Mortuary Services

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential vendors regarding the Mortuary Services requirement (FA521526Q0004).

• Annual Case Volume: The government provided historical case numbers for 2021 (31 cases), 2022 (20 cases), 2023 (27 cases), 2024 (21 cases), and 2025 (19 cases).
• Case Categorization: A detailed breakdown of cases by category (e.g., viewable, identification only, head wrap, full body wrap) is not consistently tracked due to varying case natures and historical documentation practices.
• Restoration Requirements: Since 2022, out of 12 Active-Duty cases with a Letter of Viewability, only 1 required major restoration, with the family electing a head wrap option.
• Performance Standard Timing: The 24-hour performance standard is measured from the release of remains to Government control, not from initial notification.
• Availability: Funeral homes are expected to be accessible via POC to the Mortuary Officer on nights, weekends, and holidays.
• Inspections: Quality Assurance Evaluators (QAEs) will perform post-autopsy/pre-embalming, post-embalming, post-dressing, and post-casketing inspections for Active-Duty cases. Annual facility inspections are also conducted. Advance notice is provided for inspections.
• Pricing: Prices are assessed based on the Funeral Home's standard list of products and services, and what is rendered for each specific case, not a total evaluated price across all ordering periods.
• Area of Performance: The Area of Performance spans all of Oahu, with no defined transportation distance limitations or mileage thresholds.
• Shipping Containers: Adequate military specification caskets, urns, and outer shipping containers (Air Trays) are required for international remains transportation.

These clarifications provide specific details on historical volumes, service expectations, inspection protocols, and geographic scope, which may influence vendor proposals and understanding of the requirement.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to procure mortuary services for Oahu, Hawaii. The United States Air Force, 766th Enterprise Sourcing Squadron, Joint Base Pearl Harbor-Hickam, Hawaii is seeking potential sources for these services.

• The core requirement is the provision of mortuary services.

• The period of performance shall not exceed 5 years.

• All changes from previous versions are highlighted in yellow.

• Contract Type: Firm-Fixed Price (FFP)

• Solicitation Number: FA521526Q0004

• NAICS Code: 812210

• Size Standard: 12.5 Million

• Quotes are due by 27 February 2026 at 1:30 pm HST.

• Quotes must be submitted via email to the POCs listed in Section 2.

• Required submission items include: Solicitation number, Offeror contact info, technical description, delivery schedule, commercial warranty terms, price and discount terms, past performance references (if applicable), and statement of agreement with solicitation terms.

• Submissions must include completed Sections 6-9 of the solicitation.

• Questions regarding submission requirements or contents must be submitted by 12 February 2026, 8:00 AM HST.

• Clarifications will be provided on 13 February 2026.

• The Government intends to award to the responsible offeror whose quote is most advantageous, considering: Technical Capability, Price, and Past Performance.

• This solicitation is set aside for Small Business.

• This announcement constitutes the only solicitation; quotes are requested and a separate written solicitation will not be issued.

• The solicitation is issued as a Request for Quote (RFQ).

• Attachments include: Performance Work Statement (PWS), Applicable FAR Provisions and Clauses, Itemized Price List, and Terms and Conditions.

Forms / Attachments / Pricing Sheets

This document lists "Provisions and Clauses" that are incorporated by reference into the solicitation FA521526Q0004. It serves as a comprehensive reference for all applicable clauses and their respective sections and dates.

• A table listing Clause Number, Alternate/Dev No, Clause Title, Year/Mo, and Section.
• Full text for specific clauses, such as 252.204-7017, "Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation."
• Detailed representations and certifications required from offerors, including those related to small business status, ownership, and compliance with various federal statutes and executive orders.

This document is critical for bidders as it outlines the legal and regulatory requirements that will govern any resulting contract. Understanding these provisions and clauses is essential for preparing a compliant proposal and for fulfilling contractual obligations. Key areas include:

• Representations and certifications (e.g., small business status, Buy American Act, cybersecurity requirements).
• Compliance with specific laws and executive orders (e.g., child labor, combating trafficking in persons, minimum wage).
• Payment and invoicing procedures (e.g., Wide Area WorkFlow).
• Restrictions on telecommunications equipment and services.

Bidders must carefully review all listed clauses and provisions to ensure their offer meets all requirements.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a price list for mortuary services. It is intended for bidders to fill in their proposed unit prices for various services across five ordering periods.

• Item Description: Lists the specific mortuary services required, including basic professional services, remains preparation, specialized services, transportation, cremation, administrative tasks, caskets, and urns.
• Quantity: Set to 1 for each item, indicating a per-service unit.
• Unit Price Ranges: Columns are provided for five ordering periods, with placeholders for bidders to enter their unit price ranges (e.g., $XX.XX - $XX.XX).

Bidders must use this price list to detail their proposed costs for each service item. The filled-in price list will be a critical component of the proposal submission and will likely be used for evaluation and contract award. Bidders should carefully review the listed services and provide competitive pricing for each ordering period.

Solicitation / RFQ

This is a combined synopsis/solicitation for commercial items to procure mortuary services for Oahu, Hawaii. The United States Air Force, 766th Enterprise Sourcing Squadron, Joint Base Pearl Harbor Hickam, Hawaii is seeking potential sources. This announcement is the only solicitation; quotes are requested and a separate written solicitation will not be issued.

• Provision of mortuary services.

• Details concerning the requirement are in the attachments.

• Contract Type: Firm-Fixed Price (FFP).

• Period of Performance: One (1) base period of 12 months and four (4) 12-month option periods.

• NAICS Code: 812210

• Size Standard: $12.5 Million

• Estimated Value: Not explicitly stated, but solicitation number FA521526Q0004 and NAICS 812210 are provided.

• Quotes Due: 23 February 2026 at 1:30 pm HST.

• Questions Due: 12 February 2026, 8:00 AM HST.

• Clarifications Provided: 13 February 2026.

• Submission Instructions: Via email to POCs listed in Section 2.

• Required Submission Items: Solicitation number, Offeror contact info (name, address, POC, CAGE, UEI, TIN), Technical description (product specs/literature/images), Delivery schedule, Commercial warranty terms, Price and discount terms, Past performance references (if applicable), Statement of agreement with solicitation terms, Completed Sections 6-9.

• Evaluation Criteria: Award will be made to the responsible offeror whose quote is most advantageous, considering: 1. Technical Capability, 2. Price, 3. Past performance.

• Type of Set-Aside: None indicated (checkbox for 'None (*Mandatory Source)' is checked).

• Attachments referenced include: Performance Work Statement (PWS), Applicable FAR Provisions and Clauses, and Itemized Price List.

• Failure to provide all required sections may result in a non-responsive quote.

Forms / Attachments / Pricing Sheets

This document lists and provides the full text for various clauses and provisions that are incorporated by reference into a solicitation or contract. It serves as an attachment to provide detailed information on specific regulatory and contractual requirements.

• Clauses Incorporated by Reference: A table listing clause numbers, alternate/development numbers, clause titles, year/month of the clause, and the section where it applies.
• Clauses in Full Text: Provides the complete text for selected clauses, including:
  • 252.204-7017: Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation.
  • 252.217-7027: Contract Definitization.
  • 252.232-7006: Wide Area WorkFlow Payment Instructions.
  • 52.212-2: Evaluation-Commercial Products and Commercial Services.
  • 52.217-9: Option to Extend the Term of the Contract.

This document is critical for bidders as it outlines the specific legal, regulatory, and contractual terms that will govern any resulting contract. Bidders must review these clauses to understand their obligations, potential restrictions (e.g., on telecommunications equipment), payment procedures (WAWF), evaluation criteria, and potential contract extensions. Failure to understand and comply with these incorporated clauses can impact proposal submission and contract performance.

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

This Performance Work Statement (PWS) establishes the Department of War (DoW) standards for the operations of DoW facilities providing mortuary services and funeral home operations. It applies to all military service components and includes clauses unique to the procurement of mortuary services.

• The contractor shall provide mortuary services for Hickam's 647 FSS, Mortuary Affairs office.

• Services include embalming, restoration, preparation, care, and disposition of remains of authorized personnel.

• The contractor shall provide facilities, equipment, licensed personnel, motor vehicles, professional services, supplies, death certificates, caskets, urns, outer shipping containers, and transportation.

• All services must comply with applicable federal, state, territory, and local licensing requirements and regulatory standards.

• Specific services include disinfection, preservation, and restoration of remains, including un-embalmed and reprocessed remains.

• Detailed procedures for restorative art, minor and major restorations, and semblance of limbs are outlined.

• Classification of remains (viewable, viewable for identification, nonviewable) and preparation methods for each are described.

• Preparation of remains includes insect treatment, disinfecting, washing, grooming, setting features, body positioning, and handling damaged tissue.

• Embalming procedures for viewable and non-viewable remains are detailed, including arterial and cavity treatments, and procedures for autopsied remains.

• Casketing standards, including inspection of caskets, placement in caskets, and use of positioning devices, are specified.

• Transportation of remains (removal, overland, common carrier) procedures and requirements are outlined.

• Requirements for state, territory, local, or international authority-issued permits and certificates (transit, burial, cremation permits, death certificates) are detailed.

• Procedures for sheltering of remains and cremation services (subsequent portions, unidentified portions) are included.

• Goods and services must meet or exceed the standards contained within this PWS.

• The Government reserves the right to perform inspections to ensure conformity.

• Quality Assurance evaluations will be conducted for contracted facilities, including inspections after embalming, dressing, and casketing.

• The PWS applies to mortuary services for Joint Base Pearl Harbor-Hickam, Hawaii.

• Time allotted to perform services is generally within 24 hours of notification, excluding time for government inspection. Embalming and restoration time is based on condition and volume, with no pre-set time restrictions.

• Compliance with applicable federal, state, territory, and local laws, regulations, and rules is mandatory.

• Contractor must provide specific items such as caskets, shipping containers, and urns as detailed in Appendix A.

• Facilities must meet specific standards for preparation and embalming rooms, including hygiene, ventilation, and storage.

• After-hours protocols for receiving remains and secure storage are required.