36C78623Q0013 Bronze Veteran Medallions.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

7863-000

36C78623Q0013 3/3/2023

Katherine Iacovelli 3-20-2023

4:00 PM EST

43C1 Department of Veterans Affairs NCA Contracting Service

18434 Joplin Rd Triangle VA 22172

X

Y

327991

500 Employees

N/A

X

Various locations per each order

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

The purpose of this contract is to manufacture, package and Distribute worldwide, FOB Destination bronze Veteran medallion in small, medium, and large sizes and Medal of Honor medallion in medium and large.

Submit questions only by email by 2pm Eastern, 3/9/2023 to: katherine.iacovelli@va.gov SUBMIT PROPOSAL VIA EMAIL to: katherine.iacovelli@va.gov

COR: TBD

Please fill this out:

UEI:

EMAIL ADDRESS:

PHONE #:

See CONTINUATION Page

X X

X 1

Katherine Iacovelli Contract Officer

36C78623Q0013

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

B.3 STATEMENT OF WORK/SPECIFICATION

B.4 STAGES OF PERFORMANCE EVALUATION

SECTION C - CONTRACT CLAUSES

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

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

AND COMMERCIAL SERVICES (DEC 2022)

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 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (DEC 2022)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1: Definitions Attachment 2: Contract Discrepancy Report (CDR) Attachment 3: Drawing A-M, Rev A, dtd 2010-01-27 Product Codes M1, M3, M5 Attachment 4: Drawing A-M, MOH Rev A, dtd 2010-01-27 Product Codes M7 and M8 Attachment 5: Branch of Service Attachment 6: Medallion Mounting Instruction Sheet Attachment 7: Packaging Attachment 8: Return Goods Label Insert Attachment 9: Returned Goods Report (Sample) Attachment 10: 852.216-72 Proportional Economic Price Adjustment of Contract Price(s) Based on a Price Index Attachment 11: Sample Review Forms Attachment 12: Past Performance Questionnaire

SECTION E - SOLICITATION PROVISIONS

E.1

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

1998)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS

Submission Information for Samples Submission Information for Written Part of the Proposal Evaluation Method Rating Standards

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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, or

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

6. SOLICITATIONS:

Failure to submit all required documentation 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 1442, Solicitation / Contract / Order for Commercial Items.

9. TIME OF DELIVERY:

Questions replied to during normal Federal working hours except on 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 January 1 Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day December 25

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 PRICE SCHEDULE

BASE PERIOD: April 1, 2023 – March 31, 2024

CLIN DESCRIPTION EST

QTY UNIT UNIT

PRICE TOTAL PRICE

M1, Medallion, Veteran, Bronze, Small

1,400

EA

M3, Medallion, Veteran, Bronze, Medium

3,300

M5, Medallion, Veteran, Bronze, Large

1,400

M7, Medallion, MOH, Bronze, Medium

M8, Medallion, MOH, ESTIMATED BASE YEAR TOTAL

OPTION YEAR ONE (1): April 1, 2024 – March 31, 2025

CLIN DESCRIPTION EST

QTY UNI

T

UNIT

PRICE TOTAL PRICE

M1, Medallion, Veteran, Bronze, Small

1,540

M3, Medallion, Veteran, 3,630

M5, Medallion, Veteran, 1,540

M7, Medallion, MOH, Bronze, Medium

M8, Medallion, MOH, ESTIMATED OPTION YEAR 1 TOTAL

OPTION YEAR TWO (2): April 1, 2025 – March 31, 2026

OPTION YEAR THREE(3): April 1, 2026 – March 31, 2027

PRICE TOTAL PRICE

2001 M1, Medallion, Veteran, Bronze, Small 1,694

EA $25.11

2002 M3, Medallion, Veteran, Bronze, Medium 3,993 EA $28.24

2003 M5, Medallion, Veteran, Bronze, Large 1,694 EA $31.58

2004 M7, Medallion, MOH, Bronze, Medium 5 EA $28.24

2005 M8, Medallion, MOH, Bronze, Large 5

EA $31.58

ESTIMATED OPTION YEAR 2 TOTAL

PRICE EST TOTAL

PRICE

3001 M1, Medallion, Veteran, Bronze, Small

1,863 EA

3002 M3, Medallion, Veteran, 4,392 EA

3003 M5, Medallion, Veteran, 1,863 EA

3004 M7, Medallion, MOH, 5 EA

3005 M8, Medallion, MOH, 5 EA

ESTIMATED OPTION YEAR 3 TOTAL

OPTION YEAR FOUR (4): April 1, 2027 – March 31, 2028

PRICE EST TOTAL

PRICE

4001 M1, Medallion, Veteran, Bronze, Small

2,050 EA

4002 M3, Medallion, Veteran, Bronze, Medium

4832 EA

4003 M5, Medallion, Veteran, Bronze, Large

2050 EA

4004 M7, Medallion, MOH, Bronze, Medium

5 EA

4005 M8, Medallion, MOH, Bronze, Large

5 EA

ESTIMATED OPTION YEAR 4 TOTAL

SUMMARY OF TOTAL CONTRACT PRICING

ESTIMATED BASE YEAR TOTAL

ESTIMATED OPTION YEAR 1 TOTAL

ESTIMATED OPTION YEAR 2 TOTAL

ESTIMATED OPTION YEAR 3 TOTAL

ESTIMATED OPTION YEAR 4 TOTAL

AGGREGATE ESTIMATED PRICE

BASE AND 4 OPTION PERIODS

CREDIT FOR BRONZE MEDALLIONS RETURNED TO CONTRACTOR FOR

RECYCLING

Base Year Date of Award through 9/30/2023 CLIN Description Est Quantity Unit Unit Price Tot Est Price 0006 Scrap Medallions 1000 EA

Option Year 1: 10/1/2023 through 9/30/2024 CLIN Description Est Quantity Unit Unit Price Tot Est Price 1006 Scrap Medallions 1000 EA

Option Year 2: 10/1/2024 through 9/30/2025 CLIN Description Est Quantity Unit Unit Price Tot Est Price 2006 Scrap Medallions 1000 EA

Option Year 3: 10/1/2025 through 9/30/2026 CLIN Description Est Quantity Unit Unit Price Tot Est Price 3006 Scrap Medallions 1000 EA

Option Year 4: 10/1/2026 through 9/30/2027 CLIN Description Est Quantity Unit Unit Price Tot Est Price 4006 Scrap Medallions 1000 EA

YEAR ESTIMATED PRICE

Base Year

Option Year 1 Total Option Year 2 Total Option Year 3 Total Option Year 4 Total

Total Contract Aggregate

Scrap pricing will not be considered in the evaluation of the total contract price.

B.3 STATEMENT OF WORK/SPECIFICATION

1.0 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. Medallions are available in lieu of a headstone, marker, or niche cover and shall be affixed to Veteran’s privately purchased headstones or markers.

2.0 Purpose: The purpose of this contract is to manufacture, package and distribute worldwide, FOB Destination (Proof of Delivery Required) bronze Veteran medallions in small, medium, and large sizes and Medal of Honor medallion in medium and large.

2.1 General: The Contractor shall provide all labor and materials necessary to manufacture the molds for each medallion size and type, manufacture of final product according to orders, and packaging and shipping (FOB Destination) utilizing United States Postal Service (USPS).

2.2 Performance Period: The Contractor shall have 20 business days, excluding federal holidays, as counted from the date following the day an order is sent to the Contractor until the medallions are produced and delivered (proof of delivery required) to Consignee.

2.3 Unit Price: The unit price is all-inclusive of molds, materials, labor, mounting hardware and packaging materials. The unit price shall be the total firm fixed price paid for each medallion type and size manufactured and packaged, FOB Destination.

3.0 Material Specification/Drawings

3.1 Description #1: Medallion, Veteran, Bronze, Small

Product Code: M1 Drawing No.: A-M, Rev. A dtd 2010-01-27

3.2 Description #2: Medallion, Veteran Bronze, Medium

Product Code: M3 Drawing No.: A-M, Rev. A dtd 2010-01-27

3.3 Description #3: Medallion, Veteran, Bronze, Large

Product Code: M5 Drawing No.: A-M, Rev. A dtd 2010-01-27

3.4 Description #4: Medallion, Medal of Honor, Bronze, Medium Product Code: M7 Drawing No.: A-M-MOH, Rev. – dtd 2023-02-07

3.5 Description #5: Medallion, Medal of Honor, Bronze, Larger Product Code: M8

Drawing No.: A-M-MOH, Rev. – dtd 2023-02-07

3.6 Material: Bronze – The bronze shall conform to the bronze industry practice for commercial bronze memorials. Appearance and performance shall not vary from the submitted samples.

3.7 Pigmented Finish – Color shall be memorial industry standard dark brown as represented by Munsell Color Standard notation: 0.5Y2.49/1.0. The face and sides of the medallion shall be similar to samples depicted on the drawing.

3.8 Field Texture – The field shall have a deep embossed leather-look cast texture.

3.9 Protective Coating – The face and sides of the medallion shall be coated with a glossy, abrasion-resistant protective coating. The base and clear coating system, as applied in combination, shall withstand accelerated weather testing for humidity and ultra-violet rays.

3.10 Letters – Type style of letters shall be as represented in Section 3.0 drawings located in Solicitation Section D. The faces of the letters used for the medallions shall be bare bronze and have the highlighted appearance of the standard samples. The face and sides of the finished production medallions shall have the color, gloss and appearance of the preproduction samples approved by the MPS Program Support Unit as an inspection standard.

3.11 Reverse Side – Surface texture of reverse side of the medallion shall be normal as- cast sand texture (foundry sand texture). Mounting holes shall be drilled and threaded according to the dimensions noted on the drawing for each size of medallion. Mounting holes shall be located per dimension layouts as noted on the drawing. The reverse side shall be stamped with “Property of the United States Government”. See attached Section 3.0 drawings located in Solicitation Section D.

4.0 Scope of Work

4.1 Contract Period: This contract covers the Base Year from Date of Award thru 365 days with four, one-year option periods; if all four option periods are exercised, the term of the contract would extend through 2028.

4.2 Contractor Services: This work shall include all labor and materials necessary to furnish bronze Department of Veteran Affairs (VA) medallions, Veteran and Medal of Honor. The medallions ordered under delivery orders against this contract shall be manufactured packaged and delivered, using USPS, Schedule 48 pricing within 20 business days following the date the order shall be issued by Memorial Programs Service, Program Support Unit. Less than one percent of the orders received shall be delivered to overseas destinations. Sizes are as indicated on VA, National Cemetery Administration (NCA) drawing listed in Section 3.0 above.

• Veteran Medallion: The branch of service to be inscribed on each medallion shall be as specified on each order E-mailed by the MPS Program Support Unit. On each VA Veteran medallion, the words "VETERAN" shall always be inscribed at the top as per the order, and in accordance with the drawing. The branch of service shall always be inscribed at the bottom of the Veteran Medallion as requested in each order. Medallion orders shall require only one branch of military service. If an order requests multiple branches of service, the contract COR should be contacted at MPSProgSupport@va.gov before processing the order.

• Medal of Honor Medallion: On each VA Medal of Honor Medallion, the word “MEDAL OF HONOR” shall always be inscribed at the top as per the order, and in accordance with the drawing. The branch of service shall always be inscribed at the bottom of the Medal of Honor Medallion as requested in each order. Refer to Section D for Attachment with approved branches of service and the long and short descriptions for each.

The Contractor shall be responsible for the manufacture and shipping of the medallions and is not responsible for the installation or application of the medallions. It is also not the responsibility of the Department of Veterans Affairs to have the medallion installed on any private monument. The Consignee shall be responsible for mounting the medallion on a private monument that is set in a private cemetery.

Medallions are never installed in National Cemeteries. The Contractor shall ship, using Schedule 48 pricing as ordered, F.O.B. Destination, utilizing USPS shipping software programs established by Memorial Programs Service, proof of delivery, inscribed VA Medallions of the type and style shown in the Schedule, in accordance with the specifications, drawings, terms and conditions.

4.2 Workmanship

4.2.1 Casting and Letters – Medallions shall be free of bends or warping exceeding 1/16”. Casting shall be free of wrinkles. Letters shall be clear and sharply cast, free of scratches, properly centered and aligned as shown on attached drawings. The repair of holes and the removal of excess metal from letters or the field of the medallion shall be permitted provided evidence of such repair/removal is not visibly apparent.

Repairs shall be done using the same alloy as the medallion.

4.2.2 Pigmented Finish – The pigmented finish shall be uniform in color, free of bare spots, scratches, and embedded foreign matter and blistering. After the finish is applied, all raised dimensions will be sanded, in a horizontal direction, revealing the bronze material beneath as shown in the drawing samples. The revealed bronze will be uniform in color and crisp edges of the lettering and stars with a feathering over the leaves to show texture and the bare bronze.

4.2.3 Coating – The protective coating shall be uniform in color, clear and free of bare spots, scratches, and embedded foreign matter and blistering. The finished appearance of the medallion shall be glossy.

4.3 Mounting and Packaging Materials

4.3.1 Hardware: Refer to attached drawing under General notes section.

4.3.2 Epoxy: Hardman Double/Bubble Epoxy 2, Non-Sag, Reorder #04008

4.3.3 Ziploc Bag: Approximately 4” x 6” to store all mounting materials as noted in attached drawings.

4.3.4 Medallion Mounting Instruction Sheet: Approximately 8-1/2” x 11”. See Section D Attachment 6, for a instruction insert that is to be duplicated and included in a Ziploc bag along with the mounting hardware/epoxy.

4.3.5 Packaging: Refer to Section D Attachment 7 for pictorial, information, and packaging sequence.

5.0 Quality Assurance (QA)

5.1 Testing – Contractor Certification: The Contractor shall certify and maintain substantiating evidence that the product offered meets the salient characteristics described herein, and that the product conforms to the drawings, specifications, and standards called for by this description. The MPS Program Support Unit reserves the right to require proof of such conformance prior to the first delivery and thereafter as may be otherwise provided for under the provisions of the contract.

5.2 Bronze Testing Specifications

5.2.1 Certificate of Compliance - When requested by the MPS Program Support Unit, the Contractor shall furnish any or all copies of certified analyses as supplied by the ingot manufacturer. The Contractor shall require that all bronze ingots from ingot vendors be shipped with certified analyses which shall be retained for a period of ten years from the date of the certified analyses.

5.2.2 Testing of Finish and Coating - Test representative bronze panels (finished using the same process employed in finishing grave markers) by using an accelerated weather machine (such as QUV Weather-o-meter) with one-half ultra-violet rays and one-half humidity (moisture) for a minimum of 500 hours without deterioration. Deterioration is defined as: coating breakdown, including yellowing, noticeable fading or peeling, any visible copper oxide formation, etc., other than slight loss of gloss.

5.3 Applicable Publications

Munsell Neutral Value Scale, Matte (31 - step scale) 617 Little Britain Road, New Windsor, NY 12553 — 6148 Phone: (800) 622-2384

6.0 Government Quality Assurance (QA)

6.1 Site Inspections - Quality assurance (QA) inspections of the Contractor’s manufacturing facility and production processes shall be conducted during the contract period by the designated COR of the Memorial Programs Service, Program Support Unit. Visits to the Contractor shall be scheduled at a time so as to ensure inspection of the Contractor’s production. The Government reserves the right to perform quality audit inspections without prior scheduling or notifications to the Contractor. During each QA visit, a complete assessment of the Contractor’s operation shall be made, to include the following areas:

• Packaging of product to ensure compliance with all contractual requirements.

• Maintaining QA records indicating the quality of the inscribed medallions and, maintaining all

QA records as required, with the records indicating the quality of the markers as shipped.

• Handling of inventory or backlogged orders.

• Ensuring inventory tracking, manufacturing order points and safety stock levels are established.

6.2 Quality Complaints - The receipt of complaints concerning unsatisfactory quality indicating 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 impose a 100% government quality inspection for an indefinite period due to quality problems. Indicative, but not all-inclusive, examples are:

• Nonconforming product shipped to fill Government orders.

• Completed medallions that passed the Contractor's inspection and are awaiting shipment but fail the designated COR's Quality Inspection.

• Product that passed the Contractor's inspection system and are awaiting shipment.

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

o Craftsmanship o Safety o Knowledge/training of processes, inspections and measuring tools o Contractor's inspection system o Manufacturing process o Production control o Planning and scheduling

7.0 Administrative Matters

7.1 Authorities of Government Personnel – The Contracting Services Division shall provide, at the time of contract award, a list of MPS personnel authorized to act as the Contracting Officer’s Representative (COR).

7.2 Contractor Provided Weekly Delivery Reports - 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, reports on the Contractors’ processing and delivery orders to the Government contracted transportation carrier. Weekly reports shall be emailed to MPS MPSProgSupport@va.gov, attention of the designated COR. The reports shall be due to the designated COR by the close of business on Tuesday of each week. Should this day fall on a holiday, the report shall be submitted the day before the holiday. Each report shall include the following information on daily basis:

• Date order received

• Purchase order and shipment number

• Carrier and tracking number for each order shipped

• Carrier and tracking number for return label provided

• Quantity of items associated with each shipment number

• Quantity of orders provided

• Quantity of orders pending

• Estimated completion dates for pending orders

• Number of orders cancelled (include shipment number and name)

If an order is delinquent at the time that the status report is e-mailed to the MPS Program Support Unit, the Contractor is required to provide in the same e-mail with the report, the detailed reasons for the delinquency, what measures the Contractor shall take to handle the specific delinquency and projected delinquencies and the projected date the delinquent items shall be delivered.

7.3 Contractor Records and Files - The Contractor shall maintain records and files of all documents relating to each order filled. These records shall include, at minimum, copies of all orders, quality assurance records, inspection results, shipping documents (bearing carrier name, tracking number and date delivered) and invoices. These records shall be made available upon request to the designated MPS Program Support Unit CORs during on-site Quality Assurance inspections.

8.0 Packaging

8.1 The packaging has been established to ensure the medallions are protected from the abuses of normal shipping and the safe arrival of each medallion without marks or marring at the destination. The lists of packaging materials that are to be used are listed in Attachment 7 and are the responsibility of the Contractor to purchase and maintain an inventory.

8.2 The mounting hardware, affixing materials (epoxy) and the package insert (Attachment 6) shall be packaged in a clear bag, i.e., zip-lock type package to ensure that materials and hardware are not lost in transit or upon opening the shipping envelope or carton. The materials listed on the technical drawings are the responsibility of the Contractor to purchase and maintain an inventory.

9.0 Medallion Inventory Requirements – With the medallions not being personalized with veteran information, there is an opportunity for the Contractor to set up an inventory of the three sizes inscribed with the primary branches of service. This will allow the immediate shipping of the most requested branches of service with the other branches of service and requests for two branches being a “custom” manufacture that are not in as great of demand. The following are suggested inventory minimums for each type:

• Veteran Medallion - (25) each of the primary branches of services listed in 9.1 below and (1) each for the remaining branches of service listed on Section D Attachment 5.

• MOH Medallion– (1) each of the branches of service shown in 9.1 below.

9.1 Authorized Primary Branches of Service – Veteran and Medal of Honor Medallion Refer to Section D Attachment 5 for additional branches of service.

• U.S. ARMY

• U.S. NAVY

• U.S. MARINE CORPS

• U.S. AIR FORCE

• U.S. COAST GUARD

• U.S. SPACE FORCE

9.2 Re-Order Point and Safety Stock Inventory Levels

It will be up to the Contractor to set these inventory points up depending upon several factors: raw material lead time, manufacturing lead time and manufacturing capacity versus order demand for each size and branch of service listed in 9.1 above.

10.0 Processing of Orders and Time of Delivery

The Contractor shall provide a single E-mail 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 with orders produced in numerical sequence, by shipment number.

10.1 Normal delivery: All medallions shall be manufactured, inspected, packaged and delivered, proof of delivery, required within 20 calendar days following the date the order was released to the Contractor.

Proof of delivery shall be available upon request for verification by MPS when needed.

10.2 Cancellations of Orders: Occasionally, it shall be necessary to request from the Contractor that a correction is made or that an order be cancelled. These cancellations shall be forwarded by E-mail to the Contractor by the MPS Program Support Unit within three business day of the Contractor’s receipt of the order. The Contractor will be required to respond to each E-mailed request from the MPS Program Support within one business day following receipt of the order.

10.3 Requirements to Ship with USPS: The points noted below are requirements of this contract and once set up will be maintained throughout the contract life.

• Contractor shall be approved to use the Schedule 48 pricing.

• Contractor shall utilize a shipping platform that includes USPS shipping capability.

• Contractor’s shipping software program setup is able to generate USPS shipping and return labels.

• Contractor shall be able to pay for USPS postage.

11.0 Return of Bronze Medallions - There are two types of returns that the Contractor will need to be aware of and are listed below in Section 11.1 and 11.2. After a medallion is returned, no matter what the reason, the medallion should be inspected for any damage, including but not limited to, marring of the finish and if in presentable condition, should be placed back in inventory if it is one of the primary branches of services. If it is a “custom” inscription, it will be up to the Contractor to decide if retaining the “custom” medallion in inventory is worth the cost of carrying inventory. If the returned medallion is in unacceptable condition, the medallion shall be considered scrap (ref. Section 11.4).

11.1 Undeliverable - Bronze medallions that are undeliverable, or refused at delivery, shall be returned directly to the Contractor by the Government’s designated carrier. When a Medallion is returned to the contractor as undeliverable, the contractor will email MPS with the name & shipment number to determine best course of action. The Contractor shall follow Section 11.2 below and include on the Returned Goods Report listed in Section 11.3 below.

11.2 Returned Goods – There may be medallions that are received by the Consignee who then requests a change in size or a different type of monument. See Attachment 8. for the returned goods process. The Contractor shall follow Section 11.0 above and note the return on the Returned Goods Report.

11.3 Reporting of Returns – On a weekly basis in conjunction with the reporting requirements noted in Section 7.2 above, the Contractor is responsible for notifying, by E-mail, the MPS Program Support Unit at MPSProgSupport@va.gov of the medallions that were returned and state the disposition of each return.

The weekly report will include the following for each return:

• Date return received

• Type (M1, M3, M5, M7, M8)

• Veterans first and last name

• Return Authorization Number (RGXXXX), if available

• Inspection Disposition o Return to Inventory o Scrap

• Reimbursement Cost o Inventory o Scrap

• Comment For Sample Report see Attachment 9

11.4 Returns and Scrap Credit: After the medallions are returned and the disposition is noted on the Returned Goods Report, the Contractor will reimburse the Government with the amount shown in the Price Schedule for inventory returns and scrap. Every month the Contractor shall send a check and the Returned Goods Report for the month with all returned bronze medallions listed to:

VA/National Cemetery Administration Attn: Agent Cashier PO Box 335 Garrisonville, VA 22463-0335

The check should be made payable to the Department of Veterans Affairs.

12.0 Procedures (Administrative and other)

12.1 Government Responsibilities

• MPS shall E-mail formatted orders on weekdays, when available, to the Contractor’s self-designated E-mail address.

• Within two 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.

• 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.

12.2 Government Headstone and Marker Drawings - The Contractor shall ensure that copies of all relevant Government-provided drawings for production of medallions under the contract are maintained on file and are available to the designated COR, upon request, during onsite Quality Assurance inspections.

12.3 Point of Contact at MPS, Program Support Unit

E-mail: MPSProgSupport@va.gov

END STATEMENT OF WORK

B.4 STAGES OF PERFORMANCE EVALUATION

a. Normally, the ACOR 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. Based on the seriousness, the ACOR may also notify the COR and CO at that time. If the issue is not serious and occurs again a written warning shall be sent by the ACOR to the onsite supervisor. The ACOR shall also notify the COR and CO at the time the warning is sent. The COR and CO may also decide to send a warning.

c. 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.

d. When the Contractor is not meeting the acceptable limits of satisfactory performance regarding the same issue or continues to fail due to a number of issues, 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 and return it within 10 calendar days to the CO. The Contracting Officer will evaluate the Contractor's explanation/plan and determine the next course of action.

e. The issuance of a CDR, found in Section D Attachments, may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, ACOR and 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, ACOR and COR will sign minutes of the meeting(s).

f. 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.

g. 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.

h, 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.

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

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(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 Federal Acquisition Regulation (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 date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and Subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts;

18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or…