Attachment B - Statement of Work - Willamette.pdf

Attachment B – Statement of Work – Willamette NC

STATEMENT OF WORK

1. Introduction

1.1 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.

1.2 Purpose

The purpose of this multi-year contract is to manufacture, inscribe, and deliver government furnished monuments below to:

FOB Destination

Willamette National Cemetery 11800 S.E. Mt Scott Blvd Portland, OR 97086-6937

• H1 – NICHE COVER, GRANITE, INSCRIPTIONS

Drawing A-NCIS-1 & 2, Rev C dtd 2019-08-05

• J1 – MARKER, GRANITE, THIN FLAT, 3", INSCRIPTION (12” X 24” X 3”)

Drawing: A-J1, Rev A dtd 2019-09-04

• L1 – MARKER, GRANITE, SMALL, FLAT, INSCRIPTION (12” X 18” X 3”)

Drawing: A-L1, Rev A dtd 2019-09-04

2. General Requirements

2.1 Scope of Work

This contract shall include all labor and materials necessary for offsite inscription services of government furnished J1 flat granite markers, L1 flat granite markers, and H1 granite niche covers, as noted in section 1.

2.2 Location of Services

The Contractor shall be responsible for providing all labor and material needed to manufacture, inscribe, package, palletize, and deliver FOB destination inscribed flat granite markers and niche covers for Willamette National Cemetery using the Contractor’s facility located within a radius of 90 miles of the cemetery’s address. The Contractor agrees to use only their facility located within a radius of 90 miles of the cemetery’s address for the inscribing of the headstones and markers, packaging, and crating. The mileage restriction is to limit the risk of potential damage during transportation due to the area’s climate.

The Contractor agrees to supply the physical location of their facility for the scheduling blank deliveries and monument pickup with its quote submission.

2.3 Performance Period

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

2.4 Contractor Responsibilities

• Provide 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 from the cemetery.

• Perform off-site inscription service at the Contractor’s location per orders received; then package and deliver inscribed monument to the cemetery.

• All transportation for pick-up of blanks and delivery of inscribed monuments shall be the responsibility of the Contractor.

• All labor and equipment to unload pallets or singles markers off transportation carrier’s vehicle.

2.5 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.

• Disposal of scrapped monuments at the Contractor’s location.

• Rejected and scrapped monuments (government blanks) shall be recorded on the weekly status report and submitted to MPSProgSupport@va.gov.

3. Pricing

3.1 Unit Price

The unit price is all-inclusive and covers the completed monuments delivered FOB destination.

The same unit price shall apply regardless of the total number of characters inscribed. This all-inclusive price includes product and services to provide monuments meeting technical requirements as shown in the referenced drawings.

3.2 Completion Point for Invoicing products delivered (FOB Destination) The Contractor’s responsibilities are deemed complete when satisfactorily prepared orders are delivered to the ordered destination.

4. Delivery Performance and Destination

4.1 Delivery Location

FOB Destination Willamette National Cemetery 11800 S.E. Mt Scott Blvd Portland, OR 97086-6937

4.2 Delivery Schedule

Willamette – FOB Destination 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 produced and made available to the cemetery for receiving inspection and acceptance (FOB Destination).

4.3 Expedited and KIA Deliveries

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. The Government will provide the inscription to mailto:MPSProgSupport@va.gov the Contractor with not less than two (2) calendar days advance notification and advise the Contractor when the inscription needs to be completed and delivered. All inscriptions identified as an accelerated delivery shall be provided at no additional cost to the government for the accelerated processing.

4.4 FOB Destination Responsibilities

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

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

5. Material Specifications

5.1 Description of Products

• H1 – NICHE COVER, GRANITE, INSCRIPTIONS

Drawing A-NCIS-1 & 2, Rev C dtd 2019-08-05

• J1 – MARKER, GRANITE, THIN FLAT, 3", INSCRIPTION (12” X 24” X 3”)

Drawing: A-J1, Rev A dtd 2019-09-04

• L1 – MARKER, GRANITE, SMALL, FLAT, INSCRIPTION (12” X 18” X 3”)

Drawing: A-L1, Rev A dtd 2019-09-04

5.2 Material Requirements

Granite as defined by ASTM C119 and standard grade of 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 10 mm in any direction, will be rejected.

5.3 Color Specifications

Granite must be a uniform shade of light grey color of (N6 or N8.5) as judged against the (Munsell Neutral Value Scale, Matte 31 - step scale.

5.4 Finishing

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

The bottom shall be a smooth sawn finish.

5.5 Source of Supply

All stones shall be obtained from quarries within the United States that have 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 by these specifications.

6. Order Processing and Management

6.1 Order Receipt and Processing

Contractors shall provide a single email address for electronically receiving orders. MPS shall distribute orders electronically to the Contractor’s provided email address Monday through Friday. Contractors shall manufacture and ship individual orders on a first-in/first-out basis.

Each order for Normal Delivery shall be produced in numerical sequence based on the shipment number.

6.2 Normal Delivery

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 produced and made available to the cemetery for receiving inspection and acceptance (FOB Destination).

6.3 Accelerated Deliveries

All headstones identified for accelerated delivery (sometimes called ten (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.

6.4 Replacement In-Kind (RIK)

The intent is to replicate all or part of a preexisting inscription. In-kind replacements must be provided at no additional cost beyond the vendor's standard unit cost. The cemetery will provide a photo to MPS to ensure the replacement reflects the inscription of the original headstone.

6.5 Order Cancellations

Cancellations shall be emailed to the Contractor from the MPS Program Support Unit only within one (1) calendar day from the order. The Contractor shall confirm cancellations within one (1) business day.

7. Product and Workmanship

7.1 Product

The Contractor shall inscribe all information as contained on the monument order.

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

7.2 Inscription Specifications and process

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

7.3 Lithochrome Application

All orders shall state “ADD LITHICHROME” or “NO LITHICHROME” in the Remarks box or on the last line of the inscription whether lithichrome is required or not. If lithichrome 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 lithichrome instructions.

7.4 Quality of Workmanship

Each monument shall be free from defects in workmanship.

• Chips, cracks, open seams, or abraded edges shall not be permitted

• Repair or patching of any such defects is prohibited and shall cause rejection.

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

• Inscriptions shall be free from defects due to broken or blown-out lettering.

• Notify MPSProgSupport@va.gov of any poor-quality government furnished blanks by type and do not use.

8. Packaging

8.1 Packaging Materials and Banding – applicable for commercial carrier usage.

Monuments must be packaged to meet industry standards and commercial best practices, ensuring acceptance by common carriers. Nonmetal bands are required to secure the pallet or crate vertically and horizontally. Bands should not damage stone edges. Avoid colored or staining materials (e.g., uncoated cardboard, certain wood types) that could discolor the stone during storage.

8.2 Single Packaging – applicable for commercial carrier usage.

Use two-part cartons of double-wall corrugated board for single monument packaging. The front and back of the carton should fully cover and protect at least half of each surface. Secure cartons with ½” plastic banding or 2” filament tape. Ensure proper packaging to prevent damage during multiple shipments and handling, using stringers or runners to allow safe handling with forklifts or hand trucks.

8.3 Palletizing weight and configuration

Each pallet must not exceed 2,000 lbs. or the pallet weight capacity. Ship multiple orders to the same consignee on the same pallet using non-steel banding, stretch wrap, and individual packaging materials to prevent damage. Use cross-directional banding (four per pallet) routed through the pallet. Corner protectors must be used to prevent damage from banding. Pallets must not exceed ten headstones and should use non-staining materials.

8.4 Labeling – applicable for commercial carrier usage.

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. Commercial labels may be used.

8.5 Bill of Lading – applicable for commercial carrier usage.

The Contractor shall ensure the commercial bill of lading is notated with the following statements:

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

“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.”

Items damaged during transport must be reported by email to MPSProgSupport and the damaged items must be positively destroyed by the transporter or transporter’s agent.

The Contractor shall document such monuments were, “… demolished or pulverized into small pieces and no portion of the inscription remained legible”.

8.6 Packing List and Shipping Label – applicable for commercial carrier usage.

Each package must have a 5" x 4" label with the Order Number, Veteran's Last Name, and Consignee, fully covered by transparent adhesive tape to prevent removal or smearing. For multiple orders on a pallet, attach a packing list to the outside of the shrink-wrapped pallet, including all headstones’ details.

8.6.1 - Local delivery For local delivery complete the attached form “APPENDIX C – COMPLETION OF INSCRIPTION SERVICE(S)” in lieu of packing list or shipping label.

For commercial transportation, each package must have a 5" x 4" label with the Order Number, Veteran's Last Name, and Consignee, fully covered by transparent adhesive tape to prevent removal or smearing. For multiple orders on a pallet, attach a packing list to the outside of the shrink-wrapped pallet, including all headstones’ details.

8.7 Replacement of Damaged Monuments

The Contractor shall replace monuments at no additional cost to the Government if damage is incurred during transport. The MPS Program Support Unit will notify the Contractor of damaged headstones within five (5) days, and the Contractor shall replace them within ten (10) calendar days of notification.

9. Quality Assurance (QA) Inspections

9.1 Government QA 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.

9.2 Site Inspections Areas of Assessment

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.

9.3 Contractor Assistance

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

10. Quality Assurance System

10.1 Required Documentation

The Contractor must develop and maintain a written inspection system that documents the quality and timeliness of finished products.

10.2 Weekly Status Reports

Weekly reports must be emailed to MPS at MPSProgSupport@va.gov, attention to the designated COR by the close of business, Tuesday of the next week. Should this day fall on a holiday, the report must be submitted no later than the next business day. Each report must include the following information:

• Date order was received.

• Obligation number

• Shipment numbers

• Decedent’s Name

• Destination

• Date shipped.

• Carrier’s name

• Carrier’s tracking number

• Quantity of orders shipped.

• Items damaged during transport and subsequently destroyed.

• Quantity of orders pending

• Estimated ship dates for pending orders.

• Number of orders cancelled.

• Late orders

• Quantity of scrapped blanks.

Report delinquencies and any issues that may cause delinquencies with a remedy and resolution date upon discovery to.

10.3 Contractor Files

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

10.4 Drawings and References

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

Monument Type: H1 (2 Drawings) Description: H1, NICHE COVER, GRANITE Drawing number: A-NCIS-1, Rev C dtd 2019-08-05 and A-NCIS-2, Rev C dtd 2019-08-05

Monument Type: J1 Description: I1, MARKER, GRANITE, THIN FLAT, 3" Drawing number: A-J1, Rev A dtd 2019-09-04

Monument Type: L1 Description: L1, MARKER, GRANITE, SMALL FLAT, 3" Drawing number: A-L1, Rev A dtd 2019-09-04

Description: Letters, Fonts, Numbers and Other Characters (3 Drawings) Drawing number: A-LFN & OC-1, Rev C dtd 2016-6-13, A-LFN & OC-2, Rev C dtd 2016-6-13, and A-LFN & OC-3, Rev C dtd 2016-6-13

Description: Niche Cover, Inscription Scenarios (2 Drawings) Drawing number: A-NCIS-1, Rev C dtd 2019-08-05, and A-NCIS-1, Rev C dtd 2019-08-05

Description: Emblems of Belief – Specifications (7 Drawings) Drawing number: A-EM Cover Page, Rev P dtd 2021-10-14, A-EM-1, Rev I dtd 2017-12-23, A- EM-2, Rev H dtd 2017-12-23, A-EM-3, Rev H dtd 2017-12-23, A-EM-4, Rev H dtd 2017-12-23, A-EM-5, Rev L dtd 2021-04-13, and A-EM-6, Rev P dtd 2021-10-14

11. Quality Assurance Complaints

11.1 Handling Damages and Quality Issues

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.

11.2 QA/Inspection Acceptance Criteria

Cemetery personnel are responsible for a final inspection and acceptance of the completed monuments utilizing the Monument Order Acknowledgement Report (MOAR).

11.2.1 Completing Appendix C – Government Provided Blanks

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, the quantity of monuments, and shipment numbers of monuments completed. The Contractor shall provide cemetery staff with a copy of the completed Appendix C.

11.2.2 QA / Inspection – Government Provided Blanks

Once a return shipment is received, 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.

11.2.3 Acceptance Criteria – Government Provided Blanks

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

11.3 Deficiency Notification and Resolution

The designated COR or a designated inspector for this contract will inform the Contractor of the deficiencies. The inspecting COR and the COR will generate a site inspection report and discuss with the Contractor what corrective action(s) shall be taken and the correction completion time frame. If a quality or contract performance issue 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 the Government’s expense.

11.4 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.

12. Procedures and Government Responsibilities

12.1 Coordination Between Government and Contractor: The administration of the contract shall require coordination between the Government and the Contractor.

The Contracting Officer’s Representation (COR) is the Point of Contact (POC) for normal communication and notification of events impacting the Contractor’s operations.

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

12.3 Government Points of Contact (POC)

E-mail to: MPSProgSupport@va.gov

End of Statement of Work