Attachment B - SOW - On-Site Inscription Services.pdf

Attachment B – Statement of Work – On-Site Inscription Services

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 On-Site Inscription Services for one of seven national cemeteries. Each cemetery will have its own base contract, and funding will be provided on individual task orders.

3.0 General

The Contractor shall provide all labor and materials necessary to perform inscription services on cemetery inspected and approved, government owned headstones, markers and niche covers, on-site at the cemetery awarded. See Attachments for list of cemeteries, drawings, and cemetery maps for location of vendor area.

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 Performance Period: The Contractor shall follow the below time periods to ensure the start of the inscription process takes no longer than thirty (30) calendar days. If the Contractor faces challenges with the initial set-up period, a written explanation shall be submitted as soon as possible to inform the Cemetery Director, Alternate Contracting Officer’s Representative (ACOR), Memorial Products Service Contracting Officer’s Representative (COR) and the Contracting Officer (CO) of the issues being faced and the resolution and timeline involved. If no notification is submitted, it is presumed the Contractor will adhere to the timelines set below.

4.1 Performance Period – Initial Set-up: The Contractor shall have twenty-five (25) calendar days from date of award to establish an on-site inscription facility to include all requirements noted in:

On-Site Inscription, Blasting Structure, Cemetery Requirements and Contractor’s Quality System below.

4.2 Performance Period – Initial Order: The Contractor shall have thirty (30) calendar days, from date of award, excluding federal holidays, as counted from the date following the day the first order is sent to the Contractor and until the monuments are inscribed and delivered to the cemetery, FOB Destination.

4.3 Performance Period – On-going: The Contractor shall have ten (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 inscribed and made available to the cemetery for receiving inspection and acceptance.

5.0 Government Furnished Property: Upon receipt of blanks through Appendix B (refer to Use of Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers and Appendix C – Completion of Inscription Service(s) (Process Responsibilities)), the Contractor shall be responsible for the security and protection of the blanks, which are considered government furnished property, provided to the Contractor in connection with this contract. All blanks and inscribed headstones that do not meet the specifications pre-and post-inscription shall be considered rejects and the quantity shall be reported to the cemetery point of contact (ACOR) and to MPSProgSupport@va.gov. The Contractor shall be responsible for damage sustained to blanks because of negligent handling practices while in the Contractor’s possession.

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

7.0 Workmanship: Monuments shall be free from defects due to broken or blown out lettering.

Repairs or patching of any such defects or the presence of oils, scuff marks, glue, saw markings crayon marks, direct adhesive and excessive dust shall be a cause for rejection.

8.0 Product:

8.1 The Contractor shall inscribe all information contained on an 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, the Contractor shall contact the MPS Program Unit at MPSProgSupport@va.gov.

8.2 Inscriptions shall be made using an air blast abrasion with a suitable non-hazardous aggregate.

mailto:MPSProgSupport@va.gov

The inscription shall have depths consistent with what is referenced in the technical drawing and shall conform to the dimensions of letters and inscriptions as shown on the drawings. The layout of letters, numbers and emblems shall conform to scenarios in the technical drawings.

8.3 Lithichrome Application: When placing an order, each cemetery shall annotate in the Remarks box or on the last line of the inscription, whether lithichrome is required or not. Cemetery will enter “ADD LITHICHROME” or “NO LITHICHROME” for all orders. When lithichrome 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 lithichrome stated, then the Contractor shall contact the ACOR for clarification or the order shall be e-mailed to the MPSProgSupport@va.gov for clarification.

9.0 Contractor Requirements: On site inscription services shall begin no later than thirty (30) calendar days after contract award date. Before submitting a offer, it is the responsibility of the Contractor to perform due diligence for the contract requirements and for the cemetery’s site requirements, and to examine the pre-determined location of the sandblasting area within the cemetery property.

10.0 On-Site Inscription Blasting Structure: If a facility is not already at the site for Contractor use, Contractor shall be required to provide and maintain a secure portable structure(s) to perform sandblasting operations, store equipment and for possible curing of headstones prior to sandblasting.

The structure(s) shall be built so work can proceed without regard to weather conditions and power outages. The site for the blasting structure/storage and inspection area shall be located within the cemetery property in the areas shown in the Attachments.

• Shed/structure can be manufactured of wood or metal but shall be portable and temporary.

• Shed/structure is to be placed on concrete piers, tied down or secured in case of extreme weather conditions.

• Contractor is not authorized to form, pour or subcontract out for a cement foundation for the shed(s) on cemetery property without written authorization and approval by the cemetery director, ACOR, MPS-COR and the CO.

• Two (2) portable sheds can be built or moved to the location selected by the cemetery with one setup for sandblasting of headstones/markers and the second used for equipment storage, documentation order generation, cutting of stencils, etc. An area that is undercover shall be constructed for drying and prepping of the stone.

• Electrical power is to be supplied by either a Contractor-owned or rented generator or by the local power company through which the Contractor would affect coordination and establish purchasing arrangements. Before any installation of electrical power by the local power company, the plan must be pre-approved by the cemetery director and MPS.

• If water is required and not on the location, the Contractor is responsible for bringing in water for use in the sandblasting operation.

• Dust handling equipment shall be in place within the sandblasting shed before inscription services begin. The dust handling system needs to capture dust grit from the sandblasting operation and not allow the dust to ventilate to the outside environment.

• The structure shall abate noise to <60 dBa within (500) feet of the sandblasting facility so as not to disturb visitors or disrupt services at the cemetery.

• A portable toilet shall be brought into the location since Contractor personnel are not permitted use of the cemetery restrooms.

• Contractor is responsible for all inscription related waste clean-up and its disposal off the cemetery’s premises.

• Contractor shall use a non-hazardous sandblasting material and have obtained an MSDS (Material Safety Data Sheet) for the material which shall be at the on-site location for inspection.

• Any hazardous substance or liquids that is used in the inscription operation, i.e., gasoline or diesel fuel for a generator, lacquer thinner, lithichrome, etc., shall be handled, stored, and transferred in accordance with all OSHA, EPA, and DOT laws, regulations, and recommendations.

• If at the beginning of the contract, the pre-determined sandblasting location is only temporary due to cemetery construction, the Contractor is responsible for moving his property to a new permanent site location when it becomes available. The Contractor shall have fifteen (15) calendar days to relocate or arrange for the relocation of his equipment and buildings.

• At the end of the on-site contract or sooner, if an option year is not renewed, the Contractor shall be responsible for removing his property to include portable sheds, awnings, equipment, etc., and shall have fifteen (15) days to accomplish this and is responsible for repairing and/or restoring the site to its original condition. If the Contractor fails to remove equipment or shed within thirty (30) calendar days of contract expiration or cancellation, the Contractor agrees that ownership of the property will be transferred to the Government.

11.0 Cemetery Requirements

11.1 Checking-In Upon Arrival and Departure: The Contractor shall be required to check in with a pre-determined cemetery representative upon each arrival to the cemetery and to provide the representative a listing of the inscriptions that shall be completed on a specific day. This listing shall include the decedents’ name and section/grave number for each decedent’s gravesite.

Upon departure from the cemetery, the Contractor is required to provide the cemetery representative a listing of the inscriptions that were completed. If the Contractor did not complete all inscriptions as originally planned, the Contractor shall inform the cemetery representative of the Contractor’s intended return date to complete any pending inscriptions.

11.2 Authorized Working Hours: All work for contract performance at the cemetery shall be performed between the hours of 8:00 a.m. and 4:30 p.m., local time, Monday through Friday, excluding Federal holidays. Authorization to work less than 8 hours per day, 5 days per week must be submitted in a written request to the cemetery director and ACOR, MPS-COR and the CO. Work performed during non-duty hours, weekends and holidays will be at the discretion and with the written approval of the cemetery director and at no additional cost to the Government. Requesting to work during non-duty hours, weekends and holidays will not be a substitute for not working during a regular work week.

11.3 Impact on other Cemetery Operations: The Contractor agrees to phase all work in a manner that does not impact with cemetery operations. As a general rule-of-thumb for gravesite engraving and work involving power equipment should not take place within 1,000 feet (305m) of an on-going committal service or ceremony. If R2 inscriptions are completed at the gravesite, the surrounding area will be required to be cleaned up after the Contractor has completed the sandblasting process.

11.4 Conduct on Cemetery Property: While performing work on cemetery property, Contractor personnel shall adhere to the following standards of dress and conduct. These standards and regulations are enforceable under Title 38, U.S.C., Section 218.

11.4.1 National cemeteries are shrines. Contractor’s personnel appearance and conduct shall always be professional and unobtrusive. All Contractor’s personnel shall wear long pants while on cemetery grounds unless approved in writing by the cemetery director.

11.4.2 Contractor‘s personnel shall not sleep on cemetery grounds, sit, lean or stand on erected headstones, or put equipment or materials on erected monuments, nor lean or place any equipment or materials on erected monuments.

11.4.3 Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

11.4.4 Contractor’s personnel shall behave with appropriate decorum, courtesy, and respect while within the cemetery or at its’ perimeter or entrances. Shouting, cursing, use of personal radios, angry outbursts, sleeping, intoxication, smoking, spitting, unsafe driving of private or company vehicles, and violence or criminal acts of any kind shall not be tolerated and are cause for immediate removal from the cemetery and will jeopardize the Contractor’s chance of receiving an award a future contract or the renewal of a current contract.

11.4.5 The Contractor shall ensure all motor vehicles used in this contract meet State Inspection, safety, licensing, registration, and insurance requirements. All contract personnel operating vehicles shall have a valid driver’s license.

11.4.6 Garments displaying a “message” or “slogan” other than the Contractor’s business name are prohibited. Offensive tattoos shall be covered.

11.4.7 Public restrooms at the cemetery are for visitors only. The Contractor is responsible for either providing a portable toilet that is maintained and kept clean or using restroom facilities off-site.

11.4.8 Breaks and lunch while on cemetery property shall be taken in areas approved by the cemetery administrator.

11.4.9 At least one Contractor’s staff member must speak fluent English when the Contractor is working on cemetery grounds.

11.4.10 Personnel shall remove all personal protective equipment, such as eye/or face protection, respiratory protection, and gloves, as well as required protective clothing/garments before leaving the worksite.

11.5 Safety Requirements: Contractor shall meet all requirements of VA Policy, OSHA 29 CFR 1910, Occupation Safety and Health Standards for General Industry and 29 CFR 1926, Safety and Health Regulations for construction and applicable Federal, state and local regulations, including:

11.5.1 Submit copies of all applicable OSHA-required programs.

11.5.2 Certify that every designated onsite employee has completed applicable training and certifications required by OSHA and other Federal, state and local regulatory agencies.

11.5.3 Provide a Safety and Health written program and training/certification.

11.5.4 Provide a written Project Emergency Action Plan when applicable.

11.5.5 Shall maintain on site and readily accessible current hazard communication program, current chemical inventory and copy of Safety Data Sheets (SDS) or all chemicals on the inventory/on site and readily available when workers are onsite. Contractor must provide the CO/COR/ACOR/Cemetery Director with a list of hazardous materials that will be used on the job. Quantities of single container, 30-gallons or more of hazardous chemicals must be reported to the CO/COR/ACOR/Facility prior to bringing the chemicals on site. Ten-gallons or more in a single container must have secondary containment and spill response material available.

11.5.6 Must notify the ACOR/COR/CO/Cemetery Director prior to generating hazardous waste. The Contractor is responsible for removing all hazardous waste generated from the project from the property. Chemicals must be stored in secondary containers to prevent storm water contamination. Hazardous waste requiring a manifest for disposal will have a completed manifest returned to the COR/CO/Cemetery Director, and NCA Environmental Protection Specialist within 30 days of the manifested waste leaving the site.

11.5.7 Cemetery’s responsible person or ACOR shall arrange Contractor orientation including sharing information regarding facility Safety & Health programs, a facility overview, and a worksite walk-through.

11.5.8 Complete NCA Contractor Safety Orientation Checklist.

11.5.9 Supply required Personal Protective Equipment (PPE) for the work being performed.

Minimum PPE consists of safety glasses and hardhats meeting ANSI standards and safety toe work boots meeting ASTM standards, and safe work boots from the start of the contract until completion.

Contractor is responsible to ensure anyone on the site is in correct PPE. Additional PPE may be required based on job-specific hazards. N95 and other respiratory protection require medical approval and fit testing. Hearing protection, gloves, etc. must be worn when related hazards are present.

11.5.10 Bodily injury, property damage incidents, and near misses must be immediately reported to the COR/CO/Cemetery Director, and Facility Collateral Duty Safety Officer. This does not relieve Contractors of OSHA or insurance carrier reporting requirements. The Contractor shall conduct an accident investigation. The CO/COR/Facility and the Collateral Duty Safety Officer must be copied on the investigation report within thirty (30) calendar days of the incident.

11.5.11 Conduct and document jobsite safety and environmental inspections on the jobsite. A weekly inspection report must be completed by the Contractor of the project. Additionally, the CO/COR/Facility and Collateral Duty Safety Officer will perform safety, health and environmental inspections. The CO has the authority to stop work if imminent safety and health hazards are identified or if unsafe work practices are occurring. Immediate corrective actions are required for hazards identified as presenting medium or high risk as determined by the Collateral Duty Safety Officer. Contractor must reply to CO/COR with corrective actions.

12.0 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, primary MPS Contracting Officers Representative (COR), Cemetery’s alternate Contracting Officers Representative (ACOR) and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the

Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

12.1 Primary Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

12.2 Alternative Contracting Officer Representative (ACOR): The ACOR will be located at the cemetery level, selected by the cemetery director and identified by a separate letter. The ACOR monitors all aspects of the inscription process to include: inspection, acceptance and transfer of blanks (Appendix B); monitoring of the inscription area and Contractor personnel; inspection of finished inscriptions to include quality, depth, blow-outs, lithichrome application (if required);

comparison of inscribed monuments with the BOSS MOAR report; reporting to the CO and COR any deviations or issues pertaining to contract performance; maintain written and oral communications with the Contractor, maintaining files until contract expiration; partner with COR to complete CPAR requirements on a timely basis. The ACOR is not authorized to change any of the terms and conditions of the contract.

13.0 Government Quality Assurance (QA)

13.1 Site Inspections: Quality assurance (QA) inspections of the Contractor’s manufacturing facility and of the completed on-site work at cemetery shall be conducted during the contract period by the designated COR of the Memorial Products Service, Program Support Unit and the designated alternate cemetery COR to assure contract performance. Visits to the Contractor and the cemetery shall be scheduled at a time to ensure inspection of the Contractor’s production. The Government reserves the right to perform quality audit inspections without prior scheduling or notifications to the Contractor.

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

13.2.1 Performing quality inspections

13.2.2 Maintaining QA records indicating the quality of the inscribed headstones and,

13.2.3 Maintaining a working area, including storage building, sandblasting and other equipment, in a manner that follows state or other environmental and health regulations.

13.2.4 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 designated COR, upon request, during on-site Quality Assurance inspections.

14.0 Contractor’s Quality System: The Contractor must submit a quality control plan and maintain a written inspection system that documents the quality and timeliness of finished monuments. The Contractor shall provide, to the designated MPS-COR and the cemetery ACOR, 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 H for sample of the weekly status report. After award a specific one for each contract will be provided.

Weekly reports must be emailed to MPS at MPSProgSupport@va.gov, attention to the designated COR by the close of business, Tuesday of each 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:

• Location (cemetery name)

• First Name

• Last Name

• CBL Number

• Delivery Order #

• Shipment #

• Date order was received

• Date Est Comp (15 days) example

• Date Cancelled (e-mail response date)

• Date Completed

• Carrier’s name & tracking number

• Delivery Date (delivered to location)

• Received by (who signed for the delivery)

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

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.

14.1 Quality Complaints: The Contractor is responsible for the performance of all inspections and quality control required by this contract. The Contractor shall develop and maintain a written inspection system that documents the quality of all finished products resulting from the inscription of government headstones. The government reserves the right to perform any inspections deemed necessary to assure headstones are supplied in accordance with the specifications of the contract.

14.2 The receipt of a quality complaint or a quality audit inspection indicating non-compliance with the specifications/contract shall be considered reason for a visit and review of the Contractor’s quality control program. The Government reserves the right to impose 100% Government Quality Inspection for an indefinite period due to quality problems. Indicative, but not all-inclusive, examples are:

14.2.1 Nonconforming on headstone/niche cover inscriptions

14.2.2 Completed on site upright marble inscriptions and marble niche inscriptions that passed the contractor’s inspection system but fail the Quality Inspection of the designated COR

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

• Inspection system

• Inspection personnel

• Manufacturing process

• Production control

• Planning and scheduling

• Employee training

• Safety

14.3 When issue(s) arise regarding an inscription on a monument not meeting the specifications standards and the issue(s) cannot be resolved between the Contractor and cemetery’s ACOR, the discrepancy will be routed to the primary COR within MPS. If further action is needed, the Contracting Officer shall make a final determination as to whether the monument shall be replaced at Contractor’s or at Government’s expense.

14.4 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. Said files shall minimally contain, manufacturing quality assurance checklist, final inspection and acceptance reports, task order numbers, dates completed, and date invoiced. Said files are in addition to any similar information provided to or by the government and shall be available upon request to the designated COR during on-site quality assurance inspections.

15.0 PROCESSING OF ORDERS AND TIME OF DELIVERY:

15.1 Email Address: Contractors shall provide a single email address for electronically receiving orders. Orders shall be electronically distributed by MPS to the Contractor’s provided email address, Monday thru Friday mornings, excluding federal holidays. Contractors shall complete orders on a first in/first out basis, except for those items where accelerated delivery is requested. Each order for normal delivery shall be produced in numerical sequence, by shipment number (FIFO – first in, first out).

15.2 Normal delivery: All monuments except for those identified for accelerated delivery shall be manufactured, inspected and released to the cemetery within (10) business days following the date the order was sent by MPS.

15.3 Accelerated Request (Casualties of War): It is the goal of NCA to ensure the grave of active duty service members who die because 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. All inscriptions identified as an accelerated delivery shall be provided at no additional cost to the Government for the accelerated processing.

15.4 Inscription Correction/Cancellations of Orders: Occasionally, it shall be necessary to request from the Contractor that a correction is made or that an order be cancelled. These corrections/cancellations shall be forwarded by e-mail to the Contractor only by the MPS Program Support Unit and within one (1) business day of receipt of the order. The Contractor shall be required to respond to each e-mailed request from the MPS Program Support Unit within one (1) business day following receipt of the correction or cancellation.

15.5 Replacements-in-Kind: It may be occasionally necessary to order an emblem, symbol, or format which differs from current approved forms. These rare occurrences must be provided by the Contractor as replacements in-kind at no additional cost. The cemetery will provide a photo to MPS to ensure the replacement reflects the inscription of the original headstone.

16.0 Use of Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers and Appendix C – Completion of Inscription Service(s) (Process Responsibilities)

16.1 The Contractor is NOT responsible for unloading pallets of government-owned blanks from delivery trucks, nor for ensuring the number of pallets and monuments match what is stated on the bill of lading, nor for signing the bill of lading. The Contractor is NOT responsible for the inspection of blanks.

16.2 Cemetery personnel are responsible for the storage of the newly received government-owned blanks until they are inspected by cemetery personnel, and their receipt is acknowledged by the Contractor using the Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers form.

16.3 Cemetery personnel are responsible for transferring to the Contractor a pre-determined quantity of government-owned blanks by completing the Appendix B - Transfer of Government-Furnished Headstones, Markers or Niche Covers form.

16.4 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.

16.5 The Contractor must confirm the quantity of blanks being transferred and accept and sign the bottom of the form. Both the Contractor and the cemetery should retain a copy of the transfer for their records.

16.6 The Contractor is responsible for setting up the government-owned blanks for inspection by cemetery personnel. If any rejects are identified due to chipping, inappropriate coloration, etc., the cemetery is responsible for the storage and eventual disposal of the rejected blanks. The quantity of rejects should be noted on the transfer form along with date and name of cemetery personnel performing the inspection. The cemetery is responsible for notifying MPS of the rejects and supplying photos.

16.7 The Contractor takes possession and is responsible for the care and protection of blanks following the cemetery staff’s inspection of the blanks. The Contractor shall be responsible for the cost of damage to blanks or inscribed monuments while in their custody. Reimbursement will be made monthly through an electronic payment from the Contractor to the address below:

16.8 The Contractor processes inscription orders and displays the completed inscribed monuments for inspection by cemetery personnel following the Contractor’s own required quality control actions.

Pre-release review by the cemetery does not relieve the Contractor of responsibility for performing an effective review of quality prior to turning inscribed monuments over to the cemetery. This should occur in a pre-determined location within the Contractor’s inscription area.

16.9 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, checking the appropriate box and inserting the quantity of monuments that are ready for final inspection by cemetery personnel. Shipment numbers will be inserted for each monument completed. The Contractor shall inform the cemetery that monuments are ready for final inspection. This should be at a pre-determined, mutually agreeable time as established between cemetery and Contractor personnel.

16.10 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. Both parties should retain a copy for their records.

16.11 The cemetery will be responsible for scanning and emailing a copy of the Appendix C form, to the MPS COR, which will be used when certifying invoices for payment by the Contractor.

16.12 The cemetery will be responsible for the removal of inspected and accepted monuments out of the inscription area. The cemetery will also be responsible for updating BOSS with the receipt date, which should match the date on the Appendix C form.

16.13 Rejects

16.13.1 The cemetery is responsible for the destruction and disposal of blanks that are rejected prior to being turned over to the Contractor.

16.13.2 The Contractor shall dispose of all rejected work within sixty (60) calendar days of rejection.

Disposal means destroyed so no part of the inscription is legible, removal from cemetery property, and discarded so no part of the monument can be used for any other private or public purpose.

16.14 Reorder of Rejected Inscribed Monuments

16.14.1 The cemetery will be required to reorder any rejected monuments through BOSS. The shipment order number (XXX-XXX) that was rejected will be entered in the “Remarks” section of the reorder with “Rejected”. The Contractor shall not invoice for the rejected replacement monument for rejects due to Contractor error.

16.14.2 The original order that was rejected will be received in BOSS and then rejected selecting a code for the reject.

17.0 Procedures (Administrative and other)

17.1 Government Responsibilities

• MPS will email formatted orders on weekdays, when available, to a Contractor’s self-designated email address.

• Within two (2) workdays, MPS or the cemetery ACOR shall clarify formatting questions regarding ordered items or advise the contractor as to whether extra time is needed to provide a reply. The Contractor shall submit questions to MPSProgSupport@va.gov for MPS to provide guidance regarding questionable circumstances.

• Questions or issues regarding processing of an order, which cannot be resolved through submission to MPSProgSupport@va.gov, shall be routed by MPS to the contracting officer for resolution.

18.0 Performance Evaluation

a. In general, the Contracting Officer’s Representative (COR) will initially notify the Contractor of any discrepancies either verbally, via email, or through a written inspection report. The Contractor will be requested to take corrective action. All such incidents will be documented on the COR checklist, indicating the date and time the deficiency was discovered and the date and time the Contractor was informed.

However, in instances where timeliness of service is critical, and deadlines are missed or services are otherwise not completed in the required timeframe, a Contract Discrepancy Report (CDR) may be issued immediately—without prior verbal or written warning. This applies particularly to services where delays can impact mission-critical operations or present safety concerns. The Contractor is expected to understand and comply with all time-sensitive requirements as stipulated in the contract.

b. Discrepancies that are determined to have resulted from Government action or inaction will not be counted against the Contractor's performance. In such cases, the COR will prepare and forward a written notification to the responsible Government organizational element requesting appropriate corrective measures.

c. If the Contractor fails to maintain satisfactory performance standards, a CDR will be issued. The timing of the issuance—whether immediate or at the conclusion of the performance period—will depend on the severity and impact of the failure. Upon issuance of a CDR, the COR and/or Contracting Officer may invoke any appropriate contractual remedies in accordance with FAR 52.212-4, “Inspection and Acceptance.” The Contractor is required to complete the relevant portions of the CDR and submit it to the CO within ten (10) calendar days. The Contracting Officer will then assess the Contractor’s response and proposed corrective plan to determine the appropriate next steps.

d. Issuance of a CDR, as outlined in the contract attachments, may prompt a formal meeting between the Contractor, Contracting Officer, and COR. The objective of such a meeting is to collaboratively address and resolve the noted discrepancies. Written minutes will be prepared and signed by all participants.

e. If the Contractor disagrees with the meeting minutes, they must submit a written statement of non-concurrence to the Contracting Officer within five (5) calendar days, outlining the reasons for their disagreement. The Contracting Officer will review the objections and decide whether to amend or uphold the original minutes. The Contractor will be informed of this decision in writing.

f. Once a corrective plan has been approved by the Contracting Officer and/or COR following issuance of a CDR, the Contractor shall have thirty (30) calendar days to implement it. If deficiencies persist beyond this period, appropriate contractual remedies will be pursued.

g. Should the Contractor fail to achieve satisfactory performance by the end of the next performance period or the agreed-upon suspense date, the Government may consider additional actions. These may include, but are not limited to, termination for cause.

g, If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered including, but not limited to termination for cause.

19.0 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 at a minimum to the specs 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.

20. Invoicing: Invoices are sent through Tungsten after acceptance at delivery.

21. Point of Contact E-mail: MPSProgSupport@va.gov

END STATEMENT OF WORK