36C78618R0432-001.docx

36C78618R0432

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

7869-000001 36C78618R0432 08-15-2018 Antionette Collins-Somerville 540-658-7203 09-15-2018

12:00PM EST

X X 327991 500 Employees N/A X

NATIONWIDE

43C1

HTTP://WWW.TUNGSTEN-NETWORK.COM/CUSTOMER

-CAMPAIGNS/VETERANS-AFFAIRS/

1-877-752-0900 See CONTINUATION Page

THIS IS A 100% SET-ASIDE TO SERVICE DISABLED VETERAN OWNED

SMALL BUSINESSES (SDVOSB) FOR G1 INSCRIBED FLAT GRANITE

MARKERS NATIONWIDE

PLEASE SEE THE PRICE/COST SCHEDULE

See CONTINUATION Page

786-550700-421001BH705MA0102H2019

786-550707-421001BH705MA0102H2019

X X X Antionette Collins-Somerville Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION

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

a. CONTRACTOR:

b. GOVERNMENT:

Department of Veterans Affairs National Cemetery Administration Contracting Service (43C1), Antionette Collins-Somerville 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. A single invoice shall be submitted in arrears within thirty (30) calendar days upon the Government acceptance of items.

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.

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).

4. SOLICITATIONS:

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN FAR Provision 52.212-1, INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS, PARAGRAPH b, 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.

Information shall be submitted in the manner requested in FURTHER INSTRUCTIONS TO OFFERORS. Failure to do so may result in your submission being determined non-responsive and removed from consideration.

All offers that fail to furnish required representations and certifications, past performance information or reject the terms and conditions of the solicitation shall be excluded from consideration.

CAUTION - LATE Submissions, Modifications, and Withdrawals: See provision 52.212-1. All offers are subject to all terms and conditions of this solicitation.

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.

7. TIME OF DELIVERY: Work is to be performed Monday through Friday, 8:00 a.m. – 4:30 p.m., except Federal Holidays and except as defined in the Statement of Work.

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.

10. POST AWARD CONFERENCE: Prior to commencement of work, contract awardee is required to make an appointment with Contracting Officer’s Representative (COR) to assure that all parties understand all contractual obligations and the role that each party serves.

11. GOVERNMENT HOLIDAYS:

Holidays observed by the Federal Government:

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a national holiday.

REQUIREMENTS CONTRACT

A. All QUESTIONS AND PROPOSALS shall be submitted through Department of Veterans Affairs - Electronic Management System (eCMS) Vendor Portal website to be considered for award. https://www.vendorportal.ecms.va.gov. No questions will be accepted through email.

ATTACHMENT A: VENDOR GUIDE IS ATTACHED TO THIS RFP FOR YOUR INSTRUCTION. All questions must be received by no later than August 31, 2018 at 12:00pm EST to give reasonable time to respond to questions prior to close of the solicitation. No questions shall be accepted through email or phone calls. No questions will be accepted after August 31, 2018 at 12:00pm EST. The solicitation closes on September 15, 2018 at 12:00PM EST.

B. If Offerors are still unable to submit a proposal through E-mail to the Contract Specialist, Antionette Collins-Somerville at Antionette.Collins-Somerville@va.gov Proposal Package in, Vendor Portal, shall include the following:

· Signed/dated ALL Amendments

· 1 completed Section A (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

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 L OF THIS SOLICITATION. PROPOSAL SHALL BE SUBMITTED BY POTENTIAL OFFERORS, PRIOR TO THE TIME SPECIFIED IN ORDER TO BE CONSIDERED FOR AWARD.

Failure to submit all required documentation & Samples may result in your proposal being determined not Technically Unacceptable and removed from further consideration.

B.2 PRICE/COST SCHEDULE

*The delivery locations provided are for informational purposes to assist with submission of a quote. The list is not all inclusive. The quantities provided are estimates and the Government is not obligated to any specified quantity. The Government reserves the right to add additional Cemeteries or remove Cemeteries pursuant to a modification. Subject to the availability of funds and the base award does not obligate funds.

The following ATTACHMENT C is a listing of the states of current national, state, and private cemeteries which receive Inscribed G1 Granite Markers.

ITEM INFORMATION

Product Number: G1 G1, inscribed flat granite marker, FOB destination Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019

Product Number: unknown wood crate, with packing for G1, CONUS destinations Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019

Product Number: G1

Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020

Product Number: unknown

Contract Period: Option 1 POP Begin: 10-01-2019 POP End: 09-30-2020

Product Number: G1

Contract Period: Option 2 POP Begin: 10-01-2020 POP End: 09-30-2021

Product Number: unknown

Contract Period: Option 2

POP End: 09-30-2021

Product Number: G1

Contract Period: Option 3 POP Begin: 10-01-2021 POP End: 09-30-2022

Product Number: unknown

Contract Period: Option 3

POP End: 09-30-2022

Product Number: G1

Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023

Product Number: unknown

Contract Period: Option 4 POP Begin: 10-01-2022 POP End: 09-30-2023

36C78618R0432

Page 1 of Page 1 of

B.2 STATEMENT OF WORK (SOW)

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 flat granite markers (type G1) to cemeteries worldwide

3.0 General

This contract shall include all labor and materials necessary to furnish flat granite marker(s) to each consignee’s address. The Contractor shall be responsible for providing all labor and material needed to manufacture, inscribe, package, palletize, and deliver FOB destination.

3.1 Performance period: The contractor shall have fifteen (15) calendar days following the day an order is sent to the contractor until the monuments are manufactured, inscribed, packaged, and delivered to destinations within the contiguous 48 states (CONUS). For destinations outside CONUS, the contract shall have 15 calendar days for delivery to the point of embarkation and another 45 days for delivery from the point of embarkation to the overseas destination.

3.2 Unit Price: The unit price is all-inclusive and covers the completed monuments delivered FOB destination. The same unit price shall apply regardless of the total number of characters inscribed. This all-inclusive price includes product and services to provide monuments meeting technical requirements as shown in drawings listed in Sections 4.0 and 5.1.

4.0 Material Specification

4.1 Description: Flat granite marker, Inscribed (12” x 24” x 4”)

4.1.1 Product Code: G1

4.1.2 Drawing No.: A-G1, dated June 5, 2003

4.3 Material: Granite must conform to the definition of granite as defined by ASTM- C119. Granite provided under this contract shall be standard grade, fine to medium grained material as classified by the National Building Granite Quarries Association. It shall be free of cracks, seams, or starts which may impair its integrity or readability of the inscription. Niche covers containing two or more feldspar phenocrysts which exceed 10mm in any direction, shall be rejected.

4.4 Color: Granite shall be a uniform shade of fine to medium grain, gray color (N6 to N7.75) as judged against the Munsell Neutral Value Scale, Matte 31 - step scale.

4.5 Finishing: The front, 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 smooth sawn finish.

4.6 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 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

4.7 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.

· Monuments shall be free of ink, oil, crayon marks, dirt, coatings, sealers and stone dust.

· Inscriptions 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

4.8 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 Products Service (MPS), 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 sources in the following areas:

· Washington County, Vermont

· Elberton County, Georgia

· Madera County, California

· Surrey County, North Carolina

4.9 Granite Testing Specifications

4.9.1 Abrasive hardness:

Granite shall have an abrasive hardness value Ha of 25.0 minimum, when tested as specified by ASTM C241.

4.9.2 Absorption:

Granite absorption shall be 0.40 percent maximum, by weight when tested for a 48 hour period as specified in ASTM C97.

4.9.3 Compressive strength:

Granite shall have a minimum compressive strength of 13,000 psi when tested as specified in ASTM C170.

4.9.4 Flexural strength:

Granite shall have a flexural strength of 1,200 psi (8.27 MPa) minimum when tested as specified in ASTM C880.

4.9.5 Density:

Granite shall have a density of 160-lbs/ft3 (2,563-kg/m3) minimum, as specified by ASTM C97.

4.10 Applicable Publications

4.10.1 Munsell Neutral Value Scale, Matte (31 - step scale)

617 Little Britain Road, New Windsor, NY Refer to X-Rite, Inc or Pantone LLC for Munsell Color Scale

4.10.2 ASTM, Sections C97, C99, C170, C241

American Society for Testing and Materials 100 Barr Harbor Drive PO Box C700 West Conshohocken, PA 19428-2959

4.10.3 Dimension Stones of the World

Marble Institute of America (MIA + BSI) 380 E. Lorain Street, Oberlin, OH 44074

5.0 Inscription Specification

5.1 Reference Drawings

· A-LFN&OC-1 through, dated June 13, 2016, Letters, Fonts, Numbers, & Other Characters

· A-EM 1 through 5, dated 06/27/14, Emblems

5.2 Product: The contractor shall inscribe all information as contained on the headstone order. 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 Support Unit at MPSProgSupport@va.gov.

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

5.3 Lithichrome Application

Lithichrome shall be applied to all inscriptions in G1 type monuments unless otherwise requested. Whenever lithichrome is not required, “NO LITHICHROME” shall be notated on the order. When lithochrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale).

6.0 Submittal by Potential Offerors

Potential offerors shall submit at contractor expense one granite sample (24” x 12” x 3/4”) representative of the granite to be used in the production of markers under the contract. The granite sample shall conform to government specifications and shall be submitted for approval. Mark each sample on the back with a permanent marker to show: contractor’s name, 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 accompanied by a statement identifying the brand name and grit rating for the pad or stone used to produce the final finish.

The following inscription, with lithichrome, shall be used for the sample submission - refer to drawings for emblem’s character, font style, special marks, inscription depths, spacing, and dimensions:

Emblem # 52 (Land Eagle)

JOSÉ QUIÑÓNEZ

2ND LT US ARMY WWII

APR 18 1914 AUG 31 2004

DEFIANT WITH A SMILE

TENDERLY KIND

UNSELFISHLY GENEROUS

Failure to meet any of the requirements shall result in the rejection of the sample.

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

Samples must be received by Memorial Products 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 closing date.

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

Department of Veteran Affairs Memorial Products Service Program Support Unit, Rm. 600 1575 Eye Street, NW Washington, DC 20005

6.1 Full size copies of drawings are available upon request at no additional charge to potential vendors. The request should be e-mailed to the NCA Memorial Products Service (MPS) Program Support Unit at MPSProgSupport@va.gov and shall include the contractor’s name, mailing address, phone number, e-mail address, and the name / drawing number of the drawing(s). If hard copies of the drawings are desired, e-mail 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 and Palletizing

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 crate 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 damage to the edges of the stone when packaged. Colored materials or materials capable of staining the stone (ex. uncoated cardboard, certain kinds of wood) during outdoor storage are 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:

· Ensure the pallet is in good condition. The quantity of monuments that can be placed on the pallet shall depend on the pallet’s quality of build and product-to-pallet dimensions.

· Ensure 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 edges of the monuments with corner fiber boards.

· Ensure shipments of multiple monuments are properly unitized and secured firmly to the pallet.

7.2 Single Packaging: Packaging shall consist of a two-part carton constructed of a double wall corrugated board. The front of the carton shall fit completely over the front of the monument with the top, bottom and two side flaps folding over each respective surface to protect at least half of that surface. The back of the carton shall fit completely over the back of the monument with the top, bottom and two side flaps folding over each respective surface of the monument to protect at least half of that surface. The flaps of the carton halves shall be secured with ½” plastic banding or 2” filament tape. Two bands shall be secured around the carton its entire height (from top to bottom) and two additional bands shall secure the carton around the width. Banding pressure shall be such that it causes no damage to the edges of the stone when packaged.

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

Monuments that are to be individually shipped must have two stringers or (runners) running the width of the headstone (12” dimension) beginning at 8” from either end. Material used for the stringers, runners or blocks is left up to the contractor and the contractor’s packaging specialists but should be permanently adhered to the cardboard packaging so as to remain in place until the monument is received. This requirement is for convenient pickup so as to avoid damage when using either a hand truck/dolly or for the forks of a forklift to move the headstone when in transit.

7.3 Palletizing: Each pallet shall not exceed 2,500 lbs. When multiple orders are being shipped to the same consignee or cemetery, headstones are to be shipped together on the same pallet, with sufficient non-steel banding in conjunction with stretch wrap along with individual packaging materials shall be used to prevent damage to the monuments during shipment. Banding shall be in cross-directional pairs, four per pallet ensuring that the banding is routed through the pallet to minimize any movement of the headstones while in transit. Non-staining corner cards are to be provided between the band and the monument 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 standard 42” x 48”, 4-way wood pallets.

The weight of markers placed on the pallet must not exceed what the pallet can hold but in all cases shall not more be more than 20 markers per pallet.

Protruding metal fasteners must be replaced to avoid tearing the packaging or scratching the monument’s (s’) surface.

The contractor shall ensure non-coloring materials are used for packing and that packing materials are not prone to compression which may cause load shifts or damage from the ensuing loose banding.

The monuments 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 monuments and packing material shall be contained within the dimensions of the pallet with no overhang. The contractor shall palletize multiple monuments on pallets in good repair with three stringers having lift access capability from all four directions.

The contractor shall replace monuments at no additional cost to the Government if damage is incurred during transport . The MPS Program Support Unit reserves the right to notify the contractor by email within 5 days of any blanks damaged during transportation. Upon notification, the contractor shall replace the damaged monuments within ten (10) calendar days from the date the e-mail was sent by MPS to the contractor.

The front and back of each individual package or on each side of a pallet shall be labeled with the words, HANDLE WITH CARE, in one-inch high red letters. Use of commercially available labels can be used for this requirement.

In addition, the contractor shall ensure the commercial bill of lading is notated with the following statements:

· “the palletized headstones must be moved to the rear of the delivery vehicle to ensure the ability of the receiving business to offload the pallet using a forklift”.

· “In case of delivery problems: call (202)-461-4132 or 202 501 2696 for guidance and followup notification with email to MPSProgSupport@va.gov.

· Items damaged during transport must be reported by email to MPSProgSupport and the damaged items must be positively destroyed by the transporter or transporter’s agent. The contractor shall document such monuments were, “… demolished or pulverized into small pieces and no portion of the inscription remained legible”.

7.4 Labeling: the contractor shall provide a packing list or a shipping label for all packaged monuments. The label shall be at least five (5) inches wide by four (4) inches long with the Order Number, Last Name of the Veteran, and Consignee. Labels shall be completely adhered to the front of the package and shall be over-coated with transparent adhesive tape that completely covers the label to prevent removal, smearing or blurring of the information. Shipping labels shall not be covered or obscured in any way by individual packaging or banding materials that would make the labels unreadable.

For multiple orders that have been palletized, a packing list shall be included and attached to the outside of the shrink wrapped pallet. The packing list shall include all headstones packed on the pallet: Order Number, Last name of the Veteran and Consignee. Use of a plastic, sealable pouch for the packing list is required to help ensure the packing list is not removed or torn during transit.

7.5 Overseas Shipments: All individual monuments destined for overseas shipments, to include Hawaii, Alaska, Puerto Rico, etc, shall be routinely shipped in wood crates that comply with the National Motor Classification and the Uniform Freight Classification.

7.6 Special Crating within CONUS: Shipment in well packed wooden crates will occasionally be required for delivery of markers to destinations within continental United States. This is different than the routine crating that is required for shipments to overseas destinations. Special crating for CONSU shipments may be required under one or more of the following circumstances:

· Previous orders of the same monument were repeatedly damaged during transport,

· Extra assurance of undamaged delivery is desirable due to unusual media coverage,

· Extra assurance of undamaged delivery is instigated through congressional inquiry, or late discovery of a prior monument having been lost or grievously mis inscribed.

Special crating shall be required for not more than 500 (less than 1%) of all orders to destinations within the CONUS. Special crating is in addition to the routine crating specified for overseas shipments.

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 the quality of blanks and the 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 of the MPS Program Support Unit, reports on the Contractor’s processing and delivery of orders to the carrier. Weekly reports must be emailed to MPS at MPSProgSupport@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 no later than the next business day. Each report must include the following information:

· Date order was received

· Obligation number

· Shipment numbers

· Date shipped

· Carrier’s name

· Carrier’s tracking number

· Quantity of orders shipped

· Items damaged during transport and subsequently destroyed

· Quantity of orders pending

· Estimated ship dates for pending orders

· Number of orders cancelled

· 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 before the reporting date are unacceptable).

· 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 reason(s) for the delinquency, what measures the contractor is undertaking to remedy the causes of the current delinquency, and the date 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:

o Inspection system o Inspection personnel o Manufacturing process o Production control o Planning and scheduling o Employee training o Craftsmanship o Safety o Knowledge/training of processes and measuring tools o Multiple reorders of same order due to loss or damage from inadequate labeling or palletizing.

The designated COR of the MPS Program Support Unit or a designated inspector for this contract shall inform the Contractor of the deficiencies. A site inspection report shall be generated by the inspecting COR and the COR shall discuss with the contractor what corrective action(s) shall be taken and when the corrective action shall be taken. When an issue(s) arise regarding a monument not meeting the specified standards and the issue(s) cannot be resolved between the contractor and the Government, the Contracting Officer shall make a final determination as to whether the monument shall be replaced at the contractor’s expense or at the 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. Contractors shall manufacture and ship individual orders on a first in/first out basis. Each order for Normal Delivery shall be produced in numerical sequence, by shipment number.

9.1 Normal Delivery: All markers shall be manufactured and placed on a transportation carrier for delivery within (15) calendar days following the date the order was sent by Memorial Product Services (MPS).

9.2 Accelerated Deliveries: All markers identified for accelerated delivery (sometimes referred to as 10-day specials) shall be moved to the front of the production queue but behind any previous orders flagged as 10-day specials. The contractor shall provide this service for accelerated production at no additional cost beyond the standard unit cost offered by the vendor.

9.3 Replacement In-Kind: The intent is to replicate all or part of a pre existing inscription. In-kind replacements must be provided at no additional cost beyond the standard unit cost offered by the vendor.

9.4 Inscription Corrections/Cancellations of Orders: Occasionally, it shall be necessary to request a correction, change, or cancellation be made after an order is sent to the contractor. These corrections/changes/cancellations shall be forwarded by email to the contractor only by the MPS Program Support Unit and within one (1) calendar day from the date the contractor received the order. The contractor shall be required to respond to each emailed request from the MPS Program Support Unit within one (1) business day from the date the request was sent.

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 coordination between the Government and the Contractor. The Centralized Contracting Division shall provide, at the time of the contract’s award, the name of one or more individuals authorized to act as Contracting Officer’s Representatives (CORs) during the coordination.

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’s name and PRO trcking 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 copies of all relevant Government drawings for production of monuments are maintained on file and are available to the designed COR, upon request, during on-site Quality Assurance inspections.

10.5 Completion point for invoicing products delivered FOB destination: The contractor’s responsibilities are deemed complete when satisfactorily prepared orders are delivered to the ordered destination (consignee’s address). The contractor shall bear all charges to the point of destination.

10.6 Point of Contact at MPS: E-mail to: MPSProgSupport@va.gov

END STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 DIGNITY STANDARDS

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 that 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.

0. 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.

0. 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.

0. 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. When headstones are removed from their sockets, they shall be carefully stored on each associated gravesite; do not lean headstones against each other. Use care not to scratch or damage headstones in any manner. The headstones shall be laid with front inscription side up while the headstone is lying horizontally on the ground. The headstone shall be protected from direct ground contact while lying horizontally. The protection method shall be as approved by the COR and shall be free of deterioration in weather. An approved method is to support each headstone with two wood 4X4’s. Alternate methods can be approved. Cardboard shall not be used. Wood or other suitable appropriate and attractive material shall be used to keep the headstones from contact with the soil while lying horizontally during the construction period. This also shows respect towards the families visiting the gravesites and the remains that are buried.

0. Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

0. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the contractor must contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.

1. Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.

1. The contractor is required to discuss the guidance with this contractor employees and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

C.2 SBA ACT 8(d)(13)(B)

(B) NOTICE.—

(i) IN GENERAL.—A prime contractor for a covered contract shall notify in writing the contracting officer for the covered contract if the prime contractor pays a reduced price to a subcontractor for goods and services upon completion of the responsibilities of the subcontractor or the payment to a subcontractor is more than 90 days past due for goods or services provided for the covered contract for which the Federal agency has paid the prime contractor.

(ii) CONTENTS.—A prime contractor shall include the reason for the reduction in a payment to or failure to pay a subcontractor in any notice made under clause (i).

C.3 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (JAN 2017)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer…