Mortuary Affairs BPA

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Mortuary Affairs BPA opportunity.

• Incumbency: This is a brand new effort. There is no incumbent contractor, and no previous contract number or established contract prices exist.
• Site Visit/Pre-Proposal Conference: None will be conducted. Work is to be performed at the contractor's facility. A Pre-Award Survey will be conducted to assess potential awardee capability.
• Technical Acceptability: Bidders should review the Combined Synopsis Solicitation for evaluation criteria, as specific sections of the PWS or technical exhibits will be primary drivers.

This Q&A document clarifies aspects of the solicitation but does not appear to alter any stated requirements, due dates, or submission rules. Bidders should consult the Combined Synopsis Solicitation for detailed evaluation criteria.

Solicitation / RFP / RFQ

This is a combined Synopsis/Solicitation for commercial items for mortuary services. It serves as the only solicitation, and quotes are requested in lieu of a formal written solicitation. The contract will be for a 5-year ordering period from the date of award.

• Provision of all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary for mortuary affairs, including preparation, disposition, transportation, funeral, and interment services.

• Services must meet the standards defined in the Performance Work Statement (PWS).

• Contractor must address facility and refrigeration requirements as outlined in the PWS.

• Contractor must be located within 50 miles of Hanscom AFB, MA.

• Contractor must acknowledge the Area of Performance as outlined in PWS paragraph 2.4.

• Contractor must acknowledge the time-based requirement for the initiation of services.

• Contract Type: Not explicitly stated, but implied to be a BPA with ordering periods.

• Period of Performance: 5 Year Ordering Period from the date of award.

• Estimated Value: Not stated.

• Delivery/Acceptance: Hanscom Air Force Base, MA.

• FOB Point: DESTINATION.

• Quotes must be submitted on the attached Bid Schedule format and not exceed two decimal places.

• The entire quote submission shall not exceed twenty-five (25) pages.

• Required documentation includes: Technical Proposal, Completed Bid Schedule, Mission Essential Contract Plan, and specific representations (FAR 52.204-24, FAR 52.204-26, DFARS 252.204-7017).

• Offers are due by 12:00 PM EST on 09 February 2026.

• Offers shall be emailed to the Contract Specialist and Contracting Officer.

• Evaluation will be based on the Lowest Evaluated Price of Technically Acceptable quotes.

• Technical evaluation factors include: Understanding of Requirement, Qualifications/Certifications, Facilities and Refrigeration, Location, and Time Allotted for Services.

• A site visit will not be held.

• Questions are due by 12:00 PM EST, 26 January 2026. Answers will be posted to SAM.gov by 28 January 2026.

• Total Small Business Set Aside.

• NAICS Code: 812210

• Small Business Size Standard: $12,500,000

• Offerors must be registered in the System for Award Management (SAM).

• Provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-03.

• Funds are not presently available for this contract; obligation is contingent upon availability of appropriated funds.

• The Government reserves the right to cancel the solicitation at any time.

• REAL ID Act requirements apply for site visits or contract performance at Hanscom AFB, MA.

• The Government will accept payment via Governmentwide commercial purchase card for orders or calls under this agreement.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing mission-essential mortuary services for Hanscom Air Force Base.

Services include:

• Transportation of remains

• Embalming, dressing, and casketing

• Restorative arts (hairstyling, makeup)

• Cremation preparation

• Funeral services, visitations, chapel/graveside services

• Supply of death certificates

• Refrigeration of remains

• Funeral coach and limousine services

• Vault setting, concrete grave liners, gravestones, burial receptacles, cemetery equipment, temporary grave markers, caskets, urns

• Use of funeral home facilities

• Obituaries and photography/videography

• Contractor must have an established Quality Control Program (QCP).

• Government will evaluate contractor performance through a Quality Assurance (QA) plan.

• Services must be performed according to specific standards outlined in the PWS.

• Performance objectives include contractor personnel, equipment, facilities, hygienic practices, processing remains, initiating services within 12 hours, preparation and casketing, casket and urn standards, deliveries, record management, shipping, and cremation/engraving, all requiring 100% compliance.

• Area of performance includes the New England area (Maine, Massachusetts, New Hampshire, Vermont, Rhode Island, Connecticut, and New York).

• Contractor facility is the place of performance.

• Services must be available 24 hours a day.

• Business hours are 8:00 AM - 5:00 PM Central Time, Monday-Friday, excluding federal holidays, unless a case requires work outside these hours.

• Contractor must be a State-licensed funeral director and embalmer.

• Contractor must be able to obtain remains within the New England area.

• Personnel must be licensed embalmers or licensed/registered interns/apprentices. Unlicensed assistants may be used for specific tasks.

• Strict adherence to health, safety, and security standards is required.

• Specific procedures for classification of remains (viewable, viewable for identification, nonviewable), embalming, casketing, transportation, and cremation are detailed.

• Contractor must comply with all applicable federal, state, local, and international regulations and DoD standards.

Form / Attachment / Pricing Sheet

This document contains pricing schedules for mortuary affairs services across five years. It outlines the various items and services for which pricing is required, serving as a template for bidders to provide their cost proposals.

• Yearly Pricing Sheets: Separate sheets for Year 1 through Year 5.
• Itemized Services: Includes transfers, embalming, preparation, dressing, caskets (steel and hardwood, standard and oversize), cremation services, urns (bronze and hardwood with engraving/medallions), airtray, transportation, death certificates, and funeral director/staff services.
• Price and Comments Columns: Fields for bidders to enter their proposed prices and any relevant comments for each item.

This pricing sheet is critical for bidders to understand the specific services required and to formulate their cost proposals. Bidders must complete the 'Price' column for each item on each yearly sheet to submit a responsive bid. The detailed breakdown of services indicates the scope of work expected for mortuary affairs support.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-4047, Revision No. 32) that establishes minimum wage rates and fringe benefits for various occupations. It is applicable to contracts covered by the Service Contract Act in specific cities and towns within Essex, Middlesex, Norfolk, Plymouth, and Suffolk counties in Massachusetts.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders 13706 and 13658, which may affect minimum wage and paid sick leave requirements.
• Details health and welfare benefits, vacation time, and paid holidays.
• Outlines procedures for conforming additional classifications and wage rates if an occupation is not listed.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a government contract in the specified geographic areas. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant. It directly impacts the cost of labor in proposals and the overall feasibility of bidding on opportunities in these locations.

Instruction

This document, DAFI 34-160, "Mortuary Affairs Program," dated 3 March 2022, establishes guidance and assigns responsibilities for the Air Force Mortuary Affairs Program. It covers the recovery, segregation, identification, care, and disposition of decedent's remains in both peacetime and wartime. The instruction also provides guidance on entitlements and communication with the person authorized to direct disposition (PADD) of the remains. Key components of the program include the Base Honor Guard (BHG) Program for ceremonial honors and Military Funeral Honors (MFH), the Family Assistance Representative (FAR) Program to facilitate communication between the Air Force and families, the Personal Property and Effects Program for disposition of effects of deceased personnel, and the Installation Cemetery Management Program.

• Mortuary Affairs Program: Outlines the scope, objectives, and responsibilities for managing deceased personnel.
• Eligibility and Entitlements: Details who is eligible for mortuary entitlements and the associated benefits for Department of the Air Force personnel and other categories of personnel.
• Mortuary Actions: Prescribes actions for deceased military personnel, including recovery, preparation, disposition, and personal effects handling.
• Contingency Operations: Provides guidance for mortuary affairs in contingency environments, including MACP, TMEPs, and handling contaminated remains.
• Family Assistance: Details the role of the Family Assistance Representative (FAR) in supporting families of deceased Airmen and Guardians.
• Personal Property and Effects: Outlines procedures for the disposition of personal property and effects of deceased personnel.
• Installation Cemetery Management: Provides guidance on managing government and private cemeteries.
• Mass Fatality Management: Establishes policy and responsibilities for responding to mass fatality incidents.

This document is an Air Force instruction that outlines policies and procedures for mortuary affairs. While it does not directly solicit bids, it establishes the framework and requirements for mortuary services, including contracting for these services (Section 8D). Understanding these requirements is crucial for any entity seeking to contract with the Air Force for mortuary services.

Solicitation / RFP / RFQ

This is a combined Synopsis/Solicitation for commercial items, serving as the sole solicitation. Quotes are requested, and a written solicitation will not be issued separately. The government is procuring mortuary services.

• Provision of all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary for preparation, disposition, transportation, funeral, and interment services.

• Services must be performed to the standards defined in the Performance Work Statement (PWS).

• Contract Type: Not explicitly stated, but implied to be a BPA (Blanket Purchase Agreement) based on the title.

• Period of Performance: 5 Year Ordering Period from the date of award.

• Estimated Value: Not stated.

• Submission: Quotes must adhere to all instructions, templates, and formats provided. Missing attachments may result in an incomplete quote. Quotes must not exceed 25 pages.

• Evaluation: Award will be made to the responsible offeror whose offer is most advantageous, considering price and other factors. Evaluation factors include:

  • Technical (Understanding of Requirement, Qualifications/Certifications, Facilities and Refrigeration, Location, Time Allotted for Services)
  • Price

• Award Basis: Lowest Evaluated Price of Technically Acceptable quotes.

• Key Deadlines:

  • Site Visit: Not held.
  • Questions Due: 12:00 PM EST, January 5, 2026.
  • Answers Posted: Not later than December 8, 2025.
  • Offers Due: 12:00 PM EST, January 19, 2026.
  • Offer Validity: At least 90 days.

• Set-Aside: Total Small Business Set Aside.

• NAICS Code: 812210

• Small Business Size Standard: $12,500,000

• Registration: Interested parties must be registered in the System for Award Management (SAM).

• Attachments include: Performance Work Statement (PWS), Bid/Quote Schedule, and Service Contract Act Wage Determinations.

• Contact individuals: Contract Specialist Austin Winchester (austin.winchester@us.af.mil) and Contracting Officer Kelly Lodi (kelly.lodi@us.af.mil).

• Funds are not presently available; obligation is contingent upon appropriated funds.

• The Government reserves the right to cancel the solicitation at any time.

• REAL ID Act requirements apply for site visits or contract performance at Hanscom AFB, MA.