PWS - Mortuary Services dated 29Jan26.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR MORTUARY SERVICES

29 January 2026

Contents Page

1. Introduction 3

2. Description of Services 3

3. Mortuary Services 3

4. Classification of Remains 4

5. Preparation of Remains 5

6. Embalming of Remains 6

7. Transportation of Remains 8

8. State, Territory, Local, or International Authority-Issued Permits and Certificates 10

9. Sheltering of remains 10

10. General Information 11

11. Quality Control Plan (QCP) 11

12. Performance Evaluation Meetings 12

13. Services Summary 13

14. Government Furnished Items 15

15. Contractor Furnished Items 15

Appendix A - Terms and Definitions 16

Appendix B - Funeral Home Plan 17

Appendix C - Commercial Item Descriptions 19

Appendix D - Geographic Boundaries 20

1. Introduction:

1.1 This document establishes the Department of Defense (DoD) mortuary specifications for the operation of mortuary services and funeral homes under contract for DOD mortuary services. The standards outlined herein are not applicable in cases where the Person Authorized to Direct Disposition (PADD) or the person with authority to affect disposition chooses to make all arrangements for the disposition of remains independently.

2. Description of Services:

2.1. Purpose: The contractor shall provide mortuary services for the embalming, restoration, other preparation, care, and disposition of remains of authorized personnel. The contractor shall provide licensed facilities, equipment, licensed funeral service practitioners, motor vehicles, professional services, supplies, death certificates, caskets, outer shipping containers, and transportation. The contractor shall also perform hygienic practices as specified in this PWS. The contractor shall comply with all existing federal, state, territory, and local licensing requirements, regulatory standards, and practices applicable to the funeral service industry and the performance of this contract.

2.2. Performance Timeframe: The contractor shall furnish the materials ordered and perform the services specified by the Mortuary Service Representative (MSR) as promptly as possible, but not later than 36 hours after receiving notification to remove the remains. This excludes the time required by the Government to inspect and verify the results

2.3. Area of performance: The area of performance encompasses a six-state region – all of Ohio/Michigan and parts of Pennsylvania, West Virginia, Kentucky, and Indiana (reference Appendix D). These geographic boundaries determine whether this mortuary services contract applies to the services required by the Armed Services and whether transportation charges for removal or delivery of the remains may be charged. (See DFARS 252.237.7004.)

2.4. Quality Assurance: The goods and services purchased from the contractor or provided by a DoD mortuary will meet or exceed the standards contained within this PWS. The Government reserves the right to perform inspections to ensure supplies and services conform to prescribed requirements and standards as set forth in this document.

2.5 Period of Performance: The period of performance shall be 5 years.

2.6 Recognized Holidays - Government Only

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

2.7 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1700 Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2.8 Type of Contract: The government will award a Blanket Purchase Agreement.

3. Mortuary Services:

3.1. General: The contractor shall provide complete disinfection, preservation, and restoration of the remains as set forth in this document. The contractor shall practice hygienic measures that comply with applicable local, State, and Federal laws, regulations, and rules. The contractor shall notify the MSR within two hours of any violations noted during inspections by the regulatory agency or the licensing authority.

3.2. Processing or Reprocessing of Remains.

3.2.1. Un-embalmed Remains: Remains shall be refrigerated at 36-38 degrees F (2.2-3.3 degrees C) until disposition instructions have been received from PADD.

3.2.2. Processing of Remains: The embalming shall ensure complete disinfection and preservation of all tissue. Additionally, when the condition of remains allow, all efforts shall be made to restore remains in accordance with (IAW) paragraph 3.2.5 to facilitate viewing.

The contractor shall ensure that cosmetics are applied to the deceased and that the remains are dressed or wrapped, casketed, and transported as requested by the MSR.

3.2.3. Chemical Preservative Preparation: Arterial, cavity, and other embalming chemicals shall be used in the treatment of all remains IAW paragraph 6 of this document.

3.2.4. Reprocessing of Remains: When remains are received at the receiving funeral home and require additional/corrective preparation or restoration, all discrepancies shall be documented by the embalmer and corrected as requested by the MSR.

3.2.5. Restorative Art: Restorative art is defined as care of the deceased to recreate natural form and color of facial features to meet funeral industry standards for the family to view the deceased.

3.2.5.1. Minor restorations include, but are not limited to, correcting a misaligned fracture, hypodermic tissue building, reduction of swelling, sub-tissue surgery (mouth or eye), waxing (lips, abrasions, sutures or razor burns), suturing clean cuts, small hair replacements (eyebrow, eyelash, or temporal hair), bleaching and concealing minor discolorations or removal and restoration of fever sores (scabs). Consent to proceed with procedures must be obtained from signature on DOD disposition form.

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

3.2.5.3. Semblance of limbs. The contract funeral home shall not undertake the creation of the semblance of limbs without express written authorization on the DOD Advanced Restorative Art form, from the person with authority to direct or effect disposition. A copy of the written authorization shall be placed in the deceased’s casualty/mortuary file.

4. Classification of Remains:

4.1. General: The contract funeral home embalmer shall make a recommendation to the Service Mortuary Representative or MSR regarding view ability of the deceased. Remains shall be classified in one of three categories: viewable, viewable for identification only, or non-viewable. View ability recommendations have sub- classification listed in paragraphs below.

Every attempt shall be made to restore remains to a natural form and color that permits the person with the authority to direct or effect disposition to make the decision on whether the casket should be open for viewing.

4.1.1. VIEWABLE. Face and hands have minor or no trauma, edema, dehydration, or discoloration. Remains may be fully restored to a natural color and form. The condition of the remains allows for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition.

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

4.1.3. NON-VIEWABLE. Remains may or may not be fully intact; and may manifest extreme trauma, edema, dehydration, discoloration, or decomposition. Remains may not be restored to an appearance suitable for visual recognition. Condition of remains may not allow for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition.

4.1.3.1. HEADWRAP. Remains are categorized as such when they are categorized as non-viewable with the face or head having severe trauma, edema, dehydration, or discoloration where restoration to a condition of viewable recognition is not possible. However, the condition of remains allows for dressing in uniform or other clothing selected by the person with the authority to direct or effect disposition. The head wrap shall be accomplished IAW the Air Force Standards.

4.1.3.2. FULL BODY WRAP. Remains that are categorized as non-viewable. The remains may not be intact or have sustained severe trauma, edema, dehydration, or discoloration where restoration to a condition of viewable recognition is not possible. The full body wrap shall be accomplished IAW paragraph 6.7.2.2.

5. Preparation of Remains:

5.1. General: Mortuaries and funeral homes under contract to provide mortuary services shall prepare and embalm the remains of all entitled personnel unless embalming is expressly prohibited in writing by the person authorized to direct or effect disposition. Frequently, final disposition of processed or reprocessed remains may not be affected for a period of 10 days or more or the remains may be subjected to extreme weather conditions, or the remains may be transported over long distances. All remains, whether viewable or non-viewable, require embalming techniques and procedures to accomplish maximum disinfection, preservation, and restoration of all body tissues. The following procedures shall be accomplished in the course of processing or reprocessing all viewable remains, and to the extent possible, non-viewable remains.

5.1.1. 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.

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

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

5.1.4. Grooming: For military personnel, male facial and scalp hair shall be washed and groomed to conform to military standards unless expressed otherwise in writing by PADD.

Fingernails shall be cleaned and trimmed. For non-military personnel, the MSR shall check with the family to ascertain personal preferences.

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

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

5.1.7. Damaged Tissue: The embalmer shall determine when during the preparation process ulcerated, burned, and necrotic tissue, and/or bedsores, shall be excised and/or treated either by hypodermic injection or by cavity pack application of deodorizing/preserving chemicals.

There shall be no offensive odors present when the remains are placed in the casket.

6. Embalming of Remains:

6.1. Preparation of Viewable Remains: To obtain optimum results, a thorough pre-embalming case analysis shall be completed. At a minimum, a six-point arterial injection using carotid, axillary or brachial and iliac or femoral arteries with multi-site drainage shall be accomplished. The only exception to this requirement is in the absence of a limb or the head.

The arterial chemical solution injected into the remains shall contain a minimum 5% concentration, by volume, of aldehyde or aldehyde derivative preservative agent(s). The total volume of arterial solutions injected shall not be less than 1 gallon per 50 pounds of body weight. Unless the decedent is edematous, a humectant must be added in equal volume to the arterial chemical, in the total fluid solution injected into the head and arms. It is permissible for a humectant based arterial chemical to be used in lieu of humectant additive being incorporated into the total fluid solution. For non- autopsied cases, the thoracic, abdominal, male genitals, and cranial cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 36 index (%) or greater. A minimum of 16 ounces of cavity chemical must be injected into the thoracic cavity, and a minimum of 16 ounces in the abdominal cavity and male genitals, and a minimum of 2 ounces of cavity chemical to ensure preservation of contents of the cranial cavity, having a 36-index (%) or greater. Hypodermic injections, packs, or other special treatments shall be accomplished, to assure the disinfection and preservation of all body tissues. A lanolin-based (or comparable) massage cream shall be applied on the face and hands to prevent dehydration.

6.2. Preparation of Non-viewable Remains: To obtain optimum results, a thorough pre-embalming case analysis shall be completed. At a minimum, a six-point arterial injection using carotid, axillary or brachial and iliac or femoral arteries with multi-site drainage shall be accomplished. 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 solutions injected shall not be less than 1 gallon per 50 pounds of body weight. All body areas shall be further treated by means of hypodermic injection using undiluted cavity chemicals having a 36 index (%) or greater. In addition, packs, special gels and/or dry sanitizers shall be used, as required, to ensure preservation, prevent leakage, and eliminate all offensive odors. The thoracic, abdominal, male genitals, and cranial cavities shall be thoroughly aspirated and injected with full-strength cavity chemicals having a 36 index (%) or greater. A minimum of 16 ounces of cavity chemical must be injected into the thoracic cavity, and a minimum of 16 ounces in the abdominal cavity and male genitals, and a minimum of 2 ounces of cavity chemical to ensure preservation of contents of the cranial cavity, having a 36- index (%) or greater. When arterial injection and/or cavity treatment is not possible, all articulated and disarticulated anatomical portions shall be thoroughly disinfected and preserved via hypodermic injection and accessory chemical embalming techniques. Immersion and/or hypodermic-injection with a trocar and/or syringe and needle, using full strength cavity chemicals 36-index (%) or greater is acceptable. Surface applications of liquid, gel, or dry sanitizers and preservatives is also required to supplement primary needle and/or hypodermic injection techniques.

6.3. Autopsied Remains: If a partial or complete autopsy is performed, a 6-point injection with multisite drainage shall be accomplished, using the arterial chemical solutions requirements as specified in paragraph 6.1., viewable remains or paragraph 6.2., non-viewable remains.

Hypodermic-injection of the thoracic and abdominal walls; back, buttocks, male genitals, shoulders, vertebral column with an undiluted cavity chemical having a 36-index (%) or greater is required. The scalp shall be injected by syringe and needle with the chemical solution used for the arterial injection. The internal organs (viscera) from remains that had a cranial, thoracic and/or abdominal examination, shall be removed, cut into sections not greater than 2 x 2 inch and immersed in an undiluted cavity chemical having a 36-index (%) or greater, for a minimum of 2 hours. The inner surfaces of the body cavities shall be given a liberal application of gel aldehyde or aldehyde derivative preservative. The preserved organs are to be placed into thoracic or abdominal cavities and liberally coated with aldehyde or aldehyde derivative preservative and drying compound (hardening compound). When a cranial autopsy is performed, the vertebral and internal carotid arteries must be sealed, the cranial cavity shall be packed with cotton and the calvarium secured by cranial clamps or wiring. The scalp shall be replaced over the calvarium, the incision tightly and neatly sutured to avoid leakage and unnatural appearance. The color of the suture cord should blend with the deceased’s hair.

6.4. Treatment of Scalp (Viewable Remains): If the scalp was shaved because of medical treatment or surgery, processing or reprocessing shall be accomplished as specified for viewable remains, after which the cranium shall be wrapped with gauze or equivalent in a neat and professional manner. The Services retain the ability to use an authorized uniform hat or beret, in lieu of gauze wrap. For remains requiring a partial head wrap the remains will be prepared IAW paragraph 6.1. The embalmer will ensure the tissue is firm, dry, and thoroughly preserved. The wrapping will be accomplished IAW paragraph 6.7.2.1. but will be limited to covering the affected area of trauma providing the possibility of viewing if desired by the person with authority to direct or effect disposition.

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

6.6. Wounds, stains and discolorations: All lacerations, abrasions, incisions, excisions, and burn wounds shall be sealed and/or sutured to prevent leakage. Swollen or distorted features shall be reduced to normal contours. Applying packs and/or needle injections may be used to chemically bleach ante mortem/postmortem stains. On viewable areas, masking cosmetics may be used to render stains/discolorations as non- detectable.

6.7. Dressing Remains: The person with authority to direct disposition shall be consulted and provided with the opportunity to determine how the deceased is to be dressed to include clothing, or which is to be displayed upon the top of wrapped remains, as the situation dictates. The contract funeral home providing mortuary services shall be provided with the clothing selected. Prior to dressing, all remains shall be placed in a white, opaque, or clear leak proof protective undergarment (one-piece plastic garment used to cover the entire body from the neck down to include the feet). There shall be no stains or leakage visible on viewable deceased person. Drying powder and/or preservative powders will be placed inside the protective undergarment to absorb any possible leakage or odors.

6.7.1. Viewable: Remains that have been processed or reprocessed as outlined in 6.1. shall be dressed in the clothing provided by the MSR.

6.7.2. Non-viewable with Full Body Wrap: Remains that have been processed or reprocessed as outlined in paragraph 6.2. will be draped in the clothing provided by the MSR. Trauma that is isolated to a specific area will 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 IAW paragraph 6.7.2.1.

6.7.2.1. Head Wrap. During the embalming process, the tissue shall be prepared to present as natural a head shape as possible once the head wrap process is complete. Required materials to accomplish the head wrap process include: two (2) clear or semi- transparent plastic (.78 mil or greater liner bags approximately 24” by 23”; 2” white surgical tape or 2” clear strapping tape; 12 yards of 4.5” (Sterile or Non-sterile) gauze bandage (approx. 3 rolls); cotton prep towels; (sterile or non-sterile) absorbent cotton or absorbent sheet product. Prior to beginning the wrapping process, all tissue and hair shall be rendered as dry as possible. Wrapping shall be accomplished as follows: The embalmer will place one clear or semi-transparent bag over the head and tuck down into the full-body, plastic garment, as required in paragraph 6.7. Ensure all air is removed from the bag before it is secured at the base of the neck with tape. Taping the bag around the forehead, over the nose and over the chin may provide a more aesthetically pleasing shape. The embalmer will place a second clear or semi-transparent bag over the head and repeat the above steps, taking care not to lose shape of the facial features, if present. A minimum of three (3) strips of gauze bandage will be prepared side by side, overlapping .25 inch and centered over the crown of the head extending to the base of the skull and the base of the chin. The bandage will be tightly stretched and unobtrusively secured by tape. Beginning at the natural hairline on the left side of the head, the embalmer will secure the end of gauze bandage roll. Once secure, the gauze bandage will be wrapped around the head, overlapping the previous row of bandage by one half the width of the gauze bandage. This is done to ensure no visibility of the underlying plastic bag or to present a neat and professional appearance. The gauze bandage will continue to be wrapped around the head, down the neck until it reaches the base of the neck and will be secured with white surgical tape. The remains should then be dressed IAW paragraph 6.7., ensuring no tape is visible above the collar of the shirt or blouse.

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

6.7.2.2.1. Wrapping shall be accomplished as follows: Polyethylene sheeting (5 mil or greater) and a wool blanket shall be furnished by MSR. The military wool blanket shall be spread on the dressing table with opposing corners at the head and foot ends of the table. The blanket is then covered with white cotton sheet followed by a sheet of polyethylene. Cotton strips are laid down the center of the plastic sheet and liberally coated with a preservative/drying compound (hardening compound). The dorsal side of the remains shall be coated with a gel preservative and then laid on top of the prepared wrapping material on the dressing table. The ventral side of the remains shall be liberally coated with a preservative/drying compound (hardening compound). 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 sheet, white cotton sheet and wool blanket shall be uniform, with the head and foot ends folded in first.

6.7.2.2.2. The wrapping material on the left side of the remains shall be folded to the right.

The right side then folded to the left side of the remains shall be secured with tape or pins, as applicable and described below. All seams in the polyethylene sheeting shall be sealed with nylon filament packing tape, to ensure no odor and/or fluid is emitted from the wrapping.

When necessary, in extreme cases, duplicate layers of polyethylene sheets may be used. The white cotton sheet is then wrapped around the polyethylene-sheathed remains, secured with large safety pins (silver in color, 2-3 inches) placed no more than 4 inches apart. The wool blanket is then wrapped around the white cotton sheet, which shall have as few creases as possible, and secured with large safety pins placed no more than 4 inches apart. A tag identifying the deceased shall be attached to the foot end of the wrapped remains bearing the deceased name, rank, last four of the social security number or common access card (CAC) identification number, and date of death.

6.8. Cosmetics shall be applied only in the amount necessary to produce natural color and texture.

For female Service members the cosmetics will conform to military standards unless expressly requested otherwise in writing by the PADD.

6.9. Embalmer Evaluation: The embalmer (contractor) processing or reprocessing the remains shall critically inspect and evaluate the completed treatment to ensure all remains are effectively disinfected, uniformly preserved, and shall arrive at its destination in satisfactory condition. The MSR shall authorize delivery or shipment of remains when assured the services and supplies furnished by the contractor, including the signed DD Form 2063 (Record of Preparation and Disposition of Remains, CONUS), meets this PWS.

6.10. Placement in Casket: Remains shall be placed in the casket that creates an appearance of rest and repose. The position of the remains must be maintained during transit. When remains are prepared for shipping, body positioning devices may be placed around the remains to prevent shifting. Only positioning devices available from funeral service suppliers are authorized for use.

A piece of plastic shall be placed between the decedent’s head and the pillow. A piece of plastic shall be placed under the hands, for transit, to ensure cosmetics are not transferred onto the uniform or clothing. When white gloves are utilized, no plastic is required under the hands. A clean piece of tissue shall be placed over the face. The casket should be of sufficient size to prevent the appearance of crowding and cramping. The deceased’s head, hands, and face shall be protected during transit. When an oversize casket is used the preparation facility will notify MSR.

6.11. Remains shall be inspected as follows: before and after embalming, after dressing, and after placement of remains in a casket. Failure to pass these inspections shall require the contractor to remove the remains from the casket and perform one or more of the following services as requested by the MSR: a.) additional disinfectant or preservative treatment, b.) re-dressing or rewrapping, c) Change or add decorations or insignia related to military procedures or d.)

placement of remains in new casket when the original casket is defective.

6.12. When the MSR directs corrective action, the contractor shall perform the corrective measures and other required services again at no additional cost to the Government.

7. Transportation of Remains:

7.1. Removal: The contractor shall transport remains in a funeral coach, or appropriate first-call vehicle, from the place where death occurs, from where remains are released by convening medical authority, or from place designated by the MSR. The transportation shall occur within the timeframe and schedule determined by the MSR to the correct establishment for performance of processing and reprocessing.

7.2. Prior to transport of the casketed remains, the adjustable bed shall be lowered to the bottom of the casket. The locking tube cap or memorial cap shall be removed prior to air shipment. A casket key shall be provided for all international shipments.

7.3. Encasing Casket for air transport. The casket shall be placed in a new outer shipping container.

All shipping documents shall be affixed to the outside of the shipping container. The casket shall be flag draped prior to being placed in the air tray for all military personnel.

7.4. Overland transportation of casketed remains. The casketed remains shall be placed in a funeral coach foot first for movement. For all military personnel, the casket shall be flag draped prior to transport.

7.4.1. Delivery of casket remains: Remains shall be transported in a funeral coach to a place designated by the person with authority to direct disposition. This includes the following: directly to a common carrier, the receiving funeral home, or to a government or non-Government cemetery. The vehicle carrying the remains shall arrive at the designated location at the time specified by the MSR.

7.4.2. Common Carrier: Remains shipped by common carrier shall be delivered to the airport IAW local airport/common carrier requirements. The remains shall be at the airport no later than 2 hours prior to departure. Transfer from the preparing mortuary facility to a common carrier shall be in a funeral coach.

7.5. Employee Attire: Personnel providing any transportation of the remains shall be dressed in business attire.

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

8.1. The preparing facility representative shall provide current permits and licenses issued by legal authority to inter or transport remains (e.g. Burial/Transit Permits). One copy shall be provided to the MSR at the time the remains are inspected for acceptance by the MSR.

8.2. The preparing facility representative shall submit all information and documents to the legal authority authorized to issue death certificates.

8.2.1. The preparing facility representative shall obtain 15 certified copies of the death certificate from the issuing authority and shall provide the copies to the MSR within 15 business days of being issued.

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

8.2.3. The preparing facility representative shall provide two copies of any other official document(s) issued in conjunction with the death (e.g., medical examiner) to the MSR.

9. Sheltering of remains:

9.1. The Government may, at no additional charge, require the preparation facility to hold the remains for an additional time period; not to exceed 72 hours from the final inspection completed.

10. General Information

10.1. The funeral home shall be currently licensed to conduct and provide funeral services IAW State laws; possess business license IAW local and state laws; and employs licensed funeral directors and licensed embalmers IAW State laws.

10.2. The funeral home shall be in an area that provides the safeguarding of the remains being processed at the facility, and the safety of the personnel visiting the facility. It must be within a 10-mile radius of Wright-Patterson AFB, OH.

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

10.6. The establishment should have a reposing room and remains storage facilities that are not accessible to the public. The establishment should have music equipment, office facilities, and equipment for religious services.

10.7. The contractor shall meet the standards of service within the established timeframe permitted. Contractor must have the capability to obtain additional assistance in an emergency if there is a death that occurs outside business hours. The caskets and outer shipping containers provided by the contractor must conform to the commercial item descriptions included in Appendix C.

10.9. The contractor shall comply with the requirements of the Armed Services Specifications for the Care of Remains contained herein.

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

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

10.12. The MSR will generate Department of Defense (DD) Form 2063 and take it to inspection of remains for embalmer review and signature.

11.0. Quality Control Plan

11.1. The contractor shall establish a quality control plan to ensure the requirements of the contract are provided as specified. One copy of the Contractor’s Quality Control Plan shall be provided to the contract officer within 5 business days after award of the contract. The contractor shall provide an updated copy to the contracting officer for review and approval as changes occur. The program shall include, but not be limited to, the following:

11.2. An inspection system covering the services stated in the Services Summary (SS). It must specify areas to be inspected on a scheduled or unscheduled basis and the title of the individual who shall perform the inspection.

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

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

12. Performance Evaluation Meetings.

12.1. A contract representative shall meet with the MSR and/ or contracting officer as requested during the first months of the contract.

12.2. Meetings with the contracting officer and MSR shall be as often as necessary thereafter as determined by the contracting officer.

12.3. The written minutes of these meetings shall be signed by the contractor’s representative, contracting officer and MSR. Should the contractor not concur with the minutes, the contractor shall state in writing and submit information to the contracting officer any areas wherein the contractor does not concur.

Figure 13.0. Services Summary

Performance Objective

PWS

Paragraph

Performance Threshold

Method of Surveillance

Remedy

S-1 Facility provided is In compliance with licensing, state laws, and licensed

PWS Appendix B

1.6 and 2.1

100% 100% Inspection 5% of call order

SS-2 Funeral Home Plan is in compliance with all requirements

PWS Appendix B 100% 100% Inspection 5% of call order

SS-3 Correctly performed hygienic practices

PWS para 3.1 Appendix B 1.1.

100% 100% Inspection 5% of call order

SS-4 Transportation of remains correctly performed

PWS para 7. 100% 100% Inspection 4% of call order

SS-5 Properly dressing remains

PWS para 6.7 100% 100% Inspection 4% of call order

SS-6 Correct Placement of deceased in casket

PWS para 6.10 100% 100% Inspection 4% of call order

SS-7 Proper procedure for encasing casket for airport

PWS para 7.3 100% 100% Inspection 25% of call order

SS-8 The casket is in conformance with the Commercial Standard Description

Appendix C 100% 100% Inspection 39% of call order

SS-9 Caskets delivered within timeframe specified

PWS Appendix B. 1.8

100% 100% Inspection 5% of call order

SS-10 Delivery(s) of remains are correctly performed

PWS para 7.4 100% Customer Complaint

4% of call order

Services Summary: *Note – Total deduction may not exceed 100% of call order* The procedures in the Inspection of Services Clause will be used to remedy all deficiencies

13.1. Payments to the contractor per remains shall be reduced for unacceptable performance using the following methods:

13.1.1. If performance of any required service is unacceptable, an amount of money up to the unit line-item price multiplied by the percentage of the service found to be unacceptable shall be deducted.

13.1.2. The amount of money to be deducted for unacceptable performance shall be computed as follows:

13.1.3. For areas surveyed, total unit line-item price multiplied by the percentage of the function represented by the required service.

13.1.4. For example: if hygienic practices are unacceptable (Performance objective of 100% not met) And: contract price is $500 per unit

And: hygienic practices deduction percentage is 5 percent Then: deduction from the current invoice is:

Contract Price x Percentage Deduction = Amount Deducted; or ($500 x .05) = $ 25

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

14. Government Furnished Items:

The Government shall provide the following items:

14.1. Department of Defense (DD) Form 2063, Record of Preparation and Disposition of Remains, (Preparation Room History). The MSR will generate and fill out the 2063. The MSR will take the 2063 to the inspection of remains and have the embalmer sign off on it.

14.2. Rubber or polyethylene sheeting (5mil or greater thickness), wool blanket, and pins required to wrap non-viewable remains that cannot be dressed.

14.3. Clothing is required for remains.

15. Contractor Furnished Items:

15.1. The contractor shall furnish all items required except for the Government furnished items listed in paragraph 14.

15.2. The contractor shall furnish the following:

15.2.1. Caskets. Commercial item descriptions are provided in Appendix C.

15.2.1.1. The casket furnished by the contractor for remains shall be inspected by the MSR and the contractor.

15.2.1.2. In the event a casket is found to be defective by the MSR, corrective action shall be taken as determined by the MSR.

15.3. Shipping Containers. Commercial item description is provided in Appendix C. The shipping container shall be inspected by the contractor prior to submitting the shipping container to the Government for acceptance

Appendix A - Terms and Definitions

A1. Terms and Definitions.

A1.1. Chemical preservative preparations. Arterial, cavity, and other embalming chemicals used in the treatment of all remains under this contract shall affect the maximum preservation and disinfection of all body tissues, including those associated with body cavities (internal organs).

A1.2. Funeral coach. A vehicle specifically dedicated and designed for conveying a deceased person.

A1.3. Human remains. The dead human body or portions thereof

A1.4. Non-viewable 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.

A1.5. 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 requested by the MSR.

A1.6. 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 MSR.

A1.7. 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.

A1.8. Service Mortuary Affairs Representative. The local government point of contact for mortuary affairs.

Appendix B - Funeral Home Plan

B1. Facilities, Vehicles, and Personnel.

B1.1. Standards and techniques: The contractor shall practice hygienic measures that provide complete and satisfactory disinfection and sanitation of the funeral establishment in compliance with OSHA standards. The contractor shall provide service and licensed embalmers to process (embalm) or reprocess any remains on a timely basis. Interns (apprentices) may be used to assist but must be accompanied by the licensed embalmer IAW applicable State regulations. All supplies and technical procedures shall conform to standards and professional techniques acceptable to the funeral service industry. Embalmers shall utilize any or all optimal techniques available to ensure complete and adequate treatment of remains.

B1.2. Preparation room requirements. The minimum requirements for the preparation room shall include, but not be limited to the following:

B1.2.1. The room must be large enough to accommodate and contain the minimum equipment and instruments to accomplish the preparation outlined herein, allow enough work area to perform the complete preparation of all remains, including dressing and casketing.

B1.2.2. Standard commercial embalming chemicals used for arterial and cavity injections, special purpose chemicals, preservative gel preparations, sanitizing, drying and preservative powdered preparations.

B1.2.3. The room shall be clean, orderly, and in compliance to conform to OSHA standards.

B1.3. Sheltering room. The contractor shall provide a sheltering room for remains. The room should be large enough to allow for the sheltering of remains and permit the preparation of other remains at the same time.

B1.3.1. The sheltering room should be large enough to accommodate at least two casketed remains awaiting transportation or disposition.

B1.4. Funeral coach. The funeral establishment shall provide a funeral coach for delivery of remains. The vehicle(s) shall be in good mechanical condition and appearance.

B1.5. Reception/Visitation Room. There shall be an area specifically designed for receiving visitors and holding a service. The furniture and furnishings shall present an appearance of cleanliness and be free of unpleasant odor and not have an appearance of excessive wear and tear.

B1.6. Licensing requirements. The funeral home establishment must be currently licensed and in good standing as required by State laws. Per the contract requirements, the contractor shall provide licensed staffing personnel to accommodate services (as required by law and funeral service industry).

B1.7. External appearance of Building

B1.7.1. The outside of the building and grounds shall present an appearance of clean and well maintained.

B1.7.2. The contractor shall provide adequate parking.

B1.8. Caskets. The contractor shall provide merchandise specified in Appendix C within 24 hours of being notified by the MSR of casket selection.

B1.9. Shipping containers (air tray or equivalent): Casket shipping containers furnished by contractors shall be wood-based and 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 the country involved. The MSR will provide guidance for overseas requirements.

Appendix C

Commercial Item Descriptions

C1.1. This section establishes commercial item descriptions for caskets and shipping containers.

C1.2. Metal Casket An 18-gauge steel, protective, half couch casket, standard adult size or other size as appropriate based upon the height and weight of the individual, in a satin or high gloss finish 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. It will also have an adjustable bed with a mattress and a pillow covered in matching or complimentary 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. The following caskets or their equivalents are acceptable for use when the PADD has selected ground interment or entombment in a mausoleum.

Manufacturer Name/Model Number Size Aurora Casket Co. 416 Butler (Silver) A04-115

614 Silver Haze V16-160 843 Butler (Silver) A08-166 1942 Trojan Gunmetal (Silver) A19-342

Standard Standard Standard Oversize

Batesville Casket Co Revere Silver N168 N80-845-D Revere Silver JH88 J30-825-D Platinum A638 A21-883-D Franklin Silver G718 G90-835-D

Standard Standard Standard Oversize

C1.3. Hardwood Casket.

A hardwood, perfection cut, half couch casket, standard adult size or other size as appropriate, constructed of solid wood stock sides with a finished dimension of at least ¾ inch thickness, in a satin or high gloss walnut finish. The bottom of the casket will be constructed of a solid wood stock with a finished dimension of at least ¾ inch thickness. The casket will be upholstered in a rose tan or other neutral color crepe, satin, or similar material. It will also have an adjustable bed with a mattress and a pillow covered in a matching or complimentary material. The casket will have a continuous fixed bar or swing arm handles. The following caskets or their equivalents are acceptable and may be utilized for interment.

Manufacturer Name/Model Number Size Aurora Casket Co. Imperial Poplar H441230 Standard

Batesville Casket Co. Arlington 4R98 4AD-840-HD Standard

C1.4. Shipping Containers (Air Tray or Equivalent): 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 the country involved.

Appendix D - Geographic Boundaries

AOR: STATES AND COUNTIES

IN ADAMS KY BATH KY LEE Ml ALPENA Ml OSTEGO IN ALLEN KY SELL KY LESLIE Ml ANTRIM Ml OTTAWA IN BARTHOLOMJ:W KY BOONE KY LETCHER Ml ARENAC Ml PRESQUE ISLE IN BLACKFORD KY BOURBON KY LEWIS Ml BARRY Ml ROSCOMMON IN BROWN KY BOYD KY LINCOLN Ml BAY Ml SAGINAW IN CARROLL KY BOYLE KY LOGAN Ml BENZIE Ml SANILAC IN CASS KY BRACKEN KY MADISON Ml BAERRIEN Ml SHIAWASSEE IN CLARK KY BREATHITT KY MAGOFFIN Ml BRANCH Ml ST. CLAIR IN CRAWFORD KY BRENKINRIDGE KY MARION Ml CALHOUN Ml ST. JOSEPH IN DE KALB KY BULLITT KY MARTIN Ml CASS Ml TUSCOLA IN DEARBORN KY BUTLER KY MASON Ml CHARLEVOIX Ml VAN BUREN IN DECATUR KY CAMPBELL KY MCCREARY Ml CHEBOYGAN Ml WASHTENAW IN DELAWARE KY CARROLL KY MCLEAN Ml CLARE Ml WAYNE IN ELKHART KY CARTER KY MEADE Ml CLINTON Ml WEXFORD IN FAYmE KY CASEY KY MENIFEE Ml CRAWFORD PA BEAVER IN FLOYD KY CHRISTIAN KY MERCER Ml EATON PA LAWRENCE IN FRANKLIN KY CLARK KY METCALFE Ml EMMET WV BOONE IN FULTON KY CLAY KY MONROE Ml GENESEE WV BROOKE IN GRANT KY CLINTON KY MONTGOMERY Ml GLADWIN WV CABELL IN HARRISON KY CUMBERLAND KY MORGAN Ml GRAND TRAVERSE WV CALHOUN IN HOWARD KY DAVIESS KY MUHLENBERG Ml GRATIOT WV CLAY IN HUNTINGTON KY EDMONSON KY NELSON Ml HILLSDALE WV DODDRIDGE IN JACKSON KY ELLIOTT KY NICHOLAS Ml HURON WV FAYmE IN JAY KY ESTILL KY OH Ml INGHAM WV GILMER IN JEFFERSON KY FAYETTE KY OLDHAM Ml IONIA WV HANCOCK IN JENNINGS KY FLEMING KY OWEN Ml IOSCO WV HARRISON IN JOHNSON KY FLOYD KY OWSLEY Ml !SABELLA WV JACKSON IN KOSCIUSKO KY FRANKLIN KY PENDLETON Ml JACKSON WV KANAWHA IN LAGRANGE KY GALLATIN KY PERRY Ml KALAMAZOO WV LEWIS IN MARSHALL KY GARRARD KY PIKE Ml KALKASKA WV LINCOLN IN MIAMI KY GRANT KY POWELL Ml KENT WV LOGAN IN NOBLE KY GRAYSON KY PULASKI Ml LAKE WV MARSHALL IN OH KY GREEN KY ROBERTSON Ml LAPEER WV MASON IN PULASKI KY GREENUP KY ROCKCASTLE Ml LEELANAU WV MINGO IN RANDOLPH KY HANCOCK KY ROWAN Ml LENAWEE WV OH IN R)PLEY KY HARDIN KY RUSSELL Ml LIVINGSTON WV PLEASANTS IN SCOTT KY HARLAN KY SCOTT Ml MACOMB WV PUTNAM IN SHELBY KY HARRISON KY SHELBY Ml MANISTEE WV RALEIGH IN ST. JOSEPH KY HART KY SMIPSON Ml MASON WV RITCHIE IN STARKE KY HENDERSON KY SPENCER Ml MECOSTA WV ROANE IN STEUBEN KY HENRY KY TAYLOR Ml MIDLAND WV TAYLOR IN SWITZERLAND KY HOPKINS KY TODD Ml MISSAUKEE WV TYLER IN UNION KY JACKSON KY TRIMBLE Ml MONROE WV WAYNE IN WABASH KY JEFFERSON KY WARREN Ml MONTCALM WV WETZEL IN WASHINGTON KY JESSAMINE KY WASHINGTON Ml MONTMORENCY WV WIRT IN WAYNE KY JOHNSON KY WAYNE Ml MUSKEGON WV WOOD IN WELLS KY KENTON KY WEBSTER Ml NEWAYGO WV WYOMING 1N WHITLEY KY KNOTT KY WHITLEY Ml OAKLAND KY ADAIR KY KNOX KY WOLFE Ml OCEANA KY ALLEN KY LARUE KY WOODFORD Ml OGEMAW KY ANDERSON KY LAUREL Ml ALALCONA Ml OSCEOLA KY BARREN KY LAWRENCE Ml ALLEGAN Ml OSCODA

Figure 13.0. Services Summary