B.3



B.3DESCRIPTIONS/SPECIFICATION/STATEMENT OF WORKBackground: The Department of Veterans Affairs (VA), National Cemetery Administration (NCA) furnishes headstones, markers, medallions and niche covers for deceased veterans worldwide. Memorial headstones, markers and niche covers are also furnished to memorialize veterans whose remains are non-recoverable.Purpose: The purpose of this contract is to provide onsite inscription on the back (reverse) side of existing upright marble headstones set at:Barrancas National CemeteryNaval Air Station1 Cemetery RdPensacola, FL 32508Phone 850 453 4108General: The contractor shall provide all labor, equipment, and materials necessary to perform final inscription services at the gravesite on existing upright cemetery headstones. Performance Period: The contractor shall have 10 business days, excluding federal holidays, as counted from the date following the day an order is sent to the contractor until the until the backside of identified monuments inscribed. Unit Price: The unit price is all-inclusive and covers the complete inscription ordered, regardless of the total number of lines or characters. The unit price shall be the total price paid for each monument inscribed at the cemetery. Material Specifications:Description #1:Reverse (back) side of upright headstoneProduct Code:R2Drawing No.:A-U1-1 through 2, dated 06/05/2013Inscription Specification: Letters, Fonts, Numbers & Other Characters for Government, Headstones, Markers and Niche Covers Drawing No.:A-LFN&OC-1 thru 3, dated 06/13/2016 Emblems Drawing No.:A-EM Cover Page, dated 6/28/2018A-EM-1 Rev, dated 12/23/2017A-EM-2 Rev, dated 12/23/2017A-EM-3 Rev, dated 12/23/2017A-EM-4 Rev, dated 12/23/2017A-EM-5 Rev, dated 6/28/2018Government Property: The contractor shall be responsible for cleaning up blasting grit and stone dust which may accumulate on the lawn and adjoining headstones. The contractor shall also be responsible for protecting nearby headstones during the movement of contractor’s equipment and machinery to the blasting site. Any damage to headstones or cemetery grounds shall be reported to the cemetery point of contact and to MPSProgSupport@.Scope of workContract Period: This contract covers the period from October 1, 2018 thru September 30, 2019 with (4) 1-year options, if exercised, to extend the term of the contract through September 30, 2023. Contractor Services: This service includes all labor and materials necessary to provide:Inscribe government-furnished blanks per specifications in this Statement of Work and per formatting instructions delivered to the contractor. If lithichrome is to be applied, the contractor shall apply lithichrome as ordered. Workmanship: Completed inscriptions shall be free from defects due to broken or blown out lettering. Repairs or patching of any such defects or the presence of oils, scuff marks, glue, crayon marks, direct adhesive and excessive dust shall be a cause for rejection.Product: The contractor shall inscribe all information as contained in an electronically transmitted order. The contractor’s pricing of items listed in schedule is an all-inclusive price. This all-inclusive price includes all items as shown on the technical drawings listed in section 6.0. The end or limit of each inscribed line shall be as shown on the order. If any deviation from this is encountered, the contractor must contact the MPS Program Unit at MPSProgSupport@.Inscriptions shall be made using an air blast abrasion method with a suitable non-hazardous aggregate. The inscription shall have depths consistent with what is referenced in the technical drawing and shall conform to the dimensions of letters and inscriptions as shown on the drawings. The layout of letters, numbers and emblems shall conform to scenarios in the technical drawings.Lithichrome shall not typically be used on inscriptions provided under this contract. Whenever lithichrome is required, “ADD LITHICHROME” shall be notated on the order. When lithichrome is applied, it shall be N4 or lower as judged against the Munsell Neutral Value Scale, Matte (31-step scale).Submittal by Potential Offerors:All potential offerors shall submit, at their expense, one marble inscription sample by the closing date of this solicitation. The sample shall be used to determine the potential awardees’ ability to manufacture inscriptions meeting criteria specified herein. The sample shall be clearly marked (on the back) with permanent marker to show the following:? Contractor’s name and the government’s solicitation number.? Refer to Addendum 1 & 2 for additional evaluation criteria.The sample must be received by Memorial Products Service (MPS) prior to closing date. If one or more of the samples are disapproved by MPS, a notification attempt will be made via phone and/or email. Potential offerors shall have until closing date of the solicitation to resubmit another sample.Reverse (backside) Inscription: The following dimensions and inscription shall be used for this sample: R2, reverse (backside) headstone inscription, 24” x 12” x ?”Emblem #60 (refer to drawings for actual emblem to be inscribed) TED McROBERT (refer to drawings for correct size of “c”) US ARMYJUNE 27 1948JUN 6 2017 TENDERLY KINDDEFIANT WITH A SMILE& UNSELFISHLY GENEROUS All potential offerors who have submitted and received approval within the last 12 months, for a sample, of the same type listed in this Statement of Work, may submit a copy of that approved review with the bid to avoid submitting a full sample as described above.The sample(s) shall be received by Memorial Products Service (MPS) prior to closing date. If a sample is disapproved by MPS, you shall receive notification by the Program Support Unit and have until the closing date of solicitation to resubmit samples.NO samples will be accepted after closing date.Once submitted the sample(s) becomes the property of the Department of Veterans Affairs and will not be returned. Submit sample(s) and test results to the following address:Department of Veterans AffairsMemorial Programs ServiceProgram Support Unit, Rm. 600J1575 Eye Street, NWWashington, DC 20005Full size copies of these drawings are available upon request at no additional charge to potential vendors. The request should be e-mailed to the NCA Memorial Products Service (MPS) Program Support Unit at MPSProgSupport@ and should include the contractor’s name, physical street address, phone number, e-mail address, and the name of the drawing(s) requested. If hard copies of the drawings are desired, e-mail the request to MPS with sufficient time for the drawing to be mailed. MPS recommends vendors use full size drawings for determining work requirements. An extension to the solicitation’s closing date may not be granted for failure to request the technical drawings with sufficient lead time.Contractor Requirements: Inscription services shall begin days after the contractor award date. Before submitting a bid, it is the responsibility of the contractor to perform due diligence for the contract requirements.Contractor and cemetery staff will be responsible for completing Appendix B and C when documenting the completion of inscribed headstones. (Refer to 19.0)Cemetery RequirementsChecking In, Upon Arrival and Departure: The contractor shall be required to check in with a pre-determined cemetery representative upon each arrival to the cemetery and to provide the representative a listing of the inscriptions for which blanks are being picked up. This listing should include the decedents’ name and section/grave number as listed in the order electronically sent to the contractor. Upon departure from the cemetery following completion of one or more headstones, the contractor is required to provide the cemetery representative a listing of the completed inscriptions. If the contractor did not complete all inscriptions as listed (due to damage, discovery of previously unnoticed inscriptions error(s), or blowouts, the contractor should notate the list for the cemetery representative. If unfinished items remain for further inscription, the contractor shall notify the cemetery of the intended date the unfinished item(s) will be inscribed. Authorized Hours: All work for pickup and deliver at the cemetery shall be performed between the hours of 8:00 a.m. and 4:30 p.m., local time, Monday through Friday, excluding Federal holidays. Work performed during non-duty hours, weekends and holidays will be at the discretion and with the written approval of the cemetery director and at no additional cost to the Government.Impact on other Cemetery Operations: The contractor agrees to coordinate all blasting operations in a manner that does not adversely impact cemetery operations or cemetery visitors. The contractor must notify the cemetery at least 2 hours in advance of planned inscribing at the cemetery.Conduct on Cemetery Property: While performing work on cemetery property, contractor personnel shall adhere to the following standards of dress and conduct. These standards and regulations are enforceable under Title 38, U.S.C., Section 218. National cemeteries are shrines; contractor personnel appearance and conduct shall be professional and unobtrusive at all times. All contractor personnel shall wear long pants while on cemetery grounds unless approved in writing by the cemetery director.Contractor personnel shall not sleep on cemetery grounds, sit, and lean or stand on erected headstones, or put equipment or materials on erected monuments, nor lean or place any equipment or materials on erected monuments. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.Contractor 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, 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, and shall jeopardize the contractor’s chance of receiving an award a future contract or the renewal of a current contract.The contractor shall ensure all motor vehicles used on cemetery grounds to perform requirements under this contract meet inspection, safety, licensing, registration, and insurance requirements. All contract personnel operating vehicles shall have a valid driver’s license.Garments displaying a “message” or slogan” other than the contractor’s business name are prohibited. Offensive tattoos shall be covered.Public restrooms at the cemetery are for visitors only. Breaks and lunch shall not be eaten on cemetery property.At least one contractor staff member must speak fluent English when the contractor is working on cemetery ernment Quality Assurance (QA)Site Inspections: Quality assurance (QA) inspections of the contractor’s completed work shall be conducted during the contract period by the designated COR of the Memorial Products Service, Program Support Unit, and the designated alternate cemetery COR, to assure contract performance. Visits to the Contractor and the cemetery shall be scheduled at a time so as to ensure inspection of the Contractor’s production. The Government reserves the right to perform quality audit inspections without prior scheduling or notifications to the contractor.During each QA visit, a complete assessment of the Contractor’s operation shall be made, to include the following areas:Performing quality inspectionsMaintaining QA records indicating the quality of the inscribed headstones and,Maintaining a working area, that is safe --- not endangering either cemetery staff or cemetery visitors and in a manner, that is in compliance with environmental and health regulations.Contractor’s Quality SystemReporting: The contractor shall develop and maintain a written inspection system that documents the quality and timeliness of finished products. The contractor shall provide, to the designated COR of the MPS Program Support Unit and the cemetery ACOR, reports on the contractors’ processing and completed inscriptions. Weekly reports shall be emailed to MPS MPSProgSupport@, attention of the designated COR. Such reports are typically submitted in spreadsheet format using the Microsoft Excel. The reports shall be due to the designated COR by the close of business on Tuesday of each week. Should this day fall on a holiday, the report shall be submitted the day before the holiday. Each report shall include the following information on daily basis:Date order receivedPurchase order numberShipment numbersQuantity of items associated with each shipment numberDate providedQuantity of orders providedQuantity of orders pendingEstimated completion dates for pending ordersDate of invoice, invoice number, quantity per invoice, invoice dollar amountNumber of orders cancelled (include shipment number and name)Quality Complaints: The contractor is responsible for the performance, inspections and quality assurance as required by this contract. The contractor shall develop and maintain a written inspection system that documents the quality of all finished products resulting from the inscription of government headstones. The government reserves the right to perform any inspections deemed necessary to assure headstones are inscribed in accordance with the specifications of the contract.The receipt of a quality complaint or a quality audit inspection indicating non-compliance with the specifications/contract shall be considered reason for a visit and review of the contractor’s quality assurance program. The Government reserves the right to impose 100% Government Quality Inspection for an indefinite period due to quality problems. Indicative, but not all-inclusive, examples are:Nonconforming product inscriptionsCompleted product inscriptions that passed the contractor’s inspection system but fail the Quality Inspection of the designated COR or ACOR.Deficiencies that adversely affect performance of the contract existing in areas such as:Inspection systemInspection personnelProduction processProduction controlPlanning and schedulingEmployee trainingSafetyThe designated ACOR for the cemetery shall inform the Contractor of noted deficiencies and shall discuss with the contractor what corrective action(s) will be taken.When issue(s) arise regarding an inscription on a product not meeting the specifications standards and the issue(s) cannot be resolved between the Contractor and cemetery’s ACOR, the discrepancy will be routed to the primary COR within MPS. If further action is needed, the Contracting Officer shall make a final determination as to whether resolved at the contractor’s expense or at the Government’s expense.Contractor Records and Files: The Contractor shall maintain records and files of all documents relating to each order filled under each Government Headstone and Marker contract. Said files shall minimally contain, manufacturing quality assurance checklist, final inspection and acceptance reports, Delivery Order Numbers, dates completed and date invoiced. Said files are in addition to any similar information provided to or by the government and shall be available upon request to the designated COR during on-site quality assurance inspections.A running status report for all completions shall be e-mailed to MPSProgSupport@ by the close of business on Tuesdays. If any order is completed late or projected to be completed beyond the contractually required due date, the contractor shall identify the reason(s) for the delinquency, what actions are underway to resolve the tardiness, and the projected future date for completion (projected completion dates which are past the reporting date are unacceptable). Processing of orders and time of delivery:Email Address: Contractors shall provide a single email address for electronically receiving orders. Orders shall be electronically distributed by MPS to the contractor’s provided email address, Monday thru Friday, excluding federal holidays. Contractors shall complete orders on a first in/first out basis, except for those items where accelerated delivery is requested. Each order for Normal delivery shall be produced in numerical sequence, by shipment number (FIFO – first in, first out).Normal delivery: All monuments with the exception of those identified for accelerated delivery shall be manufactured, inspected and released to the cemetery within 10 business days following the date the order was sent by MPS.Accelerated Request (Casualties of War): It is the goal of NCA to ensure the grave of an active duty service member, who dies as a result of enemy action, is marked on the day of interment. When the cemetery director or MPS is made aware of a pending burial request for a U.S. casualty of war, they will provide the inscription. These orders are estimated to be less than 1% of the estimated orders for the life of the contract. The Government will provide the inscription to the contractor with not less than 2 calendar days advance notification, and advise the contractor when the inscription needs to be completed. All inscriptions identified as an accelerated delivery shall be provided at no additional cost to the government for the accelerated processing.Inscription Correction/Cancellations of Orders: Occasionally, it shall be necessary to request from the contractor that a correction is made or that an order be cancelled. These corrections/cancellations shall be forwarded by e-mail to the contractor only by a COR (Contracting Officers Representative or ACOR (Alternate Contracting Officers Representative) within one (1) business day of receipt of the order. The contractor will be required to respond to each e-mailed request with a copy to MPSProgSupport@va.gogv within one (1) business day following receipt of the correction or cancellation notice.Use of Appendix C – Completion of Inscription Service(s) (Process Responsibilities) (Reference Addendum 3)The contractor will be responsible for completing Appendix C – Completion of Inscription Service(s) form. The contractor will complete the top portion of the form, checking the appropriate box and inserting the quantity of monuments that are ready for final inspection by cemetery personnel. Shipment numbers will be inserted for each monument completed. The contractor must inform the cemetery in advance that monuments are ready for final inspection. This should be at a pre-determined, mutually agreeable time as established between cemetery and contractor personnel.Upon receipt, cemetery personnel are responsible for a final inspection and acceptance of satisfactorily completed monuments using the Monument Order Acknowledgement Report (MOAR). Any rejects will be noted on the form (Appendix C) and the cemetery inspector will sign and date for the cemetery. Both parties should retain a copy for their records.The cemetery will be responsible for scanning and emailing a copy of the Appendix C form, to the MPS COR, which will be used when certifying invoices for payment by the contractor.The cemetery will also be responsible for updating BOSS with the receipt date, which should match the date on the Appendix C form.Reorder of Rejected Inscribed Products A credit, either for the original order or its replacement, must be identified in invoices for items rejected due to contractor error(s). Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, primary MPS Contracting Officers Representative (COR), Cemetery’s alternate Contracting Officers Representative (ACOR) and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.Primary Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.Alternative Contracting Officer Representative (ACOR): The (ACOR) will be located at the cemetery level, selected by the cemetery director and identified by a separate letter. The ACOR monitors all aspects of the inscription process to includemonitoring of the inscription area and contractor personnel; inspection of finished inscriptions to include quality, depth, blow-outs, lithichrome application (if required); comparison of inscribed monuments with the BOSS MOAR report; reporting to the CO and COR any deviations or issues pertaining to contract performance; maintain written and oral communications with the contractor maintaining files until contract expiration; partner with COR to complete CPAR requirements on a timely basis. The ACOR is not authorized to change any of the terms and conditions of the contract. Procedures (Administrative and other)Government ResponsibilitiesMPS shall email formatted orders on weekdays, when available, to a contractor’s self-designated email address.Within 2 workdays, MPS shall clarify formatting questions regarding ordered items or advise the contractor as to whether extra time is needed to provide a reply. The contractor shall submit questions to MPSProgSupport@ in order for MPS to provide guidance regarding questionable circumstances.Questions or issues regarding processing of an order, which cannot be resolved through submission to MPSProgSupport@, shall be routed by MPS to the contracting officer for ernment Headstone and Marker Drawings: The Contractor shall ensure that copies of all relevant Government-provided drawings for production of headstones/markers under each contract are maintained on file and are available to the designated COR, upon request, during on-site Quality Assurance inspections.Point of Contact at MPS, Program Support Unit: E-mail MPSProgSupport@[END OF STATEMENT OF WORK/SPECIFICATION]Addendum 1SAMPLE REVIEW - Reverse INSCRIPTION (R2)Date:Prepared by: ?Contractor: Cemetery: ?Solicitation # Date Received: ?Quarry:n/aShipper: ?Test Results:n/aTracking #:???CriteriaSpecificationSamplePass/FailCommentsLithichromenonenonePass???L-1 letter height1-1/8"???L-1 letter depth5/32" - 7/32"???L-3 letter heightL-3 letter depthL-4 letter height3/4"?????L-4 letter depth???Emblem height3"?????Emblem depth???Intra-Line Spacing ?????Free of residue, adhesivesInter-Line Spacing???Ref: Drawing No.:A-U1-1 thru 2, A-LFN&OC-1 thru 3, A-EM 1 thru 5?Recommendation: ?????Addendum 4APPENDIX C – COMPLETION OF INSCRIPTION SERVICE(S) I certify that the inscriptions have been completed per contract specifications on the government-furnished headstones, markers, or niche covers identified below. Printed Name of VA Contractor: _______________________________________________ Signature:_________________________________________Date:___________ Check the appropriate box and enter the quantity of the type of headstone, marker or niche cover that has been completed and ready for inspection. (R2) Marble, Reverse Headstone Inscription ??Quantity: ______ Shipment Number (s) (required); rejects are to be marked and reported.============================================================= I certify that the headstones, markers, or niche covers identified above were received by me and the quantity of items has been verified. Printed Name of Cemetery:_________________________________________________ Signature:_________________________________________Date:___________ ................
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