IA02 PWS DRAFT - Mortuary Services Re-compete.pdf

PERFORMANCE WORK STATEMENT (PWS)

U.S. Army Human Resources Command (HRC)

Casualty and Mortuary Affairs Operations Division (CMAOD) Mortuary Services and Support within CONUS and OCONUS limited to all U. S. States, U.S. Territories and Possessions

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Mortuary Services and Support. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Mortuary Services and Support as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: The Army has a statutory requirement to provide mortuary services to United States Army Soldiers, 10 USC 1481-1490, and certain Department of the Army civilians, 5 USC 5742, that have been classified as Deceased within CONUS and OCONUS limited to all U. S. States, U.S. Territories and Possessions. The Army does not have an organic capability to meet this statutory requirement.

1.3. Objectives:

1.3.1. Embalming/Preparation.

1.3.2. Casketing.

1.3.3. Transportation.

1.3.4. Facilities.

1.3.5. Health and Safety.

1.3.6. Disinterment.

1.4. Scope: To provide mortuary services to include but not limited to embalming, casketing, transportation, and disinterment/interment of remains.

1.5. Proponent: U.S. Army Human Resources Command (HRC) Casualty and Mortuary Affairs Operations Division (CMAOD)

1.6. General Information

1.6.1. Quality Control (QC): The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS.

DRAFT

The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures that work complies with the requirement of the contract. The Quality Control Plan (QCP) shall be delivered within 30 calendar days after contract award and shall be submitted to the Contracting Officer (KO), Contracting Officer Representative (COR), and Alternate Contracting Officer Representative (ACOR) within 5 calendar days when changes are made thereafter. The QCP shall contain at a minimum:

review of the contractor’s tracking system for ongoing cases, disinterments, completed cases for invoicing, and inspection of invoices before submittal. After acceptance of the QCP, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QCP.

1.6.2. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays (The contractor is required to perform services on holidays.):

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6.4. Hours of Operation: 24 hours per day, 7 days, 365 days per year. The contractor shall not delay mortuary services. When mortuary services with embalming are requested, the contractor shall begin embalming remains within 36 hours after remains are in contractor care and custody.

1.6.5. Place of Performance: The work to be performed under this contract will be performed at the contractor facilities. The scope of this contract covers the entire geographic area within CONUS and OCONUS limited to all U. S. States, U.S. Territories and Possessions. The contractor is responsible for providing services in any location within CONUS and OCONUS limited to all U. S. States, U.S. Territories and Possessions.

1.6.6. Type of Contract: The government will award a contract that will have firm fixed price CLINs.

1.6.7. Security Requirements:

1.6.7.1. Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the government may require changes in contractor security matters or processes.

1.6.8. Special Qualifications: All personnel involved in the handling of human remains to include shall meet all local, state, and federal mortuary licensing requirements. All licenses, permits and certificates are subject to verification with the applicable State Board of Mortuary Science or the equivalent.

1.6.9. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contractor shall provide meeting minutes of any post award conference within 10 calendar days of the meeting via email to the KO, COR and ACOR. The KO, COR, ACOR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the KO, COR, or ACOR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. The contractor shall provide meeting minutes of any periodic meetings within 10 calendar days of the meeting via email to the KO, COR, and ACOR. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including government drawings, designs, specifications: monitor contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10.1 Alternate Contracting Officer’s Representatives (ACORs): The ACORs will be identified by a separate letter. The ACOR monitors all technical aspects of the contract and assists in contract administration. The ACOR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including government drawings, designs, specifications: monitor contractor's performance and notifies the Contracting Officer, COR, and contractor of any deficiencies. A letter of designation issued to the ACORs, a copy of which is sent to the COR and contractor, states the responsibilities and limitations of the ACOR, especially concerning changes in cost or price, estimates, or changes in delivery dates. The ACORs are not authorized to change any of the terms and conditions of the resulting order.

1.6.11. Key Personnel. The follow personnel are considered key personnel by the government:

1.6.11.1. Program Manager (PM): Contractor shall designate a PM who shall:

1.6.11.1.1. Program Manager (PM): The prime contractor shall employ the PM, who shall be actively responsible for the work performance required by this contract and have full authority to act for the contractor on all matters related to this contract’s daily operations.

1.6.11.1.2. Have at least five years’ experience in mortuary management with domestic and international mortuary shipping.

1.6.11.1.3. Be responsible for performing the services required within contracts (and resulting TOs) terms and conditions and PWS; monitoring all services rendered; and providing all documentation to the government as required under the contract.

1.6.11.1.4. Have full authority to act on behalf of the contractor on all contractual matters relating to daily operations under the contract and resulting TOs.

1.6.11.1.5. Has the contractor’s primary Point of Contact (POC) with the COR and/or KO.

1.6.11.1.6. Qualifications: The PM shall have previous experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided. PM shall be dual-licensed (if applicable): licensed funeral director and embalmer for a minimum of 5 years or more, whose license must be in good standing (for specific requirements please go to the National Funeral Directors Association Website by clicking on the following link:

http://www.nfda.org/careers/licensing-requirements;) and have no negative actions (probation, suspension, or fines) within the last 5 years.

1.6.11.1.7. The PM is considered essential to the performance of this contract. The qualifications of the PM shall be submitted to the KO, COR, and ACOR within three days of award and within three days of any subsequent changes. Replacements shall meet or exceed qualification standards set in this PWS.

1.6.11.2. Alternate Program Manager (APM): Contractor shall designate an APM who shall:

1.6.11.2.1. Be responsible for assisting the PM in performing the services required within the contract’s terms and conditions and PWS; monitoring all services rendered; providing all documentation to the government; and acting on behalf of the PM in his/her absence as required under the contract.

1.6.11.2.2. In the absence of the PM, the APM shall:

1.6.11.2.3. Have full authority to act on behalf of the contractor on all contractual matters relating to daily operations under the contract and resulting TOs.

1.6.11.2.4. Act as an alternate POC.

1.6.11.2.5. Qualifications: APM shall be dual-licensed (if applicable): licensed funeral director and embalmer for a minimum of 2 years or more, whose license must be in good standing (for specific requirements please go to the National Funeral Directors Association Website by clicking on the following link:

http://www.nfda.org/careers/licensing-requirements;) and have no negative actions (probation, suspension, or fines) within the last 2 years. The APM shall have experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided.

1.6.11.2.6. The APM is considered essential to the performance of this contract. The qualifications of the APM shall be submitted to the KO, COR, and ACOR within three days of award and within three days of any subsequent changes. Replacements shall meet or exceed qualification standards set in this PWS.

1.6.12. Other Direct Costs: The contractor shall provide required service to fulfill mortuary service requirements with special circumstances. Examples of mortuary services requirements with special circumstances include, but are not limited to:

• processing remains of a deceased Service member or Department of the Army civilian that require transportation to a remote location OCONUS if that is chosen by the PADD and displayed on the DD Form 3045

• subsequent remains,

• processing remains of deceased Soldiers and eligible DoD civilians with unique body decomposition that require use of additional chemicals or bio seal in the preparation of remains

• transportation of remains when under the custody of a coroner or medical examiner or Armed Forces Medical Examiner (AFME) directs movement of remains for autopsy.

Special Circumstances are at cost and detailed itemized receipts shall be submitted with invoicing. Any additional cost above the CONUS Transportation CLIN/OCONUS Transportation CLIN, whichever applies, for transportation of remains when under the custody of a coroner or medical examiner or AFME directs movement of remains for autopsy.

1.6.13. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.14. Monthly Status Report (MSR): The MSR shall include services performed throughout the month, problems encountered, actual or recommended corrective action, results from quality control inspections conducted by the contractor and is due NLT second Wednesday of the following month. The MSR shall be emailed to the COR and ACOR. Contact information will be provided at the time of award. The first half of the MSR shall be in Word or Adobe with the following information: summary of services performed throughout the month, problems encountered, actual or recommended corrective action, quality control findings, any training completed, and any accolades throughout the month.

The second half of the MSR shall be in Excel spreadsheet and shall include the following information: Date of task order, Servicing Casualty Assistance Center (CAC)/person who placed the order, deceased Soldier's name, starting/pickup location, ending/delivery location, cost by individual task order CLIN, and grand total of all orders.

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to assist in the administration of the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DAY: A day is one (1) calendar day.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. KEY PERSONNEL. Key personnel are essential to the performance of the contract but are not part of the evaluation.

2.1.8. 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. Condition of remains may not allow for dressing in uniform or other clothing selected by the PADD or

PAED

2.1.9. PHYSICAL SECURITY. Actions that prevent the loss or damage of government property.

2.1.10. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.1.11. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.12. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.13. SUBCONTRACTOR. One that enters into a contract with a prime contractor.

The government does not have privity of contract with the subcontractor.

2.1.14. SUBSEQUENT REMAINS. Additional partial human remains that are recovered and may or may not be individually identified.

2.1.15. VIEWABLE (VIEW): Remains are considered viewable when the face and hands have only minor or no trauma, edema, dehydration, or discoloration. Remains may be fully restored to a natural color or form. Condition of the remains allows for dressing in a uniform or other clothing selected by the PADD or Person authorized to effect disposition

(PAED).

2.1.16. VIEWABLE for IDENTIFICATION: Remains may or may not be fully intact with face and hands that may have trauma, edema, dehydration, or discoloration. Although remains may be missing limbs or have received other trauma, condition of remains allows for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition. Remains may be restored to an appearance suitable for visual recognition.

2.1.17. WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.1.18. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS AND ABBREVIATIONS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AFME Armed Forces Medical Examiner AR Army Regulation CAC Casualty Assistance Center CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (The forty-eight (48) connecting states) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 HRC Human Resources Command IAW In Accordance With KO Contracting Officer MSS Mortuary Services and Support OCI Organizational Conflict of Interest OCONUS Outside Continental United States (CONUS) Any location outside the contiguous 48 states ODC Other Direct Costs PADD Person Authorized to Direct Disposition PAED Person Authorized to Effect Disposition PDS Permanent Duty Station PIPO Phase In/Phase Out PNOK Primary Next of Kin POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. DD Form 3045, Statement of Disposition of Military Remains.

3.2. DD Form 3047, Disposition of Remains Election Statement Notification of Subsequently Identified Partial Remains.

3.3. DD Form 2063, Record of Preparation and Disposition of Remains, (Preparation Room History).

3.4. Wool blanket and pins required to wrap non-viewable remains that cannot be dressed.

3.5. Necessary clothing.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.0 General: The contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. The exceptions are: wool blankets and pins for full body wraps. These items are provided by the CAC where the Deceased Service Member is prepared.

In addition to items specified in Description of Services, the contractor shall furnish the following:

4.1. Caskets. Commercial Item Descriptions are provided in Appendix A.

4.1.1. Caskets furnished by the contractor for all remains shall meet the PWS descriptions. The contractor shall certify the casket meets the PWS description IAW AR 638-2 Army Mortuary Affairs Program.

4.1.1.1. In the event a casket is found to be defective prior to shipment, the contractor shall obtain a replacement casket prior to shipment if time allows or at the final destination and notify the COR.

4.2. Shipping Containers. Commercial item description is provided in Appendix A. The shipping container furnished by the contractor for all remains shall be IAW AR 638-2 Army Mortuary Affairs Program. The shipping container shall be serviceable.

4.3. Urns. Commercial item description is provided in Appendix A.

4.3.1. The urn furnished by the contractor for all remains shall be IAW AR 638-2 Army Mortuary Affairs Program. The contractor shall certify the urn meets the PWS description IAW AR 638-2 Army Mortuary Affairs Program.

4.3.2. If an urn is found to be defective at the final destination, the contractor shall obtain a replacement urn at destination and notify the COR. Only one urn will be furnished by the government.

4.4. Head wrap. The contractor shall provide the materials and services to perform head wraps IAW AR 638-2.

4.5. U.S. Environmental Protection Agency’s (EPA’s) Comprehensive Procurement Guideline (CPG) list of designated products that must contain recovered/recycled material.

https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

4.6. U.S. Department of Agriculture’s (USDA’s) BioPreferred Program list of product categories that must have biobased content.

https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml

DRAFT

https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for Mortuary Services and Support. The contractor is responsible for providing services in any location within CONUS and OCONUS limited to all U. S. States, U.S. Territories and Possessions.

5.2. The contractor shall provide 24 hours a day, 7 days a week mortuary service, to include holidays. The contractor must provide a contact telephone number(s) that is monitored on a 24 hour a day, 7 day a week basis by an employee of the contractor’s business - not an answering service. This is the primary method of communication. The contractor must also provide an e-mail address that is regularly monitored.

Requirements to complete mortuary services tasks:

5.3. Vehicles used to transport human remains shall meet the requirements in AR 638-2.

5.4. Drivers of mortuary vehicles shall meet all applicable state licensing and insurance requirements, be fluent in English, be culturally sensitive (willing and able to cooperate with individuals of diversity), and be knowledgeable of the areas dispatched to. Male personnel providing transportation of the remains shall be dressed in a seasonal suit with a dress shirt and tie. Female personnel providing transportation of the remains shall be dressed in an appropriate seasonal business suit. Driver shall carry a functioning cell phone to track transportation of remains.

5.5. Facilities and preparation rooms shall be clean, sanitary, and in compliance with Occupational Safety and Health Administration (OSHA) standards, as well as all other applicable local, state and federal death-care industry regulations. Preparation room shall be identified as a private area and secure from public access. Service shall comply with specifications of Department of the Army Pamphlet 638-2 (Procedures for the Care and Disposition of Remains and Disposition of Personnel Effects).

5.6. Contractor shall provide storage of remains being processed for a period not to exceed 72 hours from completion of the final inspection of the remains. If additional storage is required beyond 72 hours, the rate shall not exceed the published price list.

5.7. All caskets and outer shipping containers shall meet Armed Services specifications standards. The contractor shall order one casket (infant/standard/oversize/cremation) per casualty upon receipt of DD 3045 or DD Form 3047. Attachment 1 provides a partial listing of caskets by manufacturer that meet Armed Services Specifications. AR 638-2 provides a complete description of specifications. Caskets and outer shipping containers (if applicable) shall be at the servicing contract funeral home where the preparation will be performed within 72 hours of ordering.

5.8. Contractor shall complete blocks 5a – 9, 13a – d, and initial blocks 14a (6 & 7) of DD 2063. The contractor shall provide the completed DD 2063 to the CAC or designee prior to inspection of remains. All remaining applicable portions of DD 2063 will be completed by DOD personnel.

5.9. The contractor shall not remove remains without a signed DD Form 3045 or DD Form 3047 unless approved by CMAOD representative (ACOR). Within 24 hours of notification from receiving the DD 3045 or DD Form 3047 from the respective CAC, human remains shall be removed from the place of death, the immediate location, or where the remains are located, any exception must be approved by COR/ACOR. Contractor must have the capability to ship human remains anywhere worldwide.

5.10. The contractor shall not embalm remains without a DD Form 3045 or approval from the Chief of CMAOD provided via email by the COR or ACOR.

5.11. Along with the DD 3045 an authorized CAC representative will submit each service request and copy the COR/ACOR with specific details (service request worksheet will include items such as location of current remains, any possible exceptions to normal preparation procedures, etc.) to the contractor by phone, email and/or fax and follow-up by phone.

5.12. MORTUARY SERVICES.

5.12.1. General: The contractor shall be responsible for providing mortuary services reflecting the greatest dignity, respect and professional care of the funeral service industry by ensuring complete disinfection, preservation, and restoration of the remains. The contractor shall practice hygienic measures that comply with applicable local, state and Federal laws. The contractor shall comply with state and Federal funeral laws. (Note:

Disciplinary action by a state or Federal regulatory agency or state licensing authority may be the basis for terminating this contract).

5.12.2. Processing or Reprocessing of Remains.

5.12.2.1. Processing of Remains: The embalming shall ensure complete disinfection, preservation and restoration (if possible) of all tissue. The contractor shall ensure cosmetics, are applied to the deceased; he/she is dressed or wrapped, casketed and transported as directed by the KO or CAC/designee.

5.12.2.2. Reprocessing of Remains: The contractor shall complete a co-inspection with the CAC or the CAC designee and correction of all discrepancies noted in the preparation of remains to include: preservation, application of restorative art techniques and cosmetics, dressing or wrapping, casketing and transportation of remains as directed by the CAC designee.

5.12.2.3. Restorative Art: Restorative art is an integral part of the processing and/or reprocessing of remains to provide the greatest opportunity for the family members to view the deceased. Restorative art undertaken to the viewable tissue surfaces (i.e.

face/hands) is done so under implied consent when the person authorized to direct disposition (PADD) directed the Service to assume custody of remains for preparation, restoration, dressing, applying cosmetics and return to the destination designated for final disposition. Restorative art shall be accomplished IAW the highest professional standards, using approved industry procedures.

5.12.2.3.1. Restoration shall include, but not be limited to, rebuilding a large wound area;

rebuilding facial features such as ear, nose, eye, mouth, chin, etc.; excision of damaged tissue followed by restoration; restoration of scalp hair; and the application of cosmetics to render restored surfaces non-detectable.

5.12.2.3.2. The contractor shall not undertake restorative measures outside those of implied consent (i.e., face and hands) without express written authorization from the COR.

It is appropriate for the contract funeral home or mortuary to create the semblance of missing limbs, to provide a more natural appearance, upon approval of the PADD. A copy of the written authorization shall be placed in the deceased’s casualty/mortuary file.

5.12.2.4. Chemical Preservative Preparation: The contractor shall utilize arterial, cavity and other embalming chemicals used in the treatment of all remains, shall affect the maximum preservation and disinfection of all body tissue, including those associated with body cavities (internal organs or viscera). Accordingly, chemical preservative preparation shall be accomplished IAW DA PAM 638-2.

5.12.2.5. Standards and Techniques: The contractor shall not delay mortuary services.

When mortuary services with embalming are requested, the contractor shall begin embalming remains within 36 hours after remains are in their care and custody. Interns (apprentices) may be used to assist the licensed embalmer IAW applicable state regulations.

5.12.3 Quality Assurance Evaluation: Failure to pass the CAC or designee’s evaluation after casketing and before transportation may require the contractor to remove the remains from the casket and perform one or more of the following services as directed by the CAC or Designee and approved by the COR/ACOR; additional disinfectant or preservative treatment, re-dressing or rewrapping, or to place remains in new casket when the original casket is defective.

5.12.4 When directed to perform corrective action under this paragraph, the contractor shall perform the corrective measures, and other required services again at no additional cost to the government.

5.13. CLASSIFICATION OF REMAINS.

5.13.1. General. The embalmer shall make a recommendation to the Service’s designee regarding the ability to view the deceased. Remains will be classified in one of three categories: viewable, viewable for identification, or nonviewable. Every attempt shall 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.

5.14. CONTRACTOR TREATMENT OF REMAINS (PRE-EMBALMING).

5.14.1. General: Frequently, final disposition of processed or reprocessed remains may not occur for a period of 10 days or more; subjected to extreme trauma or 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. At all times, the remains must be free of putrefaction and infectious agents. This requires the thorough disinfection and preservation of all body tissues. The following basic steps shall be accomplished in the course of processing or reprocessing all viewable remains, and to the extent possible, non-viewable remains.

5.14.1.2. Washing and grooming: Remains shall be bathed. Male facial and scalp hair shall be washed and groomed to conform to military standards IAW AR 670-1. Suitable hair preparation shall be accomplished for females to conform to military standards. When the PADD or PAED has requested that the Service member not be dressed in the Service uniform, the CAC will check with the PADD or PAED to determine the correct attire. For nonmilitary personnel, the CAC will check with the family to ascertain personal preferences. Fingernails shall be cleaned and trimmed. The mouth shall be securely closed by needle injector, or 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 or other appropriate means, with proper attention given to prevent wrinkling of the eyelids and a sunken appearance. Cosmetics shall be applied only in the amount necessary to produce natural color and texture. For female Service members, the cosmetics shall conform to military standards unless expressly requested otherwise in writing by the PADD or PAED.

5.14.1.3. Wounds, stains and discolorations: All lacerations, abrasions, incisions, excisions and burn wounds shall be sealed and/or sutured to prevent leakage. In cases where there has been a significant loss of tissue due to dismemberment, blast damage, or charring and the tissue is unable to be closed, the embalmer shall ensure exposed tissue is thoroughly embalmed, dried, and packed with drying powders, and secured with an absorbent material to prevent leakage and facilitate dressing in uniform or clothing.

Swollen or distorted features shall be reduced 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.

5.14.1.4. Body Orifices and Damaged Tissue: All body orifices shall be treated with a disinfectant, non-astringent chemical (generic categories such as Phenyl, Phenols and iodophors) and then packed with cotton or industry approved closure devices. Bedsores, ulcerated, burned, and/or necrotic tissue 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.

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

5.14.1.6. Condition of Embalmed Remains: All remains shall be effectively disinfected, uniformly preserved, and all offensive odors eliminated before the remains are dressed or wrapped and then casketed.

5.15. CONTRACTOR PREPARATION OF REMAINS.

5.15.1. General: The Army requires that all remains be processed or reprocessed in a manner reflecting the highest standards of the funeral service industry and IAW DA PAM 638-2. All remains, whether viewable or non-viewable, require variations in embalming techniques and procedures to accomplish maximum disinfection, preservation, and restoration of all body tissues. Repatriation and disinterment cases do not require embalming unless specified by the COR/ACOR.

5.15.1.1. Preparation of Viewable Remains: A thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used. The technique of arterial injection and venous drainage is of utmost importance. Hypodermic injections, packs, or other special treatments shall be accomplished, as required, to assure the disinfection and preservation of comparable body tissues, including those associated with body cavities (viscera or internal organs). A lanolin-based massage cream shall be applied on the face and hands to prevent dehydration. The arterial chemical solution injected into the remains shall contain a minimum 5% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s). The total volume of arterial solution injected shall not be less than one gallon per 50 pounds of body weight.

Additionally, a humectant must be added in equal volume to the arterial chemical, in the total fluid solution injected into the head and arms. It is permissible for a humectant based arterial chemical to be used in lieu of humectant additive being incorporated into the total fluid solution. The thoracic, abdominal, 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, a minimum of 16 ounces in the abdominal cavity, and an amount of cavity chemical to ensure preservation of contents of the cranial cavity, having a 36 index (%) or greater. Hypodermic injections, packs, or other special treatments shall be accomplished, as required, to assure the disinfection and preservation of comparable body tissues, including those associated with body cavities (viscera or internal organs). A lanolin-based massage cream shall be applied on the face and hands to prevent dehydration.

5.15.1.2. Preparation of Non-viewable Remains: A thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used. The technique of arterial injection and venous drainage is of utmost importance. In addition, packs, special gels and/or dry sanitizers shall be used, as required, to assure preservation, prevent leakage, and eliminate all offensive odors. Cranial, thoracic, and abdominal cavities, when present, shall be aspirated to relieve gasses and possible distention. 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. When arterial injection is possible, each gallon of arterial fluid shall contain a minimum 10% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s). The total volume of arterial solution injected shall not be less than one gallon per 50 pounds of body weight. All body areas shall be further treated by means of a hypodermic injection using undiluted cavity chemicals having a 36 index (%) or greater. In addition, packs, special gels and/or dry sanitizers shall be used, as required, to assure preservation, prevent leakage, and eliminate all offensive odors. Cranial, thoracic, and abdominal cavities, when present, shall be aspirated to relieve gasses and possible distention. A minimum of 16 ounces of cavity chemical must be injected into the thoracic, a minimum of 16 ounces in the abdominal cavity, and an amount of cavity chemical to ensure preservation of contents of the cranial cavity, having a 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.

5.15.1.3. 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 AR 638-2. Hypodermic-injection of the thoracic and abdominal walls; back, buttocks, shoulders, vertebral column and scalp with an undiluted cavity chemical having a 36 index (%) or greater is required. Under no circumstances will the service provider dispose of or destroy any internal organs (viscera) or partial remains. The internal organs (viscera) from remains that have had a thoracic and/or abdominal examination, shall be removed, and immersed in a undiluted cavity chemical having a 36 index (%) or greater. 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. NOTE: Only when the abdominal cavity is compromised and cannot be closed it is permissible to place the viscera in a labeled clear plastic bag or wrap in plastic sheeting, polymer metallic, foil poly laminate, or similar hermetically sealing materials in order retain the viscera in the abdominal cavity. 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 shall 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 to not be noticeable after placement in the casket.

5.15.1.4. Complete Head Wrap (HW): Certain conditions such as severe trauma, edema, dehydration, or discolorations of the face or head may not enable tissue to be restored to an appearance suitable for viewing, but the condition of the remainder of the body allows for dressing in a uniform or other clothing selected by the PADD. The contractor shall ensure the processes contained herein are accomplished and preclude the requirement for a full body wrap in accordance with DA PAM 638-2.

5.15.1.5. Mutilated Hands (Viewable Remains): When the hands are mutilated, to the point that restoration is not possible, the hands shall be treated in a manner; which shall render all tissue firm, dry, and thoroughly preserved. The hands will then be covered with opaque, leak proof gloves followed by white (military) cloth gloves.

5.15.1.6. Dressing Remains: The PADD will be consulted and provided the opportunity to determine the clothing the deceased is to be dressed in, or which is to be displayed upon the top of wrapped remains, as the situation dictates. The contract funeral home or mortuary will be provided the clothing selected. For all remains transported OCONUS, the required uniform is the Army dress uniform, or PADD selected civilian attire.

5.15.1.6.1. Viewable: Remains that have been processed or reprocessed as outlined in DA PAM 638-2 shall be dressed in the clothing provided by the CAC or their designee.

Before dressing, all remains shall 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 shall be placed inside the protective undergarment to absorb any possible leakage or odors.

5.15.1.6.2. Non-viewable: Remains that have been processed or reprocessed as outlined in DA PAM 638-2 shall be dressed, whenever possible, in the clothing provided by the respective CAC. 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 will be sealed to ensure no leakage occurs and then wrapped. 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.

5.15.1.6.2.1. Remains that have been processed or reprocessed as outlined in DA PAM 638-2 and are so badly mutilated, decomposed or have physical trauma to the extent that the remains cannot be dressed shall be wrapped. The use of full-body wraps as prescribed in DA PAM 638-2 shall be utilized as a last resort in cases where viewing is not recommended (e.g., severe charring of the upper torso and head, decapitation of the head, severe crushing of the head, uncontrolled odor caused by decomposition, etc.).

The contractor cannot justify the use of full-body wrap to only prevent leakage or address missing limbs. There are procedures and supplies available for use by the preparing embalmer to prevent the leakage of bodily fluids onto the uniform and address missing limbs. Wrapping shall be accomplished as follows: Polyethylene sheeting (5mil or greater) and a wool or white medical blanket shall be furnished by the respective CAC.

Wool blanket will be used until extinguished from Army Inventory, then white medical blanket will be utilized. The wool or white medical 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 a white cotton sheet followed by a sheet of polyethylene. NOTE: Products to include polymer metallic, foil poly laminate, or similar hermetically sealing materials that are designed to prevent leakage of bodily fluids and odor, may be used for full-body wraps in lieu of polyethylene sheeting. Cotton strips are laid down the center of the plastic sheet and liberally coated with a preservative/drying compound (hardening compound). Remains shall be coated with a gel preservative and then laid on top of the prepared wrapping material on the dressing table. The ventral side of the remains shall be liberally coated with a preservative/drying compound (hardening compound).

Additional cotton strips shall be placed over the remains, completely covering them. The polyethylene sheet is then folded in around the remains. The folding of the polyethylene sheeting, white cotton sheet and wool or white medical blanket shall be uniform, with the head and foot ends folded in first.

5.15.1.6.2.2. The wrapping material on the left side of the remains shall be folded to the right and then the right side folded to the left side of the remains to be secured with tape or pins, as applicable and described below. All seams in the polyethylene sheeting shall be sealed with nylon filament packing tape, to ensure no odor and/or fluid is emitted from the wrapping. When necessary, in extreme cases, duplicate layers of polyethylene sheets will be used. The white cotton sheet is then wrapped around the polyethylene-sheathed remains, secured with large safety pins placed no more than 4 inches apart. The wool blanket is then wrapped around the white cotton sheet, which shall have as few creases as possible, and secured with large safety pins placed no more than four inches apart. All pins shall be of the same size. A tag identifying the deceased shall be attached to the foot end of the wrapped remains bearing the deceased name, rank, last four of the Social Security number or DoD identification number, and date of death.

5.15.1.7. Embalmer Evaluation: The embalmer (contractor’s agent) processing or reprocessing the remains shall critically evaluate the completed treatment to ensure all remains are effectively disinfected, uniformly preserved, and arrive at its destination in satisfactory condition. The respective CAC or designee will authorize delivery or shipment of remains when assured the services and supplies furnished by the contractor, including the applicable, annotated sections of the signed DD Form 2063 (Record of Preparation and Disposition of Remains)meets this PWS and commercial item descriptions in their entirety.

5.15.1.8. Placement in Casket: Remains shall be placed in the casket in a manner that will create an appearance of rest and repose. Position of remains must be maintained during transit.