36C78619Q0448-004.docx

B.3 STATEMENT OF WORK/SPECIFICATION

1.0 Background

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

2.0 Purpose

The purpose of this contract is to manufacture and distribute nationwide blanks in support of on-site inscription programs that are resident in National and State cemeteries:

· (L1) – Marker, Granite, Small, Flat, Blank (12” x 24” x 3”)

3.0 General

This contract shall include all labor and materials necessary to furnish flat granite markers, as noted in 2.0, to each consignee’s address. The Contractor shall be responsible for providing all labor and material needed to manufacture, package, palletize, and deliver FOB Origin.

· Provide all labor and material needed to package and palletize shipments of blank markers.

· Shipments shall be F.O.B. Origin, contractor’s facility, utilizing Government contracted carriers.

· The contractor shall provide a preprinted copy of a completed Government Bill of Lading for each cemetery to the MPS Traffic Manager by the first Monday of each month which lists the following: Destination Name & Address, Consignee’s Name & Address, Origin Name & Address, Shipper’s Name & Address, and Bill-Charges- To name Address, Quantity of the shipment, Item Description, Weight, Mass, and Estimated Shipment Value.

· Contractor shall be responsible for ensuring the shipments are ready for pick-up at the time of notification

· Provide all labor and equipment to load pallets or singles onto the carrier’s vehicle.

· The contractor will provide email notification within 24 hours if carriers fail to pick up as arranged.

3.1 Performance period: The contractor shall have until the second Monday, excluding federal holidays, of each month to manufacture, package and transfer to a government transportation carrier each pre-scheduled shipment for delivery.

3.2 Unit Price: The unit price is all-inclusive and covers the completed monuments delivered FOB Origin. 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: Marker, Granite, Small, Flat, (12” x 24” x 3”)

4.1.1 Product Code: L1

4.1.2 Drawing No.: A-L1, Rev. -, dated 06/05/03

4.3 Material: Granite must conform to the definition of Granite as defined by ASTM C1 19. Granite is to be standard grade, fine-medium grained material as classified by the National Building Granite Quarries Association. Granite must be free from cracks, seams, or starts, chips, pits or other defects that would impair its strength, durability or readability of the inscription. Markers containing two or more feldspar phenocrysts, which exceed 6mm, in any direction will be rejected.

4.4 Color: Granite must be a uniform shade of light grey color of (N6-N8) as judged against the Munsell Neutral Value Scale, Matte 31 – step scale). Traits causing unacceptable appearance on the marker include:

· Markers with multiple, long, straight streaks;

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

· markers with veining of blatantly dissimilar material susceptible to differential weathering;

· lines likely to be misinterpreted as cracks;

· markers having 5 or more veins that are greater than 1-1/3 inches thick;

4.5 Finishing: The top and sides of each marker 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. The edges of the top and sides shall have no more than 3/8” radius ± 1/16”

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.

Note: 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. (Refer to 6.0)

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.

· 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 from the following areas:

· Washington County, Vermont

· Elberton County, Georgia

· Madera County, California

· Surrey County, North Carolina

5.0 Granite Testing Specifications

5.1.1 Abrasive hardness:

Granite shall have an abrasive hardness value (Ha) of not less than 25 when tested as specified in ASTM C241.

5.1.2 Absorption:

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

5.1.3 Compressive strength:

Granite shall have a minimum compressive strength of 7500 psi or (5.27 kg/mm2) when tested as specified in ASTM C170.

5.1.4 Modulus of rupture:

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

5.2 Applicable Publications

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

617 Little Britain Road, New Windsor, NY 12553-6148 Phone: (800) 622-2384 Refer to X-Rite, Inc or Pantone LLC for Munsell Color Scale

5.2.2 ASTM, Sections C97, C99, C170, C241

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

5.2.3 Dimension Stones of the World

Granite Institute of America, Inc.

28901 Clemens Road, Suite 100, Cleveland, OH 44145

6.0 Submittal by Potential Offerors

Potential offerors shall submit at contractor expense one down sized inscribed “L1” sample (12” x 24” 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, telephone number, solicitation number, and email address. Any sample which arrives damaged shall not be accepted.

The sample must be manufactured 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.

Failure to meet any of the requirements shall result in the rejection of the sample. The sample shall establish the acceptable product for granite to be used in production and the inscriptions under this contract and shall be the basis for comparison of those products.

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.

Note: All samples should be manufactured using the dimensions noted above. Full size samples will NOT be accepted and will be refused at delivery.

Note: If a potential offeror submits multiple samples from different quarries, upon award of the contract, they will need to commit to one quarry for production. If required to transition to another quarry during the term of the contract, notification shall be submitted to MPS for approval prior to using the new stone to produce blanks.

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 Drawings: 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 Palletizing: Each pallet shall not exceed 2,100 lbs. Markers 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 markers 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 16 markers per pallet. It is preferred that all markers be placed on the pallet in layers not exceeding (4) layers.

Protruding metal fasteners must be replaced to avoid tearing the packaging or scratching the monument’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 markers 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.

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 markers 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 follow-up 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”.

7.3 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, and Consignee name and address. 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.

7.4 Overseas Shipments: All monuments destined for overseas shipments, to include Hawaii, Alaska, Puerto Rico, etc., shall be routinely over-packaged to maintain the integrity of the product banded to the shipping pallet and comply with the National Motor Classification and the Uniform Freight Classification.

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 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 markers 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:

· Obligation number

· Date shipped

· Carrier’s name

· Carrier’s tracking number

· Quantity of monuments shipped

· Quantity of monuments pending

If a shipment 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

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 Scheduled Quantity and Delivery Log

Upon receipt of the awarded contract and the exercised of all option year renewals, the contractor will receive an e-mail 10 calendar days with the following information.

10.0 Government Carrier and Bills of Lading

Please see the attached Government Bill of Lading.

11.0 Procedures (Administrative and Other)

11.1 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.

11.2 Contractor Records and Files: The contractor shall maintain records and files of all documents relating to each order filled under each Government Headstone and Marker contract. These records shall include, at minimum, copies of all orders, quality assurance records, inspection results, shipping documents (bearing carrier’s name and PRO tracking 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.

11.3 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.

11.4 Completion point for invoicing products delivered FOB Origin: The contractor’s responsibilities are deemed complete when a blank shipment is placed on a Government transportation carrier.

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

END STATEMENT OF WORK