Mortuary Services Performance Work Statement Draft.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

MORTUARY SERVICES

TO SUPPORT

LOS ANGELES AFB

PREPARED BY

61ST FORCE SUPPORT SQUADRON

REVISION CONTROL

Revision Number Date Remarks

Basic 7/30/24 This is the initial publication of the Mortuary Services Performance Work Statement (PWS).

Coordination:

Services Acquisition Lead (SAL)

Quality Assurance Program Coordinator (QAPC)

Contracting Officer (CO)

STANDARDS OF OPERATION FOR DOD MORTUARIES OR PERFORMANCE

WORK STATEMENT FOR DOD CONTRACTED MORTUARY SERVICES

Contents

1. Introduction:

2. Description of Services

3. Mortuary Services

4. Classification of Remains

5. Preparation of Remains

6. Embalming of Remains

7. Transportation of Remains

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

9. Sheltering of remains

10. Cremation

11. Hygienic Compliance with Federal and State laws

12. Funeral Home Pre-Contract Award Procedures:

13. Service Delivery Summary (SDS)

Figure 14.0. Service Delivery Summary

14. Government Furnished Items:

15. Contractor Furnished Items:

Appendix A - Terms and Definitions

Appendix B - Funeral Home Survey Plan

Appendix C - Quality Assurance Surveillance Plan

Appendix D - Commercial Item Descriptions

Appendix E - Classification of Defects

Appendix F - Crematorium Pre-Award Survey Plan

Appendix G - Supplies or Services and Prices

Appendix H - Supplies or Services and Prices

1. Introduction:

This document establishes the 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 (PADD), or where the person with authority to effect disposition1 elects to make all arrangements for the disposition of remains.

2. Description of Services

2.1. Purpose

SSC/AC PKO is acquiring mortuary services for the embalming, restoration, other preparation, care, and disposition of remains of authorized personnel. The contractor shall provide licensed facilities2, equipment, licensed funeral service practitioners, motor vehicles, professional services, supplies, death certificates, caskets, urns, outer shipping containers, transportation and perform hygienic practices as specified in this performance work statement (PWS). The contractor will comply with all existing federal, state, territory, and local licensing requirements and regulatory standards applicable in the area of performance of this contract.

2.2. Time allotted to initiate services

The DoD mortuary facility or contracted facility will furnish the materials ordered and perform the services specified by the contracting officer or designee as promptly as possible. The DoD mortuary facility or contractor will initiate the services not later than 24 hours after: (1) receiving notification to remove the remains, or (2) after the remains have been released to U.S.

Government control.

2.3. Time allotted to perform services

The time allotted to perform embalming and restoration work shall be based on the condition of the remains and procedures necessary to restore the remains to a condition that facilitates viewing and on the volume of work at the facility. At no time will preset time restrictions be placed on the amount of time a DoD or contract embalmer can take to restore remains to a viewable state. Note: It is not unreasonable to expect an embalmer to spend several hours suturing extensive amounts of lacerations and wounds or working to restore the head/face to a condition that facilitates viewing. However, the contracted facility will notify the Mortuary Affairs Office if the procedure is expected to take more than 24 hours to complete (this does not include post-embalming surveillance). The Mortuary Affairs Office will keep the PADD or Person with Authority to Effect Disposition (PAED) informed on the time required to prepare the remains. The mortuary case file will be updated to reflect when the time required to prepare the retains exceeds the 24-hour time limit.

1 The “person authorized to direct disposition” pertains to the person authorized to direct disposition for remains of military members. The term “person with authority to effect disposition” generally applies to the person authorized to effect disposition of civilian remains. 2 The term “licensed facility” as used herein includes any facility licensed by the state or territory for the embalming and preparation of human remains and complies with Appendix - B of this document.

2.4. Area of Performance

The area of performance is the geographic boundaries. The mortuary services contract applies to the resourced services required by Los Angeles Air Force Base (LAAFB). The other determining factor is whether transportation charges from removal or delivery of the remains may be incurred in accordance with DFARS 252.237.7004.

2.5. Quality Assurance:

The Government reserves the right to perform inspections to ensure facilities, supplies, and services conform to approved and prescribed requirements as outlined in this document and the PWS. The goods and services purchased from the contracted facility will meet or exceed the standards contained within this document. Caskets and urns must meet the requirements outlined in DFARS 225.1.

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.

3.2. Processing or Reprocessing of Remains

3.2.1. Un-embalmed Remains

Remains will be placed in refrigeration at 36-38 degrees Fahrenheit until the remains are identified and the disposition instructions have been received.

3.2.2. Processing of Remains - Embalming

The embalming 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 Mortuary Affairs Representative. In addition, the Contractor must be able to transport remains for interment up to 100 miles away, or as required.

3.2.3. Chemical Preservative Preparation

Arterial, cavity, and other embalming chemicals shall be used in the treatment of all remains IAW Paragraph 6 of this document.

3.2.4. Reprocessing of Remains:

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

3.2.5. Restorative Art:

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

3.2.5.1. Minor Restorations

Minor restorations include, but are not limited to, correcting a misaligned fracture, hypodermic tissue building, reduction of swelling, sub-tissue surgery (mouth or eye), waxing (lips, abrasions, sutures, or razor burns), suturing clean cuts, small hair replacements (eyebrow, eyelash, or temporal hair), bleaching and concealing minor discolorations or removal and restoration of fever sores (scabs). Consent from the person with authority to direct or effect disposition is granted by signature on DoD, Service, or local mortuary form or for civilian decedents the civilian mortuary equivalent form.

3.2.5.2. Major Restorations

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

Consent from the person with authority to direct or effect disposition is granted by signature on a DoD, Service, and local, or civilian mortuary equivalent form.

3.2.5.3. Semblance of limbs

The DoD mortuary facility or contract funeral home will not undertake the creation of the semblance of limbs without express written authorization on a DoD, Service, local, or civilian mortuary equivalent form, from the person with authority to direct or effect disposition. A copy of the written authorization will be placed in the deceased’s casualty/mortuary file.

4. Classification of Remains

4.1. General

The embalmer will make a recommendation to the Mortuary Affairs Representative regarding the ability to view the deceased. Remains will be classified in one of three categories: viewable, viewable for identification, or nonviewable. Every attempt will be made to restore remains to a natural form and color that permits the PADD or PAED to decide whether the remains are to be viewed or not. The cultural and religious customs and traditions of the deceased, as well as the PADD’s or PAED’s preferences, should be taken into consideration for the remains preparation.

4.1.1. VIEWABLE

Remains are considered viewable when the face and hands have only minor or no trauma, edema, dehydration, or discoloration. Remains may be fully restored to natural color and form.

The condition of remains allows for dressing in uniform or other clothing selected by the PADD or PAED.

4.1.2. VIEWABLE FOR IDENTIFICATION

Remains may or may not be fully intact, and the face and hands may have trauma, edema, dehydration, or discoloration. Although remains may be missing limbs or may have received other trauma, the condition of remains allows for dressing in uniform or other clothing selected by the PADD 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 able to be restored to an appearance suitable for visual recognition. The condition of remains may not allow for dressing in uniform or other clothing selected by the PADD or PAED.

4.1.3.1. HEADWRAP

Remains are categorized as nonviewable with the face or head having severe trauma, edema, dehydration, or discoloration such that 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 or PAED. The head wrap will be accomplished IAW paragraph 6.6.2.1.

4.1.3.2. FULL BODY WRAP

Remains are categorized as nonviewable. Remains may not be intact or may have sustained severe trauma, edema, dehydration, advanced decomposition, or discoloration where restoration to a condition of viewable recognition is not possible and the remains cannot be dressed. In this situation, remains will be prepared using a full-body wrap. The full body wrap will be accomplished IAW paragraph 6.2.

5. Preparation of Remains The purpose of Preparation of Remains is to respectfully and appropriately handle the deceased person's remains before burial, cremation, or viewing. This process serves several important purposes. This process may include cleaning/hygiene, restoration of appearance, dressing/grooming, preservation, and cultural/religious practices concerning deceased person's remains. Therefore, the Contractor must comply with the following task:

5.1. General

Mortuary facilities under contract to provide DoD mortuary services shall prepare and embalm the remains of all entitled personnel per the written instructions of the PADD/PAED and per law.

The embalmer will verify PADD/PAED elections with Mortuary Affairs Representative before beginning the preparation and embalming of the remains. No remains will be embalmed without written or oral instructions as outlined below. Oral instructions may be accepted if confirmed by the Mortuary Affairs Office representative; however, follow-on written authorization must be obtained before the release of the remains, subsequent remains, or organ(s) collected at autopsy and released for disposition. The Mortuary Affairs Representative will note in the case file who provided the oral instructions and when (date and time) they were provided. The written authorization will be obtained at the first reasonable opportunity and uploaded into the case file.

Predeath directives authorizing embalming, duly executed by the deceased, shall be given full legal effect and shall constitute an effective authorization to embalm. Human remains prepared at the contracted facility may not receive final disposition for an extended period (10 days or more) and may have been subjected to extreme trauma, weather conditions, or have been transported over long distances. Therefore, all remains, whether viewable or nonviewable, require variations in preservation techniques and procedures to accomplish maximum disinfection, preservation, and restoration of all body tissues. The following procedures shall be accomplished in the course of processing or reprocessing all viewable remains, and to the extent possible for nonviewable remains. Reference DD Form 3045.

5.1.1. Insect Treatment

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

5.1.2. Disinfecting

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

5.1.3. Washing

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

5.1.4. Grooming

Military personnel who are dressed in their Service uniform shall be groomed per DAFI 36-2903, Chapter 3. 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. If the PADD or PAED requests other accommodations, the preparing mortuary will consult with the appropriate Military Service to ensure compliance with Service standards.

Fingernails shall be cleaned and trimmed. When the PADD or PAED has requested that the Service member not be dressed in the Service uniform, the mortuary representative will check with the PADD or PAED to determine the correct attire. For nonmilitary personnel, the Mortuary Affairs Representative will check with the family to ascertain personal preferences.

5.1.5. Setting features

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

5.1.6. Body positioning

The body will be positioned to appear comfortable and restful. The head will be positioned straight, without any turn, and hands will be positioned left over right. Deviation will be dependent upon the conditions of the remains at the discretion of the embalmer.

5.1.7. Damaged Tissue

The embalmer will determine when, during the preparation process, ulcerated, burned, and necrotic tissue, and/or bedsores, shall be excised and/or treated either by hypodermic injection or by cavity pack application of deodorizing/preserving chemicals. All excised tissues shall be retained with the remains and not disposed of as medical waste. The excised tissue shall be treated with the organs and placed in the body cavity.

6. Embalming of Remains The purpose of Embalming of Remains is to preserve the body of the deceased, prepare it for viewing and final disposition, ensure public health safety, comply with legal requirements, and provide comfort and closure to grieving families and communities during the funeral process.

Therefore, the Contractor must comply with the following task:

6.1. Preparation of Viewable Remains:

To obtain optimum results, a thorough pre-embalming case analysis will be completed by the embalmer utilizing the number of arterial injection sites necessary to ensure proper distribution of fluid. Post-embalming surveillance is crucial to ensure all areas are disinfected and preserved, or, if deficiencies are discovered, treated with further chemical treatment to ensure disinfection and preservation A suitable cream or lotion shall be applied on the face and hands to prevent dehydration.

6.1.1. Case Analysis

Case analysis is an iterative process that continues throughout the embalming operation. The embalmer will adjust the embalming treatment as case analysis dictates to include multiple site injection, if necessary, to ensure maximum disinfection and preservation.

6.1.2. Arterial Chemical Solution

The arterial chemical solution injected into the remains shall contain a minimum 5 percent 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.

6.1.3. Non-Autopsied Cases

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 (percent) 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 the preservation of contents of the cranial cavity, having a 36-index (percent) or greater. Hypodermic injections, packs, or other special treatments shall be accomplished, as required, to ensure the disinfection and preservation of all body tissues.

6.1.3.1. Edematous

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 place of humectant additive being incorporated into the total fluid solution.

6.2. Preparation of Non-viewable Remains

To obtain optimum results, a thorough pre- embalming case analysis will be completed. Case analysis is an iterative process that continues throughout the embalming operation. The embalmer will adjust the embalming treatment as case analysis dictates to include multiple site injection, if necessary, to ensure maximum disinfection and preservation. Post-embalming surveillance is crucial to ensure all areas are disinfected and preserved, or, if deficiencies are discovered, treated with further chemical treatment to ensure disinfection and preservation. Each gallon of arterial fluid shall contain a minimum 10 percent concentration, by volume, of formaldehyde or isomer of formaldehyde derivative preservative agent(s).

6.2.1. Preparation of Autopsied Remains

If a partial or complete autopsy is performed, chemical injection and application with multisite drainage shall be accomplished, using the arterial chemical solutions requirements as specified in Paragraph 6.1. or 6.2. Hypodermic injection of the thoracic and abdominal walls, back, buttocks, male genitals, shoulders, and the vertebral column with an undiluted cavity chemical having a 36-index (percent) or greater concentration is required. The scalp will be injected by syringe and needle with the chemical solution used for the arterial injection.

6.2.2. Internal Organs (viscera)

Under no circumstances will 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 by 2 inches, and immersed in an undiluted cavity chemical having a 36-index (percent) or greater concentration, for an appropriate amount of time but typically a minimum of two hours. The inner surfaces of the body cavities shall be given a liberal application of gel formaldehyde or isomer of formaldehyde derivative preservative agent(s). The preserved organs are to be liberally coated with formaldehyde or isomer of formaldehyde derivative preservative agent(s) and drying compound (hardening compound) and placed directly (not in a bio-bag or other plastic bag) into the thoracic or abdominal cavities.

6.2.3. Cranial cavity and scalp

When a cranial autopsy is performed, the vertebral and internal carotid arteries must be sealed.

The cranial cavity shall be packed with cotton and drying compound, both in the cranium and in the calvarium, and secured by cranial clamps or wiring. The scalp shall be replaced over the calvarium, and the incision will be coated with drying compound and tightly and neatly sutured to avoid leakage and unnatural appearance. The color of the suture cord should blend with the deceased’s hair.

6.3. 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 neatly and professionally wrapped with gauze or equivalent. The Military Service retains the ability to use an authorized uniform hat or beret instead of gauze wrap. For remains requiring a partial head wrap, the remains will be prepared per Paragraph 6.1. The embalmer will ensure the tissue is firm, dry, and thoroughly preserved. The wrapping will be accomplished per Paragraph 4.1.3.1 but will be limited to covering the affected area of trauma, providing the possibility of viewing if desired by the PADD or PAED.

6.4. Mutilated Hands (Viewable Remains)

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

6.5. 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.

6.6. Dressing Remains

The PADD or PAED will be consulted and provided the opportunity to determine the clothing in which the deceased is to be dressed, or to be displayed upon the top of wrapped remains, as the situation dictates. The contracted funeral home providing mortuary services shall be provided the clothing selected by the PADD or PAED or will be provided a uniform by the Mortuary Affairs Representative. Before dressing, all remains will be placed in a white, opaque, or clear leakproof protective undergarment (one-piece plastic garment used to cover the entire body from the neck down, including the feet). Drying powder and/or preservative powders will be placed inside the protective undergarment to absorb any possible leakage or odors.

6.6.1. Viewable

Remains that have been processed or reprocessed as outlined in paragraph 6.1. will be dressed in the clothing provided by the Mortuary Affairs Representative.

6.6.2. Non-viewable with Full Body Wrap

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 and secured with large safety pins (silver in color, 2 to 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 (silver in color, 2 to 3 inches) 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’s name, rank, last four of the Social Security number or DoD identification number, and date of death.

6.6.2.1. Nonviewable Head Wrap.

Before beginning the wrapping process, all tissue and hair shall be rendered as dry as possible.

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.

6.6.2.2. Materials

Required materials to accomplish the head wrap process include: two clear or semitransparent plastic (0.78 millimeter or greater) liner bags approximately 24 inches by 23 inches; 2-inch white surgical tape or 2-inch clear strapping tape; 12 yards of 4.5-inch (sterile or nonsterile) gauze bandage (approximately three rolls); cotton prep towels (sterile or nonsterile); and absorbent cotton or an absorbent sheet product.

6.6.2.3. Procedure (Wrapping shall be accomplished as follows) The embalmer will place one clear or semitransparent bag over the head and tuck it down into the full-body plastic garment, as required. The embalmer will ensure all air is removed from the bag before securing the bag at the base of the neck with tape. Taping the bag around the forehead, over the nose, and over the chin may provide a more aesthetically pleasing shape. The embalmer will place a second clear or semitransparent bag over the head and repeat the above steps, taking care not to lose the shape of the facial features if present. At a minimum of three strips of gauze bandage will be prepared, side by side, overlapping one-quarter inch and centered over the crown of the head extending to the base of the skull and the base of the chin. The bandage will be tightly stretched and unobtrusively secured by tape. Beginning at the natural hairline on the left side of the head, the embalmer will secure the end of the gauze bandage roll. Once secure, the gauze will be wrapped around the head, overlapping the previous row of bandages by one-half the width of the gauze bandage. This ensures no visibility of the underlying plastic bag and presents a neat and professional appearance. The gauze bandage will continue to be wrapped around the head, down the neck until it reaches the base of the neck and will be secured with white surgical tape. The remains will then be dressed as described in Paragraph 6.6, ensuring no tape is visible above the collar of the shirt or bouse. Trauma that is isolated to a specific will be neatly and professionally wrapped with gauze or equivalent.

6.6.2.4. Wrapped Remains

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

6.6.2.4.1. Wrapping Material

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 and secured with large safety pins (silver in color, 2 to 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 (silver in color, 2 to 3 inches) 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’s name, rank, last four of the Social Security number or DoD identification number, and date of death.

6.7. Cosmetics

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

6.8. Embalmer Evaluation

The contracted facility 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 their destination in excellent condition. The Mortuary Affairs Representative will authorize delivery or shipment of remains from a contracted facility when assured that the services and supplies furnished by the contractor, including the signed DD Form 2062 (Record of Preparation and Disposition of Remains Outside CONUS) or the signed DD Form 2063 (Record of Preparation and Disposition of Remains, Contracted Mortuary Facility), meet the PWS, DoD standards within this document, and commercial item descriptions in their entirety.

6.9. Placement in Casket

Remains shall be placed in the casket in a manner that will create an appearance of rest and repose. When remains are prepared for transit or shipping, body positioning devices may be placed around the remains to prevent shifting. Only positioning devices available from funeral service suppliers are authorized. A piece of plastic will be placed between the decedent’s head and the pillow. A piece of plastic will be placed under the hands, for transit, to ensure cosmetics are not transferred onto the uniform or clothing. When white gloves are utilized, no plastic is required under the hands. A clean piece of tissue will be placed over the face. The casket shall be of sufficient size to prevent the appearance of crowding and cramping. When an “oversize” casket is used, the preparing facility will notify the Service mortuary representative.

6.10. Quality Assurance Evaluation:

Remains will be inspected as follows: pre-embalming, 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 Mortuary Affairs Representative. Additional disinfectant or preservative treatment, re-dressing or rewrapping, or placement of remains in new casket when the original casket is defective.

6.11. Corrective Actions

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

7. Transportation of Remains The purpose Transportation of Remains is to move a deceased person's body from one location to another, typically for purposes such as burial, cremation, or repatriation to their place of origin.

Therefore, the Contractor must comply with the following task:

7.1. Removal

Remains will be transported in a funeral coach, or an appropriate first-call vehicle as designated by the Mortuary Affairs Office.

7.2. Pre-Transportation

Prior to transport of the casketed remains, if the casket has an adjustable bed, it will be lowered to the bottom. When applicable the locking tube cap or memorial cap will be removed prior to air shipment. A casket key will be provided for all international shipments. Encasing Casket for air transport. The casket will be placed in a new outer shipping container as required. All shipping documents will be affixed to the outside of the shipping container. For authorized personnel, the casket will be flag draped prior to being placed in the air tray. (See Appendix D-1.7 for information on the air tray.)

7.3. Overland transportation of casketed remains

Remains will be transported in a funeral coach or other appropriate vehicle authorized by the Mortuary Affairs Office to a place designated by the PADD or PAED. This may include delivery directly to a common carrier, the receiving funeral home, or a government or nongovernment cemetery. The vehicle carrying the remains shall arrive at the designated location at the time specified by the Military Service mortuary representative.

7.3.1. Delivery of casketed remains

Remains will be transported in a funeral coach or other appropriate vehicle authorized by the Mortuary Affairs Representative to a place designated by the person with authority to direct or effect disposition. This may include the following: directly to a common carrier, the receiving funeral home, or to a Government or non-Government cemetery. The vehicle carrying the remains shall arrive at the designated location at the time specified by the Mortuary Affairs Representative.

7.3.2. Common Carrier:

Remains shipped by common carrier will be delivered to the airport, in compliance with local airport/common carrier requirements. Transfer from the preparing mortuary facility to a common carrier will be in a funeral coach or other appropriate vehicle authorized by the Military Service Casualty and Mortuary Affairs Office.

7.3.3. Transportation of Cremated Remains

When subsequently identified, remains are transferred to a crematorium, the cremation container will be accompanied by a flag, when authorized, during the movement. Cremated remains will be delivered to the designated location as directed by the person with authority to direct or effect disposition. When authorized an escort, the inurned remains will be transported in a government provided vehicle, i.e., GOV or appropriate government provided rental vehicle.

7.3.4. Employee Attire

Personnel providing any transportation of casketed/inurned remains will be dressed in traditional business attire. Traditional business attire includes business suits, dress shirts, and ties for men.

It includes business-oriented suits for women, both skirted suits and tailored pantsuits.

Appropriate dress shoes (closed-toe/closed-heel), socks, and/or hosiery are also a requirement for any outfit to qualify for traditional business attire.

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

8.1. Preparing Contracted Facility

The preparing contracted facility representative will obtain the necessary permits, licenses, and documentation, issued by the appropriate authority, to remove, inter, cremate, or transport remains (e.g., burial/transit permits, a medical examiner cremation authorization certificate, or a cremation certificate), and provide two copies to the Mortuary Affairs Representative at the time the remains are inspected and accepted by the Mortuary Affairs Representative. The mortuary facility will work with the applicable Mortuary Affairs Office on any other documents required.

8.2. Death Certificate

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

8.2.1. Death Certificate Copies

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

8.2.2. Amended Death Certificates

In the event a supplemental/amended death certificate is issued, the preparing facility representative will provide 10 copies of the final death certificate to the Mortuary Affairs Representative within 10 business days of being issued.

8.2.3. Other Official Document(s)

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

9. Sheltering of remains All remains awaiting final disposition shall be kept in an appropriate holding facility or preparation and embalming room. The holding facility must be secure from access by anyone except the authorized personnel of the preparing facility; it must preserve the dignity and integrity of the human remains and protect the health and safety of the personnel working in the facility.

Unembalmed remains will be sheltered in refrigeration until embalmed or released for final disposition. The unembalmed remains will be stored at a temperature between 36 and 38 degrees Fahrenheit to reduce decomposition. The Government may, at no additional charge, require the preparing facility to hold the remains for an additional period to accommodate the movement of escorts and/or family members. Such period is not to exceed seven days from the time the remains are casketed, and final inspection is completed, unless the state laws prohibit retaining the remains in storage for that period. For example, some states limit storage to six calendar days.

Please reference applicable state laws to determine storage timelines.

10. Cremation The purpose of Cremation is to offer families and individuals a dignified and respectful method of handling the deceased's remains while providing flexibility, affordability, and environmental considerations in the funeral planning process. Therefore, the Contractor must comply with the following task:

The only time cremations will be provided at a DoD mortuary facility or DoD contracted facility under provisions of section 7 are for subsequent portions or retained organs. Cremation of remains defined as whole body or a non-intact torso, may not be performed in a mortuary operated by a Military Service or through a funeral home or crematory under contract with a Military Service.

10.1. Facility Pre-Inspection

Prior to delivery of remains to the crematorium, the preparing facility representative will ensure that the facility is in compliance with all applicable local and state requirements and is approved for use as a crematorium in the state. He will ensure that the retort (cremation chamber) and cremulator are operational. In the event either is inoperable, the preparing facility representative will arrange for cremation services to be performed to the standards of this section at another facility at no additional cost to the Government. Refer to the Military Department’s “Crematorium Facilities Pre-Contract Award Procedures,” within the specific PWS or contract.

10.2. Payment for Cremation Services

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

10.3. Remains for Cremation

10.3.1. Subsequent Remains – PADD/PAED Disposition.

When the PADD/PAED directs the cremation of subsequently identified remains, the alternative cremation container provided will meet the commercial item description in Appendix - D, and it will be utilized for the cremation of all subsequent remains.

The PADD/PAED elections will be confirmed prior to the preparation or cremation of the subsequent remains or retained organs. Subsequently identified remains and retained organs will be prepared as a full body wrap, as outlined in paragraph 4.4.2., prior to cremation.

A tag identifying the deceased will be attached to the top of the blanket. The tag will bear the deceased’s name or name of the Group Designation, rank, last four numbers of the social security number or DoD identification number, and date of death. The PADD/PAED will specify whether a solid bronze or solid walnut urn will be provided.

The preparing facility representative will provide an urn for entitled personnel that meets the applicable urn specification provided for in Appendix - A. The bronze urn will be engraved with the name, rank, date of birth, and date of death (Month, Day, and Year). However, on a solid walnut urn, the information will be inscribed on an engraving plate.

The preparing facility representative will ensure all the cremated remains recovered from the retort are placed in the urn and delivered to the destination designated by the PADD/PAED.

10.3.2. Subsequent remains - Military Service disposition

When the PADD/PAED directs cremation of subsequently identified remains or retained organs, the Military Service will effect disposition IAW DoD mortuary affairs instructions.

10.3.3. Cremation of Unidentified Subsequent Portions.

The Military Service will effect disposition of unidentified subsequent portions IAW DoD mortuary affairs instructions.

10.4. Crematorium and cremation procedures

This section establishes crematorium and cremation procedures to include verification of identification of the remains to be cremated. DoD or DoD contracted facilities will not perform whole body cremations. This section outlines the standards for delivery and receipt of remains from a facility identified by the PADD to ensure delivery and receipt of the correct remains.

Remains will not be sent for cremation or cremated until the PADD/PAED election has been verified. In those instances where the option to cremate rests with the Service, this decision will be verified and documented prior to the cremation.

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

Remains will be verified by the crematorium authority upon receipt by checking the tags affixed to the blanket against the documentation accompanying the remains. This will constitute adequate verification of identification of the remains by the crematory operator. Where there is a conflict with this policy, and the cremation container cannot be opened for identification purposes due to the crematorium regulations, or local laws, the accompanying documents will serve as adequate identification of the remains.

In the event the information on the tag is not in agreement with the documentation accompanying the remains, no cremation will be accomplished until the identification discrepancy is resolved.

The crematorium or the preparing facility representative, will provide a receipt for the remains to the Military Service mortuary representative. The receipt must show the name and address of the crematorium, date and time of delivery of remains, verified name of deceased or group designation, the type of container used to deliver the remains, and the type of urn provided. The receipt must be signed by both the person delivering the remains and the crematorium representative receiving the remains.

10.4.2. Sheltering of remains for cremation

When the crematory operator is unable to cremate the remains immediately upon taking custody of them, the remains will be placed in a holding area not accessible to the public. Remains will not be stored overnight at a crematorium unless it is attached to a funeral home.

10.4.3. Remains Accountability

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

10.4.4. Processing Cremated Remains.

Upon completion of cremation, the cremated remains will be removed from the cremation chamber and the retort swept clean.

The cremated remains will be placed in a container or tray dedicated solely to that cremation.

The identification disk, ceramic tile, or similar device will be attached to the container or tray to wait final processing.

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

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

10.4.5. Inurnment of cremated remains

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

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

10.4.6. Release of cremated remains

The cremated remains will be released to the Military Service mortuary representative, or the representative of the preparing mortuary facility, on the day of the cremation, when at all possible, dependent upon the schedule of the crematorium.

The crematorium representative will provide the Military Service mortuary representative with a receipt for the release of the urn, or temporary container, containing the cremated remains.

The receipt must display the following: (1) the name and address of the Government activity or preparing facility that is receiving the urn, or temporary container, with the cremated remains, (2) the date and time of release of the urn, or temporary container, with the cremated remains, (3) the verified name of the deceased, or name of the Group Designation, (4) the cremation number,

(5) the type of urn, or temporary container, in which the cremated remains are released, and, (6) the signatures of both the person releasing and the person receiving the remains.

10.4.7. Release Documentation

The preparing mortuary facility will provide all necessary documentation required for disposition of the cremated remains, to include the certificate of cremation and burial/transit permit. If applicable law does not prescribe the format for a cremation certificate, then the preparing mortuary facility will prepare and sign a certificate that includes the deceased’s name or group designation, date of death or incident (date that the incident causing the death occurred when date of death is not known- i.e. plane crash, ship sank), date of cremation, the corresponding cremation identification number, and the name and address of the crematorium.

10.5. Crematory Operation

DoD mortuary facilities who operate a crematory for the purposes of cremation or subsequent remains or retained organs as defined in this document will ensure compliance with all safety and manufacturer guidance for the cremulator. Permits and licenses will be posted and a copy maintained in accordance with OSHA and Service regulations and section 7 of this document.

Written operating instructions will be maintained and readily available to the operator. The cremation log documenting cremations and cremation permits will be maintained and readily available to the operator and command. Cremation permits and certificates will be signed by the appropriate authority. Operators will receive at a minimum the prescribed course offered by the manufacturer and be a certified operator of the system, if the state required an operator license then the DoD facility will ensure compliance with the state requirement.

11. Hygienic Compliance with Federal and State laws Hygienic Practices: The preparing mortuary facility will employ universal precautions, protective equipment, and other hygienic measures and techniques designed to accomplish concurrent and terminal disinfection and decontamination of any areas within the facility where remains are prepared, dressed, stored, or viewed. Air quality samplings must be conducted per Service and federal regulations. The preparation and embalming room and departure areas must meet OSHA standards, applicable laws, regulations, ordinances, and codes to include frequency and documentation of cleaning. Employees and visitors must be safe from physical, chemical, electrical, and biological hazards per 29 CFR 1903.1, DoDM 6055.05, DoDI 6055.05, and DoDI 6055.01, as applicable.

12. Funeral Home Pre-Contract Award Procedures:

12.1. License to Conduct and Provide Funeral Services

The funeral home shall ensure they are 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. 5 Year Analysis of Business Practices An analysis of business practices, of up to 5 years, will be conducted. Any disciplinary actions such as suspensions, probation, fines, or multiple consumer complaints may be considered as the basis for disqualification.

12.3. Preparation Room

The preparation room must be (whether located on site or at a centralized embalming facility) clean, orderly, and in compliance to conform to Occupational Safety and Health Administration (OSHA) standards. The preparation room must have the proper equipment and embalming instruments and chemicals available and stored IAW OSHA standards. The preparation room must have an adequate biomedical waste disposal system and hot and cold running water available.

12.4. Establishment Facilities

The establishment…