Attachment B - Statement of Work - Island of Puerto Rico - Revised.pdf

Attachment B – Statement of Work – Island of Puerto Rico

Revised: 02/28/2025 Puerto Rico NC, Morovis NC & Atlantic Garden

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 provide inscribed monuments for Puerto Rico National Cemetery, Morovis National Cemetery and Atlantic Gardens Veterans Cemetery. The Contractor will be responsible for the blank and inscription of the below monument types.

• J1-Flat Thin Granite marker (24” x 12” x 3”)

• L1-Small Flat Granite marker (18” x 12” x 3”)

• W1-Thin Upright Granite Headstone (42” x 13” x 3”)

The Contractor shall also provide the inscription service for the government furnished H1-blank granite niche covers.

3.0 General

This contract shall provide and include all labor and material necessary for the following:

• To manufacture or purchase blank granite upright headstones and flat markers; MPS will provide the Contractor with government furnished blank granite niche covers semi-annually.

• To process inscribed orders on blank monuments.

• To package and palletize shipments of the inscribed monuments.

• To prepare FOB origin shipments for pick up from the Contractor’s facility using

Government contracted carriers.

• The Contractor shall notify MPS via e-mail upon completion of monuments ready for pick up.

• The Contractor shall be responsible for providing MPS’s Transportation Manager with a copy of the GBL for each shipment; the completed GBLs to the MPSProgSupport e-mail, MPSProgSupport@va.gov.

• Provide all labor and equipment to load pallets onto the government furnished carrier’s vehicle at the expense of the Contractor.

• After notifying MPS to schedule contracted carriers for pickup, provide an e-mail notification within 24 hours if carriers fail to pick up as arranged.

3.1 Performance period: The Contractor shall have ten (10) calendar days following the day an order is sent to the Contractor until the monuments are manufactured, inscribed, packaged, and transferred to a government transportation carrier.

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

mailto:MPSProgSupport@va.gov

3.2 Unit Price: The unit price is all-inclusive and covers the complete inscription ordered, regardless of the total number of lines or characters. The unit price shall be the total price paid for each monument manufactured and inscribed, FOB Origin, Contractor’s facility. This all-inclusive price includes all items, product, and service, as shown on drawings.

3.3 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 Material: Granite must conform to the definition of Granite as defined by ASTM C119.

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. Markers containing two or more feldspar phenocrysts, which exceed 6 mm, in any direction will be rejected.

4.2 Color: Granite must be a uniform shade of light grey color of (N6 to N8.25) as judged against the (Munsell Neutral Value Scale, Matte 31 - step scale.

4.3 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.

4.4 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 strict accordance with these specifications.

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

4.5 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. The blanks shall be free of ink, oil, crayon marks, dirt, coatings, sealers, and stone dust.

4.6 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 Programs Service, 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 the sources in the following areas:

• Washington County, Vermont

• Elberton County, Georgia

• Madera County, California

• Surrey County, North Carolina

4.7 Granite Testing Specifications

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

4.7.2 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.

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

4.7.4 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.

4.8 Applicable Publications

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

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

4.8.2 ASTM, Sections C97, C99, C170, C241

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

4.8.3 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 Drawings: See Attachment A

5.2 Product: The Contractor shall inscribe all information as contained on the headstone orders. 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 dimensions of letter, numbers and emblems shall conform to scenarios in the contract drawings.

5.3 Lithochrome Application: All orders shall state “ADD LITHOCHROME” or “NO LITHOCHROME” in the Remarks box or on the last line of the inscription whether lithochrome is required or not. If lithochrome 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 lithochrome instructions.

6.0 Sample Submissions by Potential Offerors

Submittal Requirements-please see Attachment B

7.0 Packaging Specification

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

Nonmetal bands shall be secured around the pallet or crating 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 is not permitted.

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

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

Ensure that there is no product overhang. The pallet shall be taking the initial side impacts.

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

Corrugated board must be superior or equal to that which is being used to wrap around the product (350 PSI double wall).

7.2 Single Packaging: Packaging shall consist of a two-part carton constructed of a single 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 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 2 stringers or (runners) running the width of the headstone (13” dimension) or 4 blocks placed at the four corners of the headstone to suspend the monument off the floor when laid flat on a surface. Material used for the stringers, runners or blocks is left up to the Contractor and their packaging specialists but should be permanently adhered to the cardboard packaging so that they will remain in place until the monument is received at its final destination. This is for convenient pickup 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 headstones 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.

Headstones shall be placed on edge on the pallet not to exceed one layer and not totaling more than what the pallet can hold in this configuration which should be 9-10 headstones.

Niche Covers

If required, all nails should be hammered back into the wood pallet or replaced to eliminate any tearing of the packaging and possibly scratching the surface of the headstone.

If the pallet to be used shorter, for example 40 x 42, ensure the headstones are placed and stacked on the pallet with the crown (top) of the headstone is within the pallet edge allowing the bottom of the headstone to hang over the edge.

The Contractor shall ensure that 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.

Ensure that the monuments are properly unitized and secured onto the pallet.

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 monuments on pallets in good repair with three stringers having a lift access capability from all four directions.

The Contractor shall replace monuments at no additional cost to the Government if the damage is due to unacceptable packing, unacceptable palletizing arrangements, or faulty pallets. The MPS Program Support Unit reserves the right to notify the Contractor by email within 5 days of any blanks damaged during transportation. Upon notification, the Contractor shall replace the damaged monuments within ten (10) calendar days from the date the e-mail was sent by MPS to the Contractor.

The Contractor shall ensure the Government Bill of Lading states “the palletized headstones shall 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 or stretch 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 packing list pouch is required to ensure that the packing list is not removed or torn during transit.

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.

7.5 Overseas Shipments: All individual monuments destined for overseas shipments shall be shipped in wooden crates that comply with the National Motor Classification and the Uniform Freight Classification.

8.0 Government Quality Assurance (QA)

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

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

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

• Execution of quality control procedures.

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

When at the Contractor’s production facility, the Contractor must 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 government contracted transportation 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 the day before the holiday. Each report must include the following information on a daily basis:

• Date order was received.

• Obligation number

• Shipment numbers

• Date shipped.

• Quantity of orders shipped.

• Quantity of orders pending

• Estimated ship dates for pending orders.

• Number of orders cancelled.

• Provide the number of rejected/damaged monuments and the reason for the rejection.

• 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 past the reporting date are unacceptable).

• Identify the on-hand inventory of blanks each week.

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

If an order is delinquent at the time that the status report is emailed to the MPS Program Support Unit, the Contractor must provide in the same email with the report, the detailed reasons for the delinquency, what measures the Contractor shall take to handle the specific delinquency and possible future delinquencies and the exact timeframe the Contractor expects to become current with orders.

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

• Quantity of pending orders on-hand

• Quantity of pending orders completed.

• Percentage of orders pending and completed.

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

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:

• Inspection system

• Inspection personnel

• Manufacturing process

• Production control

• Planning and scheduling

• Employee training

• Craftsmanship

• Safety

• Knowledge/training of processes and measuring tools.

• 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 during the inspection. A site inspection report will be generated by the inspecting COR which will be discussed with the Contractor on what corrective action(s) shall be taken and when the corrective action shall be taken. When an issue(s) arises regarding a headstone not meeting the specification standards and the issue(s) cannot be resolved between the Contractor and the Government, the Contracting Officer will make a final determination if the headstone shall be replaced at Contractor’s or at 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:

Contractor shall provide a single email address for electronically receiving orders.

Orders shall be electronically distributed weekly by MPS to the Contractor’s provided email address. 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, by shipment number.

9.1 Normal Delivery: All monuments, with the exception of those identified for accelerated delivery shall be manufactured and placed on a designated government transportation carrier within ten (10) calendar days following the date the order was sent by MPS.

9.2 Replacement In-Kind

• In-Kind replacements are less than 0.5% of the orders may involve an inscription for an in-kind replacement. The intent is to replicate all or part of a preexisting inscription. In-kind replacements must be provided at no additional cost to the government.

9.3 Cancellations of Orders: Occasionally, it shall be necessary to request from the Contractor that an order be cancelled. These cancellations shall 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 shall 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.

10.0 Procedures (Administrative and Other)

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

Services will provide, at the time of the contract award, a list of MPS personnel authorized to act as Contracting Officer’s Representatives.

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

10.3 Government Headstone and Marker Drawings: The Contractor shall ensure that copies of all relevant Government provided drawings for production of headstones/markers under each contract are maintained on file and are available to the designed COR, upon request, during on-site Quality Assurance inspections.

10.4 Completion point for invoicing F.O.B. Origin: The Contractor’s responsibilities are deemed complete when the quantity of satisfactorily prepared orders is ready for shipment; the pickup date is scheduled, and order(s) are placed with the government’s contracted transportation carrier.

10.5 Point of Contact at MPS: MPSProgSupport@va.gov

END STATEMENT OF WORK