Mortuary Services Agreements

Amendment / Modification

This document is Amendment 3 to the solicitation FA251723Q0043 for Mortuary BPA Combo.

• The solicitation document, and incorporated provisions and clauses, are those in effect through Federal Acquisition Regulation 2023-02 dated 16 March 2023, Defense Federal Acquisition Regulation Supplement dated 22 Mar 2023, and the Air Force Acquisition Regulation Supplement dated 1 Mar 2023.

• FAR Provision 52.212-1, Instructions to Offerors – Commercial Items (March 2023) applies to this acquisition and the following addendum applies:

  • The words "offer", "offeror", and "proposal" are replaced with "response", "quoter", and "quote".
  • Paragraph (a) first sentence revised to state: "The NAICS code and small business size standard for this acquisition appear above."
  • Paragraph (c) first sentence revised to state: "The vendor agrees to hold the prices in its price list firm for 30 calendar days from the date of submission and subsequent incorporation into a BPA if applicable, unless another time period is specified in an addendum to the response."

• The following information must be provided with the response:

  1. Contractors Name (Doing Business as (DBA) Name).
  2. Physical Address.
  3. Point of Contact to include name, phone number, and email address.
  4. Verification of SAM Registration and/or DUNs/ Cage Numbers.
  5. Small Business Identification and Size.
  6. Completed Attachment 2 – Itemized Price List.
  7. Completed Attachment 3 – Technical Information.
  8. Copy of a recent Inspection Documentation (if completed previously under a different Government contract action and no older than 12 months).
  9. Statement that no exceptions are taken to the PWS.

• The vendor's response shall consist of three (3) separate parts: Part I – Price Quote, Part II - Technical Information, Part III – Site Inspection.

• PART I - PRICE QUOTE: Submit a fully completed Attachment 2 – Price List with unit pricing.

• PART II – TECHNICAL DOCUMENTATION: Submit technical information on Attachment 3 - Technical Information and a statement that no exceptions are taken to the PWS.

• PART III – SITE INSPECTION: A site inspection is required following parameters on Attachment 5 and Attachment 6. This step may be waived if adequate documentation of a recent inspection (within 12 months) is provided. Submission of PART III is only required if a previous inspection was completed.

• FAR 52.212-2 EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) applies, with an addendum.

• Evaluation will be based on Part I - Price, Part II - Technical Documentation, and Part III - Site Inspection.

• Technical documentation will be evaluated on an Acceptable/Unacceptable basis. Responses to Attachment 3 must be "Yes" to all five questions to be "Acceptable".

• The quote submission deadline is 5 May 2028, 1:00 P.M. Mountain Time.

• The solicitation is for small businesses under a 100% small business set-aside.

• The Government intends to establish multiple Blanket Purchase Agreements (BPAs) with a five (5) year period of performance and a ceiling of $249,999.99.

• The ceiling can be increased/decreased by the CO via bilateral modification.

• Contractors must submit responses conforming to the format listed under provision 52.212-1.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Technical Information," is a questionnaire designed to gather specific technical and compliance information from potential bidders. It helps the government assess a bidder's suitability and capabilities for the opportunity.

• Item #1: Inquires about the bidder's history of suspensions, probations, or fines from regulatory entities within the last five years.
• Item #2: Asks if the bidder's caskets, urns, and shipping containers comply with commercial item descriptions in Appendix D of the Performance Work Statement.
• Item #3: Verifies if the bidder is registered with the Transportation Security Administration for the shipment of human remains.
• Item #4: Seeks information on the bidder's remains accountability process, such as the use of numbered identity metal disks or similar devices.
• Item #5: Assesses the bidder's capability to provide additional services beyond typical operating capacities during extreme emergencies.

Bidders must carefully review and accurately answer each question in this attachment. The responses will likely be a critical factor in the government's evaluation of their technical qualifications and ability to meet the requirements of the solicitation. Failure to provide satisfactory answers may impact a bidder's eligibility or competitiveness.

Form / Attachment / Pricing Sheet

This document is an itemized price list for funeral and cremation services, likely to be used by bidders for proposal preparation or cost estimation related to a government contract.

The price list details various services and products, including:

• Basic Services: Transfer from place of death, embalming, dressing, casketing, basic funeral director services.
• Caskets & Urns: Various types and sizes of caskets (steel, hardwood, oversize) and urns (bronze, walnut, standard, oversize), including engraving and medallion options.
• Cremation Services: Crematory fees, cremation containers (standard and alternative).
• Transportation: Airport transfers, transportation of remains outside a 30-mile radius (per mile).
• Ancillary Services: Death certificates, refrigeration, sanitary care, body bag fees, hospitality/children's rooms.
• Ceremonial Services: Visitation, chapel/church/graveside services, funeral coach, limousine.
• Specialized Services: Autopsied cases, vault setting, grave liners.
• Memorial Packages: Books and folders.

Bidders should review this price list to understand the specific services and products the government is considering for procurement. This information is crucial for developing accurate and competitive pricing in their proposals. It outlines the expected cost components for funeral and related services, helping bidders to align their offerings with government expectations.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act (SCA) for contracts performed in Colorado, specifically in the Counties of El Paso and Teller.

• Executive Order Minimum Wage Rates: Details minimum wage requirements under Executive Order 14026 (effective Jan 30, 2022, or later renewals/extensions) and Executive Order 13658 (for contracts awarded between Jan 1, 2015, and Jan 29, 2022, without renewal/extension after Jan 30, 2022).
• Occupational Listings: Provides a comprehensive list of job classifications (occupation codes and titles) with corresponding minimum hourly wage rates and required fringe benefits.
• Fringe Benefits: Specifies health and welfare benefits ($4.80/hour or $4.41/hour under EO 13706) and outlines requirements for paid sick leave (EO 13706), vacation, and holidays.
• Special Provisions: Includes information on hazardous pay differentials, uniform allowances, and the process for conforming unlisted classifications.

This wage determination is critical for bidders to accurately calculate labor costs for their proposals. Bidders must ensure their proposed wages and benefits meet or exceed the rates specified for each occupation that will be employed under the contract. Failure to comply can lead to contract violations. The document also outlines specific requirements for paid sick leave, vacation, and holidays, which must be factored into labor cost estimations and employee compensation plans.

Form / Attachment / Pricing Sheet

This document is a checklist for inspecting crematoriums to determine their suitability for providing contractual mortuary services. It outlines specific criteria related to the facility's receiving area, retort operation, processing of cremated remains, and general compliance.

• Receiving/Sheltering Area: Assesses size adequacy, equipment for handling remains, identification instruments, sufficient sheltering space, ventilation, and overall appearance.
• Retort: Evaluates the operational status of the retort and its adherence to manufacturer safety parameters.
• Processing of Cremated Remains: Checks for thorough sweeping of remains after cremation, removal and disposal of foreign objects, the presence of a cremulator on-site, and the ability to reduce remains to particles no larger than 1/8 inch.
• Standard Criteria: Verifies compliance with all relevant specifications, laws, and statutes; confirms the crematorium is licensed for human remains; and assesses the availability of competent professional staff.

This checklist serves as a critical tool for potential bidders to understand the specific operational and compliance standards a crematorium must meet to be considered acceptable for providing mortuary services under a contract. Bidders can use this to self-assess their facilities or to evaluate potential subcontractors.

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

This Performance Work Statement (PWS) establishes the Department of Defense (DoD) mortuary specifications for operating DoD facilities and funeral homes under contract for DoD mortuary services. It applies to all Service components and outlines the standards for providing mortuary services.

• The 21st Contracting Squadron (21CONS) is acquiring mortuary services for embalming, restoration, preparation, care, and disposition of authorized personnel's remains.

• Services include providing licensed facilities, equipment, skilled personnel, motor vehicles, supplies, death certificates, caskets, urns, outer shipping containers, and transportation.

• The contractor must comply with all applicable federal, state, territory, and local licensing requirements and regulatory standards.

• Services must be performed within 24 hours of notification to remove remains or release to Government control, with considerations for local coroner's office hours.

• The area of performance is El Paso County, Colorado, including Peterson SFB, Schriever SFB, Air Force Academy, and Cheyenne Mountain Space Force Station.

• The goods and services must meet or exceed the standards outlined in this PWS.

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

• Specific procedures for preparation, embalming, classification of remains (viewable, viewable for identification only, non-viewable), dressing, casketing, transportation, cremation, and handling of cremated remains are detailed.

• Quality Assurance is addressed, including inspection of services and potential deductions for unsatisfactory performance.

• Area of performance: El Paso County, Colorado, including Peterson SFB, Schriever SFB, Air Force Academy, and Cheyenne Mountain Space Force Station.

• Compliance with DFARS clauses unique to mortuary services.

• Detailed requirements for preparation, including insect treatment, disinfecting, washing, grooming, setting features, body positioning, and handling damaged tissue.

• Specific chemical concentrations and volumes for embalming, including for viewable, non-viewable, and autopsied remains.

• Requirements for classification of remains (viewable, viewable for identification, non-viewable) and associated preparation (e.g., head wrap, full body wrap).

• Detailed procedures for dressing, wrapping, and casketing remains.

• Transportation requirements, including vehicle types, flag draping, and procedures for air and overland transport.

• Obtaining necessary permits, licenses, and death certificates.

• Specific procedures for cremation, including handling of subsequent portions, retained organs, and unidentified remains.

• Requirements for crematorium facilities, retort operation, and processing of cremated remains.

• Contractor-furnished items include caskets, urns, shipping containers, and emblems, all subject to inspection.

• Government-furnished items include DD Form 2063 and materials for wrapping non-viewable remains.

Form / Attachment / Pricing Sheet

This document is a checklist used to inspect and evaluate funeral homes for their suitability to provide contractual mortuary services. It serves as a standardized tool to ensure facilities meet specific requirements.

The checklist covers several areas:

• Preparation Room: Assesses size, equipment, instruments, supplies, ventilation, and general appearance.
• Storage: Verifies adequate space for holding remains.
• Private Carrier: Checks for the availability of a suitable funeral coach.
• Other Areas: Evaluates the condition of the chapel, stateroom, and office.
• Standard Criteria: Confirms compliance with specifications, laws, and statutes, verifies current licensing of the funeral home and manager, and assesses the availability of competent staff.
• Establishment - External Appearance: Reviews the condition of the building, grounds, and surrounding location.

This checklist outlines the physical and operational standards that a funeral home must meet to be considered acceptable for providing mortuary services under a contract. Bidders can use this to self-assess their facilities and operations, ensuring they align with the government's requirements before submitting a proposal or bid.