S02 - FINAL - Baltimore Fert Mow Services SOW FY26 Updated 122025.docx

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

A.1 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 3 million gravesites at over 151 National Cemeteries in 49 states, and Puerto Rico, that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications 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 and flat grave markers that mark those gravesites and memorialize the service of individuals.

A.2 PLACE(S) OF PERFORMANCE

The Contractor shall furnish all labor, equipment, materials and supplies necessary to provide turf fertilization, broadleaf/crabgrass weed control and mowing/trimming services to the following VA National Cemeteries:

Note: Congressional Cemetery Government Gravesites: While there is one section that contains numerous gravesites/headstones, many of the remaining Government plots at Congressional Cemetery are spread throughout the cemetery in numerous areas and are not in one specific location. Gravesites that are maintained by the government are identified with a blue colored cap or pin located next to the headstone. The contractor must be sure to work with the COR to identify the location of all the gravesites located throughout the cemetery to make certain that all are being maintained properly.

Baltimore, MD 21228

Baltimore, MD 21228

Annapolis, MD 21401

Ridge, MD 20680

Washington, DC 20003 ½ Acre (285 individual Government plots) Note – The government plots at this cemetery are in numerous areas and are not in one specific location within the cemetery. Gravesites that are maintained by the government are identified with a blue colored cap or pin located next to the headstone. The contractor must be sure to work with the COR to ensure that they are aware of the location of all of the gravesites located throughout the cemetery Mowing, Edging, Trimming & Debris Removal

A.3 TURF APPLICATION SCHEDULE: Baltimore Contractor shall provide turf fertilization, pre-emergent crabgrass & post emergent broadleaf weed control services at the in accordance with the following Application Schedule:

APPLICATION DATE

DESCRIPTION

NOTE – Baltimore National Cemetery will include dethatching in base year, option year II & IV only. Aeration, over seeding and granular lime will occur in all sections in both base and all option years.

TURF APPLICATION SCHEDULE: Loudon Park, Annapolis, Point Lookout National Cemeteries:

Contractor shall provide turf fertilization, pre-emergent crabgrass & post emergent broadleaf weed control services at the in accordance with the following Application Schedule:

APPLICATION DATE

DESCRIPTION

This will be combined with a core aeration, over seeding and granular lime application of the entire turf acreage (Annapolis, Loudon Park & Point Lookout only).

MOWING SCHEDULE: Point Lookout National Cemetery/Congressional Government Lot Contractor shall provide mowing, trimming, edging & debris removal services at the in accordance with the following schedule:

Stipulation: VA National Cemetery anticipates ordering and the Contractor furnishing the quantities & types of services stated in the Price Schedule and Turf Application Schedule. The Government, at its sole discretion, reserves the right to modify turf application dates or increase/decrease estimated quantities based on unforeseen circumstances including changes in weather and/or turf conditions.

Any such changes effecting the scope or price shall require a written modification to the contract executed by the Government Contracting Officer. Except as this contract may otherwise provide, if the Government's requirements result in changes to the application schedule and/or estimated quantities stated in the contract, that fact shall not constitute the basis for an equitable price adjustment.

A.5 APPLICATION REQUIREMENTS

(a) Initial Pre-Emergent Crabgrass Post Emergent Broadleaf Weed Application: Contractor shall apply a herbicide that is combined to control pre-emergent crabgrass and post emergent broadleaf weeds in liquid form at manufactures recommended rate allowable for cool season grasses. All herbicide must be applied with properly calibrated spraying equipment. The contractor shall begin the application after the soil temperature has reached 55 degrees for three consecutive days and it is the most opportune time for the application of crabgrass per emergent herbicides. This is the time that crabgrass seeds begin active germination in the soil. Any application that is completed before this time-period may not be as effective in overall crabgrass control. The dates for application listed in the application schedule are only an estimated time frame and could begin earlier or later depending upon the soil temperatures.

(b) Second (Split) Crabgrass Application: Contractor shall apply herbicide in liquid form to control early post emergent crabgrass (in early tiller stage) and pre-emergent crabgrass control at manufactures recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated spraying equipment. This application shall occur between 6-8 weeks after initial crabgrass application.

(c) Broadleaf Weed Control: Broadleaf herbicides must be applied with properly calibrated spraying equipment. The herbicide must control various cool season turf broadleaf weed species such as clover, dandelions, plantain, and prostrate spurge. Applications must be timely and at the proper dosage so that perennial weeds do not go to seed. Herbicide shall be applied to all turf acreage, in burial sections and including areas between and around all headstones and along section perimeters.

(d) Fertilization: Contractor shall apply a granular turf fertilizer, which is specified in the application schedule to all turf areas using a properly calibrated spreader/sprayer. The fertilizer shall have a guaranteed NPK analysis of 26-0-12 or closely similar NPK ratio and consist of a minimum 50% slow-release nitrogen from sulfur coated urea and contain 2% iron. Fertilizer shall be applied to all turf areas at the times and rates that are listed in the turf application schedule. All fertilizer applications will follow the Maryland Department of Agriculture guidelines relative to application time frames and restrictions on the use of phosphorous in fertilizer products.

(e) Beetle Grub Larvae Control: Contractor shall apply granular pesticide for the control of root chewing beetle grub larvae at manufacturers recommended label rate for cool season turf grass. Application will be made in late July-early August for optimum control of beetle grub larvae and preferably will occur within 48 hours of anticipated rainfall. This application will be completed in all burial sections.

(f) Dethatching, Aeration & Over Seeding: Contractor will use a commercial grade thatcher to remove buildup of dead turf grass on top of the soil surface leaving a half inch of thatch on the soil surface after completion. Dead grass that is accumulated during the thatch removal process will be removed by the contractor. (Dethatching will occur in base year, option year II & IV only). The turf acreage will then be core/plug aerated with aeration cores being left on the soil surface. Seed will be applied with a broadcast spreader and will consist of three regionally adapted cultivars of 100% Turf Type Tall Fescue grass seed applied at a rate of 10 lbs./1,000 sq. ft.

(g) Granular Lime: Granular lime will be applied at Baltimore National Cemetery in conjunction with application #5 and will be applied at a rate of 30 lbs./1,000 sq. ft. Lime will only be applied in all burial sections. For Annapolis & Loudon Park National Cemeteries, granular lime will be applied every year to the entire turf acreage at a rate of 50 lbs./1,000 sq. ft. in conjunction with application #5.

(h) All application methods of herbicides and treatments of annual grasses shall be in strict accordance with manufacturer, Department of Environmental Protection and all applicable federal, state and local laws.

(i) All applications must be made in accordance with manufactures label instructions to ensure proper rate and timing of application. The contractor shall apply liquid broadleaf herbicide no earlier than 6 hours before anticipated rainfall to allow herbicide sufficient time to be absorbed into plant tissue to maximize the herbicide’s full potential. Any rainfall that is received within this six-hour time frame after the application shall require the contractor to treat all turf areas a second time at the contractor’s expense.

(j) Prior to any application, the Contractor shall provide to the COR and cemetery leadership, a copy of product label for each chemical used and appropriate supporting Safety Data Sheets (SDS).

(k) Contractor personnel applying herbicides shall possess a current/valid State of Maryland commercial pesticide/herbicide application license. The Contractor is responsible for any damage resulting from the application of any herbicide treatments.

(l) All turf applications shall be applied with appropriate calibrated spreading and spraying equipment. Liquid and pellet surface applications shall be uniformly distributed within the cemetery’s defined area of coverage. Surface applications shall not be made where surface run-off is likely to occur or near a water source.

(m) Appropriate flags or markers shall be posted in all treated areas for a period of 24 hours after a herbicide treatment has been applied. The Contractor shall remove all flags upon expiration of the 24-hour period.

(n) Each turf application shall be completed within each “Annual Application Date” (weather permitting) specified in the Schedule. All applications shall be applied in accordance with manufactures label instructions to ensure proper rate and timing. Ten (10) days after completion of the application, the Contractor and COR shall jointly inspect and assess results. In areas where results are less than acceptable*, the Contractor shall re-perform the application at no additional cost to the Government (*Acceptable is defined as 90% of actively growing broadleaf weeds and weed grasses are eliminated).

(o) The contractor shall not dispose of, rinse, mix nor store any herbicide containers or bags on cemetery premises except as authorized by cemetery management.

(p) No herbicide application equipment may be kept or stored on the cemetery premises when the contractor is not working.

(q) The contractor will provide to the cemetery all empty bags/containers of commercial pesticide, herbicide, or seed. Coordination will take place with the COR for placement of all empty containers.

(r) The Contractor is required to send photos to the COR after completion of each mowing & trimming cycle at the Congressional Cemetery Government lots to ensure that they have been completed according to the contract specifications. Also, for each turf application listed in the application schedule, the contractor will notify the COR two days before the application is scheduled to be performed by the contractor.

A.1 MOWING, TRIMMING & DEBRIS REMOVAL REQUIREMENTS

(a) Mowing & Trimming: All turf on the grounds and within cemetery boundaries shall be cut at three (3) inches (7.62 cm) in height – unless otherwise specified by the COR. Rotary Mowers with rear discharge mulching decks shall be used for mowing, and string trimmers used for mowing around all headstones and other structures. The design of the mowing decks and speed of the mowing shall be such that scalping is avoided. Grass clipping are not permitted on roads, walks, plazas, beds, tree basins, headstones or other monuments, and must be removed immediately. All areas shall be mowed with sharpened blades so that grass leaves have a clean cut -- rather than torn appearance. Trimming shall be done within 24 hours of mowing for any given area. Trimming shall not extend to open areas normally mowed or to areas that are not outlining a headstone or other structure – unless otherwise approved by the COR.

(b) Frequency of Mowing & Trimming: Mowing shall be accomplished once every seven (7) days (weekly) beginning April 1st through November 30th. Mowing and trimming must be performed during regular cemetery hours, which are between 7:30am-4:00pm, Monday through Friday. Trimming around headstones and/or flat markers shall be required in conjunction with each mowing unless otherwise specified. These frequencies are estimates. The Government anticipates turf growth shall be such that these mowing/trimming cycles shall be needed continuously through the months stated. However, during an unusual period of turf dormancy, the Government reserves the right to postpone the beginning of a new cycle – with two days’ notice from the COR to the Contractor. Alternatively, at the COR’s discretion, the COR may stipulate to the Contractor which burial sections or cemetery(s) may be bypassed in any cycle between April 1st and November 30th.

(c) Grass clippings are not permitted on roads, walks, plazas, beds, tree basins, headstones or other monuments and must be removed immediately. Windrows shall be immediately removed or dispersed throughout the mowing area. Flowers and temporary markers shall not be damaged. Baltimore and satellite cemeteries are National Shrines; thus, Contractor personnel appearance and conduct shall be professional and unobtrusive at all times. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.

(d) Edging: All walks, plazas, and roadway curbs adjoining a turf area shall be cleanly edged with power edgers (with blades) the first week of May and October. This also includes edging of all of the flat markers located in the Congressional Cemetery. This is in addition to the standard trim edging done throughout the year on turf extending over curbs, plazas, and walkways.

(e) Removal of Turf Clippings: Windrows shall be immediately removed or dispersed throughout the mowing area. Clippings in specialty areas may be collected in bag attachments to the mowers – when determined advantageous by the COR.

(f) Trash & Debris Removal: All trash and debris shall be removed from all areas at each mowing. These removals shall also include clearing all roads/walks with power leaf blower – as necessary to clean the street/walkways of small debris and leaves.

Note: Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items include, but are not limited to, fallen twigs and branches that are under ten (10) inches (25.40 cm) in diameter, paper products, cigarette butts, gum, glass and metal products, plastic and any other synthetic items, loose rock and stone over three (3) inches (7.62 cm) in diameter that are not the apparent result of an interment. Also included is the material found within the trash receptacles located throughout Cemetery grounds.

A.5 CONTRACT MANAGEMENT

Post Award Conference: Prior to commencement of work, the VA Contracting Officer, COR and Contractor shall schedule a conference to assure that all parties understand all contractual obligations and the role that each party serves.

A.5.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The VA Contracting Officer will designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR). A copy of the designation shall be furnished to the Contractor at time of award. Such designation will be in writing and will define the scope and limitations of the designee's authority.

(b) The duties and responsibilities of the COR include, but are not limited to, the following:

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

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer.

(iii) Determining whether contract deliverables meet functional, technical and performance specifications.

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

(v) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(vi) The COR may not modify the intent or the terms and conditions of the contract.

(c) Inspection & Monitoring Procedures: A record keeping system of Contractor Work Performance shall be established and implemented by the VA COR for the services involved. The COR will inspect all work performed and submitted by the Contractor for acceptance. The COR will inspect to ensure work performed is acceptable per the terms of the contract and NCA Standards. The Government reserves the right to reject all work that does not meet contract specifications. Work rejected by the COR will be re-performed without cost to the Government.

(d) Weekly Progress Report: On a weekly basis, the Contractor will provide a written progress report to the COR of all work completed at each cemetery location (see Attachment "A"). If there are problems or issues adversely affecting progress of the contract, a detailed explanation shall be indicated in the report.

(e) Contracting Officer: All administrative functions remain with 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.

A.5.2 CONTRACTOR PERSONNEL

(a) The Contractor shall provide a “Site Manager”, an individual experienced in grounds maintenance and supervision who will be responsible for the following:

(i) Directing, overseeing, and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and burial activities.

(iii) Ensuring that contract work does not cause any committal service, 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.

(b) The Contractor shall provide the names, telephone numbers, pager numbers and/or cell phone numbers of the Site Manager and alternate to the Contracting Officer for approval at the Post Award Conference. The Contractor shall provide notice, in writing to the Contracting Officer twenty-four (24) hours in advance of any change of the Site Manager or alternate. The Site Manager and alternate shall be able to speak and understand the English language. The Site Manager or alternate shall be available during performance of the work required.

(c) Other Personnel: The Contractor shall furnish supervisory, administrative, and direct personnel to accomplish all work required in strict accordance with contract specifications. The Contractor may not hire any person(s) whose employment would result in a conflict with legal residents of the United States to accomplish all work and services specified herein. All employees shall by physically able to perform the work involved. Contractor employees are expected to have a minimum required amount of experience in their respective field prior to working on cemetery grounds. Any administrative employees through the contractor are required to have a minimum level of experience in their respective field prior to working with the Contractor.

(d) Cemetery Activities: To cause the least possible interference with cemetery activities, contract personnel will stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony. The Site Manager will re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

(e) Communication & Coordination of Work with COR: The contractor will notify the COR (or designee) at least one (1) working day prior to having contractor staff working at the cemeteries to facilitate contractor oversight. Work done without proper advance notification may not be recognized by the government as having been completed. Additional communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period. Comment by Becknell, Tene: Why is this verbiage red? Comment by Becknell, Tene: Revise. This is outside of the COR’s general delegated authority.

(f) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Representatives.

A.5.3 INVOICES & PAYMENT

Comment by Becknell, Tene: Revise to reflect that invoices are to be submitted electronically.

The contractor shall submit a monthly invoice, electronically, in arrears to the COR for all services rendered during the calendar month. The contractor shall ensure that invoices are sent promptly and that invoices accurately account for work performed. Invoices shall reference the appropriate contract and purchase order number, identify services rendered as “complete” and/or “partial” turf application, and extended cost. The COR will review each invoice for accuracy and certify for payment.

A.5.4 FEDERAL HOLIDAYS Comment by Becknell, Tene: There is a federal holiday missing from this list.

All work required under this contract will be done during normal business days and daylight hours. Unless otherwise agreed, all work at all locations shall be accomplished during normal cemetery hours of operation which are Monday through Friday, 7:30 a.m. to 4:00 p.m. Work is normally not conducted on Federal holidays. The following is a list of the Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

A.1 INSURANCE

(a) 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 Maryland.

(b) 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 will 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 will 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.

A.2 CONTRACTOR RESPONSIBILITIES

(a) Contractor’s employees shall wear all required safety equipment such as goggles or face shield, hearing protection, hard hats, respirators, if required, and uniforms identifying them as an employee of the contractor. The contractor shall be responsible for training and safety precautions prescribed by OSHA standards.

(b) The contractor shall phase all work in such a manner, as not to impact on or interfere with cemetery operations. The contractor shall cease work within 100 yards of any committal service in progress while performing under the contract.

(c) The contractor shall observe all traffic, parking, directional signs and regulations when using the cemetery’s roadways. Contractors shall park only on cemetery roads.

(d) The contractor shall leave all work areas free of debris and in the same condition as before the work commenced. The contractor shall take all necessary precautions to protect vegetation, as appropriate, in the immediate work area(s).

(e) The contractor shall be liable for any damage to headstones and markers caused by contractor personnel arising out of or resulting from performance under the contract.

(f) Contractor employees shall be fully always clothed, to include an upper garment to cover the body from the waist to neck and long pants. Garments that have a message of slogan other than the contractor’s business attire is prohibited.

(g) Contractor personnel do not engage in loud or boisterous behavior, use profane or abusive language or use personal radios. Due to the sensitive mission of the Cemetery, contractor employees must exercise courtesy and respect while within the cemetery. If inquiries are received from visitors, they are to be referred to the COR and/or Baltimore National Cemetery Director.

(h) Restrooms are available for Contractor personnel at Baltimore National Cemetery. Restrooms are not available at any other location.

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

A.8: DISCREPANCY REPORTING PROCEDURES:

a) a Contract Discrepancy Report (CDR) (See Attachment B) shall be issued when work is found to be below the Minimally Acceptable Level listed in the Quality Assurance Surveillance Plan or if found to be unsafe, or in violation of Contract Requirements.

b) The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

c) If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

d) Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified. Failure to correct discrepancies in the required time frame or repeated occurrences of discrepancies will result in issuance of a CDR.

e) When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

f) A CDR will be prepared by the COR and forwarded to the CO and Contractor.

(End of Work Statement) ATTACHMENT – A: Work Summary & Progress Report

Project Title:

TURF/FERTILIZER APPLICATIONS, GROUNDS MAINTENANCE

Contract No: _____________________________________

Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test some or all of the services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. The Government shall exercise its post-acceptance rights—

(a) Within a reasonable time after the defect was discovered or should have been discovered; and

(b) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

Work Completed & Submitted for Acceptance (This form is not to be used as an Invoice)

Date Completed:

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Mowing, Trimming, Edging & Debris Removal

Date Completed:

Mowing, Trimming, Edging & Debris Removal

Date Completed:

Comments:

Report below any comments, issues and/or circumstances which may have adversely affected work progress such as weather, turf conditions, strikes, delays by the Government, etc.

Note: Contractor shall sign confirming that services indicated have been completed. Government shall also sign in acknowledgment of receipt of the Progress Report.

Duplicate Form as Necessary

ATTACHMENT - B

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CONTRACT DISCREPANCY REPORT

1. CONTRACT OR AGREEMENT NUMBER:

2. REPORT NUMBER FOR THIS DISCREPANCY:

3. TO:

4. FROM:

5. DATES

a. DISCREPANCY IDENTIFIED:

b. CDR DELIVERED/RECEIVED:

c. INITIATE CORRECTIVE ACTION:

6. DISCREPANCY OR PROBLEM: (Describe in detail. Include reference to PWS section; use attached continuation sheet(s) if necessary.)

7. SIGNATURE OF COR:

DATE:

8. SIGNATURE OF CONTRACTING OFFICER:

DATE:

9a. TO:

9b. TITLE:

10. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE. (Cite applicable Quality Control Plan procedures or new procedures. Use attached continuation sheet(s) if necessary.)

11. SIGNATURE OF CONTRACTOR REPRESENTATIVE: DATE:

12. GOVERNMENT ACTIONS. (Acceptance, partial acceptance, rebuttal. Use attached continuation sheet(s) if necessary.)

13. GOVERNMENT EVALUATION. (Acceptance, partial acceptance, rebuttal. Use attached continuation sheet(s) if necessary.)

14. CDR CLOSE OUT. (Following successful resolution of contract discrepancy(ies).)

ACKNOWLEDGEMENT: TO THE BEST OF MY KNOWLEDGE AND BELIEF - INITIALS DATE

a. CONTRACTOR: (I accept that appropriate corrective actions and close out remedies where employed.)

b. COR: (I accept that appropriate corrective actions and close out remedies where employed.)

c. CO: (I accept that the parties worked cooperatively to correct the discrepancy(ies).)

CONTRACT DISCREPANCY REPORT (block 6 continuation sheet)

6. DISCREPANCY OR PROBLEM: (Describe in detail. Include reference to PWS section.)

CONTRACT DISCREPANCY REPORT (block 10 continuation sheet)

10. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE. (Cite applicable Quality Control Plan procedures or new procedures.)

CONTRACT DISCREPANCY REPORT (block 12 continuation sheet)

12. GOVERNMENT ACTIONS. (Acceptance, partial acceptance, rebuttal.)

CONTRACT DISCREPANCY REPORT (block 13 continuation sheet)

13. GOVERNMENT EVALUATION. (Acceptance, partial acceptance, rebuttal.)

INSTRUCTIONS FOR COMPLETION:

1. State the base contract or agreement number for which task/delivery orders are being issued against.

This includes agency awards which contain either A, C, or D in the numbering convention (e.g. VA118- 16-C-0001) as well as VA FSS or NAC BPAs. This also includes MAS, GWACs, and other agency MACs authorized as either assisted acquisition or direct acquisition by another agency.

2. Generate a unique report number to track each CDR, using the current order number which contains F or J; or definitive contract number which contains C, followed by the initials ‘CDR’ and then a sequential number, as the official numbering convention (e.g. [VA118-16-F-0202]CDR-0001).

3. Print name of the Prime Contractor Company.

4. Print name of the division/department/party affected by the discrepancy.

5. Pertinent dates, (a) when was the discrepancy first identified, (b) when was the CDR delivered to the Contractor POC for their review/comment, and (c) after delivery of the CDR when does the Program Office require corrective actions to commence. (Note: The CDR is considered to be received by the Contractor at time of delivery).

6. Provide a concise yet vivid explanation of what the discrepancy is. Cross reference the discrepancy to the corresponding PWS, PRS and/or QASP sections in discrepancy.

7. COR signs, certifying delivery of the CDR.

8. CO signs, certifying notification of CDRs delivery.

9. Responsible Contractor POC name and title (e.g. Program Manager, CEO, etc.).

10. The Contractor POC narrative explanation as to what, in their view, caused the discrepancy along with the proposed corrective measures.

11. The Contractor POC signs, certifying responsibility for correcting the CDR.

12. In the event there is shared responsibility for causing the discrepancy, the Government must also state actions it will take concurrent with Contractor actions, otherwise this is not applicable. (Note:

Government actions will be initiated commensurate with the date established at block 5(c).)

13. After corrective actions have been taken, evaluate whether actions had an impact in being able to resolve the discrepancy. In the event corrective actions are long term in scope, evaluate whether proposed actions provide adequate assurance of being able to resolve the discrepancy. For any matter that is not able to be resolved, the Program Office shall initiate steps for issuance of a cure notice.

14. Upon successful resolution of the discrepancy, or after determining that either a cure notice or stop-work order is required, the CDR shall be acknowledged as a closed action.

1 CONTRACT OR AGREEMENT NUMBER:

2 REPORT NUMBER FOR THIS DISCREPANCY:

3 TO:

4 FROM:

a DISCREPANCY IDENTIFIED:

b CDR DELIVEREDRECEIVED:

c INITIATE CORRECTIVE ACTION:

6 DISCREPANCY OR PROBLEM Describe in detail Include reference to PWS section use attached continuation sheets if necessary:

7 SIGNATURE OF COR:

DATE:

8 SIGNATURE OF CONTRACTING OFFICER:

DATE_2:

9a TO:

9b TITLE:

10 CONTRACTOR RESPONSE AS TO CAUSE CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE Cite applicable Quality Control Plan procedures or new procedures Use attached continuation sheets if necessary:

11 SIGNATURE OF CONTRACTOR REPRESENTATIVE:

DATE_3:

12 GOVERNMENT ACTIONS Acceptance partial acceptance rebuttal Use attached continuation sheets if necessary:

13 GOVERNMENT EVALUATION Acceptance partial acceptance rebuttal Use attached continuation sheets if necessary:

a CONTRACTOR:

INITIALSI accept that appropriate corrective actions and close out remedies where employed:

DATEI accept that appropriate corrective actions and close out remedies where employed:

b COR:

INITIALSI accept that appropriate corrective actions and close out remedies where employed_2:

DATEI accept that appropriate corrective actions and close out remedies where employed_2:

c CO:

INITIALSI accept that the parties worked cooperatively to correct the discrepancyies:

DATEI accept that the parties worked cooperatively to correct the discrepancyies:

6 DISCREPANCY OR PROBLEM Describe in detail Include reference to PWS section:

10 CONTRACTOR RESPONSE AS TO CAUSE CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE Cite applicable Quality Control Plan procedures or new procedures:

12 GOVERNMENT ACTIONS Acceptance partial acceptance rebuttal:

13 GOVERNMENT EVALUATION Acceptance partial acceptance rebuttal: