Attachment B - Statement of Work - Inscription Services - Districts.pdf

Attachment B – Statement of Work – Inscription Services for Districts

STATEMENT OF WORK/SPECIFICATION

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 a multi-award contract to perform Off-Site Inscription Services on cemetery furnished monuments listed below for the North Atlantic District, Midwest District, Southeast District, Continental District, & Pacific District.

• (A1) – Marker, Memorial Wall, Marble

• (C1) – Marker, Memorial Wall, Granite

• (H1) – Niche Cover, Granite

• (I1) – Niche Cover, Marble

3.0 General

This contract shall provide and include all labor, materials and transportation necessary to:

pickup or schedule a pick-up, utilizing a transportation carrier chosen by the Contractor, of government-furnished blank niche covers and memorial wall markers from the cemeteries listed in Appendix A; segregate blank niche covers and memorial wall markers by cemetery at Contractor’s facility; perform off-site inscription service at the Contractor’s location per orders received; then package and deliver inscribed monument to the appropriate cemeteries. All transportation for pick-up of blanks and delivery of inscribed monuments shall be the responsibility of the Contractor.

Note: The Government reserves the right to add additional cemeteries or remove cemeteries from Appendix A.

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.

3.2 Government Furnished Property

The Contractor shall be responsible for the security and protection of Government Furnished Property provided to the Contractor in connection with this contract. The Contractor shall be responsible for all monuments that do not meet the specifications following the inscription. The rejected monuments shall be considered scrap, and the quantity shall be reported to cemetery personnel and to Mpsprogsupport@va.gov. The Contractor is responsible for disposing of monuments which are scrapped at the Contractor’s location.

3.2.1 Cemetery Responsibility

Upon receipt of the crate, inspect and package the blank monuments in the crate using the Contractor provided packaging. Prepare the Appendix B and place a signed copy inside the crate. Forward a signed copy to Mpsprogsupport@va.gov and the assigned MPS COR.

3.3 Performance period - Initial

The Contractor shall have seven (7) business days following the day the contract is awarded to forward packaging material to the cemeteries listed in Appendix A and pick-up or arrange transportation to pick-up the blanks for delivery to the Contractor’s location.

3.3.1 Performance Period - Initial Order

The Contractor shall have twenty-six (26) calendar days, excluding federal holidays, as counted from the date following the day the first order is sent to the Contractor and until the monuments are produced and delivered to the cemetery, FOB Destination.

3.4 Performance Period – On-Going

The Contractor shall have fifteen (15) calendar days, excluding federal holidays, as counted from the date following the day an order is sent to the Contractor and until the monuments are produced and delivered to the cemetery, FOB Destination.

3.5 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 inscription by the Contractor, FOB Destination to include packaging and pick-up of blank monuments from the cemetery and the return of inscribed monuments.

mailto:Cemcompsps.cemcompsps@va.gov

4.0 Material Specification

4.1 Description: Marker, Memorial Wall, Marble, Inscriptions

4.1.1 Monument Code: A1

4.1.2 Drawing No.: A-MW-1-3, Rev. B, dated 2019/08/20.

4.2 Description: Marker, Memorial Wall, Granite, Inscriptions

4.2.1 Monument Code: C1

4.2.2 Drawing No.: A-MW-1-3, Rev. B, dated 2019/08/20.

4.3 Description: Niche Cover, Granite, Inscriptions

4.3.1 Monument Code: H1

4.3.2 Drawing No.: A-NCIS-1&2, Rev. C, dated 2019/08/05.

4.4 Description: Niche Cover, Marble, Inscriptions

4.4.1 Monument Code: I1

4.4.2 Drawing No.: A-NCIS-1&2, Rev. C, dated 2019/08/05.

5.0 Scope of Work

5.1 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.

5.2 Contract

This contract includes all labor, materials, equipment, and transportation necessary to pick-up government furnished blank niche covers and memorial wall markers from the cemeteries listed in Appendix A, entitled FOB Destination. It is essential that the Contractor provide inscriptions on the covers specifically provided for each cemetery. The Contractor shall segregate niche covers and wall markers, so the blanks provided for each cemetery are used solely for that cemetery.

The Contractor is responsible for forwarding packaging to each cemetery that will prevent damage during shipment, palletizing if necessary, handling and returning niche covers to the cemetery. Transportation shall be performed directly by the Contractor or through commercial transportation carriers, FOB Destination.

The cemetery is responsible for inspecting blank niche covers prior to packaging in Contractor supplied crates and eliminating blanks that are chipped, cracked, or stained. The cemetery is also responsible for ensuring the blanks are free of ink, oil, crayon marks, dirt, and coatings and responsible for using an indelible, permanent marker to add either the cemetery’s station number, or cemetery name, to the back of each blank prior to packaging and forwarding to the Contractor.

5.3 Workmanship

Inscribed niche covers and memorial wall markers shall be free from defects due to broken or blown out lettering. Inscription layout should be centered on the niche cover or memorial wall marker in accordance to drawing specifications. Repairs or patching of any such defects is not allowed and will be cause for rejection. Inscribed niche covers and memorial wall markers shall be free of oils, glue, crayon marks, adhesives, and dust. Any inscribed niche cover or memorial wall marker that is delivered broken to the cemetery shall also be replaced at Contractor expense.

6.0 Inscription Specification

6.1 Reference Drawings

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

Characters

• A-EM Cover Page, Rev. P, dated 2021/10/14, Emblems

• A-EM-1, Rev. I dated 2017/12/23

• A-EM-2 thru 4, Rev. H dated 2017/12/23

• A-EM-5, Rev. L dated 2021/04/13

• A-EM-6, Rev P dated 2021/10/14

6.2 Monument

The Contractor shall inscribe all information as contained on the marker order. The Contractor’s pricing in the Schedule is an all-inclusive price. This all-inclusive price includes all items as shown on drawings listed in Sections 4.0 and 6.1. 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.

6.3 Lithochrome Application

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

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

7.0 Packaging and Palletizing

7.1 Single shipment materials: The packaging of single or small orders are to be secured with appropriate (Styrofoam sheets, bubble wrap, etc.) protection against possible damage.

7.2 Bulk shipment materials

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

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

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

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

• Ensure there is no monument overhang. The pallet shall be taking the initial side impacts. Ensure that the pallet extends 1-2” away from the edges of the monument.

• Corrugated board that is being used to wrap or cushion the monument shall be 350 PSI double wall corrugated board.

• Reinforce and protect edges of the monuments with corner fiber boards.

• Ensure shipments of multiple monuments are properly unitized and secured firmly to the pallet.

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

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

• The monuments shall be packed in such a manner that any adhesive, glue, or coloring from the packaging does not transfer and adhere to the stone during shipment or during interim storage prior to use.

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

• The front and back of each individual package or on each side of a pallet shall be labeled with the words, HANDLE WITH CARE, in one-inch-high red letters. Use of commercially available labels can be used for this requirement, or

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

ATTENTION

OBSERVE THAT THIS IS DEPARTMENT OF

VETERANS AFFAIRS CARGO AND A MEMORIAL

TO A U.S. ARMED FORCES VETERAN.

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

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

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

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

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

8.0 Government Quality Assurance (QA)

8.1 Inspections

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

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

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

• Execution of quality control procedures.

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

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

8.2 Quality System

The Contractor must submit a quality assurance plan and maintain a written inspection system that documents the quality and timeliness of finished monuments. The Contractor shall provide, to the designated COR of the MPS Program Support Unit, reports on the Contractor’s progress and delivery of orders. Report must include number of blowouts, and number stones damaged upon receipt to facility. Please see Attachment B for the acceptable format of the weekly status report that must be maintained and forwarded. Weekly reports must be emailed to MPS at Mpsprogsupport@va.gov, attention to the designated COR by the close of business, Tuesday of each the next week. Should this day fall on a holiday, the report must be submitted no later than the next business day. Each report must include the following information:

Weekly Status Report:

• 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)

• 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).

• 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 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.

Blank Inventory Tracking:

• Date/Quantity Received (blanks received)

• Type

• Cemetery Name

• Date/Quantity used (orders processed)

• Date/Quantity scrapped (unusable blanks-blowouts, broken, etc.)

• Date/Quantity balance

Example:

Date Type Cemetery Name

Blanks Received

Orders Processed Scrap Balance

10/1/2019 I1 Indiantown Gap NC 200 0 0 200

10/2/2019 I1 Indiantown Gap NC 0 26 2 172

10/3/2019 I1 Indiantown Gap NC 0 65 7 100

10/4/2019 I1 Indiantown Gap NC 0 23 0 77

10/5/2019 I1 Indiantown Gap NC 150 56 11 160

• The above inventory tracking report for blanks should be turned in for each cemetery on a weekly basis along with the order tracking report.

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 monument shipped to fill Government orders.

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

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

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

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

9.0 Timeliness and Delivery Performance

The Government will monitor Contractor performance through routine inspections, documented observations, and Contracting Officer’s Representative (COR) oversight. Upon identification of a performance deficiency, the COR will verbally or in writing notify the Contractor. The COR will record the issue, date/time of observation, and Contractor notification. This notice provides an opportunity for immediate correction. If deficiencies persist or are significant, the Contracting Officer (CO) will issue a Contract Discrepancy Report (CDR). The Contractor shall respond within three (3) calendar days, providing an explanation and a corrective action plan. The CO will review the response and determine next steps. Following a CDR, the CO may convene a meeting with the Contractor and COR. The Government will document the discussion and circulate meeting minutes. If the Contractor disagrees with the minutes, objections shall be submitted in writing within three (3) calendar days. The CO will respond in writing with a final determination. Upon acceptance of a corrective action plan, the Contractor will have seven (7) calendar days to implement it. Continued deficiencies may lead to further remedies in accordance with FAR 52.212-4, up to or including termination for cause or default. Performance issues resulting from Government error, Government delay, or Acts of God will not be attributed to the Contractor.

10.0 Employee Requirements

a. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. All work performed shall be done in a first-class manner and in accordance with good commercial practices.

b. Small Business set-aside: All of the awardee’s managerial/supervisory employees including those on site in supervisory roles shall be direct hires of the Prime Contractor. Labor shall be employed such that 50% of the actual salaries and wages for time attributed on this contract are from actual Prime Contractor employees.

c. Labor Force and Equipment: The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Contractor shall be responsible to provide all labor and equipment as necessary to meet deadlines. The Contractor shall provide all necessary resources to complete the efforts assigned under the scope of this contract.

11.0 Processing of Orders and Time of Delivery

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, Sunday thru Thursday. 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.

11.1 Accelerated Deliveries

All monuments 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.

11.2 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.

11.3 Inscription Cancellations of Orders

Occasionally, cancellations may be made after an order is sent to the Contractor. These cancellations will 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.

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

12.1 The cemetery is responsible for inspecting blank niche covers or memorial wall markers prior to packing for pick-up by the Contractor or their transportation carrier. The Contractor is NOT responsible for the inspection of blanks at initial pick-up.

12.2 Cemetery personnel will be responsible for completing Appendix B – Transfer of Government-Furnished Headstones, Markers or Niche Covers form (NCA Handbook 3320), stating the quantity of blanks for each type that has been inspected for pick-up by the

Contractor. A copy of Appendix B should be included in the shipment, a copy retained by the cemetery and a final copy emailed to the Contractor and MPS.

12.3 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.

12.4 If the Contractor is on-site at the cemetery to pick-up the blanks, they shall 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.

12.5 If the Contractor is not on-site, as soon as the shipment of blanks is received by the Contractor, the quantity shall be confirmed from the Appendix B copy in the shipment, or the email received from the cemetery and the bottom of the form should be completed and returned to the cemetery with a copy of MPS.

12.6 The Contractor takes possession and is responsible for the care and protection of blanks following the receiving inspection. The Contractor shall be responsible for the cost of damage to blanks or inscribed monuments while in their custody.

12.7 The Contractor processes inscription orders on a first in, first out basis. Completed orders shall be inspected for quality and errors and prepared to be shipped back to the appropriate cemeteries daily.

12.8 The Contractor will 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 being returned to the specific cemetery. Shipment numbers shall be inserted for each monument completed and being returned in a single shipment. The Contractor shall include a copy of the completed Appendix C in the return shipment and fax copies to the cemetery POC and MPS. Once a return shipment is received, Cemetery personnel are responsible for a final inspection.

13.0 FOB Destination Procedure and Responsibilities

The transportation for the monument produced and shipped to consignees is the responsibility of the Contractor.

14.0 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.

15.0 Procedures (Administrative and Other)

15.1 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 Service will provide, at the time of the contract’s award, the name of two or more individuals authorized to act as Contracting Officer’s Representatives (CORs) during the coordination.

15.2 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.

15.3 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.

15.4 Completion point for monuments delivered FOB destination.

The Contractor’s responsibilities are deemed complete upon acceptance by the Government.

15.5 Invoicing

Invoicing in arrears after acceptance. The Contractor shall bear all charges to the point of destination.

Point of Contact at MPS: E-mail to: Mpsprogsupport@va.gov

END STATEMENT OF WORK