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FUNERAL SERVICES – ADDITIONAL SPECIFICATIONS

RFX Number: 6100050006

The contractor shall provide funeral services to the State Correctional Institution at Laurel Highlands as needed and requested in accordance with the specifications set forth below.

SERVICES

The contractor must be licensed to engage in the practice of mortuary sciences in the Commonwealth of Pennsylvania.

Funeral services shall be performed in conformity with the standards of the National Funeral Directors Association, the Selected Independent Funeral Homes, and The Pennsylvania Funeral Trust.

The contractor shall remove the remains of deceased inmates from the Institution, county morgue, local hospital, or other local facility.

The contractor shall prepare the deceased bodies, provide all necessary transportation, obtain burial permits and authorizations for cremations, file death certificates, and perform any other duty incidental to the cremation of a human corpse.

It shall be the responsibility of the contractor, at no additional charge to the Commonwealth, to file the necessary application forms in obtaining three (3) copies of death certificate from the Division of Vital Records or local registrar for all burials and cremations. The three (3) certificates shall be forwarded to the Institutional Health Care Administrator. The contractor shall also assist the Institution in obtaining any Social Security, insurance, or other death benefit to which the deceased may be entitled. The Institution shall provide the contractor with all available personal data on the deceased required for these purposes.

The contractor shall store cremated remains for a reasonable period of time, not less than six (6) months in duration. Cremated remains not legally claimed from the contractor’s storage shall be buried in a local cemetery selected by the contractor.

The cost of cremation shall include all costs attendant to either disposing of the remains by legally releasing them to the family or burial as specified above. In the event the cremated remains are released to the family, the contractor shall pay all costs attendant to shipping them to a location as designated by the family.

It is understood and agreed that this contract covers all associated expenses for the cremation and disposal of unclaimed bodies to include shipping expenses to the family or burial. There shall be no separate billings for these services to the families claiming the cremated remains.

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FUNERAL SERVICES – ADDITIONAL SPECIFICATIONS

RFX Number: 6100050006

The contractor’s principal place of business for funeral services must be within a seventy-five (75) radius of the Institution.

PERIOD OF CONTRACT

The anticipated term of this contract is July 1, 2020 through June 30, 2025.

CONTRACT RENEWAL

The Commonwealth, shall have three (3) successive options to renew the term of

the Contract for a period of (1) year each, which shall begin respectively at the

expiration of the then current term, upon the same terms, covenants, and conditions provided, however that the Contract has not been terminated. Notice of the election by the Commonwealth to exercise each option hereunder shall be given to the Contractor in writing at least one hundred twenty (120) days prior to the expiration of the then current terms, provided, however, that the Commonwealth’s right to exercise the option hereunder shall not expire unless and until contractor has given the Commonwealth (after Contractor’s consent has been obtained) written notice of the Commonwealth’s failure to timely exercise its option and fifteen days opportunity from the Commonwealth’s receipt of the notice to cure the failure.

The Contract shall commence upon execution and receipt of Notice to Proceed and terminate June 30, 2022, unless extended in accordance with the contract renewal provision. However, this contract cannot be renewed pursuant to the contract renewal provision beyond June 30, 2025. The Contractor may, at July of each year, increase the unit prices by a rate not to exceed 3%. The Contractor shall provide written notification to the Department no later than March 31, of each subsequent year if such increases are to be requested.

OPTION TO EXTEND

The Department of Corrections reserves the right, upon notice to the Contractor, to extend the Contract or any part of the Contract for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months, to enter into a new contract.

ESTIMATED QUANTITIES

The quantity of service is an estimate. If service usage needs increase or decrease during the effective time period of the contract, the Contractor agrees to provide the additional units of service at the original contract unit rates or accept the decrease in service.

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FUNERAL SERVICES – ADDITIONAL SPECIFICATIONS

RFX Number: 6100050006

ADDITIONAL PROVISIONS

The contractor shall abide by all rules and regulations of the Department of Corrections.

The contractor’s services shall be scheduled at times acceptable to the Institution’s staff.

RATE SCHEDULE

It is understood and agreed that the rates proposed for the itemized service units will be total and final and that the Commonwealth will not pay any additional sum or sums for funeral services over and above the contract unit rates.

Payment will be rendered after each satisfactory occurrence. Bid prices are final. There will be no additional charges for travel time, mileage, meals, etc.

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INVOICES

All invoices for this contract MUST be sent to the following address:

Commonwealth of Pennsylvania – PO Invoice

P.O. Box 69180

Harrisburg, PA 17106

All invoices MUST include the Purchase Order Number, as well as your SAP Vendor Number. Failure to provide this information could result in a delay of your payment.

Invoice format must be in accordance with the Invitation to Bid and Purchase Order.

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