Atch 2 - Statement of Work dated 30Oct19.pdf

STATEMENT OF WORK

FOR MORTUARY SERVICES

TO SUPPORT

75th FORCE SUPPORT SQUADRON

MORTUARY AFFAIRS OFFICE

HILL AFB, UTAH

October 2019

SOW Mortuary Services September 12, 2019

DATE Sep 2019

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 ………………. 12

9. Sheltering of Remains

10. Cremation ……………………………………………………………………………………………………………………………..13

11. Hygienic Compliance with Federal and State Laws

12. Funeral Home 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

16. Contractor Furnished Items………………………………………………………………………………………………… 20

Appendix A - Terms and Definitions

Appendix B – Commercial Item Descriptions

Appendix C – Funeral Home Pre-Award Survey Plan

Appendix D – Crematorium Pre-Award Survey Plan

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

Attachment 1: Facility Initial Inspection Checklist

Attachment 2: DD Form 2063 Record of Preparation and Disposition of Remains

P a g e 2 | 37

1. Introduction:

1.1 This document establishes the Department of Defense (DoD) mortuary specifications for operation of DoD facilities 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). The standards contained herein are not applicable to deaths where the person authorized to direct disposition of human remains (PADD), or where the person with authority to effect disposition (PAED) of remains elects to make all arrangements for the disposition of human remains.

1.2 Local peculiarities for Hill AFB includes the requirement that all work (except cremation) must be “done on site” accomplished in a full service funeral home (as described within this document) within a 10 mile driving radius of the Mortuary Affairs Office at Hill AFB.

2. Description of Services:

2.1. Purpose: The Hill AFB Mortuary Affairs Office, 75 FSS/FSOX 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 statement of work (SOW), all work (except cremation) will be “done on site” accomplished within a 10 mile driving radius of Hill AFB. The contractor shall 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 shall furnish the materials ordered and perform the services specified by the contracting officer or designee as promptly as possible, but not later than 24 hours after receiving notification to remove or pick-up the remains, or after the remains have been released to Government control, excluding the time necessary for the Government to complete their first inspection of the remains.

2.3. Facility Location: The contractor performing the full service mortuary requirement within this SOW and all work will be “done on site” accomplished within a 10 mile driving radius of the Hill AFB Mortuary Affairs Office, 7285 4th Street, Bldg. 180, Hill AFB, UT. 84056-5012

2.4. Area of performance: The area of performance is the geographic boundaries that are within a 250 mile radius of contractor’s physical address. This scope determines whether the mortuary services contract applies to the services required by the Armed Services and whether or not additional transportation charges for removal or delivery of the remains, may be charged. (See DFARS 252.237.7004)

2.4.1. Mileage Compensation: If the contractor is required to pick-up the remains beyond the 250 mile radius point, there will be additional compensation calculated on a per mile basis until they are within the 250 mile radius. Compensation calculated IAW Federal Travel Regulation (FTR) and General Services Administration (GSA).

P a g e 3 | 37

2.4.1.1. If use of privately owned vehicle is authorized, rate per mile shall be IAW the current posted GSA mileage rates.

2.5. Quality Assurance: The goods and services purchased from the contractor or provided by the Hill AFB Mortuary Affairs Office will meet or exceed the standards contained within this SOW. The Government reserves the right to perform inspections to ensure supplies and services conform to prescribed requirements as set forth in this document.

2.5.1. Government provided inspection form: Department of Defense (DD) Form 2063, Record of Preparation and Disposition of Remains, (Preparation Room History).

2.6. Period of Performance: This requirement is a five (5) year Firm Fixed Price (FFP) Blanket Purchase Agreement (BPA) with a period of performance (PoP) of 1 Nov 2019 through 31 Aug 2024.

3. Mortuary Services:

3.1. General: The contractor shall provide complete disinfection, preservation, and restoration of the remains as set forth in this document. The contractor shall 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 shall 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 process shall ensure complete disinfection and preservation of all tissue. Additionally, when the condition of remains allow, all efforts shall be made to restore remains in accordance with (IAW ) paragraph

3.2.5 to facilitate viewing. The contractor shall ensure that cosmetics are applied to the deceased and that the remains are dressed or wrapped, casketed, and transported as directed by the Contracting Officer Representative/Hill AFB Mortuary Affairs Office

(COR).

3.2.3. Chemical Preservative Preparation: Embalming chemicals shall be used in the treatment of all remains (arterial, cavity, and visceral) IAW paragraph 6 of this SOW.

3.2.4. Reprocessing of Remains: When remains are received either at the port mortuary or receiving funeral home and require additional/corrective preparation or restoration, all discrepancies shall be documented by the contractor on their

P a g e 4 | 37 own forms, and forwarded to the COR for review.

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

3.2.5.1. Minor Restorations. 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 PADD and/or PAED is granted by the COR.

3.2.5.2. Major Restorations. 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 PADD and/or PAED is granted by the COR.

3.2.5.3. Semblance of limbs. The contract funeral home shall not undertake the creation of the semblance of limbs without express written authorization by the COR who will work with the Consent from the PADD and/or PAED is granted by the COR.

4. Classification of Remains:

4.1 General: The contract funeral home embalmer shall make a recommendation to the COR regarding view ability of the deceased. Remains shall be classified in one of three categories: viewable, viewable for identification only, or non-viewable. View ability recommendations have sub-classifications. Every attempt shall be made to restore remains to a natural form and color that permits the PADD and/or PAED to make the decision on whether the remains are to 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 and/or PAED preferences.

4.1.1. Viewable. Face and hands having minor or no trauma, edema, dehydration, or

P a g e 5 | 37 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 PADD and/or

PAED.

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 PADD and/or PAED.

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 PADD and/or PAED.

4.1.3.1 Head Wrap. Remains that 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 PADD and/or PAED. The head wrap shall be accomplished IAW paragraph 6.7.2.1.

4.1.3.2. Full Body Wrap. Remains that are 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 shall be prepared using a full body wrap. The full body wrap shall be accomplished IAW paragraph 6.7.2.2.

5. Preparation of Remains:

5.1. General: Funeral homes under contract to provide DoD mortuary services shall prepare and embalm remains of all entitled personnel unless embalming is expressly prohibited in writing by the PADD. 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. Frequently, preparation of remains may not be affected for a period of 10 days or more because of circumstances surrounding the deceased. Final preparation may need to be postponed because the remains may have been exposed to extenuating conditions or may need to be transported over long distances. In the event of these circumstances special consideration will be given to the preparing contracted facility. The following procedures shall 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

P a g e 6 | 37 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 shall be thoroughly washed with warm water and germicidal soap. Special attention shall be given to the viewable surfaces, i.e. the face and hands.

5.1.4. Grooming: 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 dependents of military personnel that are registered in the Defense Enrollment Eligibility Reporting System (DEERS), the COR will check with the family to ascertain personal preferences.

5.1.5. Setting features: The mouth shall 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 shall be positioned to appear comfortable and restful. The head shall be positioned straight, without any turn, and hands shall 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 shall 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 shall 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

P a g e 7 | 37 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 shall be completed. Each gallon of arterial fluid shall contain a minimum 10% concentration, by volume, of formaldehyde or of isomer 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 paragraphs 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 shall 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). W hen a cranial autopsy is performed, the vertebral and internal carotid arteries shall be sealed, and the cranial cavity shall be packed with cotton and drying

P a g e 8 | 37 compound, both in the cranium and the caldarium secured by cranial clamps or wiring. The scalp shall be replaced over the caldarium, 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 shall 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.

6.4.1. Partial Head Wrap. Remains shall be prepared IAW paragraph 6.1. The embalmer shall ensure the tissue is firm, dry, and thoroughly preserved. The wrapping shall be accomplished IAW paragraph 6.7.2.1., but shall be limited to covering the affected area of trauma providing the possibility of viewing if desired by the PADD and/or PAED.

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, shall 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 PADD and/or PAED shall 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 providing mortuary services shall be provided the clothing selected. Prior to dressing, all remains shall 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 shall 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. shall be dressed in the clothing provided by the COR.

6.7.2. Non-viewable with Full Body Wrap: Remains that have been processed or reprocessed as outlined in paragraph 6.2. shall be draped in the clothing provided by the Service mortuary representative. Trauma that is isolated to a specific area shall be wrapped with gauze or equivalent in a neat and professional manner. Example: In severe head trauma, the head shall be sealed to ensure no leakage occurs, and then

P a g e 9 | 37 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.

6.7.2.1.1. 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 shall 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 shall 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 shall 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 shall be tightly stretched and unobtrusively secured by tape. Beginning at the natural hairline on the left side of the head, the embalmer shall secure the end of gauze bandage roll. Once secure, the gauze bandage shall 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 shall continue to be wrapped around the head, down the neck until it reaches the base of the neck and shall be secured with white surgical tape. The remains shall 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. W rapping shall be accomplished as follows: Polyethylene sheeting (5 mil or greater) and a wool blanket will be furnished by the contractor. 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).

P a g e 10 | 37

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.

6.7.2.2.1. 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, and date of death.

6.8. Cosmetics shall be applied only in the amount necessary to produce natural color and texture. For female service members the cosmetics shall 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 COR 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, CONUS) meets this SOW 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 shall be placed between the decedent’s head and the pillow. A piece of plastic shall be placed under the hands, for transit, to ensure cosmetics are not transferred onto the uniform or clothing.

When white gloves are utilized, no plastic is required under the hands. A clean piece of tissue shall be placed over the face. The casket shall be of sufficient size to prevent the appearance of crowding and cramping.

6.10.1. In the event an oversized casket (see appendix A) is needed, the preparing facility shall notify the COR for the purpose of notification and preparation of the final disposition location. Occasionally there may need to be an adjustment in the size of the vault and/or burial site.

P a g e 11 | 37

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 COR: additional disinfectant or preservative treatment, re-dressing or rewrapping, or placement of remains in new casket when the original casket is defective. (see appendix E)

6.12. When the Contracting Officer and/or COR 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 COR 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 shall be lowered to the bottom. When applicable the locking tube cap or memorial cap shall be removed prior to air shipment. A casket key shall be provided for all international shipments.

7.3. Encasing Casket for air transport. The casket shall be placed in a new outer shipping container supplied by the contractor and meeting the requirements of the Performance Testing Specification requirements of the air carriers and subsequent connecting carriers . All shipping documents shall be affixed to the outside of the shipping container. For authorized personnel, the casket shall be flag draped prior to being placed in the air tray. (See appendix B-1.7 for information on the air tray.)

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

7.4.1. Delivery of casketed remains: Remains shall be transported in a funeral coach or other appropriate vehicle authorized by the COR, to a place designated by the PADD and/or PAED. 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 COR.

7.4.2. Common Carrier: Remains shipped by common carrier shall be delivered to the airport IAW local airport/common carrier requirements. Transfer from the preparing mortuary facility to a common carrier shall be in a funeral coach or other appropriate vehicle authorized by the COR.

P a g e 12 | 37

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

7.4.3.1. Cremated remains shall be delivered to the designated location as directed by the PADD and/or PAED. 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 shall 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 COR. 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 contract facility representative shall 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 COR at the time the remains are inspected and accepted by the COR.

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

8.2.1. The preparing contract facility representative shall obtain 15 certified copies of the final death certificate from the issuing authority, and shall provide them within 10 business days of being issued to the COR.

8.2.2. In the event a supplemental/amended death certificate is issued, the preparing contract facility representative shall provide 15 copies of the final death certificate to the COR within 10 business days of being issued.

8.2.3. The preparing contract facility representative shall provide 2 copies of any other official document(s) issued in conjunction with the death (e.g., medical examiner cremation authorization certificate, cremation certificate) to the COR.

9. Sheltering of remains:

9.1. 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

P a g e 13 | 37 members.

10. Cremation:

10.1. The only time cremations will be provided under provisions of this document are for subsequent portions or retained organs.

10.2. Cremation of subsequently identified remains directed by the PADD and/or PAED: 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 shall 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 shall be prepared as a full body wrap as outlined in paragraph 6.7.2.2. prior to cremation. A tag identifying the deceased shall be attached to the top of the blanket. The tag shall bear the deceased’s name or name of the Group Designation, rank, last four numbers of the social security number, and date of death. The PADD and/or PAED will specify whether a solid bronze or solid walnut urn will be provided. The preparing facility representative shall provide an urn for entitled personnel that meets the applicable urn specification as stated in 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 shall be inscribed on an engraving plate. The preparing contract facility representative shall ensure all the cremated remains recovered from the retort are placed in the urn and delivered to the destination designated by the PADD and/or PAED.

10.3. Cremation of subsequently identified remains or retained organs effected by the COR as directed by the PADD and/or PAED: When directed by the person with authority to direct or effect disposition, the COR will effect disposition IAW DoD mortuary affairs instructions.

10.3.1. Cremation of unidentified remains: The COR will effect disposition of unidentified remains IAW DoD mortuary affairs instructions.

10.3.2. When the preparing contract facility representative contracts a crematorium to provide the cremation services, the preparing contract facility representative shall directly pay the crematorium for the cremation services.

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

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

P a g e 14 | 37

10.4.1. Receipt and verification of remains within the cremation container at the crematorium: Remains shall 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 shall be accomplished until the identification discrepancy is resolved. The crematorium shall provide a receipt for the remains to the COR. The receipt shall 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.

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

10.6. Remains accountability: Immediately prior to being placed within the retort, the crematorium 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 shall be placed in the retort with the remains being cremated. The numbered disk, tile, or similar device shall 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 shall then be affixed to the packaged cremated remains inside the urn.

10.6. Processing Cremated Remains:

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

10.6.2. 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 as regulated medical waste.

10.6.3. 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.

10.7. Inurnment of cremated remains: After processing, the cremated remains shall 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.

P a g e 15 | 37

10.7.1. Quality Assurance Evaluation: Please refer to appendix E, Classification of defects.

10.7.1. 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 COR shall be notified to authorize a specification urn of adequate capacity to hold the cremated remains.

10.7.2. Release of cremated remains. The cremated remains shall be released to the

COR on the same day of the cremation.

10.7.2.1. The crematorium representative shall provide the COR with a receipt for the release of the urn containing the cremated remains. The receipt shall 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.

10.7.2.2. Release Documentation: The preparing contract mortuary shall 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 shall 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:

11.1. Hygienic Practices: The preparing mortuary facility 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, IAW applicable laws, regulations, ordinances and codes.

12. Funeral Home Pre-Contract Award Procedures: (see attachment 1, and appendix C)

12.1. The contracting office will ensure that the contract 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. The preparation room shall be clean, orderly, and in compliance to conform to

P a g e 16 | 37

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

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

12.4. The contract funeral home shall meet the standards of service within the time permitted by this contract. The contract funeral home shall have the capability to obtain additional assistance in an emergency.

12.5. The caskets, urns, and outer shipping containers provided by the contractor shall conform to and meet the standards of the commercial item descriptions included in appendix

E. There should be a room with additional caskets and urns on display for purchase.

12.6. The contractor shall understand and comply with the minimum requirements of the Armed Services specifications for the care of remains contained herein.

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

12. 8. The contractor shall register and comply with Transportation Security Administration requirements for shipment of human remains.

13. Inspection of Crematorium Facilities Prior to Award of Contract for Mortuary Services of Authorized Personnel: (see attachment 1 and appendix D)

13.1. The contractor shall ensure that the crematorium to be used 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. The Crematorium does not have to be on site at the funeral home.

13.2. The contractor shall ensure that the crematory to be used 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. The crematorium shall be clean, orderly, and conform to OSHA standards. The crematorium’s receiving and holding area shall be secure and not accessible to the public.

P a g e 17 | 37

Additionally, the holding area shall be climate controlled.

13.5. 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 shall be maintained IAW State law, but no less than 7 years.

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

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

13.8. The crematory operator shall 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.

13.9. The crematorium shall meet the standards of service within the time permitted by this contract. In addition, the crematorium shall have capability to obtain additional assistance in an emergency.

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

14. Service Delivery Summary (SDS)

14.1. The SDS cites: (Refer to Figure 14.0; pg. 19, and DD Form 2063; parts 5a through 15h for ease of reference)

14.1.1. The Performance Required (service required):

14.1.2. The Performance Objective (specific standard) required

14.2. The contractor shall furnish the materials ordered and perform the services specified by the contracting officer or COR as promptly as possible, but 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.

14.3. In accordance with (IAW) the Federal Acquisition Regulation (FAR) Clause 52.246-4, Inspection of Services, the contractor shall not be paid for services not rendered IAW the standards set forth in the contract.

14.4. Payments to the contractor per remains will be subject to FAR Clause 52.211- 11, Liquidated Damages, and will be reduced for unsatisfactory performance using the following methods:

P a g e 18 | 37

14.3.1. For each of the remains, the contractor’s performance will be compared to contract standards. (See Attachment 2 DD Form 2063; 5a through 15h)

14.3.2. If performance in any required service is unsatisfactory and the poor performance is clearly the fault of the contractor, liquidated damages will be assessed daily until the discrepancy is corrected.

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

14.6. 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 Hill AFB contracting officer on the contract start date and as changes occur. The program shall include, but not be limited to, the following:

14.6.1. An inspection system covering the services stated in Attachment 1 Fig. 14.0, and DD Form 2063, 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. A facility inspection shall be conducted a minimum of once yearly.

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

14.6.3. A file of all inspections conducted by the contractor and corrective actions taken. The file shall be made available to the Government during the term of the contract.

14.6.4. Performance Evaluation Meetings. The manager or owner shall meet with the COR and contracting officer as requested during the first months of the contract.

14.6.4.1. Meetings with the Hill AFB contracting officer and COR shall be as often as necessary thereafter as determined by the contracting officer.

14.6.4.2. The written minutes of these meetings shall be signed by the contractor or his or her manager, Hill AFB contracting officer, and COR. 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.

P a g e 19 | 37

Figure 14.0. Service Delivery Summary

Performance Required

SOW

Paragraph

Performance Objective

Provide facility, personnel, and motor vehicle(s)

SOW para 7, 12, 13, B1

100% at initial inspection

Hygienic practices

SOW para 11

Complete inspection of items at each occurrence with no errors

Removal of remains

SOW para 7.1 with no errors

Complete processing/reprocessing of remains

SOW para 3.2, 6 with no errors

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

SOW para 5, 6.7, 6.10, 7.3

Provide casket/urn

SOW para 12.8, 16.3, B1.8

Delivery(ies) of remains

SOW para 7.4 with no errors

Prepare DD Form…