Attachment B - Statement of Work - F1 - Revised.pdf

Attachment B – Statement of Work – F1

STATEMENT OF WORK

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:

• (F1) – Flat marble markers (type F1) to consignees worldwide

3.0 General

The Contractor shall be responsible for providing all labor and materials needed to manufacture, inscribe, package, palletize, and deliver FOB destination.

Unit Price: The unit price is all-inclusive and covers the completed monuments delivered FOB destination. The same unit prices 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.

3.1 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 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.

4.0 Material Specification

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

4.1.1 Monument Code: F1

4.1.2 Drawing No.: A-F1, Rev A dtd 2019/09/04

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 different 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;

• 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, white color (N8.75-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 stones 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 wants to change 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 productions shall be in accordance with industry standards, practices, and regulatory safety requirements.

4.7 Testing: Stones supplied under this contract shall conform to the following specifications and physical requirements. Stones 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 D.C 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 Specifications

5.1 Reference Drawings

• A-LFN&OC-1 through 3, dated June 13, 2016, Letters, Fonts, Numbers, & other

Characters

• A-EM Cover page, dated October 14, 2021, Emblems

• A-EM-1 through 4, dated December 23, 2017, Emblems

• A-EM-5 dated April 13, 2021, Emblems

• A-EM-6 dated October 14, 2021, Emblems

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 MPSProgram 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 letters, numbers and emblems show in the technical drawings. Inscription layouts shall confirm to scenarios in the contract drawings.

5.3 Lithochrome Application: When placing an order, each cemetery will notate in the Remarks box or on the last line of the inscription, whether lithochrome is required or not. Cemetery will enter “ADD LITHOCHROME” or “NO LITHOCHROME” for all orders. When lithochrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale). If any order is received without lithochrome instructions stated, then the order shall be e-mailed to the MPSProgSupport@va.gov for clarification.

If a response is not received within 3 calendar days, then the order will be cancelled and the shipment annotated on the weekly status report as “CANCELLED, LITHO INSTRUCTIONS

NOT INCLUDED”.

5.4 Performance Period: The Contractor shall have twenty-six (26) calendar 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 pickup by a government designated carrier.

6.0 Packaging and Palletizing

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

mailto:Cemcompsps.cemcompsps@va.gov

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

• Nonmetal 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.

• 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 monument-to-pallet dimensions.

• Ensure there is no monument overhang. The pallet shall be taking the initial side impacts.

Ensure that the pallet extends 1-2” away from the edges of the monument.

• Corrugated board that is being used to wrap or cushion the monument 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.

6.2 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.

6.3 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 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.

• The Contractor shall replace monuments at no additional cost to the Government if damage is incurred during transport. The MPS Program Support Unit reserves the right to notify the Contractor by email within 5 days of any markers damaged during transportation. Upon notification, MPS will direct the cemetery to place a re-order in BOSS and a new shipment order # will be generated. MPS will inform the Contractor of the new shipment order # and the Contractor shall inscribe and re-ship at no cost to the government.

• 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, or

• A label similar to below shall be used for each shipment returning to the cemetery:

ATTENTION

OBSERVE THAT THIS IS DEPARTMENT OF

VETERANS AFFAIRS CARGO AND A

MEMORIAL TO A U.S. ARMED FORCES

VETERAN.

Please give exceptional consideration, care, and courtesy when handling.

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

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

• “In case of delivery problems: call (202)-461-4132 or 202-501-2696 for guidance and follow-up notification with email to MPSProgSupport@va.gov.

• All inscribed monuments will be received and accepted by the cemetery.

6.4 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.

6.5 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.

6.6 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.

7.0 Government Quality Assurance (QA)

7.1 Inspections

Quality assurance (QA) inspections of the Contractor’s manufacturing facility and monuments 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 monument 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 or markers as shipped.

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

7.2 Quality System

The Contractor shall submit a quality assurance plan and maintain a written inspection system that documents the quality and timeliness of finished monuments. The Contractor shall provide, to the designated COR of the MPS Program Support Unit, reports on the Contractor’s progress and delivery of orders. Report must include number of blowouts, and number stones damaged upon receipt to facility. Please see Attachment for the acceptable format of the weekly status report that must be maintained and forwarded. Weekly reports must be emailed to MPS at MPSProgSupport@va.gov, attention to the designated COR by the close of business, Tuesday of each 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:

Weekly Status Report:

• 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

• 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 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).

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.

7.3 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 monument shipped to fill Government orders.

• The COR rejecting a monument that passed the Contractor’s inspection system, but the monument is still awaiting shipment.

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

o Inspection system o Inspection personnel o Manufacturing processes o Production control o Planning and scheduling 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 will inform the Contractor of the deficiencies. A site inspection report will be generated by the inspecting COR and the COR will discuss with the Contractor what corrective action(s) shall be taken and when the corrective action shall be taken. When an issue(s) arises regarding a monument not meeting the specified standards and the issue(s) cannot be resolved between the Contractor and the Government, the Contracting Officer will make a final determination as to whether the monument shall be replaced at the Contractor’s expense or at the Government’s expense.

8.0 Processing of Orders and Time of Delivery:

Contractors shall provide a single email address for electronically receiving orders. Orders will 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.

8.1 Normal Delivery: Excluding Accelerated Delivery, the Contractor shall have 26 calendar days ARO (After Receipt Order), excluding federal holidays, to deliver to CONUS (Contiguous United States) destinations for normal delivery on a FIFO (First-In, First-Out) basis.

8.2 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.

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

8.4 Cancellations of Orders: Occasionally, it will be necessary to request from the Contractor that an order be cancelled. These cancellations will be forwarded by e-mail to the Contractor only by the MPS Program Support Unit and within three (3) calendar days of receipt of 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.

Stencils: Charges for stencils from order cancellation requests will not be authorized. Such cancellations, which are usually 1% or less annually, shall be included in the unit price submitted by the Contractor.

Products: The all-inclusive contract unit price will be authorized for canceled order(s) if the monument has been manufactured but not shipped. A photo of the inscribed monument is required to support the cancellation charge and included in the cancellation request confirmation reply. The email reply from the Contractor shall be sent to MPS within 24 hours of receipt of the cancellation request.

Weekly Status Report shall be annotated with the date of all cancellations in the Notes column and the Summary tab should be annotated with date that cancellation photo was sent to MPS.

For payment and invoicing purposes of the cancellations above:

• For cancelled finished products charges - the shipment number, Veteran(s) name and a copy of the photo submitted to MPS shall be included on the invoice.

This information will be a separate line item which will include the unit price.

9.0 Procedures (Administrative and Other)

9.1 Government Responsibilities: Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require coordination between the Government and the Contractor. The Centralized Contracting Division will 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.

9.2 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.

9.3 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.

9.4 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.

9.5 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.

10.0 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 in a first-class manner 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.

11.0 Invoicing

Invoicing in arrears after acceptance. The Contractor shall bear all charges to the point of destination. Point of Contact at MPS: E-mail to: MPSProgSupport@va.gov

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

END STATEMENT OF WORK