MARKET RESEARCH QUESTIONNAIRE_TERRE HAUTE_.pdf

U.S. Department of Justice Federal Bureau of Prisons Administration Division

Field Acquisition Office 346 Marine Forces Drive Grand Prairie, Texas 75051

MARKET RESEARCH QUESTIONNAIRE

MORTUARY SERVICES

FEDERAL CORRECTIONAL COMPLEX

TERRE HAUTE, INDIANA

The Federal Bureau of Prisons (FBOP) is conducting market research in compliance with the Federal Acquisition Regulation, Part 10. The service is for the provision of Mortuary services. The services will be provided at the Federal Correctional Complex Terre Haute, Indiana. The physical address is 4700 Bureau Rd. South, Terre Haute, Indiana 47802. The contract year shall consist of one 12 month base year with four 12 month option years for renewal. The NAICS Code is 812210 (Funeral Homes and Funeral Services) with the size standard of $8 million.

A draft copy of the Statement of Work is attached to this questionnaire for specific details.

Additional details is forthcoming in the solicitation. A Government solicitation document to provide these services is being developed, and a contract may or may not result. Market research is being conducted to determine interest and capability of potential sources for this requirement. All information submitted in response to this announcement is voluntary the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

Please answer the following questions:

1. The North American Industrial Classification System (NAICS) code for Funeral Homes and

Funeral Services is 812210, which sets the small business size standard at $8 million (below $8 million in gross revenues is considered small, above $8 million in gross revenues is considered large). Based on this standard, what is your business size, small or large?

Small Other than Small

2. Can your firm provide the service as either a prime contractor or as a subcontractor?

Prime Subcontractor

3. Is your business/employee certified to practice in Indiana?

Yes No

4. If you are a small business, what level of subcontracting, if any, would your firm utilize? Services (except construction) require at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern (FAR 52.219-14).

5. Which type of form does your business use to report earned income on the individual performing the services?

W2 1099

6. Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program.

8(a) Program HUBZone Certified Business Women-Owned Small Business Service-Disabled Veteran-Owned Small Business

7. Please indicate any General Services Administration Federal Supply Schedule (FSS) contract number(s) your firm has been awarded in association with the aforementioned services and their respective expiration date(s).

FSS number(s): ____________________ Expiration date(s): ______________________

8. Can your firm provide firm fixed unit prices for future contract years (for example: a contract with a base year and four option years, equaling a total of five years)? Please indicate the maximum number of years you can provide firm-fixed unit prices.

5 years 4 years 3 years 2 years 1 year only

9. The Federal Acquisition Regulations requires the following insurances policies: Workers’

Compensation and Employer’s liability no less than $100,000; and General Liability no less than $500,000 per occurrence; and Automobile Liability no less than $200,000, $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage. Are these rates and requirements consistent with regulatory requirements in Indiana?

Yes No If no, what are the standard rates per insurance?

10. **Are privacy provisions/clauses “customarily” included in solicitations of this type of requirement?

Yes No

11. **Are Mortuary services “customarily available” in commercial practice/marketplace?

12. Does your firm have access to the internet to download solicitation materials?

13. How many calendar days does your firm need to prepare a proposal resulting from this solicitation?

7 days 10 days 15 days 30 days

14. Is your company registered in System for Award Management (SAM)?

Yes No _______________________DUNS

All potential offerors are advised if a solicitation is issued it will include the clause at FAR 52.212-4 Commercial Items, paragraph (t) SAM. This clause requires all contractors doing business with the Federal Government after September 30, 2003, to be registered in the SAM database. If your company is not registered in SAM, registration can be completed at https://www.sam.gov.

15. If awarded a contract, how many calendar days following an award would it take your firm to begin providing services to the institution?

Please note that all individuals providing services at the institutions must undergo a security clearance investigation. This investigation may take 30 calendar days or longer to complete.

Calendar days

16. Has your organization previous provided Mortuary services for prisons?

17. Which of the following best describes your organization?

Non-Profit Faith-Based Corporation LLC

18. Please furnish the following information in reference to your firm:

Name:

Address:

Point of Contact:

Telephone Number:

E-mail Address:

I am extremely appreciative of the time you have taken to complete this questionnaire. Please email your completed market research questionnaire via email to llwheeler@bop.gov on or before Thursday, September 9, 2021, at 2:00 p.m. Central Time (CT). Please feel free to contact me at (972) 352-4536 if you have any questions.

https://www.sam.gov/ mailto:llwheeler@bop.gov

Sincerely, LaQueta Wheeler

LaQueta Wheeler, Contracting Officer Federal Bureau of Prisons U.S. Armed Forces Reserve Institution Field Acquisition Office 346 Marine Forces Drive Grand Prairie, TX 75051

NOTE: The resulting solicitation will be distributed solely through Beta.Sam.gov. Hard copies of the solicitation will not be available. The website provides downloading instructions to obtain all documents relating to the solicitation. All future information concerning this acquisition, including the pre-solicitation notices, solicitation, and any subsequent amendments, will be distributed solely through the website. Interested parties are responsible for monitoring the website to ensure they have the most up-to-date information about the acquisition.

Statement of Work Mortuary Services

The Federal Bureau of Prisons, Field Acquisition Office, Grand Prairie, Texas intends to make a single award for Mortuary Services for the inmate population located at the Federal Correctional Complex (FCC) Terre Haute, Indiana.

SUBJECT:

The Contractor shall provide, on a nondiscriminatory basis, mortuary services consistent with the requirements of this solicitation and the rules and procedures of FCC Terre Haute. This will include, but is not limited to the removal of the body, local transportation, embalming and body preparation, clothing, casket, as well as professional mortuary services of federal inmates who have passed away during their time of incarceration. The Contractor must observe and comply with all local, state, and federal laws and regulations relating to the embalming, preparation, burial, cremation, and shipment of bodies.

PERFORMANCE:

FCC Terre Haute is located at 4700 Bureau Road South, Terre Haute, IN 47802.

The manner and the method in performing the tasks outlined in the statement of work are within the sole discretion of the Contractor who shall perform in accordance with professional standards according to local, state, and federal laws and regulations. The Bureau of Prisons has the sole discretion to determine the Contractor’s compliance with the contract.

DESCRIPTION OF WORK:

Complete embalming services will be performed including all standard practices to conform to applicable state laws. There are, in general, two different types of cases. Each body shall be embalmed according to its condition and in the manner to ensure thorough preservation of all tissues. All body orifices shall be treated and closed in accordance with state laws.

A post-embalming inspection of each body shall be made by the embalmer to determine whether the preservation is uniform and complete, or whether further treatment is required. If further treatment is required, it shall be given before final delivery of the body. The body must be in an acceptable state of preservation at the time of final delivery.

After embalming and dressing, the Contractor shall transport the body to the air terminal of the indicated airline and airport, or local cemetery as directed by the Contracting Officer or designee (CMC).

The Contractor shall secure or furnish all necessary papers and permits for shipment or interment.

Suitable space in the undertaking establishment shall be available for the performance of postmortem examinations when requested by the Government.

Appropriate when death has been due to disease or other causes, and where there has been little or no mutilation or breakdown of body tissue. For such cases, preservation shall be accomplished by a thorough cavity treatment. Standard preservation solutions shall be used for the arterial injections and cavity saturation.

AUTOPSIED CASES:

This will be where a partial or complete autopsy has been made to an extent which will not permit a normal arterial embalming operation. Sectional embalming shall be used to thoroughly preserve the body, including organs, and the inside of the body cavity shall be treated with a hardening compound.

The cranial cavity shall be filled with plaster of plaster or other suitable material and the calvarium securely replaced. All incisions shall be tightly sutured and treated to prevent leakage.

PREPARATION OF BODY:

The Contractor shall restore the body to be as lifelike in appearance as is possible in the individual case applying suitable cosmetics, performing derma surgery and other restorative work as may be necessary.

The Contractor will furnish and dress the body in all necessary clothing, including cotton undershorts and undershirts, regular length socks and manufactured burial suit of dark conservative color.

The body will be placed in the casket in such a manner as to create an appearance of rest and composure, and to assure maintenance of position during shipment and local burial.

REVIEW/APPROVAL:

The Contractor shall obtain approval from the Contracting Officer or designee (CMC) prior to shipment of the remains to the final destination in all cases, except cremation. Additionally, the contractor will take a close-up, color photograph of the upper half of the dressed, prepared, and casketed body to be provided, via e-mail, to the Contracting Officer and/or designee (CMC) for review and approval BEFORE shipment to the final destination. Additional pictures hall be provided without delay upon request.

A standard casket, manufactured in accordance with industry standards or modern practices, shall be furnished as follows:

(A) Metal - State perfection cut, 20 gauge steel shell, light copper with no shading. Lacquer finish, interior plain panel, ivory twill, no shirring and cooper hardware.

(B) Sealed Casket (Alternative) - Metal, 20 gauge steel shell, constructed in accordance with industry standards of commercial practice so as to form a hermetic seal which will prevent leakage or escape of odors when properly closed and sealed. This item is to be furnished only when contractor seeks authorized by the Contracting Officer, as in cases of death by a communicable disease, to meet pertinent state and interstate regulations, or in cases of badly decomposed or odoriferous body, or;

(C) When required and approved by the Contracting Officer, due to size of the deceased, an extra-large casket shall be furnished.

OUTSIDE CONTAINER:

Each casket shall be furnished with the types of outside container required by industry standards. The type of container may differ depending on the mode of transportation required.

(A) In cases of shipment by commercial air, shipping bags used by commercial airlines or an air shipment tray available for purchase and used by Funeral Directors shall be provided. The contractor will arrange and pay for all air freight to ship the body to the designated location and ensure compliance with all federal regulations governing the shipment of the remains for both domestic and international destinations. The Contractor will be entitled to reimbursement of required costs after approval. The cost will be a separate charge to the established prices in the schedule of items. A detailed itemized invoice and copy of the air freight bill must be provided by the Contractor for payment. If the location is such that transportation by air is beneficial to the government, these transportation services will be required.

(B) In cases of local burial, rules and regulations of the cemetery in which interment is made shall govern the type of container to be furnished.

SHIPMENT OF BODY:

In the event of an inmate death the same regulations apply as those for transportation for the inmate release. Per the Program Statement for Release Gratuities, Transportation, and Clothing, the BOP pays for transportation to the inmate’s residence of record or place of trial. If the inmate’s family wants the body returned to an alternate location, the family is responsible for pickup of the body from that point or directly from the burial services contractor. The following methods are authorized for transportation:

1. Air/Train Transportation. If the location is such that transportation by air or train is beneficial to the Government, these transportation services can be acquired.

2. Ground Transportation. If the location is such that transportation by ambulance or hearse is beneficial to the Government, the burial contract mileage rate will be the rate in the burial services contract.

CREMATION:

Occasionally, the legal next of kin makes written request for cremation.

(A) If requested by the Government, or due to extended time between death and receipt of all necessary legal documentation, normal arterial embalming will be performed in accordance with all standard practices, conformance with applicable state laws and as outlines in PREPARATION OF BODY.

Prior approval will be obtained from the Government before embalming.

(B) Contractor will be notified as soon as WRITTEN VERIFICATION has be received authorizing cremation.

(C) The Contractor will provide for crematory services that conform to standard practices and all applicable state laws, and shall ensure the identity of the remains.

(D) A standard container shall be provided that is sealed and capable of transportation through U.S.

Mail or other common carrier.

(E) Shipment of remains to the next of kin will be made by either the Contractor or the crematory, and will be sent first class, certified return receipt.

BODY VIEWING:

If the inmate died prior to the arrival of the next of kin, the relatives will be allowed to view the body.

The Contractor will be required to allow up to fifteen (15) minutes for viewing the body at no cost to the Government.

LOCAL BURIAL:

In cases of local burial, rules and regulations of the cemetery in which interment is made shall govern the type of container to be furnished. Unless otherwise specified, the casket shall meet the specifications of section (A) listed above.

In cases of local burial, cemeteries located within a 30-mile radius of the institution will be local for burial purposes unless specified by the Contractor. The Contracting Officer shall notify the Contractor in these cases. All necessary papers and permits for interment s hall be secured or furnished by the Contractor.

DEATH CERTIFICATES:

The Contractor shall provide two (2) certified copies of the death certificate to the Contracting Officer or his designee.

SCHEDULE:

The Contractor shall perform services on an as needed basis to coincide with the death of an inmate.

Exact days and time cannot be determined in advance due to the nature of the services required.

However, the Contractor shall call for the body within four (4) hour s of notification from the institution and transport it to the Contractor’s funeral parlor in a suitable close conveyance.

After normal working hours, and holidays, the designated institutional staff will provide the Contractor with the inmate’s name, social security number, and location of the body. Once the information is obtained, they will also be provided the name and telephone number of the next of kin. The institution Chaplain staff will always be the first to notify the next of kin regarding the death of an inmate.

During normal working hours, the Nurse Supervisor or designee will notify the Contractor with the above information.

The Contractor shall not provide the news media with any information. The Contractor must notify the Executive Assistant of any outside requests for information.

QUALIFICATIONS:

The Contractor must be properly licensed to perform these services in the city of Terre Haute and the state of Indiana. The Contractor must agree that the quality of all materials and services furnished will not be inferior to the Governments specifications as well as the industry standard. All state and interstate shipment laws relating to the embalming, preparation, burial, and shipment of the body must be fully observed and complied with. In any case wherein state law contains requirements more rigid than the requirements set forth herein such laws will be controlling.