Attachment B - Statement of Work - W1 - Revised.pdf

Attachment B – Statement of Work – W1

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 within the contiguous 48 states.

• (W1) – Headstone, Upright, Granite, (13” x 42” x 3”)

3.0 General

This contract shall include all labor and materials necessary to furnish upright granite headstones, to each consignee’s address. The Contractor shall be responsible for providing all labor and material needed to manufacture, inscribe, package, palletize, and deliver FOB destination to all locations in accordance with the orders received.

3.1 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 to destinations within the contiguous 48 states.

3.2 Contract Period

This contract covers the period from October 1, 2025 through September 30, 2026 with four (4) 1-year options, if exercised, to extend the term of the contract through September 30, 2030.

3.3 Unit Price: The unit price is all-inclusive and covers the completed monuments delivered FOB destination. The same unit price shall apply regardless of the total number of characters inscribed. This all-inclusive price includes product and services to provide monuments meeting technical requirements as shown in drawings listed in Sections 4.0 and 5.1.

4.0 Material Specification

4.1 Description: Headstone, Upright, Granite (13” x 42” x 3”) Product Code: W1 Drawing No.: A-W1 & 2, Rev. B, dated 2019/8/15

4.2 Material: Granite must conform to the definition of Granite as defined by ASTM C119-19.

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

4.3 Color: Granite must be a uniform shade of light grey color of (N6-N7.75) as judged against the Munsell Neutral Value Scale, Matte 31 – step scale).

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

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

Note: If the Contractor desires to change from the original approved quarry to another quarry during the contract term, an additional sample from the new quarry shall be submitted to the MPS Program Support Unit for approval prior to using the new stone to produce blanks. Quarry changes will be effective at the beginning of option years based upon pre-approved samples.

Changes cannot be made within an option year.

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

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

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

• Inscriptions shall be free from defects due to broken or blown out lettering and repair or patching an inscription is not permitted.

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

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

Note: Testing results are not required for sources from the following areas:

• Washington County, Vermont

• Elberton County, Georgia

• Madera County, California

• Surrey County, North Carolina

4.9 Granite Testing Specifications

4.9.1 Abrasive hardness:

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

4.9.2 Absorption:

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

4.9.3 Compressive strength:

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

4.9.4 Modulus of rupture:

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

4.10 Applicable Publications

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

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

4.10.2 ASTM, Sections C97, C99, C170, C241

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

4.10.3 Dimension Stones of the World

Granite Institute of America, Inc.

28901 Clemens Road, Suite 100, Cleveland, OH 44145

5.0 Inscription Specification

5.1 Reference Technical Drawings

• A-LFN&OC-1 through 3, Rev. C dated 2016/6/13June 13, 2016, Letters, Fonts, Numbers, & Other Characters

• A-EM-Cover Page, Rev. K dated 2019/09/10, Emblems of Belief A-EM-1, Rev. I dated 2017/12/23

A-EM-2 thru 4, Rev. H dated 2017/12/23 A-EM-5, Rev K dated 2019/09/10 A-EM-6, Rev. K dated 2019/09/04

5.2 Product: The Contractor shall inscribe all information as contained on the headstone order.

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

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

5.3 Lithichrome Application

Lithichrome shall be applied to all inscriptions provided under this contract unless otherwise requested. Whenever lithichrome is not required, “No Lithichrome” will be notated on the order. When lithichrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale).

Failure to meet any of the requirements for granite and inscription quality shall result in the rejection of the sample. The sample shall establish the acceptable monument quality for all granite and inscriptions under this contract and shall be the basis for comparison of all inscribed granite upright headstones under this contract. Samples must be received by Memorial Products Service (MPS) prior to closing date of solicitation.

mailto:MPSProgSupport@va.gov

7.0 Packaging and Palletizing

7.1 Materials: All monuments shall be packed in accordance with the following requirements:

• Non-metal bands shall be secured around the pallet or crate for its entire height (from top to bottom) and two additional bands shall secure the pallet or crating around the width. Banding pressure shall be such that it causes no damage to the edges of the stone when packaged. Colored materials or materials capable of staining the stone (ex.

uncoated cardboard, certain kinds of wood) during outdoor storage are not permitted.

• Ensure the pallet is in good, usable condition, i.e., no broken or cracked boards, all nailheads shall be below the surface of the wood and the pallet is made for heavy loads up to 2,000 lbs with (3) stringers and 4-way access.

• 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.

• 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 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.

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

The packaging shall protect the headstones from shipping abuse from multiple handling situations and vibration from the transportation carrier trailer 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 (13” dimension) beginning at 8” from either end. Material used for the stringers, runners or blocks is left up to the Contractor and the Contractor’s packaging specialists but should be permanently adhered to the cardboard packaging so as to remain in place until the monument is received. This requirement is for convenient pickup so as to avoid damage when using either a hand truck/dolly or for the forks of a forklift to move the headstone when in transit.

7.3 Palletizing: Each pallet shall not exceed 2,000 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 heavy duty 42” x 48”, 4-way wood pallets.

The weight of headstones placed on the pallet must not exceed what the pallet can hold, but in all cases, shall not more be more than 10 headstones per pallet. It is preferred that all headstones be placed on their sides on the pallet and secured using the methods above.

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

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

The monuments shall be packed in such a manner that any adhesive, glue, or coloring from the packaging does not transfer and adhere to the stone during shipment or during interim storage prior to use. All monuments and packing material shall be contained within the dimensions of the pallet with no overhang. The Contractor shall palletize multiple monuments on pallets in good repair with three stringers having lift access capability from all four directions.

The Contractor shall replace monuments at no additional cost to the Government if damage is incurred during transport. The MPS Program Support Unit reserves the right to notify the Contractor by email within 2 days of any headstones damaged during transportation. Upon notification, the Contractor shall replace the damaged monuments within ten (10) calendar days from the date the e-mail was sent by MPS to the Contractor.

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

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

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

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

7.5 Special Crating within CONUS: Shipments in well packed wooden crates will occasionally be required for delivery of headstones 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.

Special crating is in addition to the routine crating specified for overseas shipments.

8.0 Government Quality Assurance (QA)

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

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

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

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

• Received By: (individual who 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 must identify the reason(s) for the delinquency, what actions are underway to resolve the tardiness, and the projected future date for completion (projected completion dates which are before the reporting date are unacceptable).

8.3 Quality Complaints

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

• Nonconforming product shipped to fill Government orders.

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

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

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

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

8.4 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.

9.0 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.

9.1 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.

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

9.3 Accelerated Request (Casualties of War): It is the goal of NCA to ensure the grave of active-duty service members who die as a result of enemy action is marked on the day of interment. When the cemetery director is made aware of a pending burial request for a U.S.

casualty of war, they will provide to MPS the inscription who will in turn contact the Contractor to expedite the order. The Government will provide the inscription to the Contractor with not less than two (2) calendar days advance notification and advise the Contractor when the inscription needs to be completed and delivered. All inscriptions identified as an accelerated delivery shall be provided at no additional cost to the government for the accelerated processing.

Transportation costs in excess of normal delivery costs will be submitted to MPS for approval.

9.4 Replacement In-Kind: The intent is to replicate a pre-existing inscription. In-kind replacements must be provided at no additional cost beyond the standard unit cost offered by the vendor. The cemetery will provide a photo to MPS to ensure the replacement reflects the inscription of the original headstone.

9.5 Inscription Corrections/Cancellations of Orders: Occasionally, it shall be necessary to request a correction, change, or cancellation be made after an order is sent to the Contractor.

These corrections/changes/cancellations shall be forwarded by email to the Contractor only by the MPS Program Support Unit and within one (1) calendar day from the date the Contractor received the order. The Contractor shall be required to respond to each emailed request from the MPS Program Support Unit within one (1) business day from the date the request was sent.

10.0 FOB Destination Procedure and Responsibilities: The transportation for the product produced and shipped to consignees is the responsibility of the Contractor. The cost(s) that should be considered by the Contractor are below:

• Basic transportation cost from Contractor facility to consignee’s address stated on the order.

• Contractor or transportation carrier shall contact the consignee 24 hours before delivery to ensure the consignee is available. If after (3) attempts or (5) business days and no contact has been established with the consignee, the Contractor shall contact MPS for disposition of the shipment.

• Consignee (funeral home, cemetery, next of kin) refuses delivery of shipment – contact MPS for disposition of shipment.

• Accessorial charges that the Contractor could include:

o Redelivery – consignee’s address is incorrect; business closed; consignee not available to sign for shipment o Reconsignment – consignee’s address is changed or revised by the Government o Inside delivery – delivery of product to inside of business or residence.

o Lift gate – cemetery does not have equipment to off-load shipment and the transportation driver requires a lift gate on the back of truck/trailer to off-load shipment.

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

NOTE: Assessorial Charges are additional fees imposed by freight companies for services beyond standard shipping. For the delivery of the headstones, VA has designated assessorial charges for which vendors can invoice for after receiving written authorization from MPS transportation manager or clerk. Under the description portion of this CLIN list the four (4) items previously noted.

11.0 Procedures (Administrative and Other)

11.1 Government Responsibilities: Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract shall require coordination between the Government and the Contractor. The Contracting Services 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.

11.2 Contractor Records and Files: The Contractor shall maintain records and files of all documents relating to each order filled under each Government Headstone and Marker contract. These records shall include, at minimum, copies of all orders, quality assurance records, inspection results, shipping documents (bearing carrier’s name and PRO tracking numbers) and invoices. These records shall be made available, upon request, to the designated MPS Program Support Unit COR during on-site Quality Assurance inspections.

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

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

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

Cemetery Listing

Cemetery ADDRESS POC

AVG ON

DEMAND

Minnesota State Veteran Cemetery

4777 Hwy 53 Duluth, MN 55811

Cory Johnson 218-520-0120

Quantico NC 18424 Joplin Road, Triangle, VA 22171

James Sanders 703-221-2183

Ohio Western Reserve NC

10175 Rawiga Road, Sevilla, OH 44273

Thomas Maynard 330-335-3069

GBHS Saratoga NC 200 Duell Road, Schuylerville NY

12971-1721

Scott Lamb 518-581-9128

Indiantown Gap NC

RR#2 Indiantown Gap Road

Annville, PA 17003-

James Metcalf 717-865-554

Southern Wisconsin Veteran Memorial

Cemetery

201 West Washington Avenue

Madison, WI 53707-

Gary Dierks 608-267-7124

Washington State Veteran Cemetery

21702 W. Espanoia Road, Medical Lake, WA 99022

Rudy Lopez 509-299-6280

NE Louisiana Veteran Cemetery

2413 Hwy 425 Rayville, LA 71269

Timothy Johnson318-728-

Southeast Louisiana Veteran Cemetery

34888 Grantham College Drive

Slidell, LA 70460

Ted Krumm 985-546-6458

New Hampshire State Veteran Cemetery

110 Daniel Webster Hwy, Rt 3

Boscawen, NH

Shawn Buck 603- 796-2026

END STATEMENT OF WORK