PWS.pdf

PERFORMANCE WORK STATEMENT

FOR MORTUARY SERVICES

TO SUPPORT

(Tinker AFB)

PREPARED BY

(72 FSS/FSMH)

11 February 2014

Table of Contents

1. Introduction

2. Description of Services

3. Mortuary Services

4. Classification of Remains

5. Treatment of Remains (Pre-embalming)

6. Preparation of Remains

7. Transportation of Remains

8. State or Other Civil Authority Issued Permits and Certificates

9. Storage of Remains

10. Cremation 11 . Hygienic Practices

12. Inspection of Funeral Home

13. Inspection of Crematory Facility

14. Service Delivery Summary

15. Government furnished Items

16. Contractor 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 Quality Assurance Checklists Appendix F Crematory Pre-Award Survey Plan

1. Introduction: The Defense Federal Acquisition Regulation Supplement includes clauses unique to the procurement of mortuary services (252.23 7-7000 through 252.23 7-7011 ). These clauses must be used when obtaining one-time and requirement contracts for mortuary services.

2. Description of Services:

• 2.1 Purpose: The (AFSC/PZIOA) is acquiring mortuary services for the care and disposition of remains of authorized personnel.

The (AFSC/PZIOA) will award mortuary services contracts only to state licensed funeral homes. j The contractor shall provide facilities, equipment, licensed personnel, motor vehicles, professional services, supplies, death certificates, caskets, urns, outer shipping containers, transportation, and perform hygienic practices as specified in this Performance Work Statement. The contractor shall comply with the highest industry standards in fulfilling the terms and conditions of this contract.

2.2 Time allotted to perform: The contractor shall furnish the material ordered and perform the services specified by the contracting officer or designee as promptly as possible, but not later than 36 hours after receiving notification to remove the remains, 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 or not 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 clause 237.7002) . The geographic area of performance for this contract extends to a 75 mile radius of Tinker AFB.

2.4 Quality Assurance: The goods and services purchased from the contractor will meet or exceed the standards contained within this performance of work statement. Unless otherwise specified in the contract or purchase order, the Government reserves the right to perform inspections to assure supplies and services conform to prescribed requirements.

3. Mortuary Services

3.1 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 cancelling this contract.

3.2 Processing or Reprocessing of Remains.

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

3.2.2 Reprocessing of Remains: The 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 :: remains as directed by the Service's contracting office or designee.

3.2.3 Unidentified Remains: If identification is not officially established, the remains shall be placed under refrigeration at 38-40 degrees F (3.3-4.4 degrees C). If mechanical refrigeration is not available with in a reasonable distance, ice chests or ice packs shall be used in lieu of mechanical refrigeration. Processing (embalming) shall not be accomplished until remains are identified and released by the convening medical or responsible official.

3.2.4 Restorative Art: Major restorative art is an integral part of the processing and/or reprocessing of remains. It 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. Restorative art shall be accomplished in accordance with the highest professional standards, using approved industry procedures.

3.2.5 Chemical Preservative Preparation: Arterial, cavity and other embalming chemicals used in the treatment of all remains, will effect the maximum preservation and disinfection of all body tissue, including those associated with body cavities (internal J1·gans or viscera). Accordingly, chemical preservative preparation shall be accomplished in accordance with the highest professional standards, using approved industry procedures.

3.2.6 Standards and Techniques: The contractor shall practice hygienic measures that will assure complete and satisfactory disinfection and sanitation of the funeral establishment. 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 in accordance with 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 and all optimal techniques available to assure complete and adequate treatment of remains.

4. Classification of Remains: Remains will be classified in one of two categories, Viewable or Non-viewable. The contracting representative or designee will be dependent on the professional experience and expertise of the embalmer in determining which category will apply in each case.

4.1 Viewable: Any remains that are void of trauma or the trauma is such that the affected tissue can be restored to the known ante mortem appearance.

4.2 Non-viewable: Any remains where there exist extreme mutilation, advanced states of decomposition, severe burning or charring where restoration is not possible.

5. Treatment of Remains (Pre Embalming)

5.1 General: Frequently, final disposition of processed or reprocessed remains may not be effected for a period of 10 days or more; the deceased may be 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 uniform preservation of all body tissues.

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

5.1.2 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.

5.1.3 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 maybe used to chemically bleach ante mortem/postmortem stains. On viewable areas, masking cosmetics may be used to render stains/discolorations non-detectable.

5.1.4 Body Orifices and Damaged Tissue: All body orifices shall be treated with a disinfectant; non-astringent chemical (generic categories such as Phenyl, Phenols and odophors) and then packed with cotton or industry approved closure devices.

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

5.1 .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.

5.1.6 Contractors Performance: All remains shall be effectively disinfected, uniformly preserved, and all offensive odors ~liminated before the remains are dressed or wrapped, and then casketed.

6. Preparation of Remains

6.1 General: The military Services require that all remains be processed or reprocessed in a manner reflecting the highest standards of the funeral service profession. Each remains, whether viewable or non-viewable, require variations in embalming techniques and procedures to accomplish maximum disinfection, preservation, and restoration of all body tissues.

6.1.1 Preparation of Viewable Remains: A thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used to obtain optimum results. 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 1 gallon per 50 pounds of body weight.

Additionally, equal parts of a humectant chemical must be added to the injection solution. 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, 1bdominal, 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 all body tissues, including those associated with body cavities (viscera or internal organs). A lanolin-based (or comparable) massage cream shall be applied on the face and hands to prevent dehydration.

6.1.2 Preparation of Non-viewable Remains: A thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used to obtain optimum results. The technique of arterial injection and venous drainage is of utmost importance. A 6-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 1 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.

6.1.3 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 6.1.1 or 6.1.2. Hypodermic-injection of the thoracic and abdominal walls; back, buttocks, shoulders and vertebral column 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.

6.1.4 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 portion of the cranium that requires covering shall be wrapped as outlined in 6.1.4 . The armed services retain the ability to use an authorized uniform hat or beret, in lieu of gauze wrap.

6.1.5 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.

6.1.6 Dressing Remains

6.1.6.1 Viewable: Remains that have been processed or reprocessed as outlined in 6.1 .1 or 6.1.2 shall be dressed in the clothing provided by the contracting officer or designee. White, opaque, or clear leak proof protective undergarments (union-alls or equivalent) will be placed on all remains prior to dressing.

d.1.6.2 Non-viewable: Remains that have been processed or reprocessed as outlined in 5.1.2 or 5.1 .3 shall be dressed, when ever possible, in the clothing provided by the contracting officer or designee. 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 and then wrapped. White, opaque, or clear leak proof protective undergarments (union-alls or equivalent) will be placed on all remains prior to dressing.

6.1.6.2.1 Remains that have been processed or reprocessed as outlined in 6.1.2 or 6.1 .3 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 blanket shall be furnished by the contracting officer or designee. The 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 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 ;ompound (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.

6.1.6.2.2 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 4 inches apart. 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.

6.1 .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 shall arrive at its destination in satisfactory condition . The contracting officer or designee 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 Performance Work Statement and commercial item descriptions in their entirety.

6.1.8 Placement in Casket: Remains shall be placed in the casket in a manner that will create an appearance of rest and repose and ensure maintenance of position 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 cosmetic are not transferred onto the uniform or clothing, except when white gloves are utilized.

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.

6.1.9 Quality Assurance Evaluation: Failure to pass the inspector's evaluation after embalming, after dressing, after 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 contracting officer or designee; additional disinfectant or preservative treatment, re-dressing or rewrapping, or place remains in new casket when the original casket is defective.

6.1.10 When the contracting officer or designee 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 (hearse) from the place where death occurs or released by convening medical authority or any place designated by the contracting officer or designee, to the place where processing, reprocessing, or cremation is to be performed.

7.2 Encasing Casket. The casket shall be carefully and professionally placed in the protective outer shipping container (air tray) , as directed by the contracting officer or designee. All shipping documents will be affixed or enclosed. The casket will be flag draped prior to being placed in the air tray. When the casket is not placed in an air tray, the casket will be flag draped during the movement in the funeral coach (hearse) . (See paragraph 10.4 for information on the air tray)

7.3 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.

7.4 Deliver of remains (to include the escort): Remains will be transported in the contractor's funeral coach/hearse to a place 1esignated by the contracting officer or designee. This may include directly to a common carrier, the receiving funeral home, or co a Government or non-Government cemetery. The vehicle carrying the remains shall arrive at the designated location at the time specified by the contracting officer or designee.

7.4.1 Common Carrier: Remains shipped by common carrier shall be delivered to the airport in accordance with local airport/common carrier requirements. Transfer from the preparing mortuary facility to a common carrier will be in a funeral coach (hearse).

7.4.2 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.

7.4.3 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.

3 State or Other Civil Authority Issued Permits and Certificates

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

8.2. The contractor will submit the necessary information and documents to the civil authority that is authorized by the State or Territory to issue death certificates.

8.2.1 The contractor will obtain 12 death certificates from the State or Territory authority that issues death certificates and provide them within 15 business days to the contracting officer or designee.

8.2 .2 In the event an initial or other interim death certificate authorized by the State or Territory is issued, the contractor will provide 12 copies of the initial death certificate as well as the 12 copies of the final death certificate to the contracting officer or designee within 15 business days of each certificate being issued.

8.2.3 The contractor will provide 2 copies of any other certificate issued by the State or Territory in conjunction with the death (e.g ., medical examiner cremation authorization certificate).

9. 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.

10. Cremation

10.1 Cremation: This identifies services, supplies, and transportation requirements for local cremation when directed by the contracting officer or designee. Remains shall be prepared, dressed, and cosmitized as specified . The cremation casket provided shall meet the commercial item description as stated in Appendix D. A tag identifying the deceased shall be attached to the right ankle or to the top of the blanket (non-viewable wrapped remains) and the head-end casket handle. The tag will bear the deceased's name, rank, social security number, and date of death. Transportation of remains (including escort) shall be provided to the crematory in sufficient time to ensure cremation is accomplished and returned to the processing facility on the same day. The contracting officer or designee representative shall specify whether a solid bronze or solid walnut urn shall be provided. The contractor shall provide an urn that meets the applicable urn specification as stated in paragraphs Appendix D.

The bronze urn shall 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 contractor shall ensure all the cremated remains received from the crematory are placed in the urn and delivered to the destination designated by the contracting officer or designee.

10.2 When the contractor sub-contracts a crematory to provide the cremation services, the contractor will directly pay the crematory for the cremation services.

10.3 Prior to delivery of remains to the crematory, the contractor will ensure that the retort (cremation chamber) and processor are operational. In the event either is inoperable, the contractor will arrange for cremation services, to be performed to the standards of this contract, at another facility at no additional cost to the Government.

10.4 Crematory and Cremation Procedures: This section establishes crematory and cremation procedures to include verification of identification of the remains to be cremated.

10.4.1 Receipt and Identification of Remains at the Crematory.

10.4.1.1 Identification of Remains. Identification of the casketed remains shall be verified by the crematory authority upon receipt by checking the tags affixed to the casket handle at the head end and attached to the right ankle or to the top of the blanket (non-viewable) against the documentation accompanying the remains. This shall 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 shall be accomplished until the identification discrepancy is resolved with the contracting officer or designee. The contractor shall ensure the crematory provides a receipt for the remains. The receipt must show the name and address of the crematory facility, date and time of delivery of remains, verified name of deceased, type of container the remains were delivered, type of urn provided (when the crematory is a subcontractor) and signed by both the person delivering and the crematory representative receiving the remains.

10.5 Holding Human Remains for Cremation: When the crematory operator is unable to cremate the human remains immediately upon taking custody thereof, the crematory authority shall place the remains in a holding area not accessible to the public.

Remains will not be stored overnight at the crematory.

10.6 Cremation of Human Remains: The simultaneous cremation of more than one human remains within the same cremation ;hamber is specifically forbidden. The crematory will not provide cremation for pets, other animals, and other non-human waste.

10.7 Remains accountability: Immediately prior to being placed within the cremation chamber, the crematory authority shall 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 chamber 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.

10.8 Processing Cremated Remains.

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

10.8.2 All body prostheses, bridgework, or similar items, metallic casket parts, and uniform accoutrements not consumed or destroyed in the cremation process shall be segregated from the cremated remains and disposed of in accordance with applicable funeral industry practices.

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

10.9 lnurnment of cremated remains: After processing, the cremated remains shall be placed in an urn provided by the contracting officer or designee with the identification disk, ceramic tile or similar device affixed to the top of the packaged cremated remains inside the urn.

10.9.1 If the cremated remains do not fill the urn, the extra space shall be filled with clean absorbent cotton. If the volume of the cremated remains exceeds the capacity the urn provided, the contracting officer or designee will be notified to provide an urn of adequate capacity to hold the cremated remains.

10.9.2 Release of cremated remains. The contractor shall release the cremated remains to the contracting officer or designee on the same day of the cremation.

10.9.2.1 The contractor will provide the contracting officer or designee with a receipt for the release of the urn containing the cremated remains. The receipt must show the name and address of the Government activity receiving the urn and cremated remains, date and time of release of the urn and cremated remains, verified name of deceased to include the cremation number, the type of urn the cremated remains are released in, and signed by both the person releasing and the contracting officer or designee receiving the remains.

10.9.2.2 Release Documentation: The contractor will provide all necessary documentation required for disposition of the cremated remains to include the certificate of cremation and burial/transit permit. If the state law does not prescribe the format for a cremation certificate, then the contractor will prepare and sign a certificate that includes the deceased's name, date of death, date of cremation, the corresponding cremation identification number, and the name and address of the crematory.

11. Hygienic Practices. The contractor shall 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 in accordance with applicable state and federal laws.

12. Inspection of Funeral Home Facilities, Vehicles, and Personnel, Prior to Award of Contract for Care of Deceased Armed Services Personnel

12.1 The contracting officer or designee will ensure that the funeral home is licensed to conduct and provide funeral services in ~ccordance with state laws; possess a business license in accordance with local laws; and employs licensed funeral directors and licensed embalmers in accordance with state laws.

12.2 The funeral home shall be located in an area that ensures the safety of the persons visiting the facility and within the installation's local commuting area.

12.3 The contracting officer or designee will review the funeral home's recent history (last 5 years) of violations with the state licensing board, Better Business Bureau, Chamber of Commerce or other like organizations for compliance with state laws, Federal Trade Commission, or Occupational Safety and Health Administration (OSHA) rules and regulations. Significant disciplinary actions such as suspensions, probation, and fines, may be the basis for disqualification.

12.4 Preparation room (whether located on site or at a centralized embalming facility) is clean, orderly, and well ventilated to conform to OSHA standards. Proper equipment and embalming instruments and chemicals are available and stored in accordance with OSHA standard. Adequate biomedical waste disposal system and hot and cold running water are available.

l 2.5 Establishment has a reposing room, remains storage facilities that are not accessible to the public, music equipment, office facilities and equipment necessary for religious services.

12 6 The firm must have sufficient employees to meet the standards of service, time permitted by this contract, and can obtain additional assistance in an emergency.

12. 7 Caskets, urns and outer shipping containers provided by the contractor conform to the commercial item descriptions

12.8 The prospective contractor understands the minimum requirements of the Armed Services specifications for the care of remains contained herein.

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

13.1 The contracting officer or designee will ensure that the crematory to be used by the contractor is licensed to conduct and provide cremation services in accordance with state laws; possess a business license in accordance with local laws; and employs personnel who are certified crematory operators.

13.2 The contracting officer or designee will ensure that the crematory to be used by the contractor does not have a pet or other animal crematory co-located, (within the same building) as the retort providing cremation services under this contract.

13.3 The crematory shall be located in an area that ensures the safety of the persons visiting the facility and within the installation's local commuting area.

13.4 The crematory's recent (last 5 years) history of violations with the state licensing board, Better Business Bureau, Chamber of Commerce or other like organizations will be reviewed for compliance with state laws, Federal Trade Commission, or Occupational Safety and Health Administration. Significant disciplinary actions such as suspensions, probation, and fines, may be the basis for disqualification.

13.5 The crematorium shall be clean, orderly, and well ventilated to conform to OSHA standards. The crematory'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 crematory 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 in accordance with state law but no less than 7 years.

13. 7 The crematory will demonstrate that the retort's (cremation chamber) ignition burner and the after burner are operational.

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

13.9 The crematory 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 crematory must have sufficient employees to meet the standards of service, time permitted by this contract, and can obtain additional assistance in an emergency.

13.11 The crematory operator understands the minimum requirements of the Armed Services specifications for cremation, identification accountability and documentation contained herein.

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

14.1. The SOS 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 not rendered in accordance with 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 remains, the contractor's performance will be compared to contract standards.

l4.3.2. 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 times 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 times the percentage of the function represented by the required service (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 = $500 x Percentage Deduction =.05 $ 25.

14.4.2. Nothing in the foregoing provisions shall diminish nor 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 assure 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 not be limited to, the following

14.5.1. An inspection system covering the services stated in figure 2.0, Service Delivery Summary (SOS). 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 QAE and contracting officer as requested during the first months of the contract.

14.5.4.1 . Meetings 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.

Figure 14.0. Service Delivery Summary

PERFORMANCE PWS PARAGRAPH PERFORMANCE METHOD OF DEDUCTION FROM

REQUIRED OBJECTIVE SURVEILLANCE CONTRACT PRICE

FOR FAILURE TO

MEETTHE

PERFORMANCE

OBJECTIVE

Provide Facility, Personnel IAW PWS, Paragraph 11.

and Motor Vehicle(s) ect..

100% 100% Inspection 5%

Hygienic Practices IAW PWS, Paragraph 8.1 & 8.2. 100% 100% Inspection 5%

Removal of Remains IAW PWS, Para 6.1 100% Customer Complaint 4%

Complete IAWPWS, 2.2 100% 100% Inspection and 37% Processing/ Review of DD Form

Reprocessing of 2063

Remains

Dressing/Wrapping IAW PWS, paragraph 5.1.6 , 6.2 and 6.3 100% 100% Inspection and 4% and Casketing Review of DD Form

Remains, Encasing 2063

Casket and Loading Remains

Provide Casket/Urn IAW PWS, 10.1, 10.2, 10.3,10.5 and Not more than 1 Minor 100% Inspection 39%

10.6 Defect, Provided it is not obvious

PERFORMANCE PWS PARAGRAPH PERFORMANCE METHOD OF DEDUCTION FROM

REQUIRED OBJECTIVE SURVEILLANCE CONTRACT PRICE

FOR FAILURE TO

MEETTHE

PERFORMANCE

OBJECTIVE

Delivery(ies) of IAW PWS, paragraph 6.4 100% Customer Complaint 4% Remains

Prepare DD Form IAW PWS, Paragraph 1.12. 100% 100% Inspection and 2% 2063 Preparation Review of DD Form

Room History 2063

Provide shipping IAW PWS, Para 10.4 Not more than 1 Minor 100 % Inspection 100% Container Defect, Provided it is not obvious

Cremation services, IAW PWS, Paragraph 7. 100% 100% Inspection and 100% Engraving, Review of DD Form

15. Government Furnished Items: The Government shall provide the following items:

15.1 Department of Defense Form 2063, Record of Preparation and Disposition of Remains, (Preparation Room History).

15.2 Rubber or polyethylene sheeting, wool blanket and pins required to wrap non-viewable remains that cannot be dressed.

15.3. Necessary clothing.

16. Contractor Furnished Items. In addition to items specified in Description of Services, the contractor shall furnish the following:

16.1. Caskets. Commercial Item Descriptions are provided in Appendix D .

16.1.1 . The casket furnished by the contractor for each 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.

16.1.1.1 In the event a casket is found to be structurally defective at the final destination, the Service Representative shall obtain a replacement casket at the destination.

16.1 .1.2. The Service Representative may, at their discretion, have the defective casket evaluated and tested by Service authorities.

16.1.1.3. The Service Representative shall notify the contracting officer through the QAE of the noncompliance and recommend action is taken against the contractor. Additionally, the contractor shall be liable for the cost incurred by the Service at the final destination.

16.2. Shipping Containers. Commercial item description is provided in Appendix DThe shipping container furnished by the contractor for each remains shall be inspected. The QAE shall inspect the shipping container to ensure serviceability.

16.3. Urns. Commercial item descriptions are provided in Appendix D.

16.3.1. The urn furnished by the contractor for each 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. Each end shall be lifted separately using two points of suspension on the end handle. Handles shall then be examined for compliance.

16.3.2. If an urn is found to be structurally defective at the final destination, the Service shal l obtain a replacement urn at destination

16.3.3. The Service Representatives may, at their discretion, have the defective urn evaluated and tested by Service authorities and shall notify the contracting officer through the QAE of the non-compliance and recommended action be taken against the contractor. Additionally, the contractor shall be liable for the cost incurred by the Service at the final destination .

APPENDIX A

A1. Terms and Definitions.

A 1.1. Chemical Preservative 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).

A 1.2. Crematory Operator. The legal entity or the authorized representative of the legal entity who conducts the cremation.

A 1.3. Crematory or Crematorium. The building that houses the cremation chamber.

A 1.4. Cremated Remains. The remaining bone fragments after the cremation process is completed.

A 1.5. Cremation. The technical heating process that reduces human remains to bone fragments. The reduction takes place through combustion and evaporation.

A 1. 7. Cremation Chamber. The enclosed space within which the cremation process takes place. Cremation chambers covered by these procedures shall be used exclusively for the cremation of human remains.

A 1.8. Hardwood Casket. The container in which the human remains shall be delivered to the crematory to be placed in the cremation chamber for cremation.

The casket shall meet or exceed the hardwood casket specifications.

A 1.9 Holding Facility. An area designated for the retention of human remains prior to cremation within the crematory facilities that shall comply with any applicable public health laws, preserve the dignity of human remains, and recognize the personal integrity and health of the crematory authority personnel operating the cremation chamber.

A 1.10. Human Remains. The dead human body or portions thereof

A 1.11. Non-viewable Remains. Any remains which, due to extreme mutilation, advanced decomposition, or severe burns or charring , cannot be restored to the known ante mortem appearance by restorative art.

A 1.12. Processed Cremated Remains. The end result of pulverization where the residual from the cremation process is cleaned, leaving only bone fragments reduced to unidentifiable dimensions.

2 4

A 1.13. 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 contracting officer or his designee.

A 1.14. Quality Assurance Evaluator (QAE). Representative of the contracting officer who normally performs surveillance of the contract.

A 1.15. 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 contracting officer or designated representative .

A 1.16. Sealable Container. Any container in which processed remains can be placed and sealed to prevent leakage of processed remains or the entrance of foreign materials.

A 1.19. 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.

APPENDIX 8

FUNERAL HOME PRE AWARD SURVEY PLAN

81 . Facilities, Vehicles, and Personnel.

81 .1. Preparation Room Requirements. The minimum requirements for the preparation room shall include, but not be limited to the following:

81 .1.1 . The room should be at least 144 square feet (Figure 8.2.) This size room will accommodate the minimum basic equipment and allow enough work area to perform the complete preparation of a remains including dressing and casketing.

81 .1.2. The room shall at least contain standard commercial embalming table (with attachments), a service sink with hot and cold water, instrument sterilizer, hydro aspirator and electric aspirator, a pressure embalming machine, cupboard space for supplies, appropriate waste receptacles, and a utility table .

81 .1.3. There shall be sufficient operating instruments, such as hemostats, dressing forceps, surgical knives, curved or double curved post-mortem needle, small and large trocars, arterial tube sets, drainage tube sets with probe points, double injection sets with tubes and tubing, metal slip-hub-type "Y's" and assorted surgical needles, and any other appropriate instruments.

81 .1.4. There shall be on hand standard commercial embalming chemicals that are recognized and accepted by the funeral service industry. The chemicals shall include arterial and cavity injection chemicals, special purpose injection chemicals, preservative gel preparations, sanitizing, drying and preservative powdered preparations. The contractor should also have on hand: cotton, surgical gloves, embalmer's gowns or smocks, white sheets, cosmetic material and applicators, restorative art materials and instruments, post-mortem and surgical threads.

81 .1 .5. The room shall have an adequate air handling system that reduces aldehyde or aldehyde derivative vapors (during the preparation of remains) to 5.0 p.p.m. or less.

81 .1 .6. The room and all contents shall be clean, orderly, and present a clinically fresh appearance and be free of all extraneous items, such as case lots of embalming chemicals; flower stands, church truck, bier, chairs, the "Prie-Dieu" ensemble (candle sticks, mortuary lamps, background drapes, prayer roll, etc.)

and cemetery equipment. Walls, ceiling, and floor must present an appearance as being well maintained and free of cracks, stains, and paint deficiencies.

81.1 . 7. Larger size preparation rooms may contain more like items and the adequacy of the room shall be evaluated on the fact that necessary square footage is present for each item to obtain the standard established in Figure 8.3.

81 .2. Storage Room. Many funeral establishments do not have a special area for storage of remains. Therefore, accepted areas for holding remains is the preparation room or reposing room.

81 .2.1. In instances where the funeral establishment has no reposing room, the preparation room may be used for holding remains. Under these conditions the room should be at least 224 square feet. This will allow for the storage of one remains and permit the preparation of other remains at the same time.

81 .2.2. If the funeral establishment uses a reposing room rather than the preparation room for storing or holding remains, the room should be at least 144 square feet. This should accommodate at least two casketed remains awaiting transportation or disposition.

81 .3. Hearse. The funeral establishment shall have or may lease a suitable funeral coach (hearse) for delivery of remains. The vehicle(s) shall be in good mechanical condition and appearance.

81 .4. Chapel. There shall be a chapel identifiable as a separate unit (commercial-type folding door acceptable).