36C78621R0005.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER

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/CONTRA CTOR 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

7861-000088

36C78621R0005

6. SOLICITATION ISSUE

DATE 8/18/2020

Katherine Iacovelli 703-630-9358 08-31-2020 noon EST

43C1 Department of Veterans Affairs NCA Contracting Service

18434 Joplin Rd Triangle VA 22172

X 100

X

Y

327991

500 Employees

N/A

X

Various locations nationwide

43C1

Department of Veterans Affairs NCA Contracting Service

18434 Joplin Rd Triangle, VA 22172

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

1-877-752-0900

See CONTINUATION Page

This solicitation is for F1 flat marble markers, manufactured, inscribed, packaged, and shipped/delivered.

Shipping is CONUS and OCONUS per each task order

SUBMIT PROPOSAL VIA EMAIL to: katherine.iacovelli@va.gov

Submit questions only by email before noon Eastern August 25th to: katherine.iacovelli@va.gov

COR: TBD

Please fill this out:

DUNS:

EMAIL ADDRESS:

PHONE #:

See CONTINUATION Page

786-550715-4210 01BH705MA 0102H 2021

X X

X 1

Contract Officer

36C78621R0005

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF PRICES

SECTION C - CONTRACT CLAUSES

SBA ACT 8(d)(13)(B)

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.4 VAAR 852.247-71 DELIVERY LOCATION (OCT 2018)

C.5 VAAR 852.247-72 MARKING DELIVERABLES (OCT 2018)

C.6 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.7 VAAR 852.247-74 ADVANCE NOTICE OF SHIPMENT (OCT 2018)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JUL 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1 Definitions Attachment 2 Drawing A-F1 Attachment 3 Contract Discrepancy Report (CDR) Attachment 4 Sample Review Form Inscription Attachment 5 Sample Review Form Stone Attachment 6 Past Performance Questionnaire

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL ITEMS (JUN 2020)

E.4 INSTRUCTIONS FOR OFFERORS

Submission Information Rating Standards

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (MAR 2020)

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: Contracting Officer 36C786

Department of Veterans Affairs NCA Contracting Service 18434 Joplin Rd Triangle, VA 22172

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

3. INVOICES: Invoices shall be submitted in arrears:

Other [X] monthly after acceptance by Government

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

6. CONTENTS OF INVOICE:

• Contractor Information (Name, Complete Address, Telephone Number, Taxpayer Identification Number)

• Date of Invoice

• Date of Period of Invoice Performance

• Invoice Number

• Obligation/Invoice Number (Only one purchase order may be included on each invoice submitted)

• Cemetery Name

• Unit Cost

• Total Invoice Amount

• Service/Item(s) provided

7. SOLICITATIONS:

Failure to submit all required documentation and a sample to specs as required may result in your submission being determined non-responsive and removed from further consideration.

8. 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.

9. TIME OF DELIVERY:

Work is to be performed Monday through Friday, 8:00 a.m. – 4:30 p.m., except Federal Holidays.

10. POST AWARD CONFERENCE:

Prior to commencement of work, contract awardee and a representative of all subcontractors are required to attend a post award conference with Contracting Officer’s Representative and Contracting Officer/Specialist to assure that all parties understand all contractual obligations and the role that each party serves.

11. GOVERNMENT HOLIDAYS:

Holidays observed by the Federal Government:

New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

Also included would be any day specifically declared by the President of the United States of America as a national holiday.

B.2 SCHEDULE OF PRICES

The term of the contract shall be from Date of Award to September 30, 2020 and 4 option years from October 1 to September 30 each if exercised.

CLIN DESCRIPTION EST

QUANTITY

UNIT UNIT

PRICE

EST TOTAL PRICE

0001 F1, Inscription/Blank of Flat Marble Marker

3450 EA

0002 F1, Inscription/Blank of Flat Marble Marker, crating

OCONUS

50 EA

ESTIMATED BASE YEAR TOTAL

OPTION YEAR 1

CLIN DESCRIPTION EST

QUANTITY

UNIT UNIT

PRICE

EST TOTAL PRICE

1001 F1, Inscription/Blank of Flat Marble Marker

3450 EA

1002 F1, Inscription/Blank of Flat Marble Marker, crating

OCONUS

50 EA

ESTIMATED OPTION YEAR 1 TOTAL

OPTION YEAR 2

CLIN DESCRIPTION EST

QUANTITY

UNIT UNIT

PRICE

EST TOTAL PRICE

2001 F1, Inscription/Blank of Flat Marble Marker

3450 EA

2002 F1, Inscription/Blank of Flat Marble Marker, crating

OCONUS

50 EA

ESTIMATED OPTION YEAR 2 TOTAL

OPTION YEAR 3

CLIN DESCRIPTION EST

QUANTITY

UNIT UNIT

PRICE

EST TOTAL PRICE

3001 F1, Inscription/Blank of Flat Marble Marker

3450 EA

3002 F1, Inscription/Blank of Flat Marble Marker, crating

OCONUS

50 EA

ESTIMATED OPTION YEAR 3 TOTAL

OPTION YEAR 4

CLIN DESCRIPTION EST

QUANTITY

UNIT UNIT

PRICE

EST TOTAL PRICE

4001 F1, Inscription/Blank of Flat Marble Marker

3450 EA

4002 F1, Inscription/Blank of Flat Marble Marker, crating

OCONUS

50 EA

ESTIMATED OPTION YEAR 4 TOTAL

ESTIMATED BASE YEAR TOTAL

ESTIMATED OPTION YEAR 1 TOTAL

ESTIMATED OPTION YEAR 2 TOTAL

ESTIMATED OPTION YEAR 3 TOTAL

ESTIMATED OPTION YEAR 4 TOTAL

ESTIMATED AGGREGATE CONTRACT

TOTAL

Each CLIN shall be priced in total for labor, materials, OH, Shipping and other items.

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

Quantity is only estimated, contract maximum is 17,500. Task Order Minimum is 1.

Price Breakdown by %:

CONUS OCONUS

Stone EA Stone EA Labor EA Labor EA Shipping EA Shipping EA

TOTAL 100% TOTAL 100%

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, inscribe and distribute:

• Flat marble markers (type F1) to consignees worldwide

3.0 General

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

4.0 Material Specification

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

4.1.1 Product Code: F1

4.1.2 Drawing No.: A-F1, dated June 5, 2003

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

• markers with multiple, long, straight streaks;

• colors which appear as draining or dripping down the stone;

• 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;

• broad dark markings or splotches that interfere with legibility or that create a strong visual distraction (e.g. resembling paint splatter) --- regardless of where the distraction is located;

• markers which lack a dominant background color (say more than 33% is color of veins);

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

• markers having wide (other than pencil-mark thin) veins which do not gradually blend with the background color;

• markers with horizontally oriented veining haphazardly mixed with other orientations. Veining should occur across the stone primarily following the long vertical dimension or slanted by as much as ± 45 degrees from the vertical.

4.3 Color: Marble shall be a uniform shade of fine to medium grain, gray color (N8.75 to N9) as judged against the Munsell Neutral Value Scale, Matte 31 - step scale.

4.4 Finishing: The front, top and sides of each monument must be uniformly machine honed with an 80 grit pad, or stone, to a smooth satin finish, free of scratches, saw marks, rust spots and skips. The bottom shall be a smooth sawn finish.

4.5 Source of supply: All stone shall be obtained from quarries within the United States having adequate capacity and facilities to meet the specified requirements. Cutting and finishing shall be done by a manufacturer equipped to process the material promptly and in accordance with these specifications.

If the contractor changes from the original approved quarry to another quarry during the contract term, an additional sample shall be submitted to the MPS Program Support Unit for approval prior to using the new stone to produce blanks

4.6 Workmanship: Each monument shall be free from defects in workmanship.

• Chips, cracks, open seams, or abraded edges, shall not be permitted and the repair or patching of any such defects is prohibited and shall be cause for rejection.

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

• Inscriptions shall be free from defects due to broken or blown out lettering...

• Workmanship and production shall be in accordance with industry standards, practices, and regulatory safety requirements

4.7 Testing: Stone supplied under this contract shall conform to the following specifications and physical requirements. Stone shall be tested, as listed below, by an approved testing laboratory and test results shall be submitted to the Memorial Products Service (MPS), Program Support Unit for approval prior to the production of the sample. Testing is required only once and shall be from a representative sample of the quarry. Testing results are required for new sources of stone.

NOTE: Testing results are not required for sources in the following areas:

• Marble Valley, Coosa County, Alabama

• Marble, Gunnison County, Colorado

• Danby, Rutland County, Vermont

• Tate, Pickens County, Georgia

4.8 Marble Testing Specifications

4.8.1 Abrasive hardness: Marble shall have an abrasive hardness value (Ha) of not less than 10 when tested as specified in ASTM C241.

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

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

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

4.9 Applicable Publications

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

617 Little Britain Road, New Windsor, NY 12553 – 6148 Phone: (800) 622-2384

4.9.2 ASTM, Sections C97, C99, C170, C241

American Society for Testing and Materials 1220 L. Street, N.W., Suites 100-167 Washington, DC 20005

4.9.3 Dimension Stones of the World

Marble Institute of America, Inc.

28901 Clemens Road, Suite 100, Cleveland, OH 44145

5.0 Inscription Specification

5.1 Reference Drawings

• A-LFN&OC-1 through 2, dated June 13, 2016, Letters, Fonts, Numbers, & Other Characters

• A-EM Cover page through 6, dated 06/27/14, Emblems

• A-F1, Rev A dated 9/4/19

All drawings are in attached PDF file.

5.2 Product: The contractor shall inscribe all information as contained on the headstone order. The end or limit of each line shall be indicated on a line-by-line basis as shown on the order. If any deviation from this is encountered, contact the MPS Program Support Unit at MPSProgSupport@va.gov.

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

5.3 Lithichrome Application: Lithichrome shall be applied to all inscriptions in F1 type monuments unless otherwise requested. Whenever lithichrome is not required, “NO LITHICHROME” shall be notated on the order. When lithochrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale).

5.4 Time limits: The contractor shall have fifteen (15) calendars days following the day an order is sent to the contractor until the monuments are manufactured, inscribed, packaged, and delivered CONUS to destinations within the contiguous 48 states (CONUS). For destinations outside CONUS(OCONUS), the contract shall have 15 calendar days until the monuments are manufactured, inscribed, packaged in a wooden crate ready for pick up by a government designated carrier.

6.0 Submittal by Potential Offerors

Potential offerors shall submit at contractor expense one marble sample (24” x 12” x 3/4”) representative of the marble to be used in the production of markers under the contract. The marble sample shall conform to government specifications and shall be submitted for approval. Mark each sample on the back with a permanent marker to show contractor’s name, solicitation number, and email address. Any sample which arrives damaged shall not be accepted. MPS will refuse delivery of any full-size headstone or marker at the address listed below. Potential offerors will be responsible for any transportation charges for the return of the refused delivery.

The sample must be manufactured, inscribed, and packaged to prevent any damage during shipment.

Samples must be accompanied by a statement identifying the brand name and grit rating for the pad or stone used to produce the final finish.

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

Emblem # 52 (Land Eagle)

JOSÉ QUIÑÓNEZ

2ND LT US ARMY WWII

APR 18 1914 AUG 31 2004

WE WILL ALWAYS YOU

TENDERLY KIND

mailto:MPSProgSupport@va.gov

UNSELFISHLY GENEROUS

Failure to meet any of the requirements shall result in the rejection of the sample. The sample shall be best and final, offerors will not be allowed to submit another if the sample is unacceptable. The sample shall establish the acceptable product for all inscriptions under this contract and shall be the basis for comparison of inscription services under the contract.

Samples must be received by Memorial Products Service (MPS) prior to closing date.

NO samples shall be accepted after closing date.

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

Department of Veteran Affairs Quantico National Cemetery Memorial Products Service

National Cemetery Administration 5109 Russell Road

Quantico, VA 22134

All samples submitted must be approved for further consideration of vendor quote/proposal. Once submitted, samples become the property of the Department of Veterans Affairs and will not be returned.

Results of the Sample Review shall be sent to offerors by the Contract Officer after the solicitation has closed. Do not contact the MPS CORS for a copy of the report or the result.

6.1 PDF copies of drawings are available upon request. 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). MPS recommends vendors use full size drawings for determining work requirements. An extension to the solicitation’s closing date shall not be granted for failure to request the technical drawings with sufficient lead time.

7.0 Packaging and Palletizing

7.1 Materials: All monuments shall be packed in accordance with normal industry standards and commercial best practices to assure acceptance by the common carrier.

Non metal bands shall be secured around the pallet or crate for its entire height (from top to bottom) and two additional bands shall secure the pallet or crating around the width. Banding pressure shall be such that it causes no damage to the edges of the stone when packaged. Colored materials or materials capable of staining the stone (ex. uncoated cardboard, certain kinds of wood) during outdoor storage are not permitted.

The packaging and crating shall protect the monuments throughout the handling process and during shipment and comply with the National Motor Freight Classification:

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

• Ensure there is no product overhang. The pallet shall be taking the initial side impacts. Ensure that the pallet extends 1-2” away from the edges of the product.

• Corrugated board that is being used to wrap around the product shall be 350 PSI double wall corrugated board.

• Reinforce and protect edges of the monuments with corner fiber boards.

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

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

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

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

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

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

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

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

The monuments shall be packed in such a manner that any adhesive, glue, or coloring from the packaging does not transfer and adhere to the stone during shipment or during interim storage prior to use. All monuments and packing material shall be contained within the dimensions of the pallet with no overhang.

The contractor shall palletize multiple monuments on pallets in good repair with three stringers having lift access capability from all four directions.

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

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

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

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

• “In case of delivery problems: call (202)-461-4132 or 202 501 2696 for guidance and 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”.

7.4 Labeling: the contractor shall provide a packing list or a shipping label for all packaged monuments.

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

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

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

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

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

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

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

All shipments requiring special crating will be e-mailed to the contractor by the COR except for the overseas shipments which are all crated.

Please note: All charges for special crating must be listed on the invoice separately to include the shipment number, veteran/decedent’s name and consignee address.

8.0 Government Quality Assurance (QA)

8.1 Inspections: Quality assurance (QA) inspections of the contractor’s manufacturing facility and products may be performed by the designated COR of the Memorial Programs Service to assure satisfactory contract performance. The Government reserves the right to inspect the quality of blanks and the inscription process without prior scheduling or notifications to the contractor.

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

• Packaging and palletizing of product that promotes damage-free shipments and compliant with all contractual requirements.

• Execution of quality control procedures.

• Maintaining QA records as required, with the records indicating the quality of the headstones as shipped.

When at the contractor’s production facility, the contractor shall assist the designated COR by providing an adequate, well lighted inspection area. Contractor personnel must provide assistance lifting, handling and moving of product.

8.2 Quality System: The contractor must develop and maintain a written inspection system that documents the quality and timeliness of finished products. The Contractor shall provide, to the designated COR of the MPS Program Support Unit, reports on the Contractor’s processing and delivery of orders to the carrier. Weekly reports must be emailed to MPS at MPSProgSupport@va.gov , attention to the designated COR by the close of business, Tuesday of the next week. Should this day fall on a holiday, the report must be submitted no later than the next business day. Each report must include the following information:

• Date order was received

• Obligation number

• Shipment numbers

• Date shipped

• Carrier’s name

• Carrier’s tracking number

• Delivery Date

• Quantity of orders shipped

• Notation for special crating with shipment number and veteran’s name

• Invoice number

• Invoice date

• Quantity invoiced

• Invoice amount

• Items damaged during transport and subsequently destroyed

• Quantity of orders pending

• Estimated ship dates for pending orders

• Number of orders cancelled

• If any order is completed late or projected to be completed beyond the contractually required due date, the contractor must identify the reason(s) for the delinquency, what actions are underway to resolve the tardiness, and the projected future date for completion (projected completion dates which are before the reporting date are unacceptable).

• Identify the number of blanks that were scrapped each week (due to blowouts, breakage, change in inscription, inscription error, etc…)

If an order is delinquent at the time that the status report is emailed to the MPS Program Support Unit, the contractor must provide, in the same email with the report, the reason(s) for the delinquency, what measures the contractor is undertaking to remedy the causes of the current delinquency, and the date the contractor expects to become current with orders.

8.3 Quality Complaints

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

• Nonconforming product shipped to fill Government orders.

• The COR rejecting product that passed the contractor’s inspection system, but product is still awaiting shipment.

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

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

The designated COR of the MPS Program Support Unit or a designated inspector for this contract shall inform the Contractor of the deficiencies. A site inspection report shall be generated by the inspecting COR and the COR shall discuss with the contractor what corrective action(s) shall be taken and when the corrective action shall be taken. When an issue(s) arise regarding a monument not meeting the specified standards and the issue(s) cannot be resolved between the contractor and the Government, the Contracting Officer shall make a final determination as to whether the monument shall be replaced at the contractor’s expense or at the Government’s expense.

9.0 Processing of Orders and Time of Delivery:

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

Contractors shall manufacture and ship individual orders on a first in/first out basis. Each order for Normal Delivery shall be produced in numerical sequence, by shipment number. Delivery location will be included with each order.

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

(MPS).

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

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

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

10.0 Procedures (Administrative and Other)

10.1 Government Responsibilities: Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract shall require coordination between the Government and the Contractor. The Centralized Contracting Division shall provide, at the time of the contract’s award, the name of one or more individuals authorized to act as Contracting Officer’s Representatives (CORs) during the coordination.

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

10.3 Government Headstone and Marker Drawings: The contractor shall ensure copies of all relevant Government drawings for production of monuments are maintained on file and are available to the designed COR, upon request, during on-site Quality Assurance inspections.

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

10.6 Performance Evaluation

a. Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

b. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

c. When the Contractor is not meeting the acceptable limits of satisfactory performance, a Contract Discrepancy Report (CDR) will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

When a CDR is issued, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”. When a CDR is received, the Contractor shall complete the applicable CDR blocks. The Contracting Officer will evaluate the Contractor's explanation and determine the next course of action.

d. The issuance of a CDR, found in Attachments, may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).

e. Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and also explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.

f. After a CDR is given and the vendor's plan accepted by the CO/MPS COR the vendor shall have 1 month to carry-out the plan. After 30 calendar days, if there are any examples of missed standards then a remedy shall apply.

g, If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered including, but not limited to termination for default. If the Contractor only achieves a partial satisfactory performance by the end of the next period or agreed suspense date, other remedies including penalties may be applied.

11.0 Employee Requirements

a. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. All work performed shall be done at a minimum to the specs and in accordance with good commercial practices.

b. Small Business set-aside: all of the awardee’s managerial/supervisory employees including those on site in supervisory roles shall be direct hires of the Prime Contractor. Labor shall be employed such that 50% of the actual salaries and wages for time attributed on this contract are from actual Prime Contractor employees.

c. Labor Force and Equipment: The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Contractor shall be responsible to provide all labor and equipment as necessary to meet deadlines. The Contractor shall provide all necessary resources to complete the efforts assigned under the scope of this contract.

12.0 Invoicing: Invoices ae sent through Tungsten after acceptance at delivery.

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

END STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

SBA ACT 8(d)(13)(B)

(B) NOTICE.—

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

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

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS (OCT 2018)

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

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

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

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

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

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

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

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

(g) Invoice.

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

(i) Name and address of the Contractor;

(ii) Invoice date and number;

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

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

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

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

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

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

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

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

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

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

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

EFT.

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

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

(i) Payment.—

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

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

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The…