Equipment Statement of Need.docx

STATEMENT OF NEED (SON)

Cemetery Equipment Supply & Multi-Site Shipment – Multiple-Award BPA

1. Purpose

The purpose of this SON is to define the requirements, responsibilities, and performance expectations for the supply, delivery, and support of cemetery equipment. Equipment ranges from small grounds-maintenance tools to large vehicles and heavy machinery. All equipment must be supplied by authorized resellers or distributors.

2. Scope of Work

The Supplier shall furnish all labor, materials, equipment, tools, transport, and services necessary to:

1. Source and supply cemetery equipment, including but not limited to:

Mowers, trimmers, and utility carts Compact tractors and loaders Dump trucks, dump trailers, compact dump units Excavators Ground protection mats and safety equipment Monument-handling equipment Soil and debris handling tools General grounds-maintenance tools

1. Deliver equipment to multiple cemetery sites specified in BPA order requests.

1. Provide warranty documentation, manuals, and proof of authorized reseller status.

1. Provide optional services such as assembly, installation, training, or maintenance support when applicable/capable.

3. Authorized Reseller Requirement

· Supplier must be an authorized dealer/distributor for all brands supplied.

· Proof of authorization must be submitted with the BPA response and updated annually.

· All warranties must remain valid and registered with the manufacturer.

· OEM parts and accessories only.

4. Equipment Specifications

· Commercial-grade equipment suitable for daily cemetery operations.

· Turf-safe or low-impact options when applicable.

· Compliance with all local, state, and federal regulations.

· Equipment must be new unless approved as refurbished with warranty.

· Specifications or manufacturer data must accompany each item.

5. Delivery Requirements

5.1 Delivery Locations

· National Cemeteries – Pacific Division

· National Cemeteries – Continental Division

· National Cemeteries – Midwest Division

5.2 Delivery Conditions

· FOB Destination unless otherwise approved.

· Unloading and placement at each location required.

· Supplier responsible for freight, insurance, and scheduling.

· Delivery must be coordinated at least 72 hours in advance.

5.3 Lead Times

· Supplier must provide lead times for all items and notify the Owner of any changes within 48 hours.

· Any backorders, discontinued items, or unavailable stock must be reported immediately.

6. Inspection & Acceptance

· Inspection on delivery by Owner.

· Acceptance only after verification against specifications.

· Defective or damaged equipment must be replaced within a reasonable time period at no cost to the Owner.

7. Warranty & Support

· All equipment must carry the full manufacturer’s warranty.

· The Supplier shall ensure warranty registration is completed in the Owner’s name.

· Supplier shall maintain direct access to the manufacturer for warranty and service support and act as the Owner’s liaison for claims and service.

· Extended warranties shall be offered when available.

· Supplier shall provide service contacts and authorized repair center information.

8. Safety & Compliance Requirements

· Equipment must comply with OSHA and local safety regulations.

· Operator safety standards must be enforced during delivery and assembly.

· Supplier must follow all cemetery site safety protocols, including avoiding damage to graves or monuments.

9. Environmental Requirements

· Equipment must meet applicable emissions standards (e.g., CARB/Tier 4 if in California).

· Spill prevention, fluid containment, and recycling practices required.

· Noise limits must be observed in active cemetery sites.

10. Expansion / Future Scope

· Equipment and service requirements may expand as cemetery operations grow.

· Supplier must support additional sites or equipment types by mutual agreement.

· Pricing adjustments for additional items must be approved in writing.

11. Pricing & Invoicing

· Due to variability in specifications, add-ons, delivery locations, and manufacturer pricing, BPA holders shall provide itemized pricing for each BPA call.

· All quotes shall be valid for a minimum of 45 calendar days.

· Pricing must be transparent and include:

Base manufacturer cost Requested features or add-ons Delivery/freight costs per site

· Invoices must reference purchase orders, serial numbers, and delivery locations.

12. Ordering Procedures / BPA Calls

· BPA holders will receive RFQs or orders for individual sites.

· Orders will be competed among BPA holders when practicable and awarded based on best value.

· Ordering decisions will be based on price, delivery time, availability, and technical compliance.

· Suppliers must respond to RFQs within the specified timeframe.

· Suppliers shall notify the Owner of backorders, lead time changes, or discontinued items within 48 hours. Any substitutions require written approval.

· Only authorized personnel may place BPA calls/orders.

13. Ordering Limitations

· This BPA established a framework for future orders and does not obligate funds.

· Funds will be obligated only at the order level through individual BPA calls.

· The Government makes no guarantee on minimum quantity or dollar amount under this BPA.

14. Change Management

· Any changes to scope, equipment, pricing, or delivery must be documented and agreed by both parties.

15. Dispute Resolution

· Good Faith Negotiation: Parties shall attempt to resolve disputes informally via their points of contact.

· Escalation Procedure: If unresolved within 15 business days, escalate to senior management representatives.

· Mediation: If still unresolved, parties agree to attempt mediation with a neutral third party before legal action.

· Continuing Performance: Parties shall continue performing BPA obligations during dispute resolution, except for the disputed matter.

16. Termination

· Non-performance, repeated delivery failures, supply of unauthorized equipment, or loss of authorized reseller status may result in termination.

· Termination procedures follow the master BPA agreement.

· Either the Government of the contractor may cancel the BPA by providing written notice at least 30 days in advance to the other party. Cancellation of the BPA will not affect the obligation of either party to complete performance of any orders issues prior to the effective date of the cancellation.

(End of SON)