PWS Mortuary Services - Draft.docx

PERFORMANCE WORK STATEMENT

Mortuary Services for Unclaimed Remains

DRAFT ONLY

1.0 GENERAL.

The Central Alabama VA Health Care System (CAVHCS) located at 8105 Veterans Way, Montgomery Alabama 36036 requires mortuary services for deceased Veterans. The Contractor shall provide facilities, equipment, licensed personnel, motor vehicles, and furnish professional services and requirements, supplies, caskets, urns, outer shipping containers, transportation, and perform hygienic practices necessary to support the handling and transportation of unclaimed remains. This requirement does not cover, and is not applicable to, deaths where the Veteran’s Next-of-kin (NOK) authorized to direct disposition of human remains, or where the person with authority to effect disposition of remains elects to make all arrangements for the disposition of human remains.

2.0 SCOPE.

The Contractor shall provide the facilities, professional services, management, labor, tools, supplies, equipment, and transportation necessary to provide funeral (mortuary) services to support handling the unclaimed remains of deceased veterans for the Central Alabama Veterans Health Care System (CAVHCS) on an as needed basis. All work (except cremation) will be at the Contractor’s funeral home accomplished within a 250-mile driving radius (area of performance) of CAVHCS and its facilities. The Contractor shall comply with the Department of Veterans Affairs (VA) requirements and specifications and federal, state, and local health laws, statutes, and regulations in the performing services identified in this Performance Work Statement (PWS).

2.1 Period Of Performance:

The term of this requirement will be for one base year with four, one-year option periods. The tentative period of performance is as follow:

2.2 Service Estimates: Based on past year services, the Government anticipates an estimated 10 each Mortuary Services/Burials Yearly. The quantities of supplies or services specified are estimates only. Except as may be otherwise stated, if the Government’s requirements do not result in orders in the quantities described as "estimated" or "maximum", that fact shall not constitute the basis for an equitable price adjustment.

3.0 PERFORMANCE REQUIREMENTS. The contractor shall furnish the materials ordered and perform the services processing, classification, restoration, preparation, dressing, and embalming/preservation of remains requested by the Contracting Officer Representative (COR) or designee as specified when the order is placed.

3.1 Time allotted to perform: The contractor shall respond to the request by picking up the remains within 3-5 hours of the request, depending on the location of the remains. The Contractor shall transport the remains to the Contractor’s facility and prepare the remains for disposition. The Government will provide the contractor with clothing for the remains as well as a United States Flag for burials.

3.1.1 Following the burial preparation, the remains and casket will be inspected by the COR or designee. Remains shall be available for Government inspection within 72 hours of the call for pickup.

3.1.2 Within 24 hours of the successful inspection by the Government, the contractor shall contact the National Cemetery to schedule a burial appointment. The contractor shall transport and deliver the remains to the National Cemetery at the appointed date and time for the burial.

3.1.3 The transfer of the remains to the cemetery as indicated by a written transfer (chain of custody/release of remains document) constitutes delivery and shall be provided to the COR or designee within 24 hours of completion of service.

3.1.4 Submittal of the chain of custody/release of remains document and all required documents (para 3.4 of PWS) constitutes completion of the order.

3.2 Permits/License: The contractor shall provide proof of license for the establishment and funeral home director(s), prior to commencing any work under this contract and as renewed. Contractor will provide the necessary transit permit. Permits covering burial, cremation, or removal of the body are to be secured and paid for by the Contractor.

3.3 Transportation / Contractor Vehicles: The Contractor shall transport remains from the place where death occurs, from where remains are released by convening medical authority, or from any place designated by the COR to the place where processing, reprocessing, or cremation is to be performed. The transport vehicle must be a funeral coach, or appropriate first-call vehicle equipped for transporting human remains. All Contractor vehicles utilized for this requirement must be insured and maintain a current state vehicle registration. The Contractor is responsible for ensuring personnel used to transport remains has a valid state driver’s license to operate in the state transport is conducted.

3.4 Documents: The preparing contract facility representative shall obtain the necessary permits, licenses, and documentation issued by legal authority to inter, cremate, or transport remains (e.g. Burial/Transit Permits) and provide one copy to the COR prior to commencing services. The Contractor shall submit the necessary information and documents to the legal authority that is authorized to issue death certificates.

3.4.1 The Contractor shall obtain 5 certified copies of the final death certificate from the issuing authority, and shall provide them within 10 business days of being issued to the COR. In the event a supplemental or amended death certificate is issued, the preparing contract facility representative shall provide 5 copies of the final death certificate to the COR within 10 business days of being issued.

3.4.2 The Contractor representative shall provide 2 copies of any other official document(s) issued in conjunction with the death (e.g., medical examiner cremation authorization certificate, cremation certificate) to the COR.

3.5 Preparation of Remains: Each remain, viewable and non-viewable, requires variation in the embalming treatment to accomplish the optimum results. Preparation of remains shall be appropriate for the disposition services requested (burial or cremation) and in accordance with local and state policies and standards.

3.6 Autopsy Services: If required, as determined by the VA, autopsy transport services will be requested at the time services are ordered.

3.7 Burial Services: Unless determined otherwise by the VA, and so indicated at the time the funeral arrangements are made, the deceased will be buried in clothing furnished by the VA, the funeral director will furnish appropriate underclothing and hose.

3.7.1 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. The casket, at a minimum, should be sufficient strength to support the weight of an adult human body. Cardboard or pressed paper or similar materials are not acceptable. The pillow shall be turned over and a clean piece of cloth placed over the face. The casket shall be of sufficient size to prevent the appearance of crowding and cramping the remains. Contractor will ensure that a U.S. Flag (furnished by the VA) accompany and drape the casket at the time of funeral service. The remains shall be carefully and professionally placed in the type of vehicle authorized by the VA.

3.7.2 Cemetery: The burial plot, the marker, and services for opening and closing the grave, and placing the marker, will be furnished by the VA. The interment will be discussed at the time mortuary services are ordered, and mutually satisfactory arrangements will be made in regard to the services requested. The VA will notify the cemetery office of beneficiary death and expected interment, and the Contractor will follow up with the cemetery office provided by the Government. The contractor will notify the COR of anticipated burial arrangement.

3.8 Cremation Services: In the event cremation services are ordered by the COR, this service will include making all necessary arrangements with the crematorium and furnishing a suitable container (urn) for the cremated remains. The container will be placed in the cremation chamber for cremation.

3.9 Hygienic Standards: The preparing mortuary facility shall employ universal precautions, protective equipment, and other hygienic measures and techniques designed to accomplish concurrent and terminal disinfection and decontamination of the preparation room, dressing, and shipping areas, IAW applicable laws, regulations, ordinances, and codes.

3.10 Ethical Standards: The contractor is expected to perform the work in such a manner as to ensure services of the highest type, and thus eliminate any possibility of warranted criticism of the VA. In agreeing to perform mortuary services as required by the VA, the Contractor agrees that there will be no discrimination in types of cases handled because of race, gender, creed, or national origin of the deceased.

4.0 QUALIFICATIONS:

4.1 The Contractor funeral home is licensed to conduct and provide funeral (mortuary) services IAW State or Territory laws; possess a business license IAW local laws; and employs licensed funeral directors and licensed embalmers IAW State or Territory laws.

4.2 Establishment and persons performing services must not have any disciplinary action by a regulatory agency or licensing authority regarding the services under this requirement.

4.3 Hygienic Compliance with Federal and State laws: The preparing mortuary facility shall employ industry precautions, protective equipment, and other hygienic measures and techniques designed to accomplish concurrent and terminal disinfection and decontamination of the preparation room, dressing, and shipping areas, IAW applicable laws, regulations, ordinances, and codes.

5.0 INVOICES

Vendor Electronic Invoice Submission: Invoices will be submitted electronically to the Tungsten website at http:www.tungstennetwork.com/uk/en/. Tungsten direct vendor support number is 877-489-6135 for contract for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create and Invoice” within the how to guides. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VAFSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

· Tungsten Support, Phone: 1-877-489-6135. Website: http://www.tungstennetwork. com/uk/en/

· Department of Veterans Affairs Financial Service Center, Phone: 1-877-353-9791 Email: vafscched@va.gov

6.0 QUALITY CONTROL. The Contractor shall establish a complete quality control program to ensure 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 within 10 days of contract award. Provide an updated copy to the COR and Contracting Officer on the contract start date and as changes occur. The program shall include, but not be limited to, the following:

An inspection system covering the services specify areas to be inspected on a scheduled or unscheduled basis and the title of the individual who will do the inspection. A facility inspection shall be conducted a minimum of once yearly.

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

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

Performance Evaluation Meetings. The manager or owner shall meet with the COR and Contracting Officer as requested.

Meetings with the Contracting Officer and COR shall be as often as necessary thereafter as determined by the contracting officer.

The written minutes of these meetings shall be signed by the Contractor or his or her manager, contracting officer, and COR. 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.

7.0 QUALITY ASSURANCE

The Contractor shall be subject to all performance requirements listed herein. Contractor performance will be monitored by the Government using the standards as outlined in the PWS and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP) as summarized below to determine whether Contractor meets contract performance.

Exercise of Options - Performance will be considered when determining whether to continue services.

Termination for Cause for default by Contractor or failure to comply with terms and conditions.

Direct Observation

Periodic Inspections