36C78619Q0181-004.docx

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 work is to provide local inscription services in Puerto Rico for the following cemeteries during fiscal years 2019 through 2023 (July 2019 through Sept 30, 2023).

Puerto Rico National Cemetery #50 Avenid Cementerio Nacional Bayamon, PR 00961-3887 Point of Contact: Natalie Hubble or Juan Nieves Phone 787-798-8400

Atlantic Garden Veterans Cemetery Garden of Eden Blvd State Rd 110, km 6.6

Carr 110 km, 298 Bo. Montana Aquadilla, PR 00603 Point of Contact: Ivelisse Soto Phone 787-221-6858

Morovis National Cemetery (pending development for burials estimated to begin during late 2019) Point of Contact: Juan Nieves Phone 787-798-8400 PR-137 Km 11.2 Morovis Puerto Rico

General: The contractor shall provide all labor, equipment, and materials necessary to inscribe onsite, government supplied markers and niche covers which will also be located onsite. The contractor will manage government supplied blanks, inscribe the government furnished blanks, and then deliver the completed products to the appropriate cemetery. Refer to Addendum 5 for initial storage location of government supplied blanks and initial location for contractor supplied inscription shop and ancillary equipment.

Provide inscription services temporarily from Puerto Rico National Cemetery from July 2019 through September 30, 2020 (FY19 though FY20).

Relocate from Puerto Rico National Cemetery to Morovis National Cemetery and provide inscription services from October 2020 through September 30, 2023 (FY21 through FY23).

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.

The performance will not begin until the contractor has had a 90-day period to prepare the worksite for production. Government furnished blanks will be furnished to the cemetery grounds within a 1/4 mile of where the contractor establishes a temporary inscription shop on the cemetery grounds.

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 and delivered (FOB Destination) to the cemetery. The government’s estimated unit prices for the initial three-month period of operation have been increased to compensate for the contractor’s initial startup expenses associated with establishing the contractor-provided inscription facility.

1. Material Specifications:

4. Inscription Specification: Letters, Fonts, Numbers & Other Characters for Government, Headstones, Markers and Niche Covers Drawing No.: A-LFN&OC-1 thru 3, dated 06/13/2016

4. Emblems Drawing No.: A-EM Cover Page A-EM-1 thru 5, dated 12/23/2017

1. Government Furnished Property: The contractor shall be responsible for:

0. damage sustained to blanks as a result of negligent handling practices while in the contractor’s possession.

1. Scope of work

Contract Period: This contract covers the base period from July 2019 thru September 30, 2019 with four 1-year options, if exercised, to extend the term of the contract through September 30, 2023.

7.1 On-Site Inscription Blasting Structure:

The Contractor shall provide and maintain a secure portable structure(s) to perform a 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. An interim site for the blasting/storage area will be identified by the cemetery director for temporary use.

7.2 Contractor Services:

7.2.1 Providing the phone number and name of the contractor’s representative who will be onsite to coordinate fulfillment of the contractor’s responsibilities. The contractor’s representative must be bilingual so as to effectively converse in either English or Spanish.

7.2.2 Establishing an operational contractor-owned shop for the production of inscribed flat markers, niche covers, memorial wall markers, and eventually upright headstones on government owned property. At the end of the awarded work, the contractor must remove the contractor-owned shop and all associated equipment. For the purposes of this contract, the shop must be a temporary, relocatable structure.

7.2.3 Ensuring the shop area is kept free of debris and manicured to present a safe, neat appearance.

7.2.4 Retrieving government-supplied blanks (product codes J1, L1, H1 or I1, C1, U1 or W1) as needed to perform inscriptions.

7.2.5 Inscribing government-furnished blanks per specifications in this Statement of Work and per formatting instructions delivered to the contractor.

7.2.6 Delivering the completed product to the national or state cemetery for which it was ordered (see schedule for projected quantities)

7.2.7 All blanks and inscribed markers that do not meet specifications, as determined by a representative identified by the Contracting Officer, shall be demolished and disposed by the contractor at an approved location. It’s estimated that not more than 125 blanks will require disposition by the contractor per year.

1. Workmanship: Completed inscriptions shall be free from defects due to broken or blown out lettering. Repairs or patching of physical defects, or the presence of oils, scuff marks, glue, crayon/pen marks, direct adhesive, soiled areas, or heavy dust shall be a cause for rejection.

1. Product:

1. The contractor shall inscribe all information as contained in an electronically transmitted order. The contractor’s pricing of items listed in 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 inscribed line shall be as shown on the order. If any deviation from this is encountered, the contractor must contact the MPS Program Unit at MPSProgSupport@va.gov.

1. Inscriptions shall be made using an air blast abrasion method 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 shown on the drawings. The layout of letters, numbers and emblems shall also conform to scenarios in the technical drawings.

1. Lithichrome shall be used on inscriptions provided under this contract. Whenever lithichrome is not required, “NO 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:

2. All potential offerors shall submit at their expense one granite inscription sample for each of the two product codes (type L1 and H1) by the closing date of this solicitation. The samples shall be used to determine the potential awardees’ ability to manufacture inscriptions meeting criteria specified herein. The samples shall be clearly marked (on the back) with permanent marker to show the following: Contractor’s name and the government’s solicitation number. Refer to Addendum 1 & 2 for additional evaluation criteria.

2. Samples for the type L1 and H1 products must be submitted to Memorial Products Service (MPS) prior to closing date. If one or more of the samples are disapproved, MPS will attempt to notify the contractor via phone and/or email. Potential offerors shall have until closing date of the solicitation to resubmit another sample for approval if the first submittal is disapproved. Approved L1 and H1 samples are required for consideration of award.

2. Inscribed Niche Inscription, Granite (H1) Sample:

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

1. H1 niche cover shall measure 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

2. Inscribed Thin Flat Granite Sample:

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

1. J1 thin flat granite sample shall measure 24” x 12” x 3” The format for the type J1 sample submittal will be an actual order following award of the contract. The sample will be on a government furnished blank and submitted to the Director of Puerto Rico National Cemetery for approval in coordination with Memorial Products Support (MPS). Production of additional J1 items are not authorized until the first J1 sample is approved.

2. Inscribed Small Flat Granite Sample:

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

1. L1 thin flat granite sample shall measure 12” x 18” x ¾” (note the regular government supplied blank used for actual orders will be 3” versus ¾” thick)

Emblem #57 (refer to drawings for actual emblem to be inscribed)

JEFFRY LeROE (refer to drawings for correct size of “e”)

SGT US ARMY WWII

JUN 21 1947 SEP 7 2015

DEFIANT BUT KIND

& GENEROUS

2. Inscribed Memorial Wall Sample:

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

1. C1 granite memorial wall sample shall measure 11-1/4” x 7-3/4” x ¾”

Emblem #64 (refer to drawings for actual emblem to be inscribed) (Memorial Wall inscriptions must always contain the line, IN MEMORY OF McDONALD

ROBERT CHARLES

MSGT US MARINE CORPS

WORLD WAR II KOREA

NOV 23 1923 DEC 3 2000

BRONZE STAR MEDAL

The sample shall be on a government furnished blank and must be submitted, following the contract’s award, to the Director of Puerto Rico National Cemetery, for approval in coordination with MPS. Production of C1 items must not proceed until the C1 sample is approved.

2. Inscribed Upright Headstone Sample – due after contract award and not later than September 2019 The following dimensions and inscription shall be used for this sample unless a different format is provided by MPS prior to December 2019:

1. upright headstone sample shall measure 24” x 13” x ¾”

1. The sample shall be on marble unless otherwise approved by the Contracting officer.

1. For ease and safety, the sample’s dimension shall not equal the headstone’s actual dimensions.

Emblem # 33 (refer to drawings for actual emblem to be inscribed)

JOSÉ

RAFAEL

QUIÑÓNEZ

2ND LT

US AIR FORCE

AFGHANISTAN

SEP 19 1936

AUG 31 2012

PURPLE HEART

BELOVED

HUSBAND & DAD

The headstone sample shall be submitted, at the contractor’s expense (blank NOT provided by the government), to the Director of Puerto Rico National Cemetery for approval in coordination with MPS after the contract is awarded and not later than September 2019. Production of headstones must not proceed until the headstone sample is approved. Orders for headstones are projected to begin during December 2019.

2. All potential offerors who have submitted and received approval within the last 12 months for a sample of types L1, H1, J1, C1, or U1/W1), may submit a copy of the approval(s) to avoid submitting a sample as described above.

Once submitted the sample(s) become the property of the Department of Veterans Affairs and will not be returned. Submit samples for type L1 and H1 items (or a copy of a previous approval granted with the last 12 months) to the following address:

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

2. Full size copies of technical 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: The contractor shall be able to provide inscription services for types (L1, H1, J1, and C1 orders) beginning not later than 90 days after award. This allows 80 days to establish the inscription facility onsite and an additional 10 days for the contractor to position equipment and government furnished blanks within the contractor’s inscription area. Both the location for storing blanks and inscribing will be within a fenced area with controlled entry after hours or where a guard is employed by the government to monitor the status of property located on the cemetery. “Secured” refers to being within fenced compound (locked from 5pm though 7am) as supplied by the government but the government does not accept responsibility for the contractor’s tools, equipment, and facilities that are positioned within the assigned fenced area. Before submitting a bid, it is the responsibility of the contractor to become familiar with the iinscription site’s location and inscription requirements.

3. The contractor shall be responsible for confirming the inscribed items are free of cracks, breaks, chipping, scuff marks, and other markings that would make them unsuited for use after being inscribed. Upon satisfactory completion of the inscribing, the inscribed products shall be moved by the contractor to the cemetery for which it was ordered. The contractor must not abdicate responsibility for performing a quality control review prior to the cemetery’s staff receiving the completed product. The contractor is responsible for performing a review which confirms the monument is satisfactorily completed and undamaged when presented to the cemetery.

3. Contractor and cemetery staff will be responsible for completing Appendix B and C when transferring blank and inscribed headstones. (Refer to 19.0)

1. Cemetery Requirements

4. Notification of Arrival and Departure: The contractor’s onsite representative is required to notify a cemetery representative upon arrival to the cemetery and to provide the representative a listing of the completed inscriptions being delivered. This listing should include the decedents’ name and section/grave number as identified in the order electronically sent to the contractor. If the contractor did not complete all inscriptions as listed (due to shipping damage, discovery of previously unnoticed inscription error(s), or if the listed item is mistakenly not included in the delivery, etc …, the contractor should notate the discrepancy cies) on the list with the contractor’s intended date to provide either a replacement or the missing item.

4. Authorized Hours: All work shall be performed between the hours of 8:30 a.m. and 4:00 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.

4. Impact on other Cemetery Operations: The contractor must agree to coordinate all deliveries in a manner that does not adversely impact cemetery operations. The contractor must notify the cemetery at least 2 hours in advance of any intended delivery.

4. 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 on cemetery grounds to perform requirements under this contract meet inspection, safety, licensing, registration, and insurance requirements. All contract personnel operating vehicles shall have a valid driver’s license.

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. Breaks and lunch shall not be eaten in interment or inurement areas .

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

1. Government Quality Assurance (QA)

5. Site Inspections: Quality assurance (QA) inspections of the contractor’s manufacturing facility and of the completed work 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 that ensures inspection of the Contractor’s production activity. The Government reserves the right to perform quality audit inspections without prior scheduling or notifications to the contractor.

5. 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 environmental and health regulations.

1. Contractor’s Quality System

6. 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. Such reports are typically submitted in spreadsheet format using the Microsoft Excel application. 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 for a satisfactorily completed product due to defects or other discrepancies.

6. Quality Complaints: The contractor is responsible for the performance, inspections and quality assurance as 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 items are supplied in accordance with the specifications of the contract.

6. 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 product inscriptions

2. Completed product inscriptions that passed the contractor’s inspection system but fail the Quality Inspection of the designated COR or ACOR.

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

6. 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.

6. When issue(s) arise regarding an inscription on a product 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 product shall be replaced at the contractor’s expense or at the Government’s expense.

6. 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 represent dates that have already passed are unacceptable).

1. PROCESSING OF ORDERS AND TIME OF DELIVERY:

7. 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).

7. 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.

7. Accelerated Request (Casualties of War): It is the goal of NCA to ensure the grave of an active duty service member, who dies 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.

7. Inscription Correction/Cancellations of Orders: Occasionally, it shall be necessary to request the contractor correct or cancel an order. These corrections/cancellations shall be forwarded by e-mail to the contractor only by a COR (Contracting Officers Representative or ACOR (Alternate Contracting Officers Representative) within one (1) business day of receipt of the order. The contractor will be required to respond to each e-mailed request with a copy to MPSProgSupport@va.gogv within one (1) business day following receipt of the correction or cancellation notice.

7. Replacements-in-Kind: It will sometimes be necessary for the contractor to provide a symbol or format which differs from current approved forms. Graphic images will be provided to help the contractor replicate a former symbol or format. These rare, non typical inscriptions 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)

8. 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 inspecting government owned blanks.

8. The contractor shall be responsible for taking receipt and securing government supplied blanks which will be stored outdoors on government property. The contractor shall acknowledge the quantity and type of blanks being held within the contractor’s assigned area by using the form shown as Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers. Both the contractor and the cemetery should retain a copy of the transfer for their records.

8. The contractor shall be responsible for the care and protection of blanks while in the contractor’s custody. This includes the removal of wrapping, strapping, cushioning materials, and vegetation that could stain or mar the stones. The contractor shall be responsible for the cost of damage to blanks or inscribed monuments due to negligence while in their custody. Reimbursement will be made through an electronic payment from the contractor or through a credit applied to invoices involving past satisfactorily completed products that have been accepted. The due credit must be shown on the invoice prior to submission for payment.

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

8. 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 must inform the cemetery in advance that monuments are ready for final inspection. This should be at a pre-determined, mutually agreeable time as established between cemetery and contractor personnel.

8. Upon receipt, cemetery personnel are responsible for a final inspection and acceptance of satisfactorily completed monuments using 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.

8. The cemetery will be responsible for updating the government’s Burial Operation Support System (BOSS) with the receipt date, which should match the date on the Appendix C form. Receipt dates entered within BOSS may be used to certify invoices for payment.

8. Rejects

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

7. The contractor is responsible for disposing all rejected work, rejected due to contractor error, within 60 calendar days of rejection. Disposal means destroyed so no part of the inscription is legible, removal from cemetery property, and discarding so no part of the product can be used for any other private or public purpose.

8. Reorder of Rejected Inscribed Products

8. The cemetery will be required to reorder, through BOSS, replacements for products rejected due to contractor-related discrepancies. The shipment order number of the rejected product, along with the new shipment of the replacement ordered to remedy a discrepancy, will be provided to the contractor to ensure a credit is applied for one of the two productions required due to contractor-related error(s).

8. A credit, either for the original order or its replacement, must be identified in invoices for items rejected due to contractor error(s).

1. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened in Puerto Rico 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 through teleconferencing 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. These meetings shall be at no additional cost to the government.

9. 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.

9. 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 the CO and COR any deviations or issues pertaining to contract performance; maintain written and oral communications with the contractor maintaining files until contract expiration; partner with COR to complete CPAR requirements on a timely basis. The ACOR is not authorized to change any of the terms and conditions of the contract.

1. Procedures (Administrative and other)

10. Government Responsibilities

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

0. Within 2 workdays, MPS shall clarify formatting questions regarding ordered items or advise the contractor as to whether extra time is needed to provide a reply. The contractor shall submit questions to MPSProgSupport@va.gov in order for MPS to provide guidance regarding questionable circumstances.

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

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

10. Point of Contact at MPS, Program Support Unit:

E-mail MPSProgSupport@va.gov

10. Summary for Expected Milestones Prior to solicitation closing:

1. Contractor obtain approval of submittals required for type L1 and H1 items

1. Contractor provide single page resume and contact info for contractor’s onsite bilingual representative After Award:

1. Contractor establish temporary onsite inscription facility within 90 days following award.

1. MPS arranges for monthly delivery of blanks to arrive at cemetery not later than June 30, 2019

1. Contractor obtain approval before August 31st, or first type J1 item that is ordered.

1. Contractor obtain approval of type C1 sample within 100 days of awarded contract.

1. Contractor obtain approval of type U1 sample (or type W1 if approved by the Contracting Officer) not later than September 30, 2019.

1. Contractor relocates inscription operation to Morovis National Cemetery effective on or about October 1, 2020.

[END OF STATEMENT OF WORK/SPECIFICATION]

Addendum 1

SAMPLE REVIEW - NICHE INSCRIPTION (H1-Granite)

Date:

Prepared by:

Contractor:

Cemetery:

Solicitation #

Date Received:

Shipper:

Tracking #:

Recommendation:

Addendum 2 SAMPLE REVIEW – Thin and Small Flat Granite (J1/L1)

Date:

Prepared by:

Contractor:

Cemetery:

Solicitation

Date Rec'd:

Quarry:

Shipper:

Test Results:

Tracking #:

L-3 letter depth

A-L1 A-EM-1 thru 5

Recommendation:

Addendum 3 SAMPLE REVIEW – Upright Headstone (U1 or W1)

Date:

Prepared by:

Contractor:

Cemetery:

Solicitation

Date Rec'd:

Quarry:

Shipper:

Test Results:

Tracking #:

L-3 letter depth

thru 2 A-EM-1 thru 5

Recommendation:

Addendum 3

APPENDIX B - TRANSFER OF BLANK GOVERNMENT-FURNISHED HEADSTONES, MARKERS, OR NICHE COVERS

I certify that the blank headstones, markers, or niche covers specified below were transferred to the VA contractor listed at the bottom of the form.

Printed Name of Cemetery Personnel: ________________________________ Signature:_________________________________________Date:___________

Check the appropriate box and insert the quantity for the type of headstone, marker or niche cover being transferred to the on-site contractor.

(H1) Blank granite niche cover Quantity: ______ (J1) Blank, thin flat granite marker Quantity: ______ (L1) Blank, small flat granite marker Quantity: ______ (C1) Blank, granite memorial wall marker Quantity: ______ U1) Blank, marble upright headstone Quantity: ______

List any rejects below, include type and quantity:

I certify that the headstones, markers, or niche covers specified above were received by me and the quantity of items has been verified.

Printed Name of VA Contractor:__________________________________

Signature:_________________________________________Date

Addendum 4

APPENDIX C – COMPLETION OF INSCRIPTION SERVICE(S)

I certify that the inscriptions have been completed per contract specifications on the government-furnished headstones, markers, or niche covers identified below.

Printed Name of VA Contractor: _______________________________________________

Signature:_________________________________________Date:___________

Check the appropriate box and enter the quantity of the type of headstone, marker or niche cover that has been completed and ready for inspection.

(H1) Granite, niche cover inscription Quantity: ______

(J1) Granite, thin flat marker inscription Quantity: ______

(L1) Granite, small flat marker Inscription Quantity: ______

(C1) Granite, memorial wall marker inscription Quantity: ______

(U1) Marble, upright headstone inscription Quantity: ______

Shipment Number (s) (required); rejects are to be marked and reported.

I certify that the headstones, markers, or niche covers identified above were received by me and the quantity of items has been verified.

Printed Name of Cemetery:_________________________________________________

Signature:_________________________________________Date:___________

Addendum 5 Back gate entrance

Area for blasting shed Staging area for blanks image1.png