Ice Machine Statement of Need.pdf

NATIONAL CEMETERY ADMINISTRATION

XXXXXXXX NATIONAL CEMETERY

ICE MACHINE LEASING SERVICES

DESCRIPTION OF SERVICES

The Contractor shall provide ice machine leasing services as described herein. The Service will be provided for XXXXXXX National Cemetery.

BACKGROUND

National Cemeteries are National Shrines that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each national cemetery receives from the public, strict adherence to contract specifications, terms and condition is essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones markers that mark those gravesites and memorialize the service of individuals.

PERIOD OF PERFORMANCE

The term of this blanket purchase agreement will be for a period one year with four option years. Delivery of all items under this contract is subject to inspection and acceptance by the NCA Contracting Officer’s Representative (COR).

GENERAL REQUIREMENTS

(a) All work shall be performed during normal cemetery hours of operation, 7:30am - 4:00pm local time Monday thru Friday. Work performed outside of normal work hours may be required for ceremonies on Federal Holidays or weekends at the discretion and approval of the VA Contracting Officer’s Representative (COR). Contractor may make a written request to the COR to work outside of the normal work hours when needed to carry out the specifications of this contract.

(b) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. With the exception of Memorial Day and Veterans Day, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Juneteenth Day Memorial Day Fourth of July

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contract requirements. The Contractor through innovation, technology, or other means, shall perform maintenance services at frequencies determined by the Contractor. Performance will be based on the Government’s evaluation of results, not the frequency or method of performance

SECTION DESCRIPTION

A.4.1 Rental of Ice Dispensing Ice Machine

A.4.1 Rental of Ice Machine: The Contractor will provide, install, and maintain one each self-dispensing ice machine at XXXXXXXXX National Cemetery. The Machine will include the use of a filtration system to ensure that the water used to make ice is potable. The Machine will be serviced on monthly basis.

a) The ice machine will meet or exceed the following specifications:

1) Stainless steel exterior

2) Produce up to 500lbs of ice per 24 hours

3) Hotel/Motel Ice Dispenser (Stainless steel and store up to 120 lbs. of ice)

4) Standard water filter

5) 115v power

b) The rental will include the following services:

1) Filter will be changed at a minimum of bi-annually (twice a year)

2) Deep cleaning will be conducted bi-annually (twice a year)

3) If the machine becomes unserviceable, the cemetery will not be without the services of the ice machine for longer than three business days.

4) For the period that the cemetery is without the ice machine, ice will be provided by the Contractor.

c) Locations (NCA Midwest District):

* Exact location can be found using the link: https://www.cem.va.gov/find-cemetery/

Omaha

Fort McPherson

Leavenworth

Fort Leavenworth

Fort Scott

Baxter Springs (Leavenworth)

Ohio Western

Johnson Island

Woodland Soldiers Lot

Camp Butler

Danville IL

Jefferson Barracks

Jefferson City

Mound City

Alton

Springfield

Dayton

Marion

Crown Hill

Camp Chase

Great Lakes/Detroit

Mackinac Island

Lakeside Soldiers Lot

Fort Custer

Rock Island

Quincy

Keokuk

Black Hills

Fort Meade

Hot Springs

Fort Snelling

Northwoods (Rheinlander)

Fargo

Abraham Lincoln

Wood

Forest Hill

Fort Crawford

Fort Winnebago

Forest Home Soldiers Lot

Mound Cemetery Soldiers Lot Fort Sheridan

SECTION B: ROLES AND RESPONSIBILITIES

B.1 USE OF CEMETERY FACILITIES AND UTILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor equipment, supplies, items, or personal property. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(b) The Government shall provide the space for the machine to be installed, water line with shut off valve, dedicated electrical outlet, and a floor drain.

(c) The Government shall not provide the Contractor with any equipment, supplies, fuel storage, or telephone and utility services. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearances, and unsanitary conditions.

(d) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, hazardous materials, used parts, etc. in accordance with manufacturers recommendations, OSHA standards, State and Federal regulations.

(e) Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

(f) Government buildings, service shelters and customer public bathrooms are off limits except for necessary work such as trash or debris removal.

B.2 OPERATIONS AND STORAGE AREAS

(a) The Contractor shall confine all operations on Government premises to areas authorized or approved by the COR.

(b) Due to the location of the selected National Cemetery, building of temporary shelters or facilities for use by the Contractor is not authorized.

(c) The Contractor shall, use only established roadways, or use temporary roadways constructed by the Government. When materials are transported in performance of work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads that has been caused by the Contractor.

(d) The COR shall designate working space and space available for storing materials. All working space and storage space must be approved by the COR prior to its use.

(e) Contract personnel are subject to the Cemetery rules of conduct. In addition to items listed elsewhere in this contract, the Contractor is responsible for ensuring that no contract work causes any, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(f) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by other contractors. Keep roads clear of materials, debris, standing equipment and vehicles at all times.

B.3 UTILITY INTERRUPTIONS

(a) No utility services such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of the

COR.

(b) Contractor shall submit a request to interrupt any such services to COR, in writing, 48 hours in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption.

(c) Contractor will be advised (in writing) of approval or rejection of request, or of which other date and/or time such interruption will cause least inconvenience to operations of Cemetery. Interruption time approved by the cemetery may occur at other than Contractor's normal working hours.

(d) To minimize interference of daily operational activities with flow of Cemetery traffic, the

Contractor is to keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of materials, debris, and equipment. At least one lane must be always open to traffic.

B.4 PROTECTION & DAMAGE

(a) The Contractor shall preserve and protect all structures, equipment, grounds, and vegetation (such as trees, shrubs, gravesites, and grass) within the cemeteries which are not to be removed and which do not interfere with the work required under this contract. The Contractor shall only remove trees when specifically authorized to do so by the COR and shall avoid damaging vegetation that will remain in place. If any limbs or branches of trees are broken during contract performance or by the careless operation of equipment by workmen, the Contractor shall trim those limbs or branches with a clean cut, apply tree bandage spray to tree stub, and properly dispose of broken limb from the site as defined herein.

(b) The Contractor shall preserve all grounds (such as turf, gravesites etc.). For example, Contractor shall not create or produce tire ruts with equipment in cemetery property.

driving over recently dug gravesites. All damage caused by Contractor to cemetery property will be repaired at Contractor’s expense.

(c) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

B.5 RESTORATION

(a) Contractor shall remove, cut, alter, replace, patch and repair existing work as necessary. Except as otherwise shown or specified, shall not disturb any water, steam, gas, internet, telephone, electric or other services without prior approval of the COR or designee. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original construction, except as otherwise shown or specified.

(b) Upon completion of contract, existing work (lawns, paving, roads, walks, buildings, utilities, facilities, etc.) disturbed, removed, or damaged as a result of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR. Lawns, paving, roads, walks, buildings, utilities, facilities, etc.

shall be repaired / refinished and left in as good condition as existed before contract commencement. All restoration work shall be accomplished without undue delay and jointly inspected by the COR and Contractor thirty (30) days prior to contract completion.

(c) The Contractor, at its own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen/sub-contractors to existing piping, conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone - if applicable), to the work performed under this agreement, which are not scheduled for discontinuance or abandonment.

B.6 CONTRACT ADMINISTRATION

(a) Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract. Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) Contractor’s work schedule will account for daily cemetery activities and operations and minimize any disruptions. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Schedule services

(iii) Verification / certification of payments to the Contractor for services rendered.

(c) All administrative contract functions are the responsibility of the VA Contracting Officer.

Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

(d) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide a list of Government personnel authorized to act as COR.

B.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones, markers and other cemetery structures or property damaged because of actions by the Contractor and/or its personnel.

(c) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor shall be responsible for the cleaning and maintaining of Government spaces provided for their use. The Contractor will also be responsible for any utilities such as sewer, water, heat(gas), electric, internet services, and trash/recycling removal associated with their use. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(d) The Government shall not provide the Contractor with any fuel storage, equipment, trash/recycling, electricity, telephones, or utilities. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearance, and unsanitary conditions.

(e) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations, and Federal and State guidelines. A MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor will obeying all Federal & State Pesticide/Herbicide and Fertilization applicator laws in the performance of work on cemetery property.

(f) No maintenance or repair of Contractor equipment shall be done on cemetery property without the COR’s approval. Maintenance or repair of Contractor equipment shall only be conducted in areas designated by the COR.

(g) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(h) The government is not responsible for any costs associate with repairing or replacing

Contractor(s) property while on cemetery property.

(i) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

(j) The Contractor shall provide adequate safety warning devices, barricades, and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(k) At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(l) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Ohio.

Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents, or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four

(24) hours of the injury and provide details and exact location of the incident. This shall be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

B.8 STANDARDS OF EMPLOYEE CONDUCT

Contractor and Contractor personnel are required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

(a) National cemeteries are shrines, Contractor personnel appearance and conduct shall always be professional and unobtrusive.

(b) Contractor personal shall not engage in loud or boisterous behavior or use profane or abusive language and show proper reverence during committal service. Personnel will 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.

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

(b) Contractor personnel shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(c) Contractor personnel shall not lean, sit, or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments.

(d) SMOKING is not permitted in or around any buildings within the National Cemetery.

This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. The COR will designate an area for smoking.

(e) Questions from cemetery visitors shall be politely answered by Contractor personnel or referred or directed to cemetery personnel.

(f) Contractor personnel shall not utilize cellphones or any device that will hinder safety while operating vehicles inside OWRNC property.

(g) Contractor will not dispose trash on cemetery grounds. Contractor shall use Contractor’s trash and recycle services to throw their trash away.

B.9 ROLES & RESPONSIBILITIES OF KEY PERSONNEL

On Site Manager: An on-site manager is not required for the performance of this contract.

Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

B10. QUALITY CONTROL PLAN (QCP)

A COMPLETE QUALITY CONTROL PLAN (QCP) SHALL BE ACCEPTED BY THE

CONTRACTING OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

The Contractor shall prepare and implement a written quality control plan as described below.

The Contractor must maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity will be maintained. Plans (deliverables) are described as follows:

This paragraph establishes the minimum requirements for a quality control system to be provided and maintained by the Contractor. The Contractor shall ensure that the required services specified in this contract, meet the quality standards outlined in the contract. All work performed under this contract shall be of the highest quality, consistent with best industry practices, to assure timely provision of services, optimum tenant agency satisfaction, and adequate protection of Government assets. The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor work performed to ensure compliance with contract requirements. The results of all quality control inspections conducted by the Contractor shall be documented on inspection reports (warranted as presented) and provided to the COR as required or on the last workday of each week. It is also applicable for subcontractors where Government inspection is required. In such cases, it is the Contractor’s responsibility to include in writing in each subcontract the use of this standard by his/her subcontractor. The Contractor must revise the plan at no additional cost to the Government during the life of the contract as necessary to ensure that contract objectives are met. All revisions must be accepted by the COR. The Quality Control Plan shall include, but not be limited to:

(a) Task and Frequencies: A plan which indicates tasks to be performed and the frequency associated with each task, including all daily and periodic tasks.

(b) Inspection Methods and Frequencies: An inspection system, which shall include all requirements listed in the Performance Work Statement and inspection procedures such as some or all of the following methods: type of inspection, frequency of inspection, acceptance/rejection criteria, disposition of rejected services, corrective action, error rate, and procedure for recording results of inspections. Specify areas to be inspected when inspections will occur and titles of individuals performing inspections. The QCP must identify how the Contractor will correct noted deficiencies immediately. Any changes to the inspection systems during the life of the contract must be accepted by the COR. The administrative methods the Contractor will use for identifying, correcting, and preventing defects in the quality of service performed before such level of performance becomes unacceptable to the COR. The Contractor should include plans for revising job schedules as new and better ways are found to perform given tasks.

(c) Roles and Responsibilities of Key Personnel: This must include the Contractor’s staffing levels (including supervision) depicting various job classifications. A roster by name and job title must also be provided. Roles and responsibilities of key personnel must be clearly identified as well as addressing responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts must be identified. Job descriptions including tasks are also required.

(d) Records and Files: A description and/or samples of the forms, records, reports, and files the Contractor intends to utilize and keep on-site, which will indicate both the inspections conducted by the Contractor and necessary corrective action taken (as appropriate). Copies of all QCP related inspection reports and other documents shall be made available to the COR when requested. All such documents shall be maintained at the service location for the life of the contract, unless this requirement is waived in writing by the COR.

(e) Employee Training: The Contractor must identify how quality training of his employees at the facilities specified in this contract will take place. The Contractor must specify when and where training will take place, as well as the proposed content of training classes.

(f) The Contractor is responsible for safety / precaution training of Contractor employees performing work under the contract. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor-to-Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, hearing protection devices, and other required Personal protective equipment (PPE), as designated by the COR.

B.11 DEFINITIONS

(a) Contracting Officer (CO): The CO has the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to his/her authorized representatives.

(b) Contracting Officer’s Representative (COR): The COR is designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the COR include but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in work performance. The COR will assist in the discharge of the Contracting Officer's responsibilities when the Contracting Officer is unable to be directly in touch with the contract work.

(c) Cemetery Director (Administrator / Management Official): The Cemetery Director is the

VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(d) Contractor: Also referred to as the Onsite Manager in the field. The term “Contractor” as used herein refers to prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions, and provisions.

(e) National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance.

A copy of NCA Operational Standards shall be provided to the Contractor by the COR.

(f) Applicable Publications: Every Contractor and subcontractor shall comply with the

Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

(g) Title 38, U.S.C. Section 218: Security and Law enforcement at Veterans Administration Facilities. Every Contractor and subcontractor shall comply with the Veterans Affairs rules and regulations.

(h) COB: Close of Business

(i) MAL: Minimum Acceptable Levels

(j) CPARS: Contractor Performance Assessment Reporting System

(k) CLIN: Contract Line-Item Number

B.12 SITE SPECIFIC REQUIRNMENTS

(1) A.4.1: Ice Machine will have the capabilities to hold 155lbs of ice and produce 250lbs of ice a day minimum.

List of Attachments

ATTACHMENT A: SERVICE DELIVERY SUMMARY (SDS)

ATTACHMENT - A - SDS

SERVICE DELIVERY SUMMARY (SDS)

The contract service requirements are summarized in performance objectives that relate directly to requirements. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SDS and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success.

During the initial 30 days of the contract, two additional errors on each performance objective shall be allowed in an effort to identify normal “phase-in” problems.