Mortuary Services – Federal Correctional Complex (FCC) Coleman

Statement of Work (SOW)

This Statement of Work outlines the requirements for mortuary services for deceased inmates at FCC Coleman.

• Notification and Pickup: Contractor will be notified by the Correctional Services Supervisor and must pick up the body within two hours of notification from the designated institution or a local community hospital.

• Autopsy: Contractor will perform arterial embalming if an autopsy is required, as directed by the coroner and notified by Contract Staff, Chaplain, or HSA. If no autopsy is required, the Contractor will be notified.

• Final Arrangements: Contractor will await instructions from the Contracting Officer, HSA, or Chaplain for final arrangements, which may include local burial, shipment of remains, or cremation.

• Shipment of Remains: If shipment is required, the Contracting Officer or COR will periodically view the body. Transportation will be by the most cost-beneficial conveyance to the inmate's place of conviction or legal residence within the U.S. or its territories. Coordination with the COR is required.

• Local Burial: Contractor will coordinate with the Chaplain for acceptable times and dates for local burial and mortuary services.

• Information Exchange: Contractor will exchange necessary information with the Contracting Officer or Chaplain regarding receiving funeral homes, cemetery details, death certificates, and legal documents. Shipping arrangements (times, dates, flight numbers, airlines, airports, airway bill number, and cost) must be provided. The receiving funeral home will be notified by the Contractor, and the next of kin will be notified by the Case Manager.

• All materials and services must be of a quality not inferior to the specifications.

• State and interstate shipment laws must be fully observed.

• Bodies must be prepared to appear lifelike, with proper embalming and dressing.

• Bodies must be in an acceptable state of preservation at the time of final delivery.

• Autopsied cases require sectional embalming and hardening compound application.

• Cremation must be authorized by advance directive or next of kin, following Florida State Law.

• Not explicitly stated, but services are for FCC Coleman.

• Embalming & Preparation: Standard practices to ensure lifelike appearance, including shaving, dressing, and applying cosmetics. A manufactured burial suit of dark or conservative color is required.

• Caskets: Standard size, 20-gauge steel casket with specific interior finish. Outside containers vary based on transportation mode (air, rail, foreign shipment, or local burial).

• Transportation Methods: Air/Train or Ground Transportation are authorized. Contractor is responsible for making all shipping arrangements.

• Special Caskets: Sealed caskets are required for communicable diseases, decomposition, or odoriferous bodies. Specific outside containers are required for air, rail, and foreign shipments.

• Qualifications: Contractor must supply proof of licensing and maintain necessary insurance. They must hold FCC Coleman harmless from third-party claims.

• Work Management: Contractor must follow all applicable guidelines, operate a limited system of records for medical treatment documentation, and adhere to the Privacy Act of 1974. Death notices will not be placed in newspapers. Itemized invoices with air freight bills are required for payment. The COR representative must be notified within 10 days of award regarding the cemetery for local burials.

• Institution Security: Contractor must adhere to all regulations prescribed by the institution for safety, custody, and conduct.

• Non-Personal Services: Services are non-personal, meaning contractor personnel are not subject to government supervision and control as employees.

• Payment Terms: Electronic payment required. Payment is due 30 days after receipt of a proper invoice or acceptance of services.

Sources Sought / Request for Information (RFI)

This RFI is issued by the Federal Bureau of Prisons (BOP) for market research to identify qualified vendors capable of providing comprehensive mortuary and funeral services for deceased inmates at the Federal Correctional Complex (FCC) Coleman, Florida. The BOP is seeking information on vendor capabilities, industry capacity, and preliminary pricing.

Vendors must be prepared to provide:

• Professional care, preparation, and disposition of remains in accordance with Florida State Law and BOP policies.

• Response Time: Pick up remains within two (2) hours of notification.

• Preparation & Embalming: Arterial or sectional embalming, restorative work, and dressing.

• Disposition Options: Local burial (coordination within a 50-mile radius), shipment of remains (air, rail, or ground transport), or cremation (including urn/container and certified shipping).

• Caskets & Containers: Furnishing standard 20-gauge steel caskets, sealed caskets for communicable diseases, and necessary shipping containers.

• Documentation: Completion of death certificates, permits, and detailed shipping arrangements.

• Identify vendors with capacity for postmortem examinations and body preparation.

• Assess industry capability to meet the 2-hour response window.

• Obtain Rough Order of Magnitude (ROM) pricing for services like embalming, caskets, and transportation.

• Evaluate vendor proximity to FCC Coleman.

• Company Information: Legal name, UEI number, business size, proof of Florida Funeral Director/Embalmer licensing, relevant experience with government contracts, facility capability for postmortem examinations, fleet capability for transport, and process for 24/7 pickup coordination.

Vendors are encouraged to provide non-binding, high-level pricing for:

• Professional Services: Pickup, embalming, restorative art, caskets.

• Transportation: Flat rate for local burial vs. mileage rate for long-distance ground transport.

• Cremation: All-inclusive rate including urn/container and certified shipping.

• Feasibility of the 2-hour response requirement.

• Standard industry lead times for death certificates and transport permits in Florida.

• Common cost drivers for shipping remains via air freight.

• Responses are due no later than 12:00 PM CDT on June 05, 2026.

• Submit via email to Jose Rivera (j1xrivera@bop.gov), Stephanie McBurney (s1mcburney@bop.gov), Joshua Rosa (jrosagarcia@bop.gov), and Daniel Frederick (dfrederick@bop.gov).

• Subject Line: Sources Sought / RFI Response - Mortuary Services – Federal Correctional Complex (FCC) Coleman

• Limit responses to 5-10 pages (excluding attachments).

This notice is for market research and planning purposes only. It does not obligate the Government to award a contract or reimburse any costs. Cost estimates are non-binding.