Sources Sought Notice.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Disinterment, Transport, and Reinterment of Veteran at Calverton National Cemetery

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 22172

SOLICITATION NUMBER* 36C78625Q50060

RESPONSE DATE/TIME/ZONE 12-10-2024 12:00 pm EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE* 812220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

POINT OF CONTACT*

Sarah Poole sarah.poole1@va.gov

PLACE OF PERFORMANCE

ADDRESS Calverton National Cemetery

210 Princeton Blvd Calverton, NY

POSTAL CODE 11933

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The National Cemetery Administration is issuing this synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for the disinterment, transport, and reinterment of a veteran. The disinterment will take place at Calverton National Cemetery and the reinterment will take place at Mount Pleasant Cemetery in Moriches, NY. Additional information regarding the requirement is available in the Performance Work Statement (PWS) in the Appendix accompanying this notice. The result of this market research will contribute to determining the method of acquisition. The applicable North American Industry Classification System (NAICS) code assigned to this acquisition is 812220.

There is no solicitation at this time. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

If your organization has the potential capacity to perform these contract services, please provide the following information:

1) organization name, address, email address, website address, telephone number, and size and type of ownership for the organization; and

2) tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability, to include whether you have experience in interments, disinterments, and transporting of remains. If significant subcontracting or teaming is anticipated to deliver technical capability, address the administrative and management structure of such arrangements (i.e. will a subcontractor be used for all or part of the services).

The government will evaluate market information to ascertain potential market capacity to:

1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated;

2) and determined what socio-economic categories can provide these services.

Based on the responses to this Sources Sought Notice/Market Research, this requirement may be set aside for small business categories or procured through full and open competition. The government will not provide feedback or evaluations to companies regarding their submissions in response to this notice.

Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by

December 10, 2024 at 12:00 pm EST. All responses under this notice must be emailed to

Sarah Poole at sarah.poole1@va.gov and use the following title in the Subject Line:

36C78625Q50060 Disinterment of Veteran at Calverton National Cemetery.

If you have any questions concerning this opportunity, please contact Sarah Poole, Contracting

Officer at sarah.poole1@va.gov.

mailto:sarah.poole1@va.gov

APPENDIX 1: Performance Work Statement

A. GENERAL INFORMATION

Title: Disinterment of Veteran at Calverton National Cemetery, Vehicle Transport, &

Reinterment at Private Cemetery

Background: The U.S. Department of Veterans Affairs (VA) granted contractual services to procure disinterment services, transport services, and reinternment services from Calverton

National Cemetery (Calverton, New York) to Mount Pleasant Cemetery (private) (Center

Moriches, New York) for deceased Veteran. The government shall contract these services in compliance with Federal Acquisition Regulations (FAR).

As a result, the performance work statement (PWS) details desired outcomes, results, and performance standards to achieve disinterment, transport, and reinterment of remains at a private cemetery decided at the convenience of the government. The purpose of this PWS is to outline the requirements. The Contractor shall perform all tasks in compliance with FAR and applicable local, state, and federal regulations.

The deceased Veteran is currently located / interred at Calverton National Cemetery, 210

Princeton Blvd., Calverton, New York 11933. VA’s adjudication has granted that the remains be disinterred from Calverton National Cemetery, transported, and re-interred at Mount Pleasant

Cemetery (private), 41 Main St, Center Moriches, NY 11934 in the most compassionate, dignified manner. The private grave shall be marked with a flat granite marker inscription to be provided after contract award.

Scope of Work: The Contractor shall provide all personnel, equipment, tools, materials, transportation, supervision, and other items and services necessary to properly disinter at

Calverton National Cemetery following National Cemetery Administration (NCA) policies, transport following the New York State Department of Health (NYSDOH) regulations and provide reinterment at aforementioned private cemetery, Mount Pleasant Cemetery, through a licensed funeral home/director in accordance with Funeral Service Industry standards.

Casketed remains of Veteran must, at all times, have proper identifying non-biodegradable tags securely affixed to the casket and transportation container. This shall include Veteran’s name, date of birth, date of death, and a unique identification number or bar code given by Contractor.

This will accompany a more detailed chain of custody form maintained throughout each stage of transportation by the Contractor. Contractor (and subcontractors) will be sole responsible parties upon gravesite disinterment at Calverton National Cemetery until completed reinterment at private cemetery with setting of flat grave marker (headstone). The Contractor (and subcontractors) will be responsible for any storage requirements of Veteran’s remains between disinterment and reinterment—and as necessary for any unforeseen delays occur prior to reinterment.

CLIN DESCRIPTION

EST.

QTY

UNIT

UNIT

COST

TOTAL

EST COST

Disinterment of Casketed Remains at

Calverton National Cemetery | Burial

Vault | Ground Transportation |

Disinterment/Transit

Permit/Miscellaneous Funeral Home

Fees

1 EA $ _____ $ _______

Reinterment of Casketed Remains within Burial Vault at Mount Pleasant

Cemetery (private)| Grave Marker

(Flat Granite) with Concrete Base |

Burial Permit/Miscellaneous Private

Cemetery Fees

1 EA $ _____ $ _______

Deliverables: The Contractor shall provide the following deliverables prior to award along with a GANTT schedule:

1. Disinterment Plan: Detailed plan outlining the disinterment process to be used, including required permits.

2. Transportation Plan: Detailed plan including route, schedule, and vehicle specifications.

3. Reinterment Plan: Detailed plan outlining the reinterment process to be used, including required acquisitions (burial vault, marker, etc.) and permits.

4. GANTT schedule.

5. Additional Documentation: Copies of all permits, authorizations, and receipts related to the services provided.

6. Prototype for inscription verification of flat granite marker.

7. Key Personnel list.

Deliverables Schedule: Contracted services shall disinter, transport, and reinter in the utmost dignified and timely manner.

Description General Requirements

Service

Completion

Date

Task 1:

Subcontractor

Preparation / Order

Private Flat Granite

Marker

1) Obtain all subcontractors (funeral home, vault company, grave marker company, private cemetery [Mount Pleasant Cemetery]) necessary permits and authorizations required for disinterments;

2) Order grave marker in order to have ready for placement at the time of burial;

TBD

Description General Requirements

Service

Completion

Date

Task 2:

Disinterment at

Calverton National

Cemetery

1) Coordinate with the subcontractors and cemetery director at Calverton

National Cemetery for scheduling and execution upon readiness of flat grave marker;

2) Ensure that the disinterment is conducted in a respectful and dignified manner, adhering to all health and safety regulations.

Task 3:

Transportation from

Calverton National

Cemetery to Mount

Pleasant Cemetery

(private)

1) Arrange for the secure and respectful transportation of the remains from

Calverton National Cemetery to Mount Pleasant Cemetery (private).

2) Use vehicles and equipment (concrete burial vault) that comply with local, state, and federal regulations for the transportation of human remains (not embalmed).

3) Provide a detailed itinerary and schedule for the transportation process.

TBD

Task 4:

Reinterment at

Mount Pleasant

Cemetery (private) /

Placement of Grave

Marker

1) Coordinate with Mount Pleasant Cemetery (private) detailed itinerary and schedule for arrival for re-interment.

2) Ensure concrete base and grave marker (flat granite marker) are ready prior to reinterment to maintain utmost dignity and respect for the deceased Veteran.

TBD

Period of Performance: The period of performance is 120 days, from date of the signed contract. If for any reason a service cannot be accomplished as scheduled, the Contractor is required to submit a request for a time extension to the Contracting Officer. The request must include the reason(s) for the delay, the impact on the overall contract, and the impact on the cost of the contract. The Contracting Officer will consider each request on the basis of its merits and will, if approved, issue a modification to the contract. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

Key Personnel: Provide a list of Key Personnel, as specified in Contractor’s Technical Proposal who will be working on this contract, must be obtained from the Government within five business days of any change in these Key Personnel.

Type of Contract: This is a firm fixed price contract.

Place of Performance: The work shall be performed in the State of New York at Calverton

National Cemetery, 210 Princeton Blvd., Calverton, New York 11933, and Mount Pleasant

Cemetery (private), 41 Main St, Center Moriches, NY 11934.

COR Authority: In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting

Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

B. GENERAL REQUIREMENTS

1. The Contractor shall prepare a detailed management plan. For every task, the Contractor shall identify in writing all necessary subtasks (if any), associated, and associated dates.

2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. The Government shall complete their review of draft deliverables within 5 business days from date of receipt. The Contractor shall have 5 business days to deliver the final deliverable from date of receipt of the government’s comments.

4. The Contractor shall provide periodic status updates to report on locations, estimated time of arrivals such as: schedule review, risk review, tasks accomplished; explanation of tasks not accomplished as expected; tasks to be accomplished until completion of contracted service.

C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The Contractor shall provide the specific deliverables described below within the performance period stated herein.

Task One: Subcontractor Preparation / Order Private Flat Granite Marker

Contractor shall prepare and organize all subcontractors necessary to complete requirement in a caring, respectful, and compliant manner. All plans must be completed and GANTT schedule delivered to cemetery showing how disinterment, transport, reinterment, and marker placement will be accomplished within the 120 day period of performance upon award date.

Task Two: Disinterment at Calverton National Cemetery

The foremost importance is to ensure the operational safety of all parties involved through compliance with all applicable VA, NCA, Funeral Service Industry, and Occupational Safety and Health Administration (OSHA) safety requirements and standards. In addition to presenting the required New York State disinterment permit, funeral homes must demonstrate that privately funded contractors performing disinterments are experienced and knowledgeable of disinterment operations as well as in compliance with all related state and local laws. Cemetery personnel will not handle remains or otherwise participate in any other aspect of the disinterment operation, unless stated herein. Disinterments must occur at the prescheduled time. Calverton National

Cemetery reserves the right of authority to postpone any disinterment due to inclement weather or other emergent conditions.

Contractors are to check in at the Administration Building prior to any disinterment activity.

Private contractor equipment must comply with OSHA and NCA safety standards. A Cemetery

Director and/or designated Safety Officer will inspect condition of equipment prior to arrival at gravesite; however, compliance with OSHA and NCA standards is incumbent upon the funeral home and contractor rather than the cemetery. Please note, all disinterments must be supervised at the gravesite by a cemetery Director or his/her designated representative in the presence of a licensed Funeral Director. Contractors will not be allowed to enter cemetery grounds without turf and adjacent gravesite protection methods approved by cemetery designee with vault equipment or other large vehicles to protect all sprinkler and valve boxes from damage. The contractor is responsible for any damage caused by their subcontractors or equipment. Personal protective equipment (PPE) of hard hats and steel toe boots are to be worn. In addition, safety goggles, waterproof latex gloves, N95 masks, and hazardous materials safety suits are all highly recommended during disinterment activities to ensure adequate safety. Parties without the minimum required PPE (hard hats and steel toe boots) will not be permitted to participate in disinterment activities and will be required to maintain a 30-foot distance from excavation site at all times.

Cemetery personnel will excavate the grave to one foot above the top of concrete grave liner prior to contractor arrival. The cemetery will have ready access, if necessary, to materials for screening the operation from public view. In the presence of the licensed Funeral Director and

Contractor, the cemetery’s designated representative will confirm that the casket/remains within the excavated grave is the one to be disinterred. This confirmation ensures that the casket/remains removed are from the correct gravesite and correct position within the grave. The approved lid removal methods are by lifting tripod/dolly or self-propelled hoisting equipment, which all must be OSHA certified with appropriate working load limits to ensure vault lids are carried and placed without being marred, damaged, or unsafely moved. All lids must be completely removed and placed flat on the ground ensuring no damage to adjacent gravesites. It is of utmost importance that the raising of caskets shall be performed in a dignified and safe manner. No contractor personnel should at any time enter an excavated gravesite without prior approval by a cemetery Director.

Contractor personnel shall pay close attention during disinterment operations to any developing undermined excavation conditions, wall fractures from unstable soil loosened and any similar unsafe conditions that could affect integrity and safety of grave. If conditions develop during excavation or removal of the remains that jeopardizes the safety of workers or the integrity of the remains, cemetery’s designated representative must be notified, if unaware, and will suspend activities until adequate shoring put in place by the contractor. Gravesite shoring devices must be utilized on gravesites that require personnel to enter graves five feet and deeper or where possible hazards exist. The privately funded contractor must have ready access to a suitable container to place remains if it is determined the condition of the buried casket/container may jeopardize the dignity of removal. It is required that the contractor provides an outer container or cover for the casket if remains are not to be transported in an enclosed vehicle. Transportation of casket must be in compliance with local and state regulations.

The Contractor/Funeral Home, not the cemetery, bears responsibility for the casket and any of its contents. Calverton National Cemetery Director or designee will perform an inspection of the casket upon departure from the cemetery.

Task Three: Transportation from Calverton National Cemetery to Mount Pleasant

Cemetery (private)

Transport human casketed remains in registered vehicle with appropriately seals, specialized containment from Calverton National Cemetery to Mount Pleasant Cemetery (private) promptly

& in utmost dignified manner. Contractor must possess all necessary licenses, permits, and documentation as well as have experience handling casketed human remains (not embalmed).

The vehicle must comply with all pertinent local, state, and federal regulations to ensure proper preservation during transit.

Some key requirements may include, but not limited to, obtaining disinterment permit, transit of casketed remains permit, certified copy of death certificate, New York State licensed funeral home director (to witness disinterment), coordination with Contracting Officer (CO), COR, Calverton National Cemetery Director, and documentation of contracted staff continuous chain of custody. The transportation vehicle must ensure respectful handling, secure transport, and adherence to OSHA health and safety standards.

Task Four: Reinterment at Mount Pleasant Cemetery (private) / Placement of Grave

Marker

Upon arrival at Mount Pleasant Cemetery (private), the licensed funeral director will check-in with original (non-copies) of burial and transit permits, as required by state law, to then proceed with reinterment. The burial permit must be dated with day of interment and disposition as

Mount Pleasant Cemetery (private), 41 Main St, Center Moriches, NY 11934. The name on the burial permit must match the name listed on the private cemetery’s interment schedule. Upon acceptance of proper documentation, Veteran’s remains shall be reinterred within burial vault.

The flat granite grave marker (headstone) and concrete base shall be present for placement at the time of reinterment—concluding Contractor’s service contract.

D. CHANGES TO REQUIREMENT

Any changes to this solicitation shall be approved through written correspondence from the CO.

E. RESPONSIBILITES

The Contractor shall preserve and protect all structures, equipment, roads, and vegetation (such as trees, shrubs, & grass) on or adjacent to the work site, which is not to be removed and which does not interfere with the work required under this contract. The Contractor will take extreme precaution with equipment to not hit, damage, mark and/or knock any buildings/structures.

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.

Insurance, Licenses & Permits: 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/themself, his/her/them 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/them employees’ fault or negligence and shall maintain personal liability and property damage insurance coverage as required by the laws of the State of New York and Colorado. The

Contractor is responsible for repair and/or replacement of any damaged turf, headstones, structures, and/or other property.

INSURANCE, LICENSES & PERMITS

(a) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

(b) Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence.

LIABILITY & INDEMNIFICATION

(a) The Contractor shall take all necessary precautions to prevent damage to cemetery structures and Government property. The Contractor shall be charged current replacement costs for any property damaged because of actions by Contractor personnel.

(b) It is agreed and understood that there is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from all damages, expenses or harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.

(c) The Department of VA shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract.

MISCELLANEOUS

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance.

(b) The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. 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, and hearing protection devices.

F. QUALITY CONTROL

Every action by contractor personnel must be performed with the special care, reverence, dignity, and respect that acknowledges Calverton National Cemetery as the sacred resting place that commemorates the service and sacrifice that Servicemembers, Veterans, and their families made for our Nation. Critically important is the regard for surrounding gravesites and grounds.

After contract award, the Contractor shall implement and follow the Quality Control Plan or

Quality Assurance and Surveillance Plan (QASP) that it submitted as part of its proposal and accepted by the Government. The Contractor shall address any issues meeting established

Government performance goals as needed. The Contractor will provide full access of its internal

QASP for the COR to monitor performance.

G. QUALITY ASSURANCE

As stated in the Quality Control Plan or QASP, the Government shall evaluate the Contractor's performance under this agreement. For those tasks listed in the Quality Control Plan or QASP, the COR or evaluators shall follow the methods of surveillance specified in this agreement. The

Government shall record all surveillance observations. When an observation indicates defective performance, the COR shall forward the observation to the Contractor manager or alternate(s), who shall initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the Quality Control

Plan/QASP or by methods other than those listed in the Quality Control Plan/QASP may occur during the performance period of this agreement. Such surveillance shall be done according to standard inspection procedures or other agreement provisions. Any action taken by the contracting officer as a result of surveillance shall be in accordance with the terms of this agreement.

H. WORK HOURS

Hours Of Operation: Work shall be performed continuously, unless otherwise requested by CO.

National Holidays: Contract personnel will be required to work on the eleven holidays observed, if required, by the Federal Government.

Unless otherwise specified, when a holiday falls on a Sunday, the following Monday shall be the legal holiday as observed by the Federal Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as the legal holiday. The eleven holidays observed by the

Federal Government are as follows:

Holiday Date Month

New Year’s Day 1st January

Martin Luther King Jr.’s Birthday 3rd Monday January

President’s Day 3rd Monday February

Memorial Day Last Monday May

Juneteenth/Freedom Day 19th June

Independence Day 4th July

Labor Day 1st Monday September

Columbus Day 2nd Monday October

Veterans Day 11th November

Thanksgiving Day 4th Thursday November

Christmas Day 25th December

Or any other day specifically declared by the President of the United States to be a National

Holiday.

I. CONTRACTOR PERSONNEL

Staying apprised of all upcoming cemetery functions including special holiday events and interment activities through coordination with the COR to minimize disruption.

Ensuring that contract work does not cause any committal service, ceremony, procession, and/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.

Communication & Coordination of work with COR: Communication with the COR (or COR designee) is strongly encouraged. Burial activities at the Cemetery shall take precedence over contract work activities. Work activity and noise cannot disturb Committal/Burial Services.

Trucks are prohibited from passing through any Committal/Burial Service area during this period.

Personnel Appearance

Contractor personnel shall maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas.

Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants or slacks. Contractor personnel must wear a uniform bearing the name of the Contractor, or by wearing badges bearing the Contractor’s name and the employee’s name in English.

Other clothing, in question, shall require the COR written approval. No clothing shall be worn with inappropriate phrases, logos, words, or images as determined by the COR.

Personnel Conduct

Due to the sensitive mission of the Cemetery, the work often requires contact with, and exposure to, grieving individuals. Contractor personnel must exercise/exhibit absolute physical and emotional decorum, composure, and stability at all times.

The Contractor employees shall behave with appropriate decorum, courtesy, and respect while within the Cemetery or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, and violence or criminal acts of any kind will not be tolerated— and is cause for immediate removal from the Cemetery.

The Contractor personnel shall not (1) lean, sit on or against headstones markers or monuments;

(2) sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the

Government or the Contractor; and (3) perform work of any nature on privately-owned vehicles/equipment, within the Cemetery’s confines, to include the washing of vehicles/equipment.

Food and beverages shall be consumed only within areas designated by the COR. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor’s personnel shall follow the Cemetery smoking policy that is available at the Cemetery’s Administration Building.

The Cemetery shall provide to Contractor personnel restroom facilities at areas designated by the

COR. Breaks and lunch periods shall be taken at areas designated by the COR, not in the field.

Any misconduct listed above shall be cause for immediate removal from the Cemetery premises.

(End of Performance Work Statement)

Appendix A

Casket Dimensions:

• Exterior width of casket: 28″

• Exterior length of casket: 83″

• Exterior height of casket: 24″

Type of Casket:

• 20 Gauge Steel