremation services, engraving

PWS para 7.4, & 10

Figur…