36C78618Q0239-001.docx

36C78618Q0239

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

7868-000358 36C78618Q0239 03-15-2018 Sheryl Palacio-Davis 540-658-7227 03-23-2018

2:00 PM

43C1 Department of Veterans Affairs NCA Contracting Service 75 Barrett Heights Rd. Suite 309 Stafford VA 22556 X X 327991 500 Employees X N/A X *Rock Island NC-Rock Island Arsenal* Bldg-118, Rock Island, IL 61299 *Keokuk National Cemetery* 1701 J St. Keokuk, IA 52632

IL 61229

43C1 Department of Veterans Affairs NCA Contracting Service 75 Barrett Heights Rd. Suite 309 Stafford VA 22556

43C1 http://www.tungsten-network.com/customer -campaigns/veterans-affairs/

1-877-752-0900 See CONTINUATION Page

CONTRACTOR IS TO PROVIDE ON-SITE INSCRIPTION SERVICES ON

CEMETERY INSPECTED AND APPROVED GOVERNMENT OWNED HEADSTONES,

MARKERS AND NICHE COVERS FOR THE FOLLOWING NALT CEMETERIES:

ROCK ISLAND NALT CEMETERY, IL & KEOKUK NALT CEMETERY, IA.

FAILURE TO SUBMIT ALL REQUIRED DOCUMENTATION & SAMPLES

AS REQUIRED, MAY RESULT IN YOUR PROPOSAL BEING DETERMINED

TECHNICALLY UNACCEPTABLE AND REMOVED FROM FURTHER

CONSIDERATION.

DUNS# ____________________

TAX ID#____________________

E-MAIL: _

PHONE# ___________________

SUBMIT QUOTE VIA VA eCMS VENDOR PORTAL WEBSITE AT https://www.vendorportal.ecms.va.gov

THIS IS A 100% SET ASIDE FOR SDVOSB.

See CONTINUATION Page X X X Sheryl Palacio-Davis Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: (Contractor’s Information Required)

b. GOVERNMENT:

Department of Veterans Affairs National Cemetery Administration Contracting Service (43C1), Sheryl Palacio-Davis 75 Barrett Heights Road, Suite 309 Stafford, VA 22556

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-34, Payment by Electronic Funds Transfer – Other Than System for Award Management (JUL 2013) (31 U.S.C. § 3332

3. INVOICES: Invoices shall be submitted in arrears:

1. Invoices shall be submitted electronically.

1. Contractors shall not invoice for single orders of a shipment. Shipments will be invoiced for the complete shipment when completed and accepted by the Government.

1. Required Contents of Invoice: If any information below is missing from an invoice, the invoice shall be subject to rejection and returned for revision.

1. Contractor Information (Name, Complete Address, Telephone Number)

1. Date of Invoice

1. Unique Invoice Number

1. Each invoice may be submitted only once. If the need exists to submit a corrected invoice, the original invoice number should be noted with “COR” added at the end of the invoice number on the revised invoice. Where possible CORRECTED INVOICE shall be clearly noted

1. Purchase Order Number (Only one purchase order may be included on each invoice submitted)

1. Shipment Number (If there is not enough space on an invoice, an attachment to the invoice shall list the Shipment Number(s) and the Decedent’s Last Name and shall match the invoice quantity)

1. Decedent’s Last Name (See above)

1. Cemetery Name

1. Unit Cost

1. Total Dollar Amount Invoiced

1. Certificate of Conformance:

· This certifies that (Contractor’s Name) furnished the above listed supplies or services called for by the above listed purchase order number in accordance with all applicable requirements. We further certify that the supplies or services are the quality specified and conform in all respects with the contract requirements.

4. GOVERNMENT INVOICE ADDRESS: All invoices from the Contractor shall be sent electronically by following instruction as stated at website: http://www.fsc.va.gov/einvoice.asp. See VAAR clause 852.232-72 Electronic Submission of Payment Requests (NOV 2012).

5. ACKNOWLEDGEMENT OF AMENDMENTS:

The Offeror acknowledges receipt of Amendments to the Solicitation numbered and dated as follows:

6. MISSING PAGES: It is the responsibility of the Offeror to examine this Solicitation to verify that he, or she, has received all pages. In addition, in compiling this package, some pages may have been duplicated. If the Offeror feels that pages are missing or duplicated, the Offeror is encouraged to contact the Contracting Officer at the telephone number shown in Block 7B, Standard Form 1449, Solicitation/Contract/Order for Commercial Items.

7. METHOD OF ISSUING DELIVERY ORDERS

1. All orders to be furnished under this contract shall be ordered using electronic commerce methods by the Centralized Contracting Division. Orders shall be transmitted electronically via email to the Contractors Internet E-mail address.

1. Contractor shall be required to maintain an active commercial E-mail account capable of accepting the electronic files(s) and providing the account address to the ordering office. Notification of changes in E-mail addresses shall be made to the ordering office within twenty-four hours of the change. In the event E-mail account becomes inactive; provide facsimile number in order to receive files.

1. Orders transmitted electronically will be considered “issued” when the Government transmits the electronic file to the E-mail address of record provided by the Contractor.

8. ORDER PROCESSING SEQUENCE: The Department of Veterans Affairs, National Cemetery Administration, Contracting Service (43C1), is the only activity authorized to issue orders under this contract.

9. NOTICE TO PROSPECTIVE CONTRACTOR(S): Prospective awardees SHALL be registered with SAM at http://www.sam.gov and registered with Vendor Information Pages (VIP) as a VIP Verified Business – Certified SDVOSB at https://www.vip.vetbiz.gov/, Prior to Award and through final payment, and the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to award and through final payment. Contract will not be awarded until SAM registration has been completed.

NOTICE:

A. All questions and proposals shall be submitted through the Department of Veterans Affairs - Electronic Management System (eCMS) Vendor Portal website in order to be considered for award. https://www.vendorportal.ecms.va.gov. VENDOR GUIDE IS ATTACHED TO THIS RFP FOR YOUR INSTRUCTION.

B. Please go to the VA eCMS Vendor Portal website at https://www.vendorportal.ecms.va.gov to register. Once on the webpage, proceed to the Vendor Portal Login section located on the far left side of the webpage and click on ‘Request a user account’ to register. In the event an Offeror is unable to submit a proposal through the Vendor Portal domain, prior to the solicitation closing date, contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov. Submission of proposals through E-mail will not be accepted. Proposal transmission/uploads shall be completed by the date/time specified. Late or incomplete proposals will not be considered.

C. If Offerors are still unable to submit a proposal through VA eCMS Vendor Portal, the Offerors may submit an E-mail version of their proposal as long as they obtain permission from Sheryl Palacio-Davis and VA eCMS Vendor Portal registration requirements have been fulfilled and Offerors have contacted the VAAS helpdesk for assistance in their submission of a proposal. A copy of the E-mail correspondence with the VAAS helpdesk will be forwarded to the Contract Specialist, Sheryl Palacio-Davis at sheryl.palacio-davis@va.gov, proof of E-mail correspondence. If a phone conversation with the VAAS helpdesk proves unsuccessful in an Offeror’s ability to submit a proposal prior to the closing date via Vendor Portal, the Offeror shall submit to the Contract Specialist correspondence that contains the date, time, and name of helpdesk representative the Offeror contacted to include the reasons why the Offeror could not submit a proposal via the Portal. This document will be submitted together with the E-mail version of the proposal. In the event an Offeror has not requested proposal submission assistance to the VAAS help desk prior to the closing date, nor has submitted correspondence that identifies reasons why the Offeror could not submit a proposal via Vendor Portal, the Offeror will be considered non responsive and the E-mail version of the proposal will not be accepted.

Proposal Package in, Vendor Portal, shall include the following:

· 1 completed, signed/dated original SF1449 and completed, signed/dated ALL Amendments

· 1 completed Section B (Contract Admin. & Price Schedule)

· 1 completed Business Management Questionnaire/Past Performance (Section D)

· An approved “Sample” sent to the MPS team in accordance with the Statement of Work prior to the closing date of this solicitation.

Prospective Offerors shall be registered with the System for Award Management (SAM) website and complete representations and certifications at https://www.sam.gov and registered with Vendor Information Pages (VIP) as a VIP Verified Business – Certified SDVOSB at https://www.vip.vetbiz.gov/.

No telephone or E-mail questions will be accepted. Any and ALL questions shall be submitted through Vendor Portal.

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN FAR PROVISION 52.212-1, INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS, PARAGRAPH (b) AND IN THE STATEMENT OF WORK, AND IN SECTION E OF THIS SOLICITATION. PROPOSAL SHALL BE SUBMITTED BY POTENTIAL OFFERORS, PRIOR TO THE TIME SPECIFIED IN BLOCK 8 of SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD AND THE INFORMATION SHALL BE FORWARDED TO THE ADDRESS IN BLOCK 9.

Failure to submit all required documentation & Samples may result in your proposal being determined Technically Un-Acceptable and removed from further consideration.

See attached document: “VENDOR GUIDE” for the Vendor Portal.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

BASE YEAR: OCTOBER 1, 2017 OR FROM DATE OF AWARD THRU SEPTEMBER 30, 2018

J1, THIN, FLAT, GRANITE, MARKERS

I1, NICHE COVER, MARBLE, INSCRIPTION

V1, UPRIGHT, GRANITE, HEADSTONES

U1, UPRIGHT, MARBLE, HEADSTONES

R2, UPRIGHT, REVERSE, INSCRIPTION

GRAND TOTAL

OPTION YEAR 1: OCTOBER 1, 2018 THRU SEPTEMBER 30, 2019

J1, THIN, FLAT, GRANITE, MARKERS

I1, NICHE COVER, MARBLE, INSCRIPTION

V1, UPRIGHT, GRANITE, HEADSTONES

U1, UPRIGHT, MARBLE, HEADSTONES

R2, UPRIGHT, REVERSE, INSCRIPTION

OPTION YEAR II: OCTOBER 1, 2019 THRU SEPTEMBER 30, 2020

J1, THIN, FLAT, GRANITE, MARKERS

I1, NICHE COVER, MARBLE, INSCRIPTION

V1, UPRIGHT, GRANITE, HEADSTONES

U1, UPRIGHT, MARBLE, HEADSTONES

R2, UPRIGHT, REVERSE, INSCRIPTION

OPTION YEAR III: OCTOBER 1, 2020 THRU SEPTEMBER 30, 2021

J1, THIN, FLAT, GRANITE, MARKERS

I1, NICHE COVER, MARBLE, INSCRIPTION

V1, UPRIGHT, GRANITE, HEADSTONES

U1, UPRIGHT, MARBLE, HEADSTONES

R2, UPRIGHT, REVERSE, INSCRIPTION

OPTION YEAR IV: OCTOBER 1, 2021 THRU SEPTEMBER 30, 2022

J1, THIN, FLAT, GRANITE, MARKERS

I1, NICHE COVER, MARBLE, INSCRIPTION

V1, UPRIGHT, GRANITE, HEADSTONES

U1, UPRIGHT, MARBLE, HEADSTONES

R2, UPRIGHT, REVERSE, INSCRIPTION

SUMMARY TOTALS

TOTALS

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK

B.3 DESCRIPTIONS/SPECIFICATION/STATEMENT OF WORK

1.0 Background

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

2.0 Purpose

The purpose of this contract is to provide On-Site Inscription Services at:

Rock Island National Cemetery Rock Island Arsenal Bldg. 118 Rock Island, IL 61299 Telephone: (309) 782-2094 POC: Sue Nan Jehlen, Director

2.1 General: This contract shall provide all labor and materials necessary to perform inscription services on cemetery inspected and approved government owned headstones, markers and niche covers, on-site at the cemetery listed in (2.0) above.

2.2 Performance Period: The contractor shall have (10) business days, excluding federal holidays, as counted from the date following the day an order is sent to the contractor until the monuments are produced and made available to the cemetery for final inspection.

2.3 Unit Price: The unit price is all-inclusive of materials and labor 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 inscribed, FOB Destination.

3.0 Material Specification/Drawings

3.8 Government Furnished Property: The contractor shall be responsible for the security and protection of government furnished blanks which have been inspected and released by the cemetery for inscriptions and provided to the contractor in connection with this contract. All blanks that do not meet the specifications pre and post inscription shall be considered unusable or rejects and the quantity shall be reported to the cemetery point of contact and to MPSProgSupport@va.gov.

4.0 Scope of work

4.1 Contract Period: This contract covers the period from April 1, 2018 thru September 30, 2018with four 1-year options, if exercised, to extend the term of the contract through September 30, 2022.

4.2 Contractor Services: This service is to include all labor and materials necessary to provide inscriptions on the government furnished blank monuments noted in 3.0 above.

4.3 Workmanship: Monuments shall be free from defects due to broken or blown out lettering. Repairs or patching of any such defects such as oils, glue, crayon marks, direct adhesive and dust shall be a cause for rejection.

4.4 Product: The contractor shall inscribe all information contained on an order. The contractor’s pricing in the schedule is an all-inclusive price. This all-inclusive price includes all items as shown on the technical drawings listed in section 3.0. The government estimates that at least 80% of new inscriptions on marble upright headstones shall only require a full inscription on the front and a section and grave number on the back. The end or limit of each line shall be indicated on a line-by-line basis as shown on the order. If any deviation from this is encountered, contact the MPS Program Unit at MPSProgSupport@va.gov.

Inscriptions shall be made using an air blast abrasion method. The inscription depth, dimensions and layout of letters, numbers and emblems shall conform to the scenarios and technical referencing in the contract drawings. For all monuments, the name shall typically be letter size L-1. Whenever the name to be incised is too long to fit on the headstone in the allowable space, use letter size L-3. If the name to be incised will not fit using letter size L-3 contact the MPS Program Support Unit at MPSProgSupport@va.gov for further guidance. When the name is inscribed in size L-1 letters, all other inscription lines will use size L-3 letters and numerals. When the name is inscribed in size L-3 letters or size L-4 letters, all other inscription lines will use size L-4 letters and numerals.

4.5 Lithichrome Application: Lithichrome shall not be used on inscriptions provided under this contract. Whenever lithichrome is required, “LITHICHROME-YES” shall be notated in the order. When lithichrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale).

5.0 Submittal by Potential Offerors

All potential offerors who have submitted and received approval for a sample of the same type of sample within the last 12 months may submit a copy of that approved sample review with the bid to avoid submitting an additional sample.

The sample(s) shall be received by Memorial Programs Service (MPS) prior to closing date. If a sample is disapproved by MPS you shall receive notification by the contracting officer and you have until the closing date of solicitation to resubmit samples.

5.1 Inscribed Flat Granite Marker (J1) Sample: The following inscription shall be used and inscribed on a 12” x 24” x ¾” granite marker.

Emblem #26 –Christian Reformed Church (refer to drawings) HARRY DONALDSON Jr (refer to drawings for correct size of “r”)

PVT USMC KOREA

AUG 1 1933 JAN 13 2015

GARY DONALDSON

FEB 9 1967 MAY 2 1989

LOVING HUSBAND & DAD

5.2 Inscribed Niche Inscription Marble (I1) Sample: The following inscription shall be used and inscribed on a 15-3/4” x 11-1/4” x ¾” marble niche cover.

Emblem #26 – Christian Reformed Church (refer to drawings)

DONALDSON

HARRY Jr (refer to drawings for correct size of “r”)

PVT USMC

KOREA VIETNAM

1933 2015

BSM SSM PH

LOVING HUSBAND

DAD AND GRANPA

5.3 Inscribed Upright Marble Headstone (V1) Sample: The following inscription shall be used and inscribed on a 24” x 13” x ¾” marble upright.

Emblem #26 – Christian Reformed Church (refer to drawings)

HARRY

DONALDSON Jr (refer to drawings for correct size of “r”)

PVT

USMC

KOREA

VIETNAM

AUG 1 1933

JAN 13 2015

PURPLE HEART

LOVING HUSBAND

DAD AND GRANPA

5.3 Inscribed Upright Marble Headstone (U1/R2) Sample: The following inscription shall be used and inscribed on a 24” x 13” x ¾” marble upright.

Emblem #26 – Christian Reformed Church (refer to drawings)

HARRY

DONALDSON Jr (refer to drawings for correct size of “r”)

PVT

USMC

KOREA

VIETNAM

AUG 1 1933

JAN 13 2015

PURPLE HEART

LOVING HUSBAND

DAD AND GRANPA

Refer to applicable drawing for layout of section and grave number (AA 1234) as it applies to the R2 headstone.

NO samples will be accepted after closing date.

Once submitted the sample(s) become the property of the Department of Veterans Affairs and will not be returned. Submit sample and test results to the following address:

Department of Veterans Affairs Memorial Programs Service Program Support Unit, Rm. 654 1575 Eye Street, NW Washington, DC 20005

5.4 Drawings: Full size copies of these drawings are available upon request at no additional charge to potential vendors. The request should be e-mailed to the NCA Memorial Programs Service (MPS) Program Support Unit at MPSProgSupport@va.gov and should include the contractor’s name, physical street address, phone number, e-mail address, and the name of the drawing(s) requested. If hard copies of the drawings are desired, e-mail the request to MPS with sufficient time for the drawing to be mailed. MPS recommends vendors use full size drawings for to ensure their understanding of the requirements. An extension to the solicitation’s closing date may not be granted for failure to request the technical drawings with sufficient lead time.

6.0 Contractor Requirements: On site inscription services shall begin no later than (30) days after contractor award date. Before submitting a bid, it is the responsibility of the contractor to perform due diligence of the contract requirements, cemetery site requirements and examine the pre-determined location of the sandblasting area within the cemetery property.

6.1 On-Site Inscription Blasting Structure: Contractor shall be required to provide and maintain a secure portable structure(s) to perform sandblasting operation, store equipment and for possible curing of headstones prior to sandblasting. The structure (s) shall be built so work shall proceed without regard to weather conditions and power outages. The site for the blasting structure/storage and inspection area shall be determined by the cemetery director and shall be located within the cemetery property.

7.0 Cemetery Requirements

7.1 Checking In Upon Arrival and departure at (Rock Island NC) The contractor shall be required to check in with a pre-determined cemetery representative upon each arrival to the cemetery and to provide the representative a listing of the inscriptions that shall be completed on a specific day. This listing should include the decedents’ name and section/grave number for each decedent’s gravesite. Upon departure from the cemetery, the contractor is required to provide the cemetery representative a listing of the inscription that was completed. If the contractor did not complete all inscriptions as originally planned, the contractor should inform the cemetery representative of the contractor’s intended return date to complete any pending inscriptions.

7.2 Authorized Working Hours

All work for contract performance at the cemetery shall be performed between the hours of 8:00 a.m. and 4:30 p.m., local time, Monday through Friday, excluding Federal holidays. Work performed during non-duty hours, weekends and holidays will be at the discretion and with the written approval of the cemetery director at no additional cost to the Government.

7.3 Impact on other Cemetery Operations

The contractor agrees to phase all work in such a manner so as not to impact or interfere with cemetery operations. As a general rule-of-thumb, work involving power equipment should not take place within 1,000 feet (305m) of an on-going committal service or ceremony.

7.4 Conduct at (Rock Island NC)

While performing work on cemetery property, contractor personnel shall adhere to the following standards of dress and conduct. These standards and regulations are enforceable under Title 38, U.S.C., Section 218.

7.4.1 National cemeteries are shrines; contractor personnel appearance and conduct shall be professional and unobtrusive at all times. All contractor personnel shall wear long pants while on cemetery grounds unless approved in writing by the cemetery director.

7.4.2 Contractor personnel shall not sleep on cemetery grounds, sit, and lean or stand on erected headstones, or put equipment or materials on erected monuments, nor lean or place any equipment or materials on erected monuments.

7.4.3 Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

7.4.4 Contractor personnel will behave with appropriate decorum, courtesy, and respect while within the cemetery or at its’ perimeter or entrances. Shouting, cursing, use of personal radios, angry outbursts, sleeping, intoxication, spitting, unsafe driving of private or company vehicles, and violence or criminal acts of any kind shall not be tolerated and are cause for immediate removal from the cemetery, and shall jeopardize any future contract or renewal of current contract.

7.4.5 The contractor shall ensure all motor vehicles used in this contract meet State Inspection, safety, licensing, registration, and insurance requirements. All contract personnel operating vehicles shall have a valid driver’s license.

7.4.6 The contractor shall dispose of all rejected work. Disposal means destroyed so no part of the inscription is legible, removal from cemetery property, and discarded so no part of the monument can be used for any other private or public purpose.

7.4.7 Contractor shall be responsible for safety training of on-site personnel. All on-site personnel shall wear a personal protective garment to cover the body from the waist to neck and long pants or protective apron. Garments displaying a “message” or slogan” other than the contractor’s business name are prohibited. Offensive tattoos shall be covered.

7.4.8 Public restrooms at the cemetery are for visitors only. The contractor is responsible for either providing a portable restroom facility that is maintained and kept clean or use restroom facilities off-site.

7.4.9 Breaks and lunch while on cemetery property shall be taken in areas designated by the cemetery administrator.

7.4.10 At least one contractor staff member must speak fluent English when the contractor is working on cemetery grounds.

7.4.11 Personnel shall remove all personal protective equipment, such as eye/or face protection, respiratory protection, and gloves, as well as required protective clothing/garments be removed before leaving the worksite. At least one contractor staff member will speak fluent English when the contractor is working on cemetery grounds.

8.0 Government quality Assurance (QA)

8.1 Site Inspections

Quality assurance (QA) inspections of the contractor’s manufacturing facility and completed on site work shall be conducted during the contract period by the designated COR of the Memorial Programs Service, Program Support Unit. Visits to the Contractor and the cemetery shall be scheduled at a time so as to ensure inspection of the Contractor’s production. The Government reserves the right to perform quality audit inspections without prior scheduling or notifications to the contractor.

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

· Performing quality inspections

· Maintaining QA records indicating the quality of the inscribed headstones and,

· Maintain a working area, including storage building, sandblasting and other equipment, in a manner that is in compliance with state or other environmental and health regulations.

8.2 Quality System

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

· Date order received

· Purchase order number

· Shipment numbers

· Quantity of items associated with each shipment number

· Date provided

· Quantity of orders provided

· Quantity of orders pending

· Estimated completion dates for pending orders

· Estimated completion dates for pending orders

· Number of orders cancelled (include shipment number and name)

· Blanks Received

· Blanks on Hand

· Blanks rejected

8.3 Quality Complaints

The contractor is responsible for the performance of all inspections and quality assurance required by this contract. The contractor shall develop and maintain a written inspection system that documents the quality of all finished products resulting from the inscription of government headstones. The government reserves the right to perform any inspections deemed necessary to assure headstones are supplied in accordance with the specifications of the contract.

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

· Nonconforming on headstone/niche cover inscriptions

· Completed on site upright marble, marble niche and flat granite inscriptions that passed the contractor’s inspection system but fail the Quality Inspection of the designated COR

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

· Inspection system

· Inspection personnel

· Manufacturing process

· Production control

· Planning and scheduling

· Employee training

· Safety

The designated COR of the MPS Program Support Unit for this cemetery shall inform the Contractor of the deficiencies during the inspection and shall discuss with the contractor what corrective action(s) will be taken.

When issue(s) arise regarding an inscription on a monument not meeting the specifications standards and the issue(s) cannot be resolved between the Contractor and MPS, the Contracting Officer shall make a final determination if the monument shall be replaced at contractor’s or at Government’s expense.

9.0 PROCESSING OF ORDERS AND TIME OF DELIVERY:

Contractors shall provide a single email address for electronically receiving orders Orders shall be electronically distributed by MPS to the contractor’s provided email address, Monday thru Friday, excluding federal holidays.

Contractors shall complete orders on a first in/first out basis, except for those items where accelerated delivery is requested. Each order for Normal delivery shall be produced in numerical sequence, by shipment number

9.1 Normal delivery: All monuments with the exception of those identified for accelerated delivery shall be manufactured, inspected and released to the cemetery within (10) business days following the date the order was released to the contractor.

9.2 Accelerated Request (Casualties of War)

It is the goal of NCA to ensure the grave of active duty service members who die as a result of enemy action is marked on the day of interment. When the cemetery director or MPS is made aware of a pending burial request for a U.S. casualty of war, they will provide to the contractor the inscription. These orders are estimated to be less than 1% of the estimated orders for the life of the contract. The Government will provide the inscription to the contractor with not less than (2) business days advance notification, and advise the contractor when the inscription needs to be completed. All inscriptions identified as an accelerated delivery shall be provided at no additional cost to the government.

9.3 Inscription Correction/Cancellations of Orders: Occasionally, it shall be necessary to request from the contractor that a correction is made or that an order be cancelled. These corrections/cancellations shall be forwarded by e-mail to the contractor only by the MPS Program Support Unit and within one (1) business day of receipt of the order. The contractor will be required to respond to each e-mailed request from the MPS Program Support within one (1) business day following receipt of the order.

10.0 Use of Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers and Appendix C – Completion of Inscription Service(s) (Process Responsibilities)

10.1 The contractor is NOT responsible for unloading pallets of government-owned blanks off of delivery trucks, nor for ensuring the number of pallets and monuments match what is stated on the bill of lading or for signing the bill of lading.

10.2 Cemetery personnel are responsible for the storage of the newly received government-owned blanks until they are inspected, released and accepted by the contractor using the Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers form.

10.3 Cemetery personnel are responsible for transferring to the contractor a pre-determined quantity of government-owned blanks by completing the Appendix B - Transfer of Government-Furnished Headstones, Markers or Niche Covers form (NCA Handbook 3320).

· Cemetery personnel must complete the top portion of the form, check the appropriate box and insert the quantity that is being transferred to the contractor.

· The contractor must confirm the quantity of blanks being transferred and accept and sign the bottom of the form. Both the contractor and the cemetery should retain a copy of the transfer for their records.

· The contractor is responsible for setting up the government-owned blanks for inspection by cemetery personnel. If any rejects are identified due to chipping, coloration, etc., the cemetery is responsible for the storage and eventual disposal of the rejected blanks. The quantity of rejects should be noted on the transfer form along with date and name of cemetery personnel performing the inspection. The cemetery is responsible for notifying MPS of the rejects and supplying photos.

10.4 The contractor takes possession and responsibility for the care and protection of unrejected blanks following the cemetery staff’s inspection of the blanks. The contractor will have responsibility for damage to blanks or inscribed monuments while in the custody of the contractor.

· The contractor processes inscription orders and displays the completed inscribed monuments for inspection by cemetery personnel following the contractor’s own required quality control actions. Pre-release review by the cemetery does not relieve the contractor of responsibility for performing an effective review of quality prior to turning inscribed monuments over to the cemetery. This should occur in a pre-determined location within the contractor’s inscription area.

· The contractor will be responsible for completing Appendix C – Completion of Inscription Service(s) form. The contractor will complete the top portion of the form, checking the appropriate box and inserting the quantity of monuments that are ready for final inspection by cemetery personnel. Shipment numbers will be inserted for each monument completed. The contractor will inform the cemetery that monuments are ready for final inspection. This may be a pre-determined time during the day that the cemetery and contractor establish.

· Cemetery personnel are responsible for a final inspection and acceptance of the completed monuments utilizing the MOAR. Any rejects will be noted on the form and the cemetery inspector will sign and date for the cemetery. Both parties should retain a copy for their records.

· The cemetery will be responsible for scanning and emailing a copy of the Appendix C form to their MPS COR which will be utilized when certifying invoices for payment of services by the contractor.

· The cemetery is responsible for the destruction and disposal of blanks that are rejected prior to being turned over to the contractor.

· The contractor is responsible for the destruction and disposal of rejected inscribed monuments, whether it is due to inscription quality or damage to the stone itself that may have happened during the inscription process.

10.7 Reorder of Rejected Inscribed Monuments

· The cemetery will be required to reorder any rejected monuments through BOSS.

· The original order that was rejected will be received in BOSS and noted as rejected due to “contractor error”.

11.0 Procedures (Administrative and other)

11.1 Government Responsibilities

· MPS shall email formatted orders on weekdays, when available, to a contractor’s self-designated email address.

· Within two workdays, MPS shall clarify formatting questions regarding ordered items or advise the contractor as to whether extra time is needed to provide a reply. The contractor shall submit questions to MPSProgSupport@va.gov in order for MPS to provide guidance regarding questionable circumstances.

· Questions or issues regarding processing of an order, which cannot be resolved through submission to MPSProgSupport@va.gov, shall be routed by MPS to the contracting officer for resolution.

11.2 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. Said files shall minimally contain, manufacturing quality assurance checklist, final inspection and acceptance reports, Delivery Order Numbers and dates completed date invoiced. Said files are in addition to any similar information provided to or by the government and shall be available upon request to the designated COR during on-site Quality assurance inspections.

A running status report for all completions shall be e-mailed to MPSProgSupport@va.gov by the close of business on Tuesdays. If any order is completed late or projected to be completed beyond the contractually required due date, the contractor shall identify the reason(s) for the delinquency, what actions are underway to resolve the tardiness, and the projected future date for completion (the listing of projected completion the dates which are earlier s than the reporting date are unacceptable).

11.3 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.

11.4 Point of Contact at MPS, Program Support Unit

E-mail MPSProgSupport@va.gov

11.5 The contractor and the cemetery shall ensure that APPENDIX B – TRANSFER OF GOVERNMENT-FURNISHED HEADSTONES, MARKERS, OR NICHE COVERS or APPENDIX C – COMPLETION OF INSCRIPTION SERVICE(S) is completed, signed and dated, and a copy kept in the contractor’s and cemetery’s files whenever possession of product is transferred between the two parties.

[END OF STATEMENT OF WORK/SPECIFICATION]

B.5 DIGNITY CLAUSE

1. Every action by contractor personnel at a National Cemetery must be performed with the special care, reverence, dignity, and respect that acknowledge the cemetery as the final resting place that commemorates the service and sacrifice those service members, Veterans, and their families made for our Nation. Critically important is the awareness, required of the contractor employees, of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

a. Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them. Contractor personnel should use tools approved by the Contracting Officer Representative (COR), such as shovels, pry bars or pinch bars to lift flat markers out of the ground; pick axes are not an acceptable tool.

b. No tools, equipment or other items will be placed or leaned on headstones or markers. Once headstones/markers are removed from the socket, do not place on dirt piles or mud; they should be carefully placed on each associated gravesite and protected in such a way as to prevent any soiling and be out of the way of any other work.

c. Headstones shall be removed from their sockets using wooden and/or metal clamps. If metal clamps are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to and marking of the headstone. Clamps may be attached to a skid steer loader (i.e., Bobcat®) or similar machine to extract the headstone from the socket.