36C78619Q0005-001.docx

36C78619Q0005

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

7869-000007 36C78619Q0005 08-07-2018

SHERYL PALACIO-DAVIS

540-658-7227 08-14-2018 2:00 P.M.

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 Ohio Western Reserve National Cemetery 10175 Rawiga Rd.

Seville, OH 44273 OH 44273

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 & NICHE COVERS; FOR (L1) SMALL FLAT GRANITE MARKERS,

(H1) MARBLE NICHE COVERS, (W1) UPRIGHT GRANITE HEADSTONE,

(FRONT&REAR FACE), (R2) UPRIGHT GRANITE HEADSTONE (REAR FACE

ONLY), LOCATED AT OHIO WESTERN RESERVE NATIONAL CEMETERY IN

ACCORDANCE WITH THE STATEMENT OF WORK, SPECS AND DRAWINGS.

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

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), 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

Base Period: From Date of Award Thru 30 September 2019

PRODUCT NUMBER: L1

L1, MARKER, GRANITE, SMALL, FLAT 3", INSCRIPTIONS

PRODUCT NUMBER: H1

H1, NICHE COVER, GRANITE, INSCRIPTIONS

PRODUCT NUMBER: W1

W1, UPRIGHT, GRANITE, INSCRIPTIONS

PRODUCT NUMBER: R2

R2, UPRIGHT, REVERSE, INSCRIPTIONS, (U1/W1)

GRAND TOTAL

Option Year One (1): October 1, 2019 – September 30. 2020

PRODUCT NUMBER: L1

PRODUCT NUMBER: H1

PRODUCT NUMBER: W1

PRODUCT NUMBER: R2

Option Year Two (2): October 1, 2020 – September 30, 2021

PRODUCT NUMBER: L1

PRODUCT NUMBER: H1

PRODUCT NUMBER: W1

PRODUCT NUMBER: R2

Option Year Three (3): October 1, 2021 – September 30, 2022

PRODUCT NUMBER: L1

PRODUCT NUMBER: H1

PRODUCT NUMBER: W1

PRODUCT NUMBER: R2

Option Year Four (4): October 1, 2022 – September 30, 2023

PRODUCT NUMBER: L1

PRODUCT NUMBER: H1

PRODUCT NUMBER: W1

PRODUCT NUMBER: R2

SUMMARY TOTALS

SUMMARY TOTALS

TOTAL

B.3 DELIVERY SCHEDULE

B.4 SOW: DESCRIPTIONS/SPECIFICATION/STATEMENT OF WORK

STATEMENT OF WORK

B.3 DESCRIPTIONS/SPECIFICATION/STATEMENT OF WORK

1. 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.

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

Ohio Western Reserve National Cemetery 10175 Rawiga Road Seville, OH 44273 Telephone: (330) 335-3069

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. (Refer to Addendum 5 for site map)

1. 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 acceptance.

1. 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 inscribed, FOB Destination.

1. Material Specifications:

5. Inscription Specification: Letters, Fonts, Numbers & Other Characters for Government, Headstones, Markers and Niche Covers

Drawing No.: A-LFN&OC-1, Rev, dated 11/26/2013 A-LFN&OC-2, Rev, dated 11/26/2013 A-LFN&OC-3, Rev, dated 11/26/2013

5. Emblems Drawing No.: A-EM Cover Page A-EM-1 Rev, dated 7/1/2013 A-EM-2 Rev, dated 7/1/2013 A-EM-3 Rev, dated 7/1/2013 A-EM-4 Rev, dated 7/1/2013 A-EM-5 Rev, dated 7/1/2013

1. Government Furnished Property: The contractor shall be responsible for the security and protection of blanks, which are considered government furnished property, provided to the contractor in connection with this contract. All blanks and inscribed headstones that do not meet the specifications pre-and post-inscription shall be considered rejects and the quantity shall be reported to the cemetery point of contact and to MPSProgSupport@va.gov.

1. Scope of work

7. Contract Period: This contract covers the period from October 1, 2018 thru September 30, 2019 with (4) 1-year options, if exercised, to extend the term of the contract through September 30, 2023.

7. Contractor Services: This service includes all labor and materials necessary to provide:

1. New inscriptions to government furnished blank flat 3” small granite markers (L1)

1. New inscriptions to government furnished blank upright granite headstones (W1/R2)

1. New inscriptions to government furnished blank granite niche covers (H1)

1. All inscriptions work shall be inscribed in a dedicated area with the exception of the reverse inscription which will be done at the gravesite within the cemetery property.

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

1. Product:

9. 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 6.0. 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, the contractor must contact the MPS Program Unit at MPSProgSupport@va.gov.

9. Inscriptions shall be made using an air blast abrasion with a suitable non-hazardous aggregate. The inscription shall have depths consistent with what is referenced in the technical drawing and shall conform to the dimensions of letters and inscriptions as shown on the drawings. The layout of letters, numbers and emblems shall conform to scenarios in the technical drawings.

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

1. Submittal by Potential Offerors:

10. All potential offerors shall submit at their expense (one) marble inscription sample by the closing date of this solicitation. The samples shall be used to determine potential awardees’ ability to manufacture on-site inscriptions. The samples shall be clearly marked (on the back) with permanent marker to show the following: Contractor name and Solicitation Number. Refer to Addendum 1 & 2 for additional evaluation criteria.

10. Samples shall be received by Memorial Products Service (MPS) prior to closing date. If one or more of the samples are disapproved by MPS, a notification attempt will be made via phone and/or email. Potential offerors shall have until closing date of the solicitation to resubmit another sample.

10. Inscribed 3” Flat Granite Marker (L1) Sample:

The following dimensions and inscription shall be used for this sample.

One (1) L1 granite sample 18” x 12” x ¾” Emblem #25 (refer to drawings for actual emblem to be inscribed) MARSHALL P GRIFFIN Jr

1ST LT US ARMY KOREA

MAR 1 1932 OCT 4 2008

PURPLE HEART

AIR MEDAL

101 ABN DIV

10. Inscribed Niche Inscription Marble (H1) Sample:

The following dimensions and inscription shall be used for this sample.

One (1) H1 granite sample 15-3/4” x 11-1/4” x ¾”

Emblem #25 (refer to drawings for actual emblem to be inscribed)

GRIFFIN

MARSHALL P Jr (refer to drawings for correct size of “r”) 1st LT USA (refer to drawings for correct size of “st”)

KOREA VIETNAM

1932 2008

10. Inscribed Upright Granite Headstone(/W1) Sample:

The following dimensions and inscription shall be used for this sample:

One (1) granite sample 24” x 13” x ¾”

Front

Emblem #60 (refer to drawings for actual emblem to be inscribed)

MARSHALL P

GRIFFIN Jr (refer to drawings for correct size of “r”) 1st LT (refer to drawings for correct size of “st”)

US ARMY

KOREA

VIETNAM

MAR 1 1932

OCT 4 2008

PURPLE HEART

AIR MEDAL

101 ABN DIV

Rear

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

10. All potential offerors who have submitted and received approval notification for a sample of the sample type listed in this Statement of Work within the last 12 months may submit a copy of that approved review with the bid to avoid submitting a full size sample.

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

NO samples will be accepted after closing date.

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

Department of Veterans Affairs Memorial Programs Service Program Support Unit, Rm. 600L 1575 Eye Street, NW Washington, DC 20005

10. 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 Products 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 determining work requirements. An extension to the solicitation’s closing date may not be granted for failure to request the technical drawings with sufficient lead time.

1. 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 for the contract requirements, and for the cemetery’s site requirements and, to examine the pre-determined location of the sandblasting area within the cemetery property.

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 can proceed without regard to weather conditions and power outages. The site for the blasting structure/storage and inspection area shall be located within the cemetery property in the areas shown in diagram (Addendum 5).

12. Shed/structure can be manufactured of wood or metal but shall be portable and temporary.

12. Shed/.structure is to be placed on concrete piers, tied down or secured in case of extreme weather conditions.

12. Contractor is not authorized to form, pour or subcontract out for a cement foundation for the shed(s) on cemetery property.

12. Two (2) portable sheds can be built or moved to the location selected by the cemetery with one setup for sandblasting of headstones/markers and the second used for equipment storage, documentation order generation, cutting of stencils, etc. An area that is undercover shall be constructed for the purpose of drying and prepping of the stone.

12. Electrical power is to be supplied by either a contractor-owned or rented generator or by the local power company through which the contractor would affect coordination and establish purchasing arrangements. Before any installation of electrical power by the local power company, the plan must be pre-approved by the cemetery director and MPS.

12. If water is required and not on the location, the contractor is responsible for bringing in water for use in the sandblasting operation.

12. Dust handling equipment shall be in place within the sandblasting shed before inscription services begin. The dust handling system needs to capture dust grit from the sandblasting operation and not allow the dust to ventilate to the outside environment.

12. The structure shall abate noise to <60 dBa within (500) feet of the sandblasting facility so as not to disturb visitors or disrupt services at the cemetery.

12. A portable toilet shall be brought into the location since contractor personnel are not permitted use of the cemetery restrooms.

12. Contractor is responsible for all inscription related waste clean-up and it’s disposal off the cemetery’s premises.

12. Contractor is to use a non-hazardous sandblasting material and have obtained an MSDS for the material which shall be at the on-site location for inspection.

12. Any hazardous substance or liquids that is used in the inscription operation, i.e., gasoline or diesel fuel for a generator, lacquer thinner, lithichrome paint, etc., shall be handled, stored, and transferred in accordance with all OSHA, EPA, and DOT laws, regulations and recommendations.

12. If at the beginning of the contract, the pre-determined sandblasting location is only temporary due to cemetery construction, the contractor is responsible for moving his property to a new permanent site location when it becomes available. The contractor shall have (15) days to relocate or arrange for the relocation of his equipment and buildings.

12. At the end of the on-site contract or sooner, if an option year is not renewed, the contractor shall be responsible for removing his property to include portable sheds, awnings, equipment, etc., and shall have (15) days to accomplish this and is responsible for repairing and/or restoring the site to its original condition.

12. Upon receipt of pallets of blank headstones and niche covers from the cemetery, the contractor shall be responsible for setting up the monuments for inspection by cemetery personnel before inscribing the stones. Upon satisfactory completion of the inscribing, the inscribed monuments shall be moved by cemetery staff to be set at the gravesite. The contractor must not abdicate responsibility for performing a quality control review prior to the cemetery’s staff removing the monument(s) to the gravesite. The contractor is responsible for the final review which ensures the monument is satisfactorily completed prior to being set.

12. Contractor and cemetery staff will be responsible for completing Appendix B and C when transferring blank and inscribed headstones. (Refer to 18.0)

1. Cemetery Requirements

13. Checking In Upon Arrival and Departure: 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 inscriptions that were 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.

13. 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 and at no additional cost to the Government.

13. Impact on other Cemetery Operations: The contractor agrees to phase all work in a manner that does not impact 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.

13. Conduct on Cemetery Property: 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.

3. 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.

3. 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.

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

3. 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 the contractor’s chance of receiving an award a future contract or the renewal of a current contract.

3. 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.

3. Contractor shall be responsible for safety training of on-site personnel. When blasting on-site, the blasting personnel shall wear a personal protective garment to cover the body from the waist to neck and long pants or a protective apron. The contractor is also responsible for providing a breathing apparatus for employees when blasting.

3. Garments displaying a “message” or slogan” other than the contractor’s business name are prohibited. Offensive tattoos shall be covered.

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

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

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

3. Personnel shall remove all personal protective equipment, such as eye/or face protection, respiratory protection, and gloves, as well as required protective clothing/garments before leaving the worksite.

1. Government Quality Assurance (QA)

14. Site Inspections: Quality assurance (QA) inspections of the contractor’s manufacturing facility and of the completed on-site work at cemetery shall be conducted during the contract period by the designated COR of the Memorial Products Service, Program Support Unit and the designated alternate cemetery COR to assure contract performance. 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.

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

1. Performing quality inspections

1. Maintaining QA records indicating the quality of the inscribed headstones and,

1. 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.

1. Contractor’s Quality System

15. Reporting: 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 and the cemetery ACOR, reports on the contractors’ processing and completed deliveries. 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:

0. Date order received

0. Purchase order number

0. Shipment numbers

0. Quantity of items associated with each shipment number

0. Date provided

0. Quantity of orders provided

0. Quantity of orders pending

0. Estimated completion dates for pending orders

0. Date of invoice, invoice number, quantity per invoice, invoice dollar amount

0. Number of orders cancelled (include shipment number and name)

0. Blanks Received

0. Blanks on Hand

0. Blanks not used due to blatant defects that were inspected and accepted by cemetery representative

15. 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.

15. 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 impose 100% Government Quality Inspection for an indefinite period due to quality problems. Indicative, but not all-inclusive, examples are:

2. Nonconforming on headstone/niche cover inscriptions

2. Completed on site upright marble inscriptions and marble niche inscriptions that passed the contractor’s inspection system but fail the Quality Inspection of the designated COR

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

2. Inspection system

2. Inspection personnel

2. Manufacturing process

2. Production control

2. Planning and scheduling

2. Employee training

2. Safety

15. The designated ACOR for the cemetery shall inform the Contractor of noted deficiencies and shall discuss with the contractor what corrective action(s) will be taken.

15. 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 cemetery’s ACOR, the discrepancy will be routed to the primary COR within MPS. If further action is needed, the Contracting Officer shall make a final determination as to whether the monument shall be replaced at contractor’s or at Government’s expense.

15. 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, dates completed and 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 (projected completion dates which are past the reporting date are unacceptable).

1. PROCESSING OF ORDERS AND TIME OF DELIVERY:

16. Email Address: 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 (FIFO – first in, first out).

16. 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 sent by MPS.

16. 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) calendar 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 for the accelerated processing.

16. 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 Unit within one (1) business day following receipt of the correction or cancellation.

16. Replacements-in-Kind: It may be occasionally necessary to order an emblem, symbol, or format which differs from current approved forms. These rare occurrences must be provided by the contractor as replacements-in-kind at no additional cost

1. Use of Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers and Appendix C – Completion of Inscription Service(s) (Process Responsibilities) (Reference Addendum 3)

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

17. Cemetery personnel are responsible for the storage of the newly received government-owned blanks until they are inspected by cemetery personnel, and their receipt is acknowledged by the contractor using the Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers form.

17. 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).

17. 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.

17. 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.

17. The contractor is responsible for setting up the government-owned blanks for inspection by cemetery personnel. If any rejects are identified due to chipping, inappropriate 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.

17. The contractor takes possession and is responsible for the care and protection of blanks following the cemetery staff’s inspection of the blanks. The contractor shall be responsible for the cost of damage to blanks or inscribed monuments while in their custody. Reimbursement will be made monthly through an electronic payment from the contractor to the address below:

17. 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.

17. 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 should be at a pre-determined, mutually agreeable time as established between cemetery and contractor personnel.

17. Cemetery personnel are responsible for a final inspection and acceptance of the completed monuments utilizing the Monument Order Acknowledgement Report (MOAR). Any rejects will be noted on the form (Appendix C) and the cemetery inspector will sign and date for the cemetery. Both parties should retain a copy for their records.

17. The cemetery will be responsible for scanning and emailing a copy of the Appendix C form, to the MPS COR, which will be used when certifying invoices for payment by the contractor.

17. The cemetery will be responsible for the removal of inspected and accepted monuments out of the inscription area. The cemetery will also be responsible for updating BOSS with the receipt date, which should match the date on the Appendix C form.

17. Rejects

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

12. The contractor shall dispose of all rejected work within 60 calendar days of rejection. 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.

17. Reorder of Rejected Inscribed Monuments

13. The cemetery will be required to reorder any rejected monuments through BOSS. The shipment order number (XXX-XXX) that was rejected will be entered into the “Remarks” section of the reorder with “Rejected”

13. The original order that was rejected will be received in BOSS and then rejected selecting a code for the reject.

1. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, primary MPS Contracting Officers Representative (COR), Cemetery’s alternate Contracting Officers Representative (ACOR) and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

18. Primary Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

18. Alternative Contracting Officer Representative (ACOR): The (ACOR) will be located at the cemetery level, selected by the cemetery director and identified by a separate letter. The ACOR monitors all aspects of the inscription process to include: inspection, acceptance and transfer of blanks (Appendix B); monitoring of the inscription area and contractor personnel; inspection of finished inscriptions to include quality, depth, blow-outs, lithichrome application (if required); comparison of inscribed monuments with the BOSS MOAR report; reporting to…