Attachment B - SOW - PMC Holders.docx

Statement of Work – PMC Holders

BACKGROUND

The Department of Veterans Affairs (VA), National Cemetery Administration (NCA) furnishes headstones, markers, medallions, niche covers and Presidential Memorial Certificates (PMC) for deceased Veterans. These burial benefits are provided to all eligible U.S. Veterans worldwide. Memorial headstones, markers, and niche covers are also furnished to memorialize Veterans whose remains are non-recoverable.

At the direction of the Under Secretary for Memorial Affairs and the Secretary of the Department of Veterans Affairs, NCA is now presenting PMCs to the next of kin (NOK) during attended committal services at approximately sixty-five (65) of the 156 VA NCA National Cemeteries.

This initiative is a part of the VA Secretary’s Modernization Initiative and NCA’s Long Range Goal of increasing access to products and services, improving the timeliness and delivery of burial and memorial benefits, and improving the overall experience for the families and loved ones who chose burial at a VA National Cemetery or State Veterans Cemetery.

PURPOSE

The purpose of this contract is to furnish Presidential Memorial Certificate (PMC) Holders for presentation of Presidential Memorial Certificates to eligible Veterans’ next of kin during attended committal services at participating NCA National Cemeteries identified in Attachment 1.

PMC HOLDER SPECIFICATIONS:

PMC Holder: The holder is Navy Blue in color and shall measure 9 inches in width, 11-½ inches in length with a 1/2-inch spine. The dimensions are specified to accommodate a standard 8.5 inches x 11 inches Presidential Memorial Certificate (PMC). Centered on the front facing cover of the document holder is the logo of the Department of Veterans Affairs embossed in gold. The standard logo depicts the 5-star eagle holding two crossed American flags in its talons. The design is surrounded by “DEPARTMENT OF VETERANS AFFAIRS” above the graphic, and “UNITED STATES OF AMERICA” completing the circular design below the graphic and the design is then surrounded by a rope design. (Exhibit 1) The front and rear outward facing sides of the document holder are embossed with a double-edged outline visually implying a document frame outline. (Exhibit 2) The interior of the holder is lined with a white silk fabric and when the holder is opened the interior front-facing surface is equipped with four material corner supports that are installed to support the individual corners of the document that is inserted into the holder. (Exhibit 3) The orientation of the document holder is a vertical book holder, and each holder comes equipped with a clear 8.5” x 11” acetate document protector. Packaged in boxes of 30 holders along with 33 acetate sheets.

SCOPE

The Contractor shall purchase, assemble, package, and deliver the required quantities of Presidential Memorial Certificate (PMC) Holders to the cemeteries identified in Attachment 1. Deliveries shall be made in accordance with the delivery schedule specified below.

Upon award of the contract, the Contractor will receive its initial orders starting in October, and thereafter, the contractor will receive an email quarterly (October, January, April, July), with an updated spreadsheet noting the quantities being requested for each participating cemetery. If a cemetery’s quantity needs to be adjusted, the contractor will receive an email stating the adjustment at the beginning of the new quarter by the designated COR. The email will include the name of the cemetery, address, telephone number and the new quantity. The Contractor shall confirm receipt of the revised quantities within 24 hours and incorporate the revised quantities into the applicable shipment. The Government reserves the right to remove or add new cemeteries to the list. Deliveries are expected to be received by the participating cemetery by or before the 10th day of each month thereafter. If the 10th day of the month falls on a Saturday or Sunday, delivery shall be received by the cemetery no later than the next business day. If the 10th day of the month falls on an observed Federal holiday, delivery shall be received either before the 10th or within two (2) business days following the observed Federal holiday.

DESTINATION

The contractor shall deliver PMC Holders in the designated quantities to the VA cemeteries as shown in Attachment 1. All products must be shipped and billed FOB Destination. The Contractor shall provide delivery confirmation for each shipment to the applicable Point of Contact identified in Attachment 1. The Government reserves the right to add additional cemeteries or remove cemeteries from Attachment 1 and to adjust monthly shipment quantities as needed to meet Government needs.

WORKMANSHIP

The contractor shall be responsible for the overall quality of the PMC Holders. Upon notification of any defective PMC Holder due to manufacturing defect or shipping damage, the contractor shall replace the impacted PMC Holder(s) with the cemetery’s next monthly shipment at no additional cost to the Government. The Contractor shall provide the Program Coordinator a monthly report identifying all returned or replaced defective PMC Holders. A report is required each calendar month, including months in which there were no defective or replaced PMC Holders.

QUALITY ASSURANCE PLAN

The Contractor is responsible for performing all inspections and quality control required by this contract. The Contractor shall develop and maintain a written inspection system to ensure finished PMC Holders are inspected and meet contract specifications prior to shipment.

PACKAGING SPECIFICATIONS

The Contractor shall:

a) Purchase supplies, manufacture, assemble, and store for shipment, the navy blue NCA PMC Presentation folders in quantities sufficient to meet monthly shipment requirements as outlined in Attachment 1.

b) The Contractor shall maintain a point of contact available for Government communications between 8:00 a.m. and 4:30 p.m. Eastern Time, Monday through Friday, except Federal holidays or when the Government facility is closed due to a weather emergency.

c) The Contractor shall label all shipped supplies with the name and address (including building and room number) of the National Cemetery’s key office personnel.

d) The contractor shall label each box shipped with the quantity of boxes shipped (i.e., 1 of 2, 2 of 2, etc.) to the cemetery.

e) Package (box) each shipment in quantities of 30 folders and 33 acetate sheets. The minimum a cemetery will receive is 1 box of 30 folders.

f) Ensure that each box shipped to the cemeteries noted in Attachment 1 shall contain, at a minimum, enough acetate sheets for each folder shipped in the box plus 10%, (i.e., if 30 folders are shipped, the box must also contain a package of 33 acetate sheets). Package the acetate sheets in a separate, clearly marked envelope within each box of PMC Holders

End of Statement of Work

PMC HOLDER EXHIBITS

Exhibits 1–3 are provided as visual references for the required PMC Holder design and shall be used in conjunction with the written specifications above.

Exhibit 1 Exhibit 2 Exhibit 3 image1.jpeg image2.png image3.png