SOW Mortuary- Burial Services.pdf

MORTUARY SERVICES

STATEMENT OF WORK

Subject:

The Federal Bureau of Prisons, Field Acquisition Office in Grand Prairie, Texas, intends to make a single award of indefinite delivery requirements type contract with firm fixed pricing to a firm for the provision of mortuary services as prescribed below for the Adult in Custody (herein after referred to as AIC) population at Federal Medical Center (FMC) located in Lexington, Kentucky. General information regarding the BOP is located at www.bop.gov.

Place of Performance:

Mortuary services will be performed at the contractor’s funeral home.

Schedule:

These services are a contractual agreement. The services will be provided on an as needed basis with the contractor. Telephone calls will be made to the contractor from the Contracting Officer or his/her designee only. The contractor must be available for telephone calls 24 hours a day, 7 days a week, to include holidays.

Qualifications:

The contractor must be properly licensed to perform both burial and embalming, in the State of Kentucky (following Kentucky Administrative Regulations (KAR) Title 201 Chapter 015, Regulation 110). The contractor must agree that the quality of all materials and services furnished will not be inferior to the specifications. All state and interstate shipment laws relating to the embalming, preparation, burial, and shipment of the body must be fully observed and complied with, and in any case wherein the state law contains Requirements more rigid than the requirements set forth herein, such laws will be controlling.

The contractor will also maintain insurance necessary to cover all potential losses. The contractor will hold harmless FMC Lexington from all third-party claims that may arise from the operation of this contract.

Supplies and Equipment:

All supplies will be provided by the contractor.

Description of Duties:

Provision of mortuary services may include, but is not limited to transportation, embalming, body preparation, clothing, filing of certificates and permits, casket, shipping, cremation, and burial services.

Mortuary services shall be performed for the male and female AIC population housed at the Federal Medical Center (FMC) Lexington, located at 3301 Leestown Road, Lexington, Kentucky 40511, who become deceased during incarceration.

SEQUENCE OF EVENTS FOLLOWING THE DEATH OF AN AIC

The contractor will be contacted by the contracting officer or his/her designee and notified of an AIC death. The contracting officer or his/her designee will provide the contractor with the AIC’s name and location of the body. Within four hours of notification, the contractor will pick the body up at FMC Lexington, a local community hospital, or the Medical Examiner’s Office. Once the body is released, the contractor shall contact FMC Lexington to ensure there are no religious practices of the AIC that may be violated in reference to embalming or body preparation. The contractor shall transport the body to a funeral home for embalming and body preparation and transport the remains to the contractor’s funeral home in a suitable closed conveyance. The contracting officer or designee will notify the contractor of final arrangement to be made: 1) local burial, 2) cremation, or 3) shipment of remains. After embalming and dressing the contractor shall transport the body to the railway station, air terminal, or local cemetery as directed by the Contracting Officer.

http://www.bop.gov/

Note: In the event the Medical Examiner’s Office is closed i.e. late hours and weekends the body may be picked up the following Monday to be transported to the funeral home for embalming and body preparation.

DISPOSITION OF DECEASED AIC

The contractor shall provide all material and services as follows:

The contractor shall observe and comply with all state and interstate shipment laws relating to the embalming, preparation, burial, and shipment of bodies must be fully observed and complied with, and in any case wherein the state law contains requirements more rigid than the requirements set forth herein, such laws will be controlling.

A. General. Mortuary services are defined as the following: Pickup of the deceased, embalming of the remains, preparation of the deceased, to include the appropriate casket, clothing, filing of certified death certificate, local transportation of remains, providing appropriate shipping containers for long distance shipment of the deceased, and any other requirements as described in this statement of work. The contractor shall pick up the body and transport it to the Medical Examiner’s Office in a suitable closed conveyance. The contractor’s vehicle may be subject to search. The contractor will be escorted by FMC staff to and from the area of the FMC where pick up is required. Upon written notification from the contracting officer that the body is ready for release from the Medical Examiner’s Office, the contractor shall transport the body to its mortuary or funeral parlor in a suitable closed conveyance. After embalming and dressing, the contractor shall transport the body to the air terminal, or local cemetery as directed by the contracting officer or designee. Cemeteries located within a 50-mile radius of the institution will be considered local cemeteries for local burial purposes unless the contracting officer specifies otherwise. The contractor shall secure or furnish all necessary papers and permits for shipment or internment.

Suitable space in the undertaking establishment shall be available for the performance of postmortem examinations when requested by the Government.

B. Burial Cases. There are, in general, two different types of burial cases. Each body shall be embalmed according to its condition and in a manner to ensure thorough preservation of all tissues. All body orifices shall be treated and closed in accordance with state laws. A post-embalming inspection of each body shall be made by the embalmer to determine whether the preservation is uniform and complete, or whether further treatment is required. If further treatment is required, it shall be given before final delivery of the body. The body must be in an acceptable state of preservation at the time of final delivery.

1. Normal Cases. Appropriate when death has been due to disease or other causes, and where there has been little or no mutilation or breakdown of body tissue. For such cases, preservation shall be accomplished by a thorough cavity treatment. Standard preservative solutions shall be used for the arterial injections and cavity saturation.

2. Autopsied Cases. This will be where a partial or complete autopsy has been made to an extent which will not permit a normal arterial embalming operation. Sectional embalming shall be used to thoroughly preserve the body, including organs, and the inside of the body cavity shall be treated with a hardening compound. The cranial cavity shall be filled with plaster of paris or other suitable material and the calvarium securely replaced. All incisions shall be tightly sutured and treated to prevent leakage.

Note: The need for an autopsy will be determined by the Warden of FMC Lexington in writing. For those deaths at the institution, the coroner will be notified, and the body will be removed by the coroner. If an autopsy is deemed necessary, these costs will be handled separately by the institution.

C. Preparation of Body. The contractor shall provide complete embalming services will be performed including all standard practices to conform to applicable state laws.

a. A post-embalming inspection of each body shall be made by the embalmer to determine whether the preservation is uniform and complete, or whether further treatment is required. If further treatment is required, it shall be given before final delivery of the body. The body must be in an acceptable state of preservation at the time of final delivery.

b. The contractor shall restore the body to be as lifelike in appearance as is possible, including shaving face and neck, trimming hair of head, neck, and face, dressing hair properly, applying suitable cosmetics, performing derma-surgery and other restorative work as may be necessary. The body will be placed in the casket in such a manner as to create an appearance of rest and composure, and to ensure maintenance of position during shipment or local burial.

c. The contractor will furnish and dress the body in all appropriate clothing, including cotton undershorts and undershirts, regular length socks, manufactured burial suit of dark or conservative color with a necktie. Clothing for females will include suitable undergarments, hose, and a manufactured burial dress of conservative style and color.

D. Casket. A standard-sized casket, manufactured in accordance with minimum industry standards, shall be furnished as follows:

a. METAL. State perfection cut, 20-gauge steel shell, light copper or grey with no shading, lacquer finish, interior plain panel, ivory twill, no shirring, and matching color hardware (handles).

b. WOOD. Cloth covered, State perfection cut, ivory panel, solid shirred, silver hardware, manufactured in accordance with minimum industry standards.

c. Sealed Casket (Alternative). Metal, 20-gauge steel shell, constructed in accordance with industry standards of commercial practice, so as to form a hermetic seal which will prevent leakage or escape of odors when properly closed and sealed. This item to be furnished only when ordered, as in the case of death by communicable disease, to meet pertinent state or interstate regulations, or in cases of badly decomposed or odoriferous body.

d. When required due to the size of the deceased, an oversized casket shall be furnished without additional cost.

E. Outside Container. Each casket shall be furnished with one of the following types of outside containers, depending upon the type of service required.

In cases of shipment by air, either a commercial air shipping bag used by commercial airlines or an air shipment tray available for purchase and used by Funeral Directors shall be provided.

In cases of local burial, rules and regulations of the cemetery in which internment is made shall govern the type of container to be furnished. Unless otherwise specified, the outside container furnished shall be constructed of one-inch seasoned wood manufactured in accordance with the best modern practice. No handles will be required.

In cases of shipment by rail and/or foreign shipments, the outside shipping container shall be constructed of one-inch seasoned wood in accordance with the best modern practices and equipped with bolted handles complying with laws governing the same.

F. Shipping of Body. The contractor shall be responsible for scheduling shipping arrangements for transportation of the body. It is the policy of the BOP to pay for transportation to the AIC’s residence of record or place of trial. When shipment of the body is required, the contracting officer or his/her designee shall view and inspect the body prior to departure and take photographs. In all cases, the contractor will take a close-up, color, photograph of the upper half of the dressed, prepared, and casketed body and provide it to the health services department.

The contractor shall coordinate shipments to foreign countries. The contractor will also work with the contracting officer concerning shipment of each body to: 1) exchange information concerning the name, address and phone number of the receiving funeral home, 2) name and location of cemetery and date of burial, if known, 3) exchange information necessary to complete death certificates and other necessary legal documents, and (4) provide shipping arrangements to include times, dates, flight numbers, airlines, airports, airway bill number and cost. The contractor will notify the receiving funeral home concerning all shipping arrangements, while FMC staff will notify and communicate with the deceased AIC’s next of kin regarding burial/shipping details.

The following methods may be authorized for transportation:

Airline Transportation. If the location is such that transportation by air is beneficial to the Government, these transportation services will be required. The contractor shall coordinate the required shipping arrangements. Additionally, the contractor must ensure compliance with all federal regulations governing shipment of remains, for both domestic and international destinations. The Contractor will arrange and pay for all air freight to ship body to the designated location. The Contractor will be entitled to reimbursement of any associated costs. This cost will be a separate charge to the established prices in the Schedule of Items. The contractor will be required to submit detailed itemized invoices for payment with a copy of the air freight bill.

Ground Transportation. Instances where a transportation destination is local or when it is beneficial to the government, transportation by ambulance or hearse will be required. The contractor will be responsible for transporting the body in this manner. Transportation of the deceased will be considered local if the destination is within a 30-mile radius of FMC Lexington. Any mileage in excess of 30 miles will be paid at the rate established for the current contract year.

Rail Transportation. Shipment by rail will only be required when all other transport options have been exhausted.

CREMATION. If requested by the Government, or due to extended time between death and receipt of all necessary legal documentation, normal arterial embalming will be performed in accordance with all standard practices, conformance with applicable state laws and as outlined in PREPARATION OF BODY above. Prior approval will be obtained from the Government before embalming.

The contractor will be notified as soon as WRITTEN VERIFICATION from the legal next of kin has been received to authorize cremation. The contractor will provide for crematory services that conform to standard practices and all applicable state laws and shall ensure the identity of the remains. A standard container shall be provided that is sealed and capable of transportation through the USPS or other common carriers.

Shipment of remains to the next of kin will be made by either the contractor or the crematory, and will be sent first class, certified return receipt

NOTE: If the AIC died prior to the arrival of the next of kin for visitation purposes, the relatives will be allowed to view the body. The contractor will be required to allow up to fifteen (15) minutes for viewing the body at no cost to the Government.

The resultant contract will require the contractor to operate a limited system of records as identified for medical treatment documentation and require adherence to the Privacy Act of 1974. Death Notices will not be placed in any media type newspaper. The contractor shall not provide any information to sources other than the contracting officer or his/her designee. All requests for information shall be immediately referred to FMC Lexington.

G. Certified Death Certificates. The contractor shall provide three (3) certified copies of the death certificate to the Health Services Administrator at FMC Lexington along with an invoice for services rendered.

Local Burial

For provision of local burial services, a cemetery located within a 50-mile radius of FMC Lexington will be considered local. The contractor will notify the Contracting Officer’s Representative (COR) of the cemetery to be utilized for local burials within 10 days of award. When local burial services are ordered, an FMC Lexington chaplain will view the body prior to the burial, as well as conduct or supervise a brief grave-side ceremony. The contractor shall secure all necessary papers and permits for interment and work with the contracting officer and institution chaplain to schedule an acceptable time and date for local burial.

Muslim Burial

Muslim burials and the costs associated with the Muslim Rituals are allowed to be recouped.

Routine Audits

The contractor agrees to perform quarterly audits to ensure their staff are properly trained to identify, verify and process deaths to ensure the proper identification and service is provided for death cases.

AIC Management:

There may be an occasion where the contractor will be required to acquire the body from the institution. The contractor awarded this contract will not be subjected to frequent contact with AICs. As a contractor, you are not subject to Government supervision, except for security related matters. However, contractor performance will be closely monitored while in the institution.

Institution Security:

The contractor agrees to adhere to all regulations prescribed by the institution for the safety, custody, and conduct of AICs. The contractor will attend an orientation program prior to assuming institutional involvement. As mentioned, an occasion may arise that will require the contractor to enter the institution.

Release of Information:

After normal working hours and holidays, the Contracting Officer or Medical Duty Officer will provide the contractor with the AIC’s name, social security number, and location of the body. The institution staff will always be the first to notify the next of kin regarding the death of an AIC and will communicate the family’s wishes to the contractor. During normal working hours, the Contracting Staff or their designee will be the only personnel authorized to notify the contractor with the above information. The contractor shall not provide the news media with any information. The contractor must notify the Executive Assistant of any outside requests for information.

BASE YEAR: AWARD - 12 MONTHS

1. Death Certificates: (3 certified copies per burial)

Cost each $ x 45 (15 burials x 3 per) = $

2. Body Prep: (embalming, cosmetics)

Normal case $ x 10 (yearly estimate) = $

Autopsied case $ x 4 (yearly estimate) = $

3. Clothing: Conservative colored suits, with ties for males. Conservative colored dress for females.

Includes all necessary undergarments, socks, and shoes.

One set (male) $ x 13 (estimated only) = $

One set (female) $ x 1 (estimated only) = $

4. Professional Services To Include: Services of funeral director and staff includes, but is not limited to, staff to respond to initial request for service; arrangement conference with family; preparation and filing of necessary certificates and permits; recording vital statistics; preparation and placement of obituary notices; and coordination with those providing other services - clergy, cemetery, crematory, and others.

Service $ x 15 (estimate of burials) = $

5. Caskets (As Specified in Section A.7):

Wood $ x 2 (yearly estimate) = $

Standard Metal $ x 12 (yearly estimate) = $

Metal w/Hermetic Seal $ x 2 (yearly estimate) = $

6. Transportation: All necessary pickup and delivery associated with funeral. Price to be based on a per mile rate.

Per mile rate $ x 50 miles/burial x 15 burials = $

7. Shipping Containers:

Air Tray $ x 8 (estimated shipment within continental U.S.) = $ Seasoned Wood $ x 2 (estimated shipment within continental U.S.) = $

8. Cremation: Crematory services, container(urn), shipping charges.

Crematory services $___________ x 1 = $__________

Shipping charges $____________ x 1 = $___________

9. Local Burial: Local burial to include metal marker and transportation to local site in accordance with attached specifications. $_____________ x 4 = $__________________

TOTAL BASE YEAR: ___________________

OPTION YEAR ONE: 13 MONTHS - 24 MONTHS

Cost each $ x 45 (15 burials x 3 per) = $

2. Body Prep: (embalming, cosmetics)

Normal case $ x 10 (yearly estimate) = $

Autopsied case $ x 4 (yearly estimate) = $

3. Clothing: Conservative colored suits, with ties for males. Conservative colored dress for females.

Includes all necessary undergarments, socks, and shoes.

One set (male) $ x 13 (estimated only) = $

One set (female) $ x 1 (estimated only) = $

4. Professional Services to Include: Services of funeral director and staff includes, but is not limited to, staff to respond to initial request for service; arrangement conference with family; preparation and filing of necessary certificates and permits; recording vital statistics; preparation and placement of obituary notices;

and coordination with those providing other services - clergy, cemetery, crematory, and others.

Service $ x 15 (estimate of burials) = $

5. Caskets (As Specified in Section A.7):

Wood $ x 2 (yearly estimate) = $

Standard Metal $ x 12 (yearly estimate) = $

Metal w/Hermetic Seal $ x 2 (yearly estimate) = $

6. Transportation: All necessary pickup and delivery associated with funeral. Price to be based on a per mile rate.

Per mile rate $ x 50 miles/burial x 15 burials = $

7. Shipping Containers:

Air Tray $ x 8 (estimated shipment within continental U.S.) = $ Seasoned Wood $ x 2 (estimated shipment within continental U.S.) = $

8. Cremation: Crematory services, container(urn), shipping charges.

Crematory services $___________ x 1 = $__________

Shipping charges $____________ x 1 = $___________

9. Local Burial: Local burial to include metal marker and transportation to local site in accordance with

TOTAL OPTION YEAR #1: ___________________

OPTION YEAR TWO: 25 MONTHS - 36 MONTHS

Cost each $ x 45 (15 burials x 3 per) = $

2. Body Prep: (embalming, cosmetics)

Normal case $ x 10 (yearly estimate) = $

Autopsied case $ x 4 (yearly estimate) = $

3. Clothing: Conservative colored suits, with ties for males. Conservative colored dress for females.

Includes all necessary undergarments, socks, and shoes.

One set (male) $ x 13 (estimated only) = $

One set (female) $ x 1 (estimated only) = $

4. Professional Services to Include: Services of funeral director and staff includes, but is not limited to, staff to respond to initial request for service; arrangement conference with family; preparation and filing of necessary certificates and permits; recording vital statistics; preparation and placement of obituary notices;

and coordination with those providing other services - clergy, cemetery, crematory, and others.

Service $ x 15 (estimate of burials) = $

5. Caskets (As Specified in Section A.7):

Wood $ x 2 (yearly estimate) = $

Standard Metal $ x 12 (yearly estimate) = $

Metal w/Hermetic Seal $ x 2 (yearly estimate) = $

6. Transportation: All necessary pickup and delivery associated with funeral. Price to be based on a per mile rate.

Per mile rate $ x 50 miles/burial x 15 burials = $

7. Shipping Containers:

Air Tray $ x 8 (estimated shipment within continental U.S.) = $ Seasoned Wood $ x 2 (estimated shipment within continental U.S.) = $

8. Cremation: Crematory services, container(urn), shipping charges.

Crematory services $___________ x 1 = $__________

Shipping charges $____________ x 1 = $___________

9. Local Burial: Local burial to include metal marker and transportation to local site in accordance with

TOTAL OPTION YEAR #2: ___________________

OPTION YEAR THREE: 37 MONTHS - 48 MONTHS

Cost each $ x 45 (15 burials x 3 per) = $

2. Body Prep: (embalming, cosmetics)

Normal case $ x 10 (yearly estimate) = $

Autopsied case $ x 4 (yearly estimate) = $

3. Clothing: Conservative colored suits, with ties for males. Conservative colored dress for females.

Includes all necessary undergarments, socks, and shoes.

One set (male) $ x 13 (estimated only) = $

One set (female) $ x 1 (estimated only) = $

4. Professional Services to Include: Services of funeral director and staff includes, but is not limited to, staff to respond to initial request for service; arrangement conference with family; preparation and filing of necessary certificates and permits; recording vital statistics; preparation and placement of obituary notices;

and coordination with those providing other services - clergy, cemetery, crematory, and others.

Service $ x 15 (estimate of burials) = $

5. Caskets (As Specified in Section A.7):

Wood $ x 2 (yearly estimate) = $

Standard Metal $ x 12 (yearly estimate) = $

Metal w/Hermetic Seal $ x 2 (yearly estimate) = $

6. Transportation: All necessary pickup and delivery associated with funeral. Price to be based on a per mile rate.

Per mile rate $ x 50 miles/burial x 15 burials = $

7. Shipping Containers:

Air Tray $ x 8 (estimated shipment within continental U.S.) = $ Seasoned Wood $ x 2 (estimated shipment within continental U.S.) = $

8. Cremation: Crematory services, container(urn), shipping charges.

Crematory services $___________ x 1 = $__________

Shipping charges $____________ x 1 = $___________

9. Local Burial: Local burial to include metal marker and transportation to local site in accordance with

TOTAL OPTION YEAR #3: ___________________

OPTION YEAR FOUR: 49 MONTHS - 60 MONTHS

Cost each $ x 45 (15 burials x 3 per) = $

2. Body Prep: (embalming, cosmetics)

Normal case $ x 10 (yearly estimate) = $

Autopsied case $ x 4 (yearly estimate) = $

3. Clothing: Conservative colored suits, with ties for males. Conservative colored dress for females.

Includes all necessary undergarments, socks, and shoes.

One set (male) $ x 13 (estimated only) = $

One set (female) $ x 1 (estimated only) = $

4. Professional Services to Include: Services of funeral director and staff includes, but is not limited to, staff to respond to initial request for service; arrangement conference with family; preparation and filing of necessary certificates and permits; recording vital statistics; preparation and placement of obituary notices;

and coordination with those providing other services - clergy, cemetery, crematory, and others.

Service $ x 15 (estimate of burials) = $

5. Caskets (As Specified in Section A.7):

Wood $ x 2 (yearly estimate) = $

Standard Metal $ x 12 (yearly estimate) = $

Metal w/Hermetic Seal $ x 2 (yearly estimate) = $

6. Transportation: All necessary pickup and delivery associated with funeral. Price to be based on a per mile rate.

Per mile rate $ x 50 miles/burial x 15 burials = $

7. Shipping Containers:

Air Tray $ x 8 (estimated shipment within continental U.S.) = $ Seasoned Wood $ x 2 (estimated shipment within continental U.S.) = $

8. Cremation: Crematory services, container(urn), shipping charges.

Crematory services $___________ x 1 = $__________

Shipping charges $____________ x 1 = $___________

9. Local Burial: Local burial to include metal marker and transportation to local site in accordance with

TOTAL OPTION YEAR #4: __________________

OPTION TO EXTEND (NOT TO EXCEED 6 MONTHS):

Cost each $ x 24 (8 burials x 3 per) = $

2. Body Prep: (embalming, cosmetics)

Normal case $ x 6 (yearly estimate) = $

Autopsied case $ x 1 (yearly estimate) = $

3. Clothing: Conservative colored suits, with ties for males. Conservative colored dress for females.

Includes all necessary undergarments, socks, and shoes.

One set (male) $ x 6 (estimated only) = $

One set (female) $ x 1 (estimated only) = $

4. Professional Services to Include: Services of funeral director and staff includes, but is not limited to, staff to respond to initial request for service; arrangement conference with family; preparation and filing of necessary certificates and permits; recording vital statistics; preparation and placement of obituary notices;

and coordination with those providing other services - clergy, cemetery, crematory, and others.

Service $ x 8 (estimate of burials) = $

5. Caskets (As Specified in Section A.7):

Wood $ x 1 (yearly estimate) = $

Standard Metal $ x 5 (yearly estimate) = $

Metal w/Hermetic Seal $ x 1 (yearly estimate) = $

6. Transportation: All necessary pickup and delivery associated with funeral. Price to be based on a per mile rate.

Per mile rate $ x 50 miles/burial x 8 burials = $

7. Shipping Containers:

Air Tray $ x 6 (estimated shipment within continental U.S.) = $ Seasoned Wood $ x 1 (estimated shipment within continental U.S.) = $

8. Cremation: Crematory services, container(urn), shipping charges.

Crematory services $___________ x 1 = $__________

Shipping charges $____________ x 1 = $___________

9. Local Burial: Local burial to include metal marker and transportation to local site in accordance with attached specifications. $_____________ x 2 = $__________________

TOTAL OPTION TO EXTEND: __________________