Performance Work Statement (PWS) - 2026 Mortuary Services (002).pdf

PERFORMANCE WORK STATEMENT

FOR MORTUARY SERVICES

TO SUPPORT

JOINT BASE ELMENDORF-RICHARDSON (JBER), ALASKA

TABLE OF CONTENTS

Specific Contractor Tasks………………………………...

-Mortuary Services (Armed Services Specification)……..

- Treatment of Remains…………………………………..

- Preparation of Remains…………………………………

- Embalmer Evaluation…………………………………...

- Placement in Casket…………………………………….

- Quality Assurance Evaluation…………………………..

- Encasing Casket………………………………………...

- Loading Remains……………………………………….

- Transportation of Remains……………………………..

- Cremation………………………………………………

- Hygienic Practices……………………………………..

- Preparation of DD Form 2063, Record of Preparation and. Disposition of Remains………………………………

-Facilities, Vehicles, and Personnel………………………

Service Delivery Summary ………………………………

Government Furnished Items…………………………….

Contractor Furnished Items………………………………

Armed Services Specifications…………………………...

-Metal Interment/Entombment Casket…..……………….

-Hardwood Interment/Entombment Casket………………

-Shipping Cases…………………………………………..

-Cremation Casket….……………………………………

-Urns……………………………………….

-Crematory and Cremation Procedures…………………..

General Information……………………………………...

1.

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

1.9

1.10

1.11

1.12

1.13

2.

3.

4.

5.

5.1

5.2

5.3

5.4

5.5

5.6

6.

Terms and Definitions……………………………………

Pre Award Survey Plan…………………………………..

Appendix A.

Appendix B.

1. Description of Services.

Joint Base Elmendorf-Richardson, AK is acquiring mortuary services for the State of Alaska from below Fairbanks, south, to encompass northern Canada as necessary for handling the remains of deceased Air Force military personnel.

It is the policy of the Air Force to award contracts to fully qualified professional funeral directors. The contractor shall provide facilities, equipment, licensed personnel, motor vehicles, and furnish professional services and requirements, supplies, death certificates, caskets, urns, outer shipping containers, transportation, and perform hygienic practices as specified in this Performance Work Statement (PWS). The contractor shall comply with the Armed Services requirements and specifications and all federal, state, and local health laws, statutes and regulations in performing the following.

1.1. Mortuary Services. The contractor shall be responsible for providing professional services of the highest quality to assure viewing of the remains under optimal conditions.

1.1.1. The contractor shall practice hygienic measures that will assure complete and satisfactory disinfection and sanitation of the funeral establishment.

1.1.2. The contractor shall provide high quality service and a sufficient number of licensed embalmers to process (embalm) or reprocess any remains under this contract on a timely basis. Interns (apprentices) may be used to assist the licensed embalmer in accordance with applicable state regulations.

1.1.3. All supplies and technical procedures shall conform to standards and professional techniques acceptable to the Funeral Service Industry.

1.1.4. Embalmers shall utilize any and all optimal techniques available to assure complete and adequate treatment of remains.

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

1.1.6. Restorative Art. Major restorative art is an integral part of the processing and/or reprocessing of remains. It shall include, but not be limited to, rebuilding a large wound area; rebuilding facial features such as ear, nose, eye, mouth, chin, etc.; removal of damaged tissue followed by restoration; restoration of scalp hair; and the application of cosmetics to render restored surfaces non-detectable. Restorative art shall be accomplished in accordance with the highest professional standards.

1.1.7. Death Certificates. The contractor shall provide a total of ten (10) certified copies of the State Death Certificate per deceased to the mortuary officer.

1.2. Treatment of Remains. Frequently, final disposition of processed or reprocessed remains may not be effected for a period of 10 days or more; may be transported over long distances; or be subjected to hot, humid conditions. At all times, the remains must be free of putrefaction and infectious agents. This requires the thorough disinfection and uniform preservation of all body tissues. Employment of continuous injection and intermittent drainage will enhance chemical distribution and penetration. Use of humectant (moisture retention chemicals) in the arterial injection solution will help to achieve greater tissue penetration, and to restore normal body moisture content.

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

1.2.1.1. When possible, remains shall be bathed. Male facial and scalp hair shall be washed and groomed to conform to military standards (suitable hair preparation shall be accomplished on females). Fingernails shall be cleaned and trimmed. The mouth shall be securely closed to form a natural expression and proper attention given to the eyes to prevent wrinkling of the eyelids and a sunken appearance of the eyes. Cosmetics shall be applied only in the amount necessary to produce natural color and texture.

1.2.1.2. All lacerations, abrasions, incisions, excisions and burn wounds shall be sutured and/or sealed to prevent leakage. Swollen or distorted features shall be reduced to the normal contours enjoyed during life. Postmortem stains shall be chemically bleached by applying packs and/or needle injection. On viewable areas, further treatment shall consist of the use of masking cosmetics to render stains non-detectable.

1.2.1.3. All body orifices shall be treated with a disinfectant, non-astringent chemical (generic categories such as Phenylphenols and Idophors) and then packed with cotton. Bedsores, ulcerated, burned, and necrotic tissue shall be treated either by hypodermic injection, or pack application of deodorizing/preserving chemical.

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

1.2.1.5. The contractor's performance shall be such that all remains are effectively disinfected, uniformly preserved, and all offensive odors eliminated before the remains are casketed.

1.3. Preparation of Remains. The military services require that all remains be processed or reprocessed in a manner reflecting the highest standards of the funeral service profession. Each remains, viewable and non-viewable, requires variation in the embalming treatment to accomplish the optimum results. A recommended procedure to achieve these goals is the injection of the solution at a moderate rate. The addition of a humectant to the solutions is also helpful in reducing over-dehydration effects.

1.3.1. Processing Non-viewable Remains. In all instances multisite injection and drainage technique shall be attempted.

1.3.1.1. When arterial injection is possible, each gallon of arterial fluid shall have a minimum concentration of 5% by volume aldehyde or aldehyde derivative preservative agent(s).

1.3.1.2. The total volume of arterial solution injected shall be not less than 1 gallon per 50 pounds of body weight.

1.3.1.3. All body areas shall be further treated by means of a trocar, using undiluted cavity chemicals having a 30 index (%) or greater. In addition, packs, special gels and/or dry sanitizers shall be used, as required, to assure preservation, prevent leakage, and eliminate all offensive odors.

1.3.1.4. Cranial, thoracic, and abdominal cavities, when present, shall be relieved of gasses and distention. The cavities shall then be treated by injecting a minimum of 32 ounces of a concentrated cavity chemical, having a 30-index (%) or greater.

1.3.1.5. When arterial injection and/or cavity treatment is impossible, all articulated and disarticulated anatomical portions shall be thoroughly disinfected and preserved via accessory chemical embalming techniques.

1.3.1.6. Non-injectable intact remains and/or disarticulated anatomical portions shall be immersed or hypo-injected with trocar and/or syringe and needle, using full strength cavity chemicals 30-index (%) or greater. Surface application of liquid, gel, or dry sanitizers and preservatives is also required to supplement primary needle and/or hypo injection techniques.

1.3.2. Processing Viewable Remains. A thorough pre-embalming case analysis shall be made in order to determine the best embalming techniques to be used to obtain optimum results.

1.3.2.1. The technique of arterial injection and venous drainage is of utmost importance as well as the need for adding humectant (moisture retention chemicals) to the arterial solution injected.

1.3.2.2. Whenever possible, a 6-point arterial injection with multisite drainage shall be accomplished.

1.3.2.3. The arterial chemical injection solution shall contain a 2% to 3% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s), with equal parts of a humectant chemical also being added to the injection solution.

1.3.2.4. The thoracic, abdominal, and pelvic cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 30 index (%) or greater, using a minimum of 16 ounces for each cavity.

1.3.2.5. Needle injections, packs, or other special treatments shall be accomplished, as required, to assure the preservation and disinfection of all body tissues, including those associated with body cavities (organs).

1.3.2.6. A lanolin-based (or comparable) massage cream shall be applied on the face and hands.

1.3.3. Autopsied Remains. If a partial or complete autopsy is performed, a 6-point injection with multisite drainage shall be accomplished, using arterial chemical solutions as specified for processing viewable remains.

1.3.3.1. Hypo-inject thoracic and abdominal walls with same strength solution as arterial injection.

1.3.3.2. On thoracic and abdominal autopsies, the viscera shall be removed and immersed in a concentrated cavity chemical having a 30-index (%) or greater.

1.3.3.3. When a cranial autopsy is performed, the calvarium shall be replaced and securely stabilized. The scalp shall be replaced over the calvarium and neatly sutured to avoid an unnatural appearance and the hair shall be washed.

1.3.3.4. The inner surfaces of the body cavities shall be given a liberal application of gel preservative.

1.3.3.5. The organs are to be replaced within the cavities in normal anatomical location and liberally covered with hardening compound.

1.3.4. Treatment of Scalp (Viewable Remains). If the scalp was shaved because of medical treatment or surgery, processing or reprocessing shall be accomplished as specified for viewable remains, after which the cranium shall be wrapped with gauze or equivalent in a neat and professional manner.

1.3.5. Mutilated Hands on a Viewable Remains. When the hands are mutilated and 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 by either wrapping with gauze or equivalent in a neat and professional manner, or by placing surgical gloves on the hands followed by white (military) gloves.

1.3.6. Dressing Remains Including Intact Non-viewable. Remains shall be dressed in the clothing provided by the Contracting Officer or designee.

1.3.6.1. Non-viewable remains that cannot be dressed shall be wrapped in the rubber or polyethylene sheeting and blanket furnished by the Government.

1.3.6.2. Wrapping shall be accomplished as follows: A 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. Two strips of cotton are laid down the center of the plastic sheet and liberally sprinkled with hardening compound. The remains are then laid on the cotton strips, coated with hardening compound and covered with additional cotton strips. The polyethylene sheet is then wrapped around the remains. The white cotton sheet is then wrapped around the plastic sheathed remains followed by the blanket, which shall have as few creases as possible, and be secured with large safety pins placed no more than 8 inches apart.

1.4. Embalmer Evaluation. The embalmer (contractor's agent) processing or reprocessing the remains shall critically evaluate the completed treatment to ensure any remains cared for under this contract are effectively disinfected, uniformly preserved, and shall arrive at its destination in satisfactory condition.

1.4.1. The Contracting Officer or designate will authorize delivery or shipment of remains when he or she is assured that the services and supplies furnished by the contractor meet this Performance Work Statement and Specification in their entirety.

1.4.2. The contractor shall state on the DD Form 2063, Record of Preparation and Disposition of Remains, that the services and supplies meet this Performance Work Statement and Specifications in their entirety.

1.5. Placement in Casket. Remains shall be placed in the casket in a manner that will create an appearance of rest and composure and ensure maintenance of position during transit.

1.5.1. When remains are prepared for shipping, pads will be placed around them to prevent shifting.

1.5.2. The pillow shall be turned over and a clean piece of cloth placed over the face.

1.5.3. The casket shall be of sufficient size to prevent the appearance of crowding and cramping the remains.

1.6. Quality Assurance Evaluation. Failure to pass the inspector’s evaluation after placement of remains in a casket and before delivery will require the contractor to remove the remains from the casket and perform one or more of the following services as directed by the Contracting Officer or designate:

1.6.1. Additional disinfectant or preservative treatment.

1.6.2. Re-dressing.

1.6.3. Change or add decorations or insignia.

1.6.4. Place remains in new casket.

1.6.5. When services under this paragraph are performed, services as set forth in paragraphs 1.3.6, 1.5, and 1.7. shall again be performed by the contractor.

1.7. Encasing Casket. The casket shall be carefully and professionally placed in the protective OUTER container, as directed by the Contracting Officer or designate. All shipping documents will be affixed or enclosed.

1.8. Loading Remains. The remains shall be carefully and professionally placed in the type of vehicle designated by the Contracting Officer or designate for delivery of remains.

1.9. Transportation of Remains.

1.9.1. Removal. Transport remains in a suitable funeral coach, ambulance, or service car to place where processing or reprocessing is performed. Transportation shall include calling the place where death occurs or remains are located when such place is on the installation, or any place designated by the contracting officer or designate.

1.9.2. Delivery Deliver remains, to include the escort, as follows:

1.9.2.1. In contractor's funeral coach to a place of religious service and then to a common carrier, another funeral home, or to a Government or non-Government cemetery.

1.9.2.2. Contractor's funeral coach shall arrive at any location at the time specified by the Contracting Officer or designate.

1.9.2.3. Remains being shipped by common carrier shall be delivered to an airport terminal not later than 2 hours or sufficient amount of time before its scheduled departure of aircraft or train.

1.9.2.4. When applicable, the Contractor will submit their final invoice(s) with original copies of the common carrier air waybill and airfare receipt(s) for remains travel to final resting place.

1.9.2.5. In unusual circumstances, the Contractor will provide a means of transportation, working through the airlines, to transport remains from the outlying areas in Alaska, to the processing area. This option will only be exercised in the event that the State of Alaska does not pay for movement of remains. Transportation expenses will be reimbursed to the Contractor, upon submission of a copy of the original air waybill and airfare receipt(s).

1.9.3. Transportation Personnel Clothing Requirements. Personnel used in transportation of the remains or escort, off the installation, shall be dressed in a seasonal suit with shirt and tie. Other vehicle operators may wear clean cotton twill, matching shirts and trousers in dark or neutral colors.

1.10. Cremation. This section identifies services, supplies, and transportation requirements for local cremation when recommended by the Contracting Officer or designated representative.

1.10.1. Remains shall be prepared, dressed, and cosmetized as prescribed in the specifications.

1.10.2. The casket provided shall meet or exceed the Solid Hardwood Casket Specification (5.2)

1.10.3. Transportation of remains shall be provided by the crematory engaged under contract by the government. Cremated remains shall be returned as specified by the Contracting Officer or designate.

1.10.4. The Contracting Officer or designated representative shall specify whether a solid bronze or solid walnut urn shall be provided. The contractor shall provide an urn that meets or exceeds the applicable urn specification (5.4 and 5.5).

1.10.5. The urn shall be engraved with the name, rank, date of birth, and date of death of the deceased. If a bronze urn is used engrave the urn itself. However, on a solid walnut urn, use the specified engraving plate.

1.10.5.1. The contractor shall place all the cremated remains received from the crematory in the urn.

1.10.5.2. The contractor will pay cremation charges directly to the crematory engaged by the contractor.

1.10.6. Processing Procedure. After preparing, dressing, and cosmetizing the remains in accordance with specifications, the contractor shall do the following:

1.10.6.1. When the remains are wrapped, attach a tag listing the decedent's name, rank, social security number, and date of death to the right ankle or to the top of the blanket and to the casket handle at the head end of the casket.

1.10.6.2. Deliver the casketed remains to the crematory in sufficient time to ensure cremation is accomplished and completed on the same day of delivery to the crematory.

1.10.6.3. Return the cremated remains to the funeral service establishment or port mortuary facility not later than the day following cremation for inurnment in the designated urn.

1.10.6.4. Inurn the cremated remains promptly upon return to the contract facility or port mortuary.

1.11. Hygienic Practices. The contractor shall employ protective, precautionary hygienic measures and techniques designed to accomplish concurrent and terminal disinfection and decontamination of the entire funeral service establishment and environment.

1.11.1 The application of appropriate in-use concentrations of chemical disinfectant (such as generic categories as Phenylphenols or Iodophors) to body surfaces and orifices, instruments, preparation room, floors, walls, and equipment surfaces, and general sanitation of public visitation areas (as applicable) will help prevent the transmission of actual and potential pathogens to personnel.

1.11.2 Also recommended is the wearing of eye protection, protective, surgical-type, oral-nasal mask designed to prevent the inhalation of infectious particles originating from the surface, orifices, and cavities of human remains.

1.12. Preparation of DD Form 2063, Record of Preparation and Disposition of Remains. The contractor shall do the following:

1.12.1. Complete DD Form 2063, legibly, accurately, and to the extent possible for each remains handled under the contract.

1.12.2. Indicate on DD Form 2063, in item 12, "Remarks of Preparing Embalmer," the index of embalming chemicals used in processing/reprocessing remains.

1.12.3. Give the completed Preparation Room History (DD Form 2063) to the QA personnel at the time of the final inspection of the remains, casket, and shipping case.

1.13. Facilities, Vehicles, and Personnel.

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

1.13.1.1. The room should be at least 144 square feet (Figure B.2.) This size room will accommodate the minimum basic equipment and allow enough work area to perform the complete preparation of a remains including dressing and casketing.

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

1.13..1.3. There shall be sufficient operating instruments, such as hemostats, dressing forceps, surgical knives, curved or double curved post-mortem needle, small and large trocars, arterial tube sets, drainage tube sets with probe points, double injection sets with tubes and tubing, metal slip-hub-type "Y's" and assorted surgical needles, and any other appropriate instruments.

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

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

1.13.1.6. The room and all contents shall be clean, orderly, and present a clinically fresh appearance and be free of all extraneous items, such as case lots of embalming chemicals; flower stands, church truck, bier, chairs, the "Prie- Dieu" ensemble (candle sticks, mortuary lamps, background drapes, prayer roll, etc.) and cemetery equipment. Walls, ceiling, and floor must present an appearance as being well maintained and free of cracks, stains, and paint deficiencies.

1.13.1.7. Larger size preparation rooms may contain more like items and the adequacy of the room shall be evaluated on the fact that necessary square footage is present for each item to obtain the standard established in Figure B.3.

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

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

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

1.13.3. Hearse. The funeral establishment shall have a suitable funeral coach (hearse) for delivery of remains. In addition, the contractor may also have an ambulance or service car that can be used for removal of remains, this does not preclude the use of the funeral coach for removal of remains. The vehicle(s) shall be in good mechanical condition and appearance.

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

The furniture and furnishings shall present an appearance of cleanliness and be free from signs of wear and tear. The walls, ceiling and floor shall present an appearance of being well-maintained and free of cracks, peeling, stains, need of paint, etc.

1.13.5. Reposing Room. When the establishment has a reposing room(s) identifiable as a separate unit(s) (commercial-type folding door acceptable), the furniture and furnishings shall present an appearance of cleanliness and be free from signs of wear and tear. The walls, ceiling, and floor shall present an appearance of being well-maintained and free of cracks, peeling, stains, wear, need of paint, etc.

1.13.6. Office. The office shall be adequately equipped and well maintained. The furniture and furnishings shall present an appearance of cleanliness and be free from signs of wear and tear. The walls, ceiling and floor shall present an appearance of being well-maintained and free of cracks, peeling, stains, wear, need of paint, etc.

1.13.7. Licensed Staff. The funeral establishment and manager and/or owner must be licensed and in good standing as required by State laws.

1.13.8. Competent Staff. The inspection group must determine that the funeral establishment has a competent staff to furnish the highest quality of professional services. (There shall be at least one licensed embalmer on duty or at least on call on a 24-hour-a-day basis.)

1.13.9. External Appearance. External appearance of the funeral establishment and surrounding environment.

1.13.9.1. The outside of the building, regardless of structural materials, and exterior finish shall present an appearance of being well maintained.

1.13.9.2. Adequate parking shall be available and present an appearance of being well maintained.

1.13.9.3. The grounds and landscaping shall give the appearance of being well maintained.

1.13.9.4. The surrounding area shall give the appearance of cleanliness, being well maintained, and shall also be comparable to the surrounding areas of the majority of funeral homes in the locale.

1.13.10. Transfer Cases. Transfer case(s), head-blocks, and body bags when supplied shall be cleaned and sanitized by the Contractor prior to return. The Contractor will return the transfer case and all other apparatus when supplied, to the Mortuary Officer as soon as possible for return shipment to place of origin.

1.14. Pre-award Survey for Mortuary Services. The guidelines in Appendix B have been developed to aid the preaward survey team in performing its inspection/evaluation of the potential contractor’s facilities, equipment and motor vehicles. They will be used to determine that the contractor meets the minimum requirements of the government. In addition, the attached Funeral Home Facilities Inspection Checklist Format (Figure B.1) shall be completed.

2. Service Delivery Summary (SDS). (Refer to Service Delivery Summary Figure 2.0. for ease of reference).

2.1. The SDS cites:

2.1.1. The performance objective (service required)

2.1.2. The performance threshold (specific standard) required

2.2. In accordance with the Inspection of Services Clause, the contractor will not be paid for services not rendered in accordance with the standards set forth in the contract.

2.3. Quality Control. The contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. One copy of the Contractor's Quality Control Program shall be provided to the Contracting Officer or designate at the Pre-award Survey. Provide an updated copy to the Contracting Officer or designate on the contract start date and as changes occur. The program shall include, but not be limited to, the following:

2.3.1. An inspection system covering the services stated in figure 2.0, Service Delivery Summary (SDS). It must specify areas to be inspected on a scheduled or unscheduled basis and the title of the individual who will do the inspection.

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

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

2.4. Performance Evaluation Meetings. The manager or owner shall meet with the QA personnel and Contracting Officer or designate as requested during the first months of the contract.

2.4. Meetings shall be as often as necessary thereafter as determined by the Contracting Officer.

2.4. The written minutes of these meetings shall be signed by the contractor or his or her manager, Contracting Officer, and QA personnel. Should the contractor not concur with the minutes, the contractor shall state in writing to the Contracting Officer any areas wherein the contractor does not concur.

Figure 2.0. Service Delivery Summary

PERFORMANCE

OBJECTIVE

PWS PARAGRAPH PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

Facility, Personnel and Motor Vehicle(s).

IAW PWS, Paragraph 1.1.2., 1.9., 1.13

100% 100% Inspection

Hygienic Practices IAW PWS, Paragraph 1.11. 100% 100% Inspection

Removal of Remains IAW PWS, Para 1.9.1. 100% Customer Complaint

Complete Processing/ Reprocessing of Remains

IAW PWS, 1.2, and 1.3. 100% 100% Inspection and HQ

AFSVA/SVOM

Review of DD Form

Dressing/Wrapping and Casketing Remains, Encasing Casket and Loading Remains

IAW PWS, paragraph 1.3.6., 1.5.

, 1.7 and 1.8

100% 100% Inspection and HQ

AFSVA/SVOM

Review of DD Form

Casket/Urn IAW PWS, 4.1. and 4.3 Not more than 1 Minor Defect, Provided it is not obvious

100% Inspection

Delivery(ies) of Remains

IAW PWS, paragraph 1.9.2. 100% Customer Complaint

Prepare DD Form 2063 Preparation Room History

IAW PWS, Paragraph 1.12. 100% 100% Inspection and HQ

AFSVA/SVOM

Review of DD Form

Shipping Container

IAW PWS, Para 5.3. Not more than 1 Minor Defect, Provided it is not obvious

100 % Inspection

Cremation services Casket, urn, Engraving, IAW PWS, Paragraph 1.2., 1.3., 1.12., 5.6.

100% 100% Inspection and HQ

AFSVA/SVOM

Review of DD Form

3. Government Furnished Items. The Government shall provide the following:

3.1. Necessary clothing for remains that can be dressed.

4. Contractor Furnished Items. In addition to items specified in 1. Description of Services, the contractor shall furnish the following:

4.1. Caskets. Specifications are provided in 5.1. and 5.2.

4.1.1. The casket furnished by the contractor for each remains shall be inspected. Although the contractor shall certify that the casket meets the specification, the QA personnel shall inspect the casket by observation.

4.1.1.1 In the event a casket is found to be structurally defective at the final destination, the Air Force shall obtain a replacement casket at the destination.

4.1.1.2. . HQ AF Mortuary Affairs may, at their discretion, have the defective casket evaluated and tested by Air Force authorities.

4.1.1.3. HQ AF Mortuary Affairs shall notify the Contracting Officer through the QA personnel of the noncompliance and recommend action is taken against the contractor. Additionally, the contractor shall be liable for the cost incurred by the Air Force at the final destination.

4.1.1.4. Casket: The contractor is required to obtain and maintain an inventory of metal internment/entombment caskets and hardwood interment/entombment caskets.

4.2. Shipping Containers. Requirements are provided in 5.3. The shipping container furnished by the contractor for each remains shall be inspected. The QA personnel shall inspect the shipping container to ensure serviceability.

4.3. Urns. Specifications are provided in paragraphs 5.4. and 5.5. Cremation Urn: The contractor is required to obtain and maintain an inventory of solid hardwood urns and bronze urns.

4.3.1. The urn furnished by the contractor for each remains shall be inspected. Although the contractor shall certify that the urn meets specifications, the QA personnel shall inspect the urn by observation according to the specifications.

4.3.2. If an urn is found to be structurally defective at the final destination, the Air Force shall obtain a replacement urn at destination

4.3.3. HQ AF Mortuary Affairs may, at their discretion, have the defective urn evaluated and tested by Air Force authorities and shall notify the Contracting Officer through the QA personnel of the non-compliance and recommended action be taken against the contractor. Additionally, the contractor shall be liable for the cost incurred by the Air Force at the final destination.

5. Armed Services Specifications. This establishes minimum standards for caskets, shipping containers, and urns.

Specifications and contracting requirements are provided in paragraphs 5.1 through 5.5.

5.1. Metal Interment/Entombment Casket.

5.1.1. An 18-gauge steel, protective, casket with a gasket, within the range of silver tone to gray. The casket will be upholstered in a white, ivory or similar color crepe, satin or similar material. The casket will have a continuous fixed bar or swing arm handles. The bottom of the casket is attached by a continuous seam weld.

5.2. Hardwood Interment/Entombment Casket.

5.2.1. A solid hardwood casket, with a satin or high gloss walnut finish, upholstered in a rose tan, or other neutral color crepe, satin or similar material. The casket will have a continuous fixed bar or swing arm handles.

5.3. Shipping Cases (Air Tray or Equivalent) Casket

5.3.1. Shipping containers are authorized for shipment of standard and oversize caskets. Casket shipping containers furnished by contractors shall conform to the Performance Testing Specification requirements of the air carriers and subsequent connecting carriers. For overseas shipment, the contractor shall provide a casket shipping container that meets the requirements of the air carrier(s) and overseas countries involved.

5.4. Cremation Casket

5.4.1. A hardwood casket, with a satin walnut finish, upholstered in a rose tan, or other neutral color made of crepe, satin or similar material. The casket will have handles that may be either a continuous fixed bar or swing arm. The casket must have a raised crown (flat top cremation caskets will not be acceptable) and will be constructed with minimum metallic parts and be specifically designed for cremation of human remains.

5.5. Urns.

5.5.1. Solid Hardwood Urn: Made of solid hardwood with a satin or high-gloss finish in a cube-like shape with flared base with an inside capacity of at least 300 cubic inches.

5.5.2. Bronze Urns. Made of bronze of either wrought, cast, or at least a 64 ounce sheet in a cube-like shape with an inside capacity of at least 300 cubic inches.

5.5.3. Protective Carrying Case for Urn: Provided upon request and availability, a protective case with a carrying handle that is specifically designed to encase a military specification urn for transport by an escort for delivery to the destination designated by the PADD.

5.5.4. Military Emblems: The urn shall have affixed a cast bronze military emblem. The emblem’s finish shall be satin for the raised portion while the background shall be a contrasting darker color. The emblem shall be at least 3 inches in diameter. The emblem shall be affixed to the face side of the urn with two threaded brass studs, washers, and nuts. The portions of the studs extending beyond the nuts inside the urn shall be covered to prevent penetration and perforation of the urn’s inner container. The emblem shall be centered from left to right on the upper portion of the face side of the urn to allow a balanced space below for engraving. The military emblems to be provided are U.S.

Air Force, U.S. Space Force, U.S. Navy, U.S. Marine Corps, U.S. Army, and U.S. Coast Guard as stipulated by the contracting officer or the designated representative. Specific emblems to be provided are illustrated in Figure 5.6.

5.6. Crematory and Cremation Procedures. This specification establishes crematory and cremation procedures for remains of the armed services.

5.6.1. Receipt and Identification of Remains at the Crematory.

5.6.1.1. Casketed. Casketed (prepared, dressed and cosmetized) remains shall be received from the government's contract funeral service establishment on the same day the cremation shall be accomplished.

5.6.1.2. Identification of Remains. Identification of the casketed remains shall be verified at the crematory by the crematory authority upon receipt by checking the tag affixed to the casket handle at the head end of the casket bearing the decedent's name, rank, social security number, and date of death. Additionally, this information shall be verified with the information contained on the documentation accompanying the remains. This verification shall constitute adequate identification of the remains by the crematory authority. In the event the information exhibited on the tag is not in agreement with the documentation accompanying the remains, no cremation shall be accomplished until the identification discrepancy is resolved with the authorizing agent.

5.6.2. Holding Human Remains for Cremation.

5.6.2.1. When the crematory authority is unable to cremate the human remains immediately upon taking custody thereof, the crematory authority shall place the remains in the holding facility.

5.6.2.2. A crematory authority shall not accept for holding a casketed remains from which there is any evidence of leakage of fluids through the clothing, military blanket or mattress, or any other interior aspect of the casket from the human remains therein.

5.6.2.3. Holding facilities shall be secure from access by anyone other than crematory authority personnel.

5.6.3. Cremation of Human Remains.

5.6.3.1. The simultaneous cremation of more than one human remains within the same cremation chamber is specifically forbidden.

5.6.3.2. Immediately prior to being placed within the cremation chamber, the crematory authority shall verify the identification of the remains. Upon verification, the identification from the outside of the hardwood casket shall be removed and placed near the cremation chamber control panel where it shall remain in place until the cremation process is complete.

5.6.4. Processing Cremated Remains.

5.6.4.1. Upon completion of cremation all residuals of the cremation process shall be removed from the cremation chamber, insofar as humanly possible, and the chamber swept clean. Residual shall be placed on a container or tray that will ensure against commingling with other cremated remains. The identification shall be removed from the control panel area and attached to the container or tray to await final processing.

5.6.4.2. All residuals of the cremation process shall undergo final processing. Any residual shall be manually cleaned of anything other than bone fragments, and the fragments shall then be processed and reduced to an unidentifiable dimension, less than 1/8 inch in size.

5.6.4.3. All body prosthesis, bridgework, or similar items removed from the cremated remains shall be destroyed by the crematory authority unless authorization to do otherwise is specifically granted in writing by the authorizing agent.

5.6.5. Packaging of Cremated Remains

5.6.5.1. The entire processed remains shall be placed in a sealable container. The sealable container contents shall not be contaminated with any other object.

5.6.5.2. The sealable container and identification of the cremated remains shall be placed within a temporary sealable container. If the cremated remains within the sealable container does not completely fill the container, the extra space shall be filled with clean absorbent cotton and the lid or top then securely closed.

5.6.5.3. If the entire processed remains will not fit within the sealable container, the remainder shall be placed in a second, separate sealable container.

5.6.5.4. When a sealable container is used to return the processed remains, the container shall be placed within a corrugated box and all box seams shall be taped closed to increase the security and integrity of that container. The outside of the container shall be clearly identified with the name, rank, and social security number of the deceased person whose processed remains are contained therein.

5.6.6. Release of Containerized Cremated Remains. The crematory authority shall release and give the containerized cremated remains to the contract funeral service establishment and escort the same day the processed cremated remains are containerized.

Figure 5.6. – ILLUSTRATION OF MILITARY SYMBOLS

6. General Information.

6.1. Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. All services acquired under this contract are deemed essential for performance during crisis. Services will be available 24 hours a day, 7 days a week. The Contracting Officer will notify the contractor upon declaration of a crisis.

6.1.2. Publications, Standards, and Specifications. Copies required in the performance of this contract will be obtained from the contracting agency or as directed by the Contracting Officer.

APPENDIX A

A1. Terms and Definitions.

A1.1. Authorizing Agent(s) Mortuary officer of the military installation caring for the remains.

A1.2. Casket. The Armed Services uses an 18-gauge metal sealer, cut top casket, and a solid hardwood casket cut top casket.

A1.3. Chemical Preservative Preparations. Arterial, cavity, and other embalming chemicals used in the treatment of all remains under this contract shall effect the maximum preservation and disinfection of all body tissues, including those associated with body cavities (internal organs).

A1.4. Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

A1.5. Crematory Authority. The legal entity or the authorized representative of the legal entity who conducts the cremation.

A1.6. Crematory or Crematorium. The building that houses the cremation chamber.

A1.7. Cremated Remains. The remaining bone fragments after the cremation process is completed.

A1.8. Cremation. The technical heating process that reduces human remains to bone fragments. The reduction takes place through combustion and evaporation.

A1.9. Cremation Chamber. The enclosed space within which the cremation process takes place. Cremation chambers covered by these procedures shall be used exclusively for the cremation of human remains.

A1.10. Hardwood Casket. The container in which the human remains shall be delivered to the crematory to be placed in the cremation chamber for cremation. The casket shall meet or exceed the hardwood casket specifications.

A1.11. Holding Facility. An area designated for the retention of human remains prior to cremation within the crematory facilities that shall comply with any applicable public health laws, preserve the dignity of human remains, and recognize the personal integrity and health of the crematory authority personnel operating the cremation chamber.

A1.12. Human Remains. The dead human body or portions thereof prior to cremation.

A1.13. Nonviewable Remains. Any remains which, due to extreme mutilation, advanced decomposition, or severe burns or charring, cannot be restored to the known ante mortem appearance by restorative art.

A1.14. Processed Remains. The end result of pulverization where the residual from the cremation process is cleaned, leaving only bone fragments reduced to unidentifiable dimensions.

A1.15. Processing of Remains. The complete preservation (embalming) and disinfection, application of restorative art techniques and/or cosmetics, dressing and/or wrapping, casketing, and transportation of remains as directed by the Contracting Officer or his designee.

A1.16. Quality Assurance Personnel (QA). Representative of the Contracting Officer who normally performs surveillance of the contract.

A1.17. Remains. Autopsied (partial or complete) or unautopsied bodies.

A1.18. Reprocessing of Remains. The inspection and correction of all discrepancies noted in preservation (embalming). Application of restorative art techniques and/or cosmetics, dressing or wrapping, casketing, and transportation of remains as directed by the Contracting Officer or designated representative.

A1.19. Sealable Container. Any container in which processed remains can be placed and sealed to prevent leakage of processed remains or the entrance of foreign materials.

A1.20. Urns. There are two urn types used by the armed services, a solid bronze urn and a solid walnut urn.

A1.21. Viewable Remains. Any remains undamaged by trauma or disease; or those damaged by trauma or disease but viewable tissue surfaces have been restored to the known ante mortem appearance of the deceased by restorative artwork.

APPENDIX B

PRE AWARD SURVEY PLAN

B1. Facilities, Vehicles, and Personnel.

B1.1. Preparation Room Requirements. The minimum requirements for the preparation room shall include, but not be limited to the following:

B1.1.1. The room should be at least 144 square feet (Figure B.2.) This size room will accommodate the minimum basic equipment and allow enough work area to perform the complete preparation of a remains including dressing and casketing.

B1.1.2. The room shall at least contain standard commercial embalming table (with attachments), a service sink with hot and cold water, instrument sterilizer, hydro aspirator and electric aspirator, a pressure embalming machine, cupboard space for supplies, appropriate waste receptacles, and a utility table.

B1.1.3. There shall be sufficient operating instruments, such as hemostats, dressing forceps, surgical knives, curved or double curved post-mortem needle, small and large trocars, arterial tube sets, drainage tube sets with probe points, double injection sets with tubes and tubing, metal slip-hub-type "Y's" and assorted surgical needles, and any other appropriate instruments.

B1.1.4. There shall be on hand standard commercial embalming chemicals that are recognized and accepted by the funeral service industry. The chemicals shall include arterial and cavity injection chemicals, special purpose injection chemicals, preservative gel preparations, sanitizing, drying and preservative powdered preparations. The contractor should also have on hand: cotton, surgical gloves, embalmer's gowns or smocks, white sheets, cosmetic material and applicators, restorative art materials and instruments, post-mortem and surgical threads.

B1.1.5. The room shall have an adequate air handling system that reduces aldehyde or aldehyde derivative vapors (during the preparation of remains) to 5.0 p.p.m. or less.

B1.1.6. The room and all contents shall be clean, orderly, and present a clinically fresh appearance and be free of all extraneous items, such as case lots of embalming chemicals; flower stands, church truck, bier, chairs, the "Prie-Dieu" ensemble (candle sticks, mortuary lamps, background drapes, prayer roll, etc.) and cemetery equipment. Walls, ceiling, and floor must present an appearance as being well maintained and free of cracks, stains, and paint deficiencies.

B1.1.7. Larger size preparation rooms may contain more like items and the adequacy of the room shall be evaluated on the fact that necessary square footage is present for each item to obtain the standard established in Figure B.3.

B1.2. Storage Room. Many funeral establishments do not have a special area for storage of remains. Therefore, accepted areas for holding remains is the preparation room or reposing room.

B1.2.1. In instances where the funeral establishment has no reposing room, the preparation room may be used for holding remains. Under these conditions the room should be at least 224 square feet. This will allow for the storage of one remains and permit the preparation of another remains at the same time.

B1.2.2. If the funeral establishment uses a reposing room rather than the preparation room for storing or holding remains, the room should be at least 144 square feet. This should accommodate at least two casketed remains awaiting transportation or disposition.

B1.3. Hearse. The funeral establishment shall have a suitable funeral coach (hearse) for delivery of remains. In addition, the contractor may also have an ambulance or service car that can be used for removal of remains, this does not preclude the use of the funeral coach for removal of remains. The vehicle(s) shall be in good mechanical condition and appearance.

B1.4. Chapel. There shall be a chapel identifiable as a separate unit (commercial-type folding door acceptable). The furniture and furnishings shall present an appearance of cleanliness and be free from signs of wear and tear. The walls, ceiling and floor shall present an appearance of being well-maintained and free of cracks, peeling, stains, need of paint, etc.

B1.5. Reposing Room. When the establishment has a reposing room(s) identifiable as a separate unit(s) (commercial-type folding door acceptable), the furniture and furnishings shall present an appearance of cleanliness and be free from signs of wear and tear. The walls, ceiling, and floor shall present an appearance of being well-maintained and free of cracks, peeling, stains, wear, need of paint, etc.

B1.6. Office. The office shall be adequately equipped and well maintained. The furniture and furnishings shall present an appearance of cleanliness and be free from signs of wear and tear. The walls, ceiling and floor shall present an appearance of being well-maintained and free of cracks, peeling, stains, wear, need of paint, etc.

B1.7. Licensed Staff. The funeral establishment and manager and/or owner must be licensed and in good standing as required by State laws.

B1.8. Competent Staff. The inspection group must determine that the funeral establishment has a competent staff to furnish the highest quality of professional services.