Attachment B - Statement of Work - Alaska-Tahoma - Revised.pdf

Attachment B – Statement of Work – Alaska-Tahoma

STATEMENT OF WORK

1. Introduction

1.1 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.

1.2 Purpose

The purpose of this multi-year contract is to manufacture, inscribe, and deliver government furnished monuments below to:

1.3 FOB Destination

Tahoma National Cemetery 18600 Southeast 240 Street Kent, WA 98042-4868

• L1 – MARKER, GRANITE, SMALL, FLAT, INSCRIPTION (12” X 18” X 3”)

Drawing: A-L1, Rev A dtd 2019-09-04

• I1 – NICHE COVER, MARBLE, INSCRIPTIONS (15 ¾” x 11 ¼” x ¾”) Drawing: A-NCIS-1 & 2, Rev C dtd 2019-08-05

• W1 – UPRIGHT, GRANITE, 3", INSCRIPTIONS (13” x 42” x 3”) Drawing: A-W1-1 & 2, Rev B dtd 2019-8-15

1.4 FOB Origin

FOB origin to various locations is Alaska: All Alaska shipments shall be in well-packed wooden crates to protect against damage.

• H1 – NICHE COVER, GRANITE, INSCRIPTIONS

Drawing A-NCIS-1 & 2, Rev C dtd 2019-08-05

• U1 – UPRIGHT MARBLE HEADSTONE, INSCRIPTIONS/PACKAGING

Drawing A-U1-1 & 2, Rev B dtd 2019-8-14

2. General Requirements

2.1 Scope of Work

This contract shall include all labor and materials necessary for offsite inscription services of government furnished L1 flat granite markers, H1 granite niche covers, I1 marble niche covers, U1 upright marble headstones, and W1 upright granite headstones as noted in section 1.

2.2 Location of Services

The Contractor shall be responsible for providing all labor and material needed to manufacture, inscribe, package, palletize, and deliver FOB destination inscribed flat granite markers, marble niche covers, and upright granite headstones for Tahoma National Cemetery. Contractor’s facility shall be within a radius of 90 miles of the cemetery’s address. This is to reduce the risk of damage from weather during transportation.

The Contractor agrees to use only their facility located in Washington State for the inscribing of the headstones, packaging, and crating. The Contractor also agrees that all shipments of U1 Upright headstones and H1 Niche covers for the state of Alaska will be picked up from this same facility. The Contractor shall provide the physical location of their facility for the scheduling blank deliveries and monument pickup with its submission.

2.3 Performance Period

This contract covers the period from October 1, 2025 through September 30, 2026 with four (1) year options to extend the term of the contract through September 30, 2030, if exercised.

2.4 Contractor Responsibilities

• Provide all labor, materials, and transportation necessary to: pickup or schedule a pick-up, utilizing a transportation carrier chosen by the Contractor, of government-furnished blank niche covers from the cemetery.

• Perform off-site inscription services at the Contractor’s location per orders received; then package and deliver inscribed monument to the cemetery.

• All labor and equipment to unload pallets or singles markers off transportation carrier’s vehicle.

2.5 Government Furnished Property

The Contractor shall be responsible for:

• The security and protection of Government Furnished Property provided to the Contractor in connection with this contract.

• Disposal of scrapped monuments at the Contractor’s location.

• Rejected and scrapped monuments (government blanks) shall be recorded on the weekly status report and submitted to MPSProgSupport@va.gov.

2.6 Definitions

Words Used Interchangeably – Niche covers, markers, headstones blank covers and monuments.

Disposal – demolished or pulverized into small pieces with no portion of the inscription remaining legible and subsequent removal. Contractor would be responsible for any inscribed monuments under an on-site inscription contract. Cemetery is responsible for any inscribed rejects that are delivered to the Cemetery, i.e., Nationwide contracts, niche cover inscriptions, but at Contractor expense.

Replacement-in-Kind – The replacement of a government-furnished headstone, marker, or niche cover with one that resembles the original design (i.e., form, size, inscription font, emblem of beliefs, etc.), as closely as possible, within current contract specifications.

Security – Cemetery or on-site Contractor is responsible for storing monuments and equipment mailto:MPSProgSupport@va.gov thus, preventing theft or damage due to vandalism.

Protection – Monuments should not be stored where they are subject to damage from the weather, i.e., stored inside a building or covered with a tarp or other protective material.

FOB – Free on Board

FOB Destination – Cemetery takes delivery of goods being shipped to it by the Contractor once the goods arrive at the Cemetery or when existing headstone/marker or niche cover located at the cemetery has been inscribed.

FOB Origin – Contractor’s obligation to deliver the product ends with loading of inscribed headstone/marker(s) onto a government transportation vehicle at the Contractor’s facility. A separate contract with a transportation company covers the headstone/marker delivery.

3. Pricing

3.1 Unit Price

The unit price is all-inclusive and covers the completed monuments delivered FOB destination for Tahoma NC and FOB Origin for the State of Alaska. 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 the referenced drawings.

4. Delivery Performance and Destination

4.1 Delivery Location

FOB Destination Tahoma National Cemetery 18600 Southeast 240 Street Kent, WA 98042-4868

FOB Origin Alaska

4.2 Delivery Schedule

Tahoma – FOB Destination The Contractor shall have (10) business days, excluding federal holidays, as counted from the date following the day an order is sent to the Contractor until the monuments are produced and made available to the cemetery for receiving inspection and acceptance (FOB Destination).

Alaska – FOB Origin The Contractor shall have until the first and third Monday of each month following the day an order is sent to the Contractor until the monuments are inscribed and packaged for transfer to the government furnished transportation carrier, FOB Origin.

4.4 FOB Destination Responsibilities

The transportation for the product produced and shipped to consignees is the responsibility of the Contractor.

NOTE: If there is a noticeable trend of damaged shipments caused by a specific transportation carrier or driver, MPS will recommend that the carrier be eliminated as one of the Contractor’s carriers.

4.5 FOB Origin Responsibilities

All shipments shall be in well-packed wooden crates to ensure against damage.

5. Material Specifications

5.1 Description of Products

• L1 – MARKER, GRANITE, SMALL, FLAT, INSCRIPTION (12” X 18” X 3”)

Drawing: A-L1, Rev A dtd 2019-09-04

• I1 – NICHE COVER, MARBLE, INSCRIPTIONS (15 ¾” x 11 ¼” x ¾”) Drawing: A-NCIS-1 & 2, Rev C dtd 2019-08-05

• W1 – UPRIGHT, GRANITE, 3", INSCRIPTIONS (13” x 42” x 3”) Drawing: A-W1-1 & 2, Rev B dtd 2019-8-15

• H1 – NICHE COVER, GRANITE, INSCRIPTIONS

Drawing A-NCIS-1 & 2, Rev C dtd 2019-08-05

• U1 – UPRIGHT MARBLE HEADSTONE, INSCRIPTIONS/PACKAGING

Drawing A-U1-1 & 2, Rev B dtd 2019-8-14

6. Order Processing and Management

6.1 Order Receipt and Processing

Contractor shall provide a single email address for electronically receiving orders. MPS will distribute orders electronically to the Contractor’s provided email address Monday through Friday. Contractor shall manufacture and ship individual orders on a first-in/first-out basis. Each order for Normal Delivery shall be produced in numerical sequence based on the shipment number.

6.2 Normal Delivery

The Contractor shall have twenty-six (26) calendar days, excluding federal holidays and excluding Accelerated Deliveries, after Receipt Order to deliver to CONUS (Contiguous United States) destinations for normal delivery on a FIFO (First-In, First-Out) basis.

6.3 Accelerated Deliveries

All headstones identified for accelerated delivery 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 Contractor.

It is the goal of NCA to ensure when there is a Killed in Action (KIA) or similar situation, the grave of active-duty service members who die because of enemy action is marked on the day of interment. The Government will provide the inscription to the Contractor with not less than (2) calendar days advance notification and advise the Contractor when the inscription needs to be completed and delivered. These situations shall also be provided at no additional cost to the Government for the accelerated processing.

6.4 Replacement In-Kind (RIK)

The intent is to replicate all or part of a preexisting inscription. In-kind replacements must be provided at no additional cost beyond the Contractor's standard unit cost.

The cemetery will provide a photo to MPS to ensure the replacement reflects the inscription of the original headstone.

6.5 Order Cancellations

Cancellations will be emailed to the Contractor from only the MPS Program Support Unit within one (1) calendar day from the order. The Contractor shall confirm cancellations within one (1) business day.

7. Product and Workmanship

7.1 Product

The Contractor shall inscribe all information as contained on the monument 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.

7.2 Inscription Specifications and process

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

7.3 Lithochrome Application

All orders will state “ADD LITHICHROME” or “NO LITHICHROME” in the Remarks box or on the last line of the inscription whether lithichrome is required or not. If lithichrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale).

E-mail MPSProgSupport@va.gov for clarification on any order without lithichrome instructions.

7.4 Quality of Workmanship

Each monument shall be free from defects in workmanship.

• Chips, cracks, open seams, or abraded edges shall not be permitted

• Repair or patching of any such defects is prohibited and shall cause 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.

• Notify MPSProgSupport@va.gov of any poor-quality government furnished blanks by type and do not use.

8. Packaging

8.1 Packaging Materials and Banding – NA for local delivery (Tahoma). Monuments shall be packaged to meet industry standards and commercial best practices, ensuring acceptance by common carriers. Nonmetal bands are required to secure the pallet or crate vertically and horizontally. Bands should not damage stone edges. Avoid colored or staining materials (e.g., uncoated cardboard, certain wood types) that could discolor the stone during storage.

8.2 Packaging and Crating Specifications – Alaska (FOB) Origin All shipments shall be in well-packed wooden crates to ensure against damage.

8.3 Single Packaging – NA for local delivery (Tahoma). Use two-part cartons of double-wall corrugated board for single monument packaging. The front and back of the carton shall fully cover and protect at least half of each surface. Secure cartons with ½” plastic banding or 2” filament tape. Ensure proper packaging to prevent damage during multiple shipments and handling, using stringers or runners to allow safe handling with forklifts or hand trucks.

8.4 Palletizing weight and configuration

Each pallet must not exceed 2,000 lbs. or the pallet weight capacity, whichever is less. Ship multiple orders to the same consignee on the same pallet using non-steel banding, stretch wrap, and individual packaging materials to prevent damage. Use cross-directional banding (four per pallet) routed through the pallet. Corner protectors must be used to prevent damage from banding. Pallets must not exceed ten headstones and should use non-staining materials.

8.5 Labeling – NA for local delivery (Tahoma). 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. Commercial labels may be used.

8.6 Bill of Lading – NA for local delivery (Tahoma). 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”.

8.7 Packing List and Shipping Label

Each package must have a 5" x 4" label with the Order Number, Veteran's Last Name, and Consignee, fully covered by transparent adhesive tape to prevent removal or smearing. For multiple orders on a pallet, attach a packing list to the outside of the shrink-wrapped pallet, including all headstones’ details.

8.7.1 - Local delivery (Tahoma) For local delivery complete the attached form “APPENDIX C – COMPLETION OF INSCRIPTION SERVICE(S)” in lieu of packing list or shipping label.

For commercial transportation, each package must have a 5" x 4" label with the Order Number, Veteran's Last Name, and Consignee, fully covered by transparent adhesive tape to prevent removal or smearing. For multiple orders on a pallet, attach a packing list to the outside of the shrink-wrapped pallet, including all headstones’ details.

8.10 Replacement of Damaged Monuments

The Contractor shall replace monuments at no additional cost to the Government if damage is incurred during transport. The MPS Program Support Unit will notify the Contractor of damaged headstones within three (3) calendar days, and the Contractor shall replace them within five (5) calendar days of notification.

9. Quality Assurance (QA) Inspections

9.1 Government QA Inspections

Quality assurance (QA) inspections of the Contractor’s manufacturing facility and products may be performed by the designated COR of the Memorial Products 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.

9.2 Site Inspections Areas of Assessment

During each QA visit at production sites, a complete assessment of the Contractor’s operation will 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.

9.3 Contractor Assistance

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

10. Quality Assurance System

10.1 Required Documentation

The Contractor must develop and maintain a written inspection system that documents the quality and timeliness of finished products.

10.2 Weekly Status Reports

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 (refer to Attachment 3 attached):

Weekly Status Report:

Complete top portion of report:

· Contractor name

· Contract #

· Obligation #

Data from daily orders:

· Location: (cemetery name)

· First Name: (Veteran)

· Last Name: (Veteran)

· CBL: (i.e., VVU)

· Order #: (i.e., 13111)

· Date Order Received: (date email received from MPS)

Data from Contractor:

· Date Est Cmp: (estimated completion date-15 calendar days)

· Date Cancelled: (date notified by MPS to cancel order)

· Date Completed: (completion = date shipped to consignee)

· Tracking Number: (assigned by the transportation carrier)

· Delivery Date: (date consignee signed for shipment)

· Notes: (use this for any exceptions or issues)

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

All weekly status reports shall include an Aging Report which lists the following information:

· Quantity of pending orders on-hand o Quantity of pending orders completed o Percent of orders pending and completed

Upon award, MPS will provide assistance setting up the aging report which will be used for the duration of the contract. The Aging Report is a mandatory requirement.

10.3 Contractor 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.

10.4 Drawings and References

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.

Monument Type: H1 (2 Drawings) Description: H1, NICHE COVER, GRANITE Drawing number: A-NCIS-1, Rev C dtd 2019-08-05 and A-NCIS-2, Rev C dtd 2019-08-05

Monument Type: I1 (2 Drawings) Description: I1, NICHE COVER, GRANITE Drawing number: A-NCIS-1, Rev C dtd 2019-08-05 and A-NCIS-2, Rev C dtd 2019-08-05

Monument Type: L1 Description: L1, MARKER, GRANITE, SMALL FLAT, 3" Drawing number: A-L1, Rev A dtd 2019-09-04

Monument Type: U1 (2 Drawings) Description: U1, UPRIGHT MARBLE HEADSTONE Drawing number: A-U1-1, Rev B dtd 2019-8-14 and A-U1-2, Rev B dtd 2019-8-14

Monument Type: W1 (2 Drawings) Description: W1, MARKER, GRANITE, THIN FLAT, 3" Drawing number: A-W1-1, Rev B dtd 2019-8-15 and A-W1-2, Rev B dtd 2019-8-15

Description: Letters, Fonts, Numbers and Other Characters (3 Drawings) Drawing number: A-LFN & OC-1, Rev C dtd 2016-6-13, A-LFN & OC-2, Rev C dtd 2016-6-13, and A-LFN & OC-3, Rev C dtd 2016-6-13

Description: Niche Cover, Inscription Scenarios (2 Drawings) Drawing number: A-NCIS-1, Rev C dtd 2019-08-05, and A-NCIS-1, Rev C dtd 2019-08-05

Description: Emblems of Belief – Specifications (7 Drawings) Drawing number: A-EM Cover Page, Rev P dtd 2021-10-14, A-EM-1, Rev I dtd 2017-12-23, A- EM-2, Rev H dtd 2017-12-23, A-EM-3, Rev H dtd 2017-12-23, A-EM-4, Rev H dtd 2017-12-23, A-EM-5, Rev L dtd 2021-04-13, and A-EM-6, Rev P dtd 2021-10-14

11. Quality Assurance Complaints

11.1 Handling Damages and Quality Issues

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.

11.2 Normal Delivery: All monuments for destinations within the assigned district with the exception of accelerated (10-day), shall be manufactured and delivered within twenty-six (26) calendar days (refer to 4.0), following the date the order was sent by MPS.

11.2.1 Use of Appendix B- Transfer of Government Furnished Headstones, Markers, or Niche Covers.

The cemetery is responsible for inspecting blank niche covers or memorial wall markers prior to packing for pick-up by the contractor or their transportation carrier. The Contractor is NOT responsible for the inspection of blanks at initial pick-up.

Cemetery personnel will be responsible for completing Appendix B—Transfer of Government- Furnished Headstones, Markers, or Niche Covers form (NCA Handbook 3320), stating the quantity of blanks for each type that has been inspected for pick-up by the contractor. A copy of Appendix B should be included in the shipment, a copy retained by the cemetery and a final copy e-mailed to the Contractor and MPS.

Cemetery personnel must complete the top portion of the form, check the appropriate box and insert the quantity that is being transferred to the Contractor.

11.2.2 Completing Appendix C – Government Provided Blanks

The Contractor shall be responsible for completing Appendix C – Completion of Inscription Service(s) form. The Contractor shall complete the top portion of the form, the quantity of monuments, and shipment numbers of monuments completed. The Contractor shall provide cemetery staff with a copy of the completed Appendix C.

11.2.3 QA/Inspection – Government Provided Blanks

Once a return shipment is received, Cemetery personnel are responsible for a final inspection and acceptance of the completed monuments utilizing the Monument Order Acknowledgement Report (MOAR). Any rejects will be noted on the form (Appendix C) and the cemetery inspector will sign and date for the cemetery.

11.2.4 Acceptance Criteria – Government Provided Blanks

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

11.3 Deficiency Notification and Resolution

The designated COR or a designated inspector for this contract shall inform the Contractor of the deficiencies. The inspecting COR and the COR will generate a site inspection report and discuss with the Contractor what corrective action(s) shall be taken and the correction completion time frame. If a quality or contract performance issue cannot be resolved between the Contractor and the COR, the Contracting Officer will make a final determination as to whether the monument shall be replaced at the Contractor’s expense or the Government’s expense.

11.4 Timeliness and Delivery Performance

The Government will monitor Contractor performance through routine inspections, documented observations, and Contracting Officer’s Representative (COR) oversight. Upon identification of a performance deficiency, the COR will verbally or in writing notify the Contractor. The COR will record the issue, date/time of observation, and Contractor notification. This notice provides an opportunity for immediate correction. If deficiencies persist or are significant, the Contracting Officer (CO) will issue a Contract Discrepancy Report (CDR). The Contractor shall respond within three (3) calendar days, providing an explanation and a corrective action plan. The CO will review the response and determine next steps. Following a CDR, the CO may convene a meeting with the Contractor and COR. The Government will document the discussion and circulate meeting minutes. If the Contractor disagrees with the minutes, objections shall be submitted in writing within three (3) calendar days. The CO will respond in writing with a final determination. Upon acceptance of a corrective action plan, the Contractor will have seven (7) calendar days to implement it. Continued deficiencies may lead to further remedies in accordance with FAR 52.212-4, up to or including termination for cause or default. Performance issues resulting from Government error, Government delay, or Acts of God will not be attributed to the Contractor.

12. Procedures and Government Responsibilities

12.1 Coordination Between Government and Contractor: The administration of the contract will require coordination between the Government and the Contractor.

The Contracting Officer’s Representation (COR) is the Point of Contact (POC) for normal communication and notification of events impacting the Contractor’s operations.

12.2 Designation of Contracting Officer’s Representatives (CORs) The Contracting Officer will provide, at the time of the contract’s award, the name of one or more individuals authorized to act as CORs during the coordination.

12.3 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.

At a minimum, invoices shall contain the following information:

· Contractor’s information (Name, Complete Address, Telephone Number, Taxpayer Identification Number)

· Contract Number

· Date of Invoice

· Date of Period of Invoice Performance

· Invoice Number

· Obligation Number (Only one purchase order may be included on each invoice submitted)

· Cemetery Name

· Shipment #

· Veterans Name

· Quantity

· Unit Price

· Total Amount

· Service/Item(s) provided

Government Point of Contact (POC) - E-mail to: MPSProgSupport@va.gov

End of Statement of Work