36C78618Q0213-050.docx

B.3 STATEMENT OF WORK/SPECIFICATION

1.0 Background

The Department of Veterans Affairs (VA), National Cemetery Administration (NCA) furnishes headstones, markers and niche covers (monuments) for deceased veterans worldwide. Memorial monuments are also furnished to memorialize veterans whose remains are non-recoverable.

2.0 Purpose

The purpose of this contract is to supply inscribed upright marble headstones to Clark Veterans Cemetery in Manila, Philippines. Monuments will be manufactured and inscribed in-kind and are listed on the attached spreadsheet.

3.0 General

This contract shall include all labor and materials necessary to furnish inscribed upright marble headstones per the attachment. Contractor shall be responsible for the following:

· Labeling of each headstones with the appropriate section/plot number. This will be accomplished by utilizing a permanent black marker on the bottom of each.

· Headstones will be manufactured, inscribed and palletized by section according to the attached spreadsheet.

· There will be maximum of (9) headstones markers per pallet.

· All pallets will be of the heavy duty type (46”L x 49”W x 43”H); in good condition with all boards present and all nail heads hammered below the surface. The fork opening on the short, 46” side.

· Flat corrugated board (350 psi, double wall) will be laid on top of the pallet covering all boards before the headstones are loaded onto the pallet.

· All headstones will be separated by corrugated board (350 psi, double wall) not allowing headstones to be able to rub against each other, alleviating any chipping or breakage at corners.

· All shipments will be FOB Origin, contractor’s facility, utilizing Government contract carriers.

· Contractor will work with the Contracting Officer Representative (COR) for manufacturing scheduling, container shipment loading and pick-up, and the generation of required shipping documentation. Attachment B provides a brief synopsis of the delivery schedule.

3.1 Performance Period

The contractor shall work with the contract COR concerning the manufacturing scheduled based on the attached spreadsheet. The first shipment shall be readied for loading 21 calendar days after the date of award and a new shipment is ready for loading every 3 weeks until the contract is completed.

3.2 Unit Price

The unit price is all-inclusive and covers the complete inscription ordered, regardless of the total number of lines or characters. The unit price shall be the total price paid for each monument manufactured, inscribed packaged, and load into the designated container, FOB Origin, contractor’s facility.

4.0 Material Specifications

4.2 Material: Marble

Marble shall be sound and compact, free from cracks, spalls, chips, holes; calcite lines more than two inches in length, open seams, pits or other defects that would impair its strength, durability or appearance.

4.3 Color

The overall whiteness shall be N8.5 or higher as judged against the Munsell Neutral Value Scale, Matte Edition, 31 – step scale. Background colors with noticeable contrast in chroma or hue (example: mixing silver or gray background tones with cream or yellow background tones) are unacceptable. Various colored veins, no darker than N6 of the Munsell Neutral Value Scale, shall blend gradually into the white background. Blotches of color or veining which are in sharp contrast with the background whiteness, which would inhibit legibility of the inscription, or which present an objectionable appearance, shall be cause for rejection. Traits causing unacceptable appearance include:

· multiple, long, straight streaks;

· colors which appear as draining or dripping down the stone;

· coloring which would be mistaken for black microbial growth or, markings which would be mistaken for dirt;

· veining of blatantly dissimilar material susceptible to differential weathering;

· lines likely to be misinterpreted as cracks;

· broad dark markings or splotches that interfere with legibility or that create a strong visual distraction (e.g. resembling paint splatter)---regardless of where the distraction is located on the face or edges;

· lacking a dominant background color (say more than 33% is color of veins);

· having 3 or more veins that are greater than 1-1/3 inches thick;

· having wide (other than pencil-mark thin) veins which do not gradually blend with the background color;

· Horizontally oriented veining haphazardly mixed with other orientations. Veining should occur across the stone primarily following the long vertical dimension or slanted by as much as =/-45 degrees from the vertical.

4.4 Finishing

The front, back, top and sides of each monument must be uniformly machine honed with an 80 grit pad or stone to a smooth satin finish, free of scratches, saw marks, rust spots and skips. The bottom shall be a rough sawn cut.

4.5 Source of Supply

All stone shall be obtained from quarries within the United States having adequate capacity and facilities to meet the specified requirements. Cutting and finishing shall be done by a manufacturer equipped to process the material promptly and in strict accordance with these specifications. If the contractor changes from the original approved quarry to another quarry during the contract term, an additional sample shall be submitted to the MPS Program Support Unit for approval prior to using the new stone to produce blanks.

4.6 Workmanship

Each monument shall be free from defects in workmanship. Chips, cracks, open seams or abraded edges, shall not be permitted and the repair or patching of any such defects is prohibited and shall be cause for rejection. The blanks shall be free of ink, oil, crayon marks, dirt, coatings, sealers and stone dust. Inscribed monuments shall be free from defects due to broken or blown out lettering. Workmanship and production shall be in accordance with industry standards, practices and regulatory safety requirements.

4.7 Testing

Stone supplied under this contract shall conform to the following specifications and physical requirements. Stone shall be tested, as listed below, by an approved testing laboratory and test results shall be submitted to the Memorial Programs Service, Program Support Unit for approval prior to the production of the sample. Testing is required only once and shall be from a representative sample of the quarry. Testing results are required for new sources of stone.

Note: Testing results are not required for the sources in the following areas:

· Marble Valley, Coosa County, Alabama

· Marble, Gunnison County, Colorado

· Danby, Rutland County, Vermont

· Tate, Pickens County, Georgia

4.8 Marble Testing Specifications

4.8.1 Abrasive hardness: Marble shall have an abrasive hardness value (Ha) of not less than 10 when tested as specified in ASTM C241.

4.8.2 Absorption: Marble shall absorb not more than 0.15 percent of moisture by weight when tested for a 48 hour period as specified in ASTM C97.

4.8.3 Compressive Strength: Marble shall have a minimum compressive strength of 7500 psi or 5.27 kg/mm2) when tested as specified in ASTM C170.

4.8.4 Modulus of rupture: Marble shall have a minimum modulus of rupture of 1000 psi (or 0.70kg/mm2) when tested as specified in ASTM C99.

4.9 Applicable Publications

5.0 Inscription Specification

5.1 Product

The contractor shall inscribe all information as laid out in the spreadsheet attachment. The end of limit of each line shall be indicated on a line-by-line basis as shown in the attached spreadsheet. If any deviation from this is encountered, contact the contract COR at MPS Program Support Unit, MPSProgSupport@va.gov.

Inscriptions shall be made using an air blast abrasion method. The inscription shall be a depth consistent with the technical drawings and shall conform to the dimensions of letter, numbers and emblems to scenarios in the contract drawings.

5.2 Lithichrome Application

Lithichrome shall not be used on inscriptions provided under this contract.

6.0 Submittal by Potential Offerors

Potential offerors shall submit at contractor expense down sized inscribed samples as listed below. The samples shall be representative of the marble to be used in the production of the headstones and markers under this contract. The samples shall conform to government specifications and shall be submitted for approval. Mark each sample on the back with permanent marker to show: contractor’s name, telephone number, solicitation number and email address. Any sample which arrives damaged shall not be accepted.

The sample must be manufactured, inscribed and packaged to prevent any damage during shipment. Samples must be accompanies by a statement identifying the brand name and grit rating for the pad or stone used to produce the final finish. The following inscriptions shall be used for sample submissions. Refer to drawings for lines, spacing and dimensions.

6.1 Sample #1 – U1, Upright, Marble

One marble inscription sample on a (13” x 24” x ¾”) white marble to be inscribed and packaged to prevent any damage during shipping. The following inscription will be used for this sample:

D ARTY

6.2 The samples above shall establish the acceptable product for all inscriptions under this contract and shall be the basis for comparison of all inscription services provided under this contract.

Samples must be received by Memorial Programs Service (MPS) prior to closing date. If one or more of the samples are disapproved by MPS, you shall receive notification by MPS (Program Support Unit) and have until the closing date of the solicitation to resubmit another sample.

NO samples shall be accepted after the closing date of the solicitation.

Once submitted, samples become the property of the Department of Veteran Affairs and shall not be returned. Submit sample and test results to the following address:

Department of Veteran Affairs Memorial Programs Service Program Support Unit, Room 600 1575 Eye Street, NW Washington, DC 20005

Full size copies of drawings are available upon request at no additional charge to potential vendors. The request should be emailed to the NCA Memorial Programs Service (MPS) Program Support Unit at MPSProgSupport@va.gov and shall include the contractor’s name, mailing address, phone number, email address and the name/drawing number of the drawings being requested. If hard copies of the drawings are desired, email the request to MPS with sufficient time for the drawings to be mailed. MPS recommends vendors use full size drawings for determining work requirements. An extension to the solicitation’s closing date shall not be granted for failure to request the technical drawings with sufficient lead time.

7.0 Packaging Specification

7.1 Materials

All monuments shall be packed in accordance with normal industry standards and commercial best practices to assure acceptance by the common carrier. Non-metal bands shall be secured around the pallet or crating for its entire height (from top to bottom) and two additional bands shall secure the pallet or crating around the width. Banding pressure shall be such that it causes no carnage to the edges of the stone when packaged. Colored material or material capable of staining the stone (ex. uncoated cardboard, certain kinds of wood) during outdoor storage is not permitted.

The packaging and crating shall protect the monuments throughout the handling process and during shipment and comply with the National Motor Freight Classification. Requirements:

· Ensure that the pallet is in good condition with all nails hammered down so they do not protrude through the cardboard. The quantity of headstones/markers that can be placed on the pallet will depend upon the pallet’s build quality and product to pallet dimensions.

· Ensure that there is no product overhang. The pallet shall be taking the initial side impacts. Ensure that the pallet extends 1-2” away from the edges of the product.

· Corrugated board that is being used to wrap around the product shall be 350 psi, double wall corrugated board.

· Reinforce and protect the edges of the headstone/marker with corner fiber boards.

· Ensure that the headstones/markers are properly unitized and secured onto the pallet.

7.2 Loading of the Shipping Container

The contractor will load a pre-designated container delivered each week to the contractor’s facility for shipping of the headstones to the Philippines. The container should be loaded in a manner which will ensure that the blocking and bracing of each pallet

The packaging shall protect the headstone from shipping abuse during shipping and handling and comply with the National Motor Freight Classification.

7.3 Palletizing

Each crate or pallet shall not exceed 2,500 lbs. All orders produced by this contract will be shipped to the same consignee. Headstones/markers are shipped together on pallets with sufficient non-steel banding in conjunction with stretch wrap along with individual packaging material shall be used to prevent damage to the headstone/markers during shipment. Banding shall be in cross-directional pairs, four per pallet with non-staining corner cards provided between the band and the headstone/markers at each corner of the banding (uncoated cardboard against the stone is unsatisfactory due to the tendency for discoloration). The following specifications shall be used in conjunction with heavy duty 46” x 49” 4-way wood pallets.

Headstones shall be placed on the pallet in layers of three, not exceeding four layers, not totaling more than 9 headstones/markers per pallet. Upright headstones and markers will be shipped together by section according to the attached spreadsheet. Contractor to ensure that the product is strapped tightly to eliminate any movement.

Any protruding metal fasteners (nails screws, staples) should be hammered back into the wood or replaced to avoid either tearing the packaging or scratching the monument.

A sheet of double wall corrugated material shall be inserted between the finished surface of one headstone/marker and adjoining headstones/markers to protect against damage during shipping. The contractor shall ensure that non-coloring materials are used for packing and that packing materials are not prone to compression which shall cause load shifts or damage from the ensuring loose banding.

The headstones shall be packed in such a manner that any adhesive, glue or coloring from the packaging does not transfer and adhere to the stone during shipment or during interim storage prior to use. All headstones and packing material shall be contained within the dimensions of the pallet with no overhang. The contractor shall palletize headstones on pallets in good repair with three stringers having lift access capability from all four directions.

The contractor shall replace headstones at no additional cost to the Government if the damage is due to unacceptable packing, unacceptable palletizing arrangements or faulty pallets. The MPS Program Support Unit reserves the right to notify the contractor by email within 5 days of any product damaged during transportation. Upon notification, the contractor shall replace the damaged headstone within ten (10) calendar days from the date the email was sent by MPS to the contractor.

7.4 Labeling

Product (Pre-packaging): IMPORTANT REQUIREMENT. Each individual headstone shall have written in permanent black ink on the front bottom and the bottom of the headstone/marker, the mfg-dist/section/grave numbers noted on the attached spreadsheet.

Product (Packaged): IMPORTANT REQUIREMENT. Each packaged individual headstone shall have written in permanent black ink on the bottom of the packaging (not the crown or curved top) the mfg-dist/section/grave number. A heavy duty adhesive label stating the same can be used as well and placed on the bottom of the package.

Palletized Packaged Product: IMPORTANT REQUIREMENT. As stated, no more than 9 headstones can be placed on one pallet. Arrange the product to show the section/grave number from one side of the pallet. Once product is arranged on the pallet following the material requirements above, and the section/grave number showing specifically from one side, the pallet can be pallet wrapped utilizing corner protectors and banded. After the pallet is loaded and secured, a packing list or a label listing the section/grave numbers that are secured to the pallet will be attached to the outside of the pallet wrapping. Packing list or labels will be secured to the loaded pallet on all four sides in a way to ensure it is not torn off during transit.

8.0 Government Quality Assurance (QA)

8.1 Inspections

Quality assurance (QA) inspections of the contractor’s manufacturing facility and products may be performed by the designated COR of the Memorial Programs Service to assure satisfactory contract performance. The Government reserves the right to inspect any items delivered at any time during the contract or option periods for quality control purposes of the blanks and inscription process without prior scheduling or notifications to the contractor.

During each QA visit at production sites, a complete assessment of the contractor’s operation shall be made to include the following areas:

· Packaging and palletizing of product that promotes damage-free shipments and compliant with all contractual requirements.

· Execution of quality control procedures.

· Maintaining QA records as required, with the records indicating the quality of the headstones as shipped.

When at the contractor’s production facility, the contractor shall assist the designated COR by providing an adequate, well lighted inspection area. Contractor personnel must provide assistance lifting, handling and moving of product.

8.2 Quality System

The contractor must develop and maintain a written inspection system that documents the quality and timeliness of finished products. The contractor shall provide, to the designated COR, reports on the contractor’s processing and delivery of orders to the government contracted transportation carrier. Weekly reports must be emailed to MPS at MPSProgrogSupport@va.gov, attention to the designated COR by the close of business, Tuesday of the next week. Should this day fall on a holiday, the report must be submitted the day before the holiday. Each report must include the following information on a daily basis:

· Date order was received

· Obligation number

· Shipment number(s)

· Date shipped

· Quantity of orders shipped

· Quantity of orders pending

· Estimated ship dates for pending orders

· Number of orders cancelled

· Provide the number of rejected/damaged monuments and the reason for the rejection

· If any order is completed late or projected to be completed beyond the contractually required due date, the contractor must identify the reason(s) for the delinquency, what actions are underway to resolve the tardiness, and the projected future date for completion (projected completion dates which are past the reporting date are unacceptable).

· Identify the on-hand inventory of blanks each week (if applicable)

· Identify the number of blanks that were scrapped each week (due to blowouts, breakage, change in inscription, inscription error, etc…)

If an order is delinquent at the time that the status report is emailed to the MPS Program Support Unit, the contractor must provide in the same email with the report, the detailed reasons for the delinquency, what measures the contractor shall take to handle the specific delinquency and possible future delinquencies and the exact timeframe the contractor expects to become current with orders.

8.3 Quality Complaints

The receipt of complaints concerning unsatisfactory quality or non-compliance with the contract specifications shall be considered reason for an immediate visit and review of the contractor’s quality assurance program. The Government reserves the right to inspect 100% of the production for an indefinite period due to quality problems. Indicative, but not all-inclusive, examples of issues meriting inspection are:

· Nonconforming product shipped to fill Government orders.

· The COR rejecting product that passed the contractor’s inspection system but product is still awaiting shipment.

Deficiencies that adversely affect performance of the contract in areas such as:

· Inspection system

· Inspection personnel

· Manufacturing process

· Production control

· Planning and scheduling

· Employee training

· Craftsmanship

· Safety

· Knowledge/training of processes and measuring tools

· Multiple reorders of same order due to loss or damage from inadequate labeling or palletizing

The designated COR or a designated inspector for this contract shall inform the contractor of the deficiencies during the inspection. A site inspection report shall be generated by the inspecting COR which shall be discussed with the contractor what correction action(s) shall be taken and when the corrective action shall be taken. When an issue(s) arises regarding a headstone not meeting the specification standards and the issue(s) cannot be solved between the contractor and the Government, the Contracting Officer shall make a final determination if the headstone shall be replaced at contractor’s or Government expense.

9.0 Processing of Orders and Time of Delivery

Orders for this contract are supplied in the spreadsheet attachment labeled, Clark Veterans Cemetery Order List. Contractor shall manufacture, inscribe, palletize by following column A, Mfg. /Dist. order. There shall be no deviation from this process. All packaging and labeling instructions are to be followed as outlined in section 7. Product from different Mfg. /Dist. sections will not be intermingled. Shipments of product will begin no later than 15 calendar days after the date of award with all product delivered on or by December 31, 2018.

9.1 Normal Delivery

All products from a specified Mfg. /Dist. section shall be manufactured, packaged, labeled and placed on a designated Government transportation carrier. All shipments under this contract will be shipped to the location below:

9.2 Replacement In-Kind

This contract is 100% replacements in-kind due to the renovation Of Clark Veterans Cemetery in Manila, Philippines. The inscription layout on the spreadsheet attachment shall be followed for each line item.

10.0 Procedures (Administrative and Other)

10.1 Government Responsibilities

Notwithstanding, the contractor’s responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Contracting Services Division shall provide, at the time of the contract award, a list of MPS personnel authorized to act as Contracting Officer’s Representatives (COR).

10.2 Contractor Records and Files

The contractor shall maintain records and files of all documents relating to each order filled under each Government Headstone and Marker contract. These records shall include, at minimum, copies of all orders, quality assurance records, inspection results, shipping documents (bearing carrier name and PRO numbers) and invoices. These records shall be made available upon request to the designated MPS Program Support Unit COR during on-site Quality Assurance inspections.

10.3 Government Headstone and Marker Drawings

The contractor shall ensure that copies of all relevant Government provided drawings for production of headstones/markers under each contract are maintained on file and are available to the designated COR, upon request, during on-site Quality Assurance inspections.

10.4 Government Bill of Lading (GBL)

The contractor shall responsible for provide a copy of a completed GBL for each shipment stating the weight of the shipment, and quantity of pallets. Upon receipt of the documentation, MPS will provide to the contractor the necessary transportation to accompany each shipment. All documentation will be given to the Government transportation carrier upon arrival and the contractor responsibility will be fulfilled.

10.5 Invoicing

The contractor’s responsibilities are deemed complete when the quantity of satisfactorily prepared product are ready for shipment; the pickup date is scheduled and product is placed on a Government contracted transportation carrier.

10.6 Point of Contact at MPS: MPSProgSupport@va.gov

END STATEMENT OF WORK

Statement of Work – Clark Veterans Cemetery in Manila Philippines