SSN_USMCFP Springfield_Mortuary Services.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

MARKET RESEARCH QUESTIONNAIRE

MORTUARY SERVICES

USMCFP SPRINGFIELD

SPRINGFIELD, MISSOURI

The Federal Bureau of Prisons (BOP), Field Acquisition Office (FAO), is conducting market research in compliance with Federal Acquisition Regulation, Part 10. This requirement is for the provision of Mortuary

Services. The services will be provided at the USMCFP Springfield, located at 1900 West Sunshine Street, Springfield, Missouri 65807-2240. The Government intends to make a single award of an indefinite delivery/requirements type contract with firm fixed prices, consisting of one (1) base year and four (4) twelve-month option years, plus an optional six (6) month extension period at the unilateral discretion of the Government.

The NAICS code is 812210 (Funeral Homes and Funeral Services). The small business size standard is $12.5 million.

A draft copy of the Statement of Work is attached to this questionnaire for more specific details. Additional details will be forthcoming in the solicitation. A Government solicitation document for this requirement is being developed, of which a contract may or may not result. Market research is being conducted to determine interest and capability of potential sources for this requirement.

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY – Solicitations are not available at this time. This notice does not constitute a commitment by the Government. The information gathered from market research will be vital in the formation and set-aside status of the solicitation.

THIS IS A NOT A NEW REQUIREMENT – Services are currently in place for this requirement. The current incumbent is Triple Alliance Enterprises, Inc. dba Legacy Industries. The contract was awarded in October

2020, in the amount of $619,375.00 for a base year and four (4) one-year options. This contract is set to end on

March 31, 2026.

Please answer the following questions:

1. The North American Industrial Classification System (NAICS) code for Funeral Homes and Funeral Services is 812210, which sets the small business size standard at $12.5 million (below $12.5 million in gross revenues is considered small, above $12.5 million in gross revenues is considered large). Based on this standard, what is your business size, small or large?

______ Small ______ Large

2. Is your company eligible for participation in one of the following small business programs? If so, please indicate which programs below:

____ 8(a) program

____ Women-owned small business concern

____ Economically Disadvantaged Women-owned small business concern

____ Service-disabled veteran-owned small business concern

____ Hub-Zone small business concern

Mortuary Services – USMCFP Springfield

3. Is your company certified and licensed to provide these services in the state of Missouri?

_____Yes _____No

4. Can your company provide these services as either the Prime Contractor or as a Subcontractor:

_____ Prime Contractor _____ Subcontractor

5. If you are a small business, what level of subcontracting, if any, would your firm utilize? Services (except construction) require at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. _____ %

6. If you plan to subcontract any of the requirement, will your company be compliant with FAR 52.219-14?

_____Yes _____ No

7. Is your company able to provide readily available, qualified employees to fulfill USMCFP Springfield’s requirement as specified in the first paragraph? _____Yes _____No

8. Is your company registered in System for Award Management (SAM)? ____Yes ____No

**All potential quoters are advised if a solicitation is issued it will include the clause at FAR 52.204-7 (Oct 2018) for System for Award Management (SAM). This clause requires all contractors doing business with the Federal

Government after September 30, 2003, to be registered in the SAM database. If your company is not registered in

SAM, registration can be completed at: www.sam.gov

9. Can your company provide firm fixed unit pricing for future contract periods (for example: a contract with a base year and four option years, equaling a total of five years)? Please indicate the maximum number of years you can provide firm-fixed unit prices.

5 years 4 years 3 years 2 years 1 year only

10. The Federal Acquisition Regulations requires the following insurances policies: Workers’ Compensation and

Employer’s liability not less than $100,000; and General Liability no less than $500,000 per occurrence; and

Automobile Liability of at least $200,000 person, $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage. Are these rates and requirements consistent with regulatory requirements in

Missouri? ______Yes ______ No (If no, what are the standard rates per insurance?)

11. Are services of this type customarily available in the commercial marketplace? (Available to commercial business and industry or to the general public) ______Yes ______ No

12. How many calendar days does your company need to prepare a proposal resulting from this solicitation?

15 days 30 days 45 days 60 days

13. If awarded a contract, how many calendar days following an award would it take your company to begin providing services to the institution?

** Please note that all individuals providing services at the institutions must undergo a security clearance investigation. This investigation may take 30 calendar days or longer to complete.

Calendar days http://www.sam.gov/

Mortuary Services – USMCFP Springfield

14. The Federal Acquisitions Regulations requires the following clause in solicitations and contracts when design, development or operation of a system of records on individuals is required to accomplish the agency’s function:

52.224-1 Privacy Act Notification and 52.224-2 Privacy Act. Is this requirement consistent with regulatory requirements specified in the first paragraph? _____Yes _____ No

15. Does your company have an issue with the attached Statement of Work? _____ Yes _____ No

16. Has your company previously provided these types of services in a prison environment?

______Yes ______ No

17. Which of the following best describes your organization?

______ Non-Profit ______ Faith-Based ______ Corporation ______ LLC

18. Please furnish the following information in reference to your firm:

Name of Business: ________________________________________________

Address: ________________________________________________________

Point of Contact: _________________________________________________

Telephone Number: ________________________________________________

E-mail Address: __________________________________________________

UEI: ____________________ CAGE: ________________________

VENDOR WEBSITE:

I am extremely appreciative of the time you have taken to complete this questionnaire. Please email your response to me at sburke@bop.gov no later than November 04, 2025, at 10:00 am, EST.

Should you have any questions or concerns, please feel free to contact me.

Sincerely, Sarah Burke, Contracting Officer

Federal Bureau of Prisons

U.S. Armed Forces Reserve Complex

Field Acquisition Office

346 Marine Forces Drive

Grand Prairie, TX 75051

NOTE: The resulting solicitation will be distributed solely through the System for Award Management website at www.sam.gov.

Hard copies of the solicitation will not be available. The website provides downloading instructions to obtain all documents relating to the solicitation. All future information concerning this acquisition, including the pre-solicitation notice, solicitation, and any subsequent amendments, will be distributed solely through the website. Interested parties are responsible for monitoring the website to ensure they have the most up-to-date information about the acquisition.

mailto:sburke@bop.gov

Statement of Work Mortuary Services

USMCFP Springfield, Missouri

SUBJECT

The Federal Bureau of Prisons (FBOP), Field Acquisition Office (FAO), located in Grand Prairie, Texas intends to make a single award for the provision of Mortuary Services to a responsible contractor, in accordance with the stated requirements. These services shall be performed for the for the male, Adult in Custody (herein after referred to as

AIC) population at the United States Medical Center for Federal Prisoners (USMCFP) located at 1900 West

Sunshine Street, Springfield, MO 65807. General information regarding the Bureau of Prisons (BOP) and its facilities can be found at www.bop.gov.

SCOPE OF SERVICES

Upon notification by USMCFP Springfield of an AIC death, the Contractor shall provide, on a nondiscriminatory basis, mortuary services consistent with the requirements of this solicitation and the rules and procedures of the

USMCFP. This will include but is not limited to the removal of the body, local transportation, embalming and body preparation, clothing, casket, as well as professional mortuary services of federal AICs who have passed away during their time of incarceration. The Contractor must observe and comply with all local, state, and federal laws and regulations relating to transportation, embalming, preparation, burial, cremation, and shipment of bodies.

PERFORMANCE

The manner and the method of performing the tasks outlined in the statement of work are within the sole discretion of the Contractor who shall perform in accordance with professional standards according to local, state, and federal laws and regulations. The Bureau of Prisons has the sole discretion to determine the Contractor’s compliance with the contract.

DESCRIPTION OF WORK

Complete embalming services will be performed, including all standard practices to conform to applicable state laws. There are, in general, two different types of cases. Each body shall be embalmed according to its condition and in the 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.

After embalming and dressing, the Contractor shall transport the body to the air terminal of the indicated airline and airport, or local cemetery as directed by the Contracting Officer or his/her designee.

The Contractor shall secure or furnish all necessary papers and permits for shipment or interment. Suitable space in the undertaking establishment shall be available for the performance of postmortem examinations when requested by the Government.

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 preservation solutions shall be used for the arterial injections and cavity saturation.

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.

Autopsies must be performed by a licensed pathologist. A pathologist must have a current medical degree with a board certification in forensic pathology and maintain necessary certifications and/or licenses to perform autopsies in the State of Missouri.

Preparation of the Body:

The Contractor shall restore the body to be as lifelike in appearance as is possible in the individual case applying suitable cosmetics, performing derma surgery and other restorative work as may be necessary.

The Contractor will furnish and dress the body in all necessary clothing, including cotton undershorts and undershirts, regular length socks and manufactured burial suit of dark conservative color.

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 and local burial.

Review/Approval:

A Contracting Officer Representative (COR) will be appointed in this contract. The Contractor shall obtain approval from the Contracting Officer or designee prior to shipment of the remains to the final destination in all cases.

Additionally, the contractor will take a close-up, color photograph of the upper half of the dressed, prepared, and casketed body to be provided, via e-mail, to the Contracting Officer and/or designee for review and approval

BEFORE shipment to the final destination. Additional pictures shall be provided without delay upon request.

A standard casket, manufactured in accordance with industry standards or modern practices, shall be furnished as follows:

(A) Metal - State perfection cut, 20 gauge steel shell, light copper with no shading. Lacquer finish, interior plain panel, ivory twill, no shirring and cooper hardware.

(B) 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 is to be furnished only when contractor seeks authorized by the Contracting Officer, as in cases of death by a communicable disease, to meet pertinent state and interstate regulations, or in cases of badly decomposed or odoriferous body, or

(C) When required and approved by the Contracting Officer, due to size of the deceased, an extra-large casket shall be furnished.

Outside Container:

Each casket shall be furnished with the types of outside container required by industry standards. The type of container may differ depending on the mode of transportation required.

(A) In cases of shipment by commercial air, shipping bags used by commercial airlines or an air shipment tray available for purchase and used by Funeral Directors shall be provided. The contractor will arrange and pay for all air freight to ship the body to the designated location and ensure compliance with all federal regulations governing the shipment of the remains for both domestic and international destinations. The Contractor will be entitled to reimbursement of required costs after approval. The cost will be a separate charge to the established prices in the schedule of items. A detailed itemized invoice and copy of the air freight bill must be provided by the Contractor for payment. If the location is such that transportation by air is beneficial to the government, these transportation services will be required.

(B) In cases of local burial, rules and regulations of the cemetery in which interment is made shall govern the type of container to be furnished.

Shipment of Body:

In the event of an AIC death the same regulations apply as those for transportation for the AIC release. Per the

Program Statement for Release Gratuities, Transportation, and Clothing, the BOP pays for transportation to the

AIC’s residence of record or place of trial. If the AIC’s family wants the body returned to an alternate location, the family is responsible for pickup of the body from that point or directly from the burial services contractor. The following methods are authorized for transportation:

1. Air/Train Transportation. If the location is such that transportation by air or train is beneficial to the

Government, these transportation services can be acquired.

2. Ground Transportation. If the location is such that transportation by ambulance or hearse is beneficial to the

Government, the burial contract mileage rate will be the rate in the burial services contract.

Cremation:

Occasionally, the legal next of kin makes written request for cremation.

(A) 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 outlines in PREPARATION OF BODY. Prior approval will be obtained from the Government before embalming.

(B) Contractor will be notified as soon as WRITTEN VERIFICATION has been received authorizing cremation.

(C) 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.

(D) A standard container shall be provided that is sealed and capable of transportation through U.S. Mail or another common carrier.

(E) 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.

Body Viewing:

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

Local Burial:

In cases of local burial, rules and regulations of the cemetery in which interment is made, shall govern the type of container to be furnished. Unless otherwise specified, the casket shall meet the specifications of section (A) listed above.

In cases of local burial, cemeteries located within a 30-mile radius of the institution will be local for burial purposes unless specified by the Contractor. The Contracting Officer shall notify the Contractor in these cases. All necessary papers and permits for interment shall be secured or furnished by the Contractor.

Death Certificates:

The Contractor shall provide two (2) certified copies of the death certificate to the Contracting Officer and/or designee.

SCHEDULE

The Contractor shall perform services on an as needed basis to coincide with the death of an AIC. Exact days and time cannot be determined in advance due to the nature of the services required. However, the Contractor shall call for the body within four (4) hours of notification from the institution and transport it to the Contractor’s funeral parlor in a suitable close conveyance.

After normal working hours, and holidays, the designated institutional staff will provide the Contractor with the

AIC’s name, social security number, and location of the body. Once the information is obtained, they will also be provided with the name and telephone number of the next of kin. The institution Chaplain staff will always be the first to notify the next of kin regarding the death of an AIC.

During normal working hours, the Nurse Supervisor or designee will 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.

PLACE OF PERFORMANCE

The place of performance will be provided by the Contractor.

PROGRAM MANAGEMENT

The service provided, being professional in nature, will be provided in a manner considered appropriate in the local community. The Contracting Officers Representative (COR) will provide direction to the Contractor which clarifies the scope of work as well as inspection and acceptance of services.

The program shall be under the general guidance of the institutional Chaplain, Unit Management, and the Case

Management Coordinator/(COR) shall be assigned to coordinate and monitor the program.

QUALIFICATIONS

The Contractor must be able to prove responsibility in the areas of credit, capacity to perform, tenacity, and integrity.

The Contractor must be properly licensed to perform these services in the State of Missouri. 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, cremation and shipment of the body must be fully observed and complied with, and in any case herein the state law contains requirements more rigid than the requirements set forth herein, such laws will override.

SUPPLIES

All supplies will be provided by the Contractor.

ADULT IN CUSTODY 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 subject to frequent contact with adults in custody. 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 adults in custody. The Contractor will attend an orientation program prior to assuming institutional involvement.

As mentioned, occasions may arise that will require the contractor to enter the institution.

PRICING METHODOLOGY

The Contractor shall provide non-personal services, upon request by the institution as detailed in the Statement of

Work. The Government reserves the right to award without discussion, along with making single award and therefore; each initial offer should contain the offeror's best terms from a cost or price standpoint.

Services are required to be provided in accordance with the Statement of Work (SOW).

The contract rate for these services shall be on a per item basis. The contract rate shall include all charges for providing these services. The contract pricing shall include all charges to the Government for performing the services required by this solicitation/contract. (e.g., bonding, overhead, profit, supervision)

The quantity of services to be provided by the Contractor is estimated. These estimates are not a representation to an offeror or contractor that the estimated quantities will be required or ordered, or that conditions effecting requirements will remain stable or normal. The offerors are required to submit a completed copy of the Schedule of

Items, inclusive of the base year and all option periods.

Pursuant to FAR 17.203(b), the Government's evaluation shall be inclusive of options. Pursuant to FAR 17.203(d), the offeror may offer varying prices for options, depending on the quantities actually ordered and the dates when ordered.