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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 03, 2016 FBO #5459
DOCUMENT

S -- Sources Sought Request (FY17) Grave Liners Services for SDVOSB/VOSB Companies Florida National Cemetery - Attachment

Notice Date

11/1/2016
 

Notice Type

Attachment
 

NAICS

327390 — Other Concrete Product Manufacturing
 

Contracting Office

Department of Veterans Affairs;NCA Contracting Service;75 Barrett Heights Rd. Suite 309;Stafford VA 22556
 

ZIP Code

22556
 

Solicitation Number

VA78617N0039
 

Response Due

11/4/2016
 

Archive Date

1/3/2017
 

Point of Contact

Max Andrade
 

E-Mail Address

al
 

Small Business Set-Aside

Veteran-Owned Small Business
 

Description

Synopsis: This announcement constitutes a Sources Sought Notice. This is not a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes only and is not to be construed as a commitment by the government, implied or otherwise, to issue a solicitation or award a contract. The Department of Veteran Affairs, National Cemetery Administration, is seeking qualified sources to furnish all necessary labor, material, equipment and supervision for Grave Liner Services to the Florida National Cemetery, 6502 SW 102nd Avenue, Bushnell, Florida 33513. The purpose of this notice is to determine interest and capability of potentially qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small-Businesses (VOSB) relative to the North American Industry Classification code (NAICS) 327390 Other Concrete Product Manufacturing Services. The Small Business Size Standard is 500 numbers of employees. To make an appropriate acquisition decision for this requirement, the Government will use responses to this sources sought synopsis. The type of solicitation issued and the manner of advertisement will also depend on the response to this sources sought synopsis. Description: Scope of Work 1. General Information 1.1. Title Of Project: Purchase and Installation of Concrete Grave Liners 1.2. Scope Of Work: The Contractor shall provide, deliver and install concrete grave liners and lids to Florida National Cemetery, Florida as specified and in accordance with all of the terms, conditions and provisions and the schedule of this notice. The Government has the right to exercise, one, two, three, or all four of the one (1) year options, but is not required to do so. 1.3. Background: The Contractor shall provide and install grave liners and lids for the Florida National Cemetery, on an as needed basis. This includes all labor, equipment and materials necessary to complete this job. ESTIMATED DAILY VOLUME a. The Contractor will be required to deliver, unload, occupy with casket, install lid, transport and set grave liners on an as needed basis, Monday through Friday. Grave liners that are needed for Sections 1 and 2, are primarily oversized and standard. Contractor shall be able to deliver a grave liner for a Monday morning add-on. b. In the event that a casket burial is scheduled by the cemetery on a weekend or holiday, the Contractor will be required to provide a liner and installation services as otherwise required under this contract. c. Based on historical precedent, weekend or holiday casket interments are estimated at six (6) per calendar year. d. No additional or special charges may be assessed or invoiced by the Contractor for required weekend or holiday services. 1.4. Performance Period: The Contractor shall provide service to the cemetery as required under this statement of work at the onset of the contract period, unless otherwise directed by the Contracting Officer. Due to the timeliness of the services provided, any inability of the Contractor to provide contracted services must be reported to the Contracting Officer or COR immediately. PERFORMANCE PERIOD a. BASE YEAR: b. 1st OPTION YEAR: c. 2nd OPTION YEAR: d. 3rd OPTION YEAR: e. 4th OPTION YEAR: 1.5. Type Of Contract: Firm-Fixed-Price. 2. Post Award Contract Meeting The Contractor shall not commence performance of the tasks in this Statement of Work until the Contracting Officer has conducted a Post Award Contract meeting or has advised the Contractor that the meeting is waived. 3. Specific Mandatory Tasks and Associated Deliverables Description of Tasks and Associated Deliverables: The Contractor shall provide the specific deliverable described below within the performance period stated in Section 1.4 of this Statement of Work. 3.1. DELIVERY ORDERS: a. Orders for grave liners and installation services will normally be placed by the cemetery with the Contractor a minimum of one day in advance. b. The working day s liner order will be provided by the Cemetery by means of a burial schedule faxed to the Contractor by 4:00 p.m. the previous business day. c. On an occasional basis, the Cemetery Director or his/her designee may be required to authorize a same day or add-on interment. Liners required for these burials will be drawn from the liners kept on station as a contingency (see section 4.4.c). In such cases the vendor will adjust the itemized unit record that accompanies the monthly invoice to reflect any additional liners (See Section 4.7). As requested, an updated burial schedule may be requested from the cemetery for the vendor s records. d. All orders will be subject to the terms and conditions of this contract. The initial delivery of grave liners and lids shall be within ten days of the contract award or on the first day of the performance period, whichever is later. 3.2. DELIVERIES: a. All deliveries of products and services under this contract will be made to the following address: Florida National Cemetery b. Delivery of liners will be accomplished by 8:30 a.m. the next working day following the placement of the order by the cemetery. c. All grave liners shall be delivered to the Grave Liner/Vault Staging Area designated by the Cemetery Director or his designee. d. Normal hours for interment operations involving the installation of grave liners is 8:30 a.m. through 4:00 p.m. e. Deliveries will be permitted through all gates of Florida National Cemetery. 3.3. INSTALLATION: a. All installation normally associated with the placement of grave liners will be the Contractor s responsibility. Sufficient manpower will be provided by the Contractor for the acceptable and timely installation of all liners under this contract so as not to adversely affect or delay the completion of the interment schedule. Florida National Cemetery will not provide employees to directly assist in the installation of these units. b. Caskets will normally be placed in grave liners after the grave liner is placed in the grave. The lids of liners will be positioned and secured on a flat surface until they are placed atop the box. c. For interments in active burial areas of the cemetery, the Contractor shall deliver and lower liners into gravesites by means of an industry standard vault cart or based on seasonal and ground conditions and with approval by the Cemetery Director or his/her designee, the contract may alternately make use of a specialized boom truck. Regardless of location, the Contractor shall provide any additional tools and equipment necessary to remove the burial container from the transporting vehicle and lower it into the gravesite. (i). Grave liners will be visually spotted and placed in accordance with gravesite alignment. (ii). All liners and vaults will be installed in gravesites by means of level lowering procedures and with a minimum of swing from side to side. d. Where a second casket burial is anticipated in the same gravesite at a later date, the cemetery may direct the placement of a second covered and empty liner beside the interment. Occasionally there may be a need for a double depth interment, maximum placement in a 6x8 gravesite is four crypts. The order for any second liner for a gravesite will be made the previous day, except in the case of a same day add-on interment (See Section 4.1.c). e. For interments in established burial sections, the Contractor shall be required to employ an industry standard self-propelled and powered vault carrier to minimize damage to existing gravesites. All such vault carriers will employ properly rated manual or motorized hoists or winches and stabilizers. f. Based on seasonal and ground conditions and with approval by the Cemetery Director or his/her designee, the contract may alternately make use of a specialized boom truck. g. No equipment employed by the Contractor in developed burial areas will exceed 11,000 pounds gross axle weight (See Section 4.14.e). h. The Contractor agrees to phase all work in such a manner as not to impact on or interfere with cemetery operations. The Contractor shall not operate equipment, machinery, or otherwise perform contract work within 250 feet of any ongoing interment service. The COR, at his discretion, may direct and arrange the Contractor's performance in specific areas of the cemetery to ensure smooth cemetery operations. 3.4. GENERAL: a. It is the Contractor s responsibility to keep pace with the grave liner installation requirements for Florida National Cemetery and to remain in close proximity to cemetery excavation and interment crews as directed and customarily required. The cemetery normally employs up to two crews for daily gravesite excavation, closing and finishing in burial areas throughout the cemetery grounds. b. Casket gravesites at the cemetery measure 6 x 8 feet and are often found in close proximity to trees, shrubs, fences and other obstructions. This and other operational factors demands precision and care in the placement of grave liners. c. Irrespective of other requirements and provisions under this contract, the Government reserves the right to make its own installation of a thermoplastic grave liner in any gravesite as demanded by local operational conditions. In such circumstances the cemetery will not be charged for liners originally ordered but not delivered for these gravesites. 3.5. DAMAGE: a. Removal, replacement or corrective work that is required because of neglect by the Contractor will be accomplished at no additional cost to the Government and without significant impact on other normal operations of either the Contractor or the cemetery. b. Damage to grave liners, privately ordered vaults, gravesites or surrounding areas or objects that are the result of Contractor error or neglect may require restitution, repair or replacement at no cost to the Government. c. Corrective work shall not require cemetery personnel to work beyond the normal close of business at 4:30 p.m. d. Changes in the cemetery s schedule and work assignments or delays in burial operations are prohibited under this contract. Excessive or repeated delays or associated problems in this regard may result in default action for the termination of the contract. 3.6. DAMAGED/REJECTED LINERS: a. All damaged or rejected grave liners shall be removed, without exception, from the cemetery grounds within 15 calendar days of the date they are identified. 3.7. INVOICES: a. The Contractor shall provide a consolidated invoice not later than the 5th working day of the month for units delivered and set during the previous month. b. Invoices shall include information as required by solicitation clauses (see FAR 52.212-4). The invoice: (i). Will clearly indicate the Purchase Order number established for use during the current Fiscal Year and (ii). Will be mailed or faxed to the appropriate payment office as directed as a part of the awarding of the contract. c. No later than the third business day of the following month, and in addition to transmitting the invoice to the VA s payment processing office, the vendor will provide the cemetery with an invoice along with a separate record of individual units and the names and grave numbers applicable to each placement from the cemetery s daily burial schedule. This list will be reviewed by the cemetery for any discrepancies with its interment records. All discrepancies will be reconciled with the Contractor prior to the submission of the final monthly invoice. 3.8. GRAVE LINER SPECIFICATIONS: a. This specification states physical requirements and test methods for performance pertinent to the structure, design, workmanship, and other significant aspects of concrete grave liners to be furnished and installed at Florida (i). A number of different materials and methods of manufacturing grave liners may be used to meet the structural and performance requirements. (ii). Materials and methods used in the manufacturing process have different properties which will affect the end performance and suitability of the product in its intended use. (ii). This specification includes various requirements designed to identify these individual characteristics. b. Grave liners shall be a one piece box with a separate lid. 3.9. REQUIREMENTS: a. Grave liners will be provided in four sizes. The internal dimensions given below are nominal for the standard sizes. Small variances are permitted in the use of standard commercial products providing their size permits the use of commercially available caskets. (i). Small Liner 58 inches long by 20 inches wide by 18 inches high. (ii). Medium Liner 86 inches long by 30 inches wide by 24 inches high. (iii). Oversize Liner 90 inches long by 32 inches wide by 26 inches high. (iv). Extra Large 92 inches long by 36 inches wide by 28 inches high. Grave liners supplied under this contract will be the manufacturer s current standard commercial concrete grave liner fabricated in accordance with Federal Specifications and Commercial Item Description (CID) No. A-A-30194, dated July 26, 1993 (Attachment A). 3.10. Grave liners furnished under the contract will: a. Be constructed from reinforced, commercial quality Portland cement. b. Have been cured under standard conditions for a minimum of fourteen (14) calendar days prior to delivery. c. Be designed for a maximum burial depth of nine (9) feet (as measured from the gravesite surface to the bottom of the liner) with minimum soil cover of eighteen (18) inches. d. Be capable of structurally withstanding passage overhead of an axle load of 5 metric tons (11,000 pounds) after burial, have a minimum compressive strength of 4,500 pounds per square inch (PSI). e. Have a total weight of not more than 2,000 pounds, to include the lid. f. Have industry standard integrated hooks, loops and/or indents on the liner box corners to provide for ease of installation using appropriately rated cable hooks and/or slings. 3.11. Grave liners will have a sufficient weight bearing surface area to prevent sinkage, cracking and/or collapse. This area may vary but in all cases will be capable of passing the functional test specified in Section 4.14.e to insure proper performance after installation. 3.12. The production date of an individual liner s manufacture will be legibly recorded on both the grave liner box and lid. 3.13. Grave liners will be free of any defect which affects serviceability, installation, or performance requirements. 3.14. QUALITY CONTROL AND ASSURANCE PROVISIONS: a. Unless otherwise specified in the contract or purchase order, the Contractor is responsible for the performance of all inspection requirements. The Contractor may utilize his own facilities or any commercial laboratory services recognized by the Government. The Government reserves the right, however, to perform any of the inspections and tests set forth in these specifications when deemed necessary to ensure that supplies and services conform to prescribed requirements. b. Production Sample: When requested by the Contracting Officer or COR a production sample will be supplied for examination and testing in accordance with these specifications. The production sample will be representative of the particular item(s) provided under the contract. However, the requirement for furnishing a production sample may be waived if: (i). The bidder states in the bid that the product offered is the same as a product previously furnished under a prior contract (which can be properly identified by the bidder), or; (ii). The Contracting Officer determines by other means that the product meets the requirements of these specifications. c. Testing of Components: Upon request by the Contracting Officer or COR, the vendor will furnish a certification of compliance, an analysis for all characteristics of specified materials, and applicable referenced specifications. The Government reserves the right to verify the accuracy of any certifications or analyses. d. Examination for Furnished Product: Grave liners will be examined for the defects listed below. Whenever a deviation to specified requirements is noted, appropriate corrections will be made. Failure to make necessary corrections will be cause for rejection. (i). Size/dimensions not as specified. (ii). Materials not as specified. (iii). Weight not as specified. (iv). Production date not legibly inscribed or recorded. (v). Devices or means not installed to permit proper handling. (vi). Knockout/drainage holes not provided. (vii). Surface displays irregularities such as spalling, holes, cracks, large voids, or other evidence of poor quality. e. Functional Test: Upon request (See Section 4.10), a functional load test will be made under the direction of the Contracting Officer or his representative, to insure that the furnished grave liner will be capable of supporting the load weights specified in Section 4.10.d. All such tests will be at the Contractor s expense. The functional test will consist of both of the two following loading conditions: (i).Unconfined Loading: The liner will be placed on a flat surface with no support against the sides. The entire top of the liner, with lid in place, will them be subjected to a simulated uniform load of 260 pounds per square foot. Upon loading, the unit will demonstrate no more than 1/2 inch of vertical deflection, and, upon removal of the applied force, sustain no more than 1/4 inch of residual deflection. After testing, surface blemishes will be inspected in accordance with Section 4.14.d of this specification. (ii).Confined Loading: The liner shall be placed on a flat surface (either above or below ground) and covered with a granular soil material. The soil will be compacted thoroughly around and on top of the liner to a thickness of 18 inches. A wheeled tractor or truck with an axle load of 11,000 pounds will then be passed over the covered liner a minimum of twenty (20) times. When uncovered, the liner must not display any evidence of material overstress or cracking. 3.15. PREPARATION FOR DELIVERY: a. Packaging and Packing: Grave liners will be palletized or otherwise prepared for shipping in accordance with standard commercial practice to insure carrier acceptance and safe delivery. Pallets, other shipping aids, and tie downs will comply with rules and regulations applicable to the mode of transportation. b. Marking: All delivered items will be marked in accordance with the manufacturer s standard commercial practice. The production date will be inscribed or otherwise permanently marked on each component of each delivered grave liner, specifically on both the box and the lid. 3.16. SAFETY AND OTHER REQUIREMENTS: a. In the performance of this contract, the Contractor will abide by the operational and employee safety requirements of Florida National Cemetery. Copies of these requirements shall be made available by the COR. Additionally, to protect life, health and property, the Contractor shall take such additional safety measures and precautions as the Contracting Officer or his/her representative(s) shall deem reasonable and necessary. The Contracting Officer or his/her representative will notify the Contractor of any non-compliance with the foregoing provisions and the appropriate remedial action to be taken. The Contractor shall, upon receipt of such notice, immediately correct the conditions to which their attention has been directed. Such notice, when served on the Contractor at the work site, shall be deemed sufficient for the purpose of this provision. If the Contractor fails or refuses prompt compliance, the Contracting Officer may issue an order stopping all or part of the activities under this contract and may hold the Contractor in default. b. In support of the previous section, all Contractor employees will wear protective equipment and clothing in accordance with that worn by cemetery employees during activities on the cemetery grounds. This equipment includes, but is not limited to, hard hats and safety shoes. All clothing and equipment under this provision will be provided by the Contractor. Contractor's equipment and operating procedures must meet all OSHA AND DOT requirements. c. The appearance and conduct of contract employees shall be professional and unobtrusive at all times. Questions from cemetery visitors shall be politely referred to cemetery personnel. The Government will take immediate action if a Contractor or its employee attempts to influence a family member, concerned person, or memorial service provider regarding the use of a Government-provided grave liner. The Contractor shall leave all work areas free of debris and in the same condition as before the work commenced. The Contractor agrees to take all necessary precautions to protect vegetation, as appropriate, in the immediate work area(s). 3.17. CONTRACTOR AND EMPLOYEE CONDUCT: a. The COR reserves the right to direct the Contractor to replace any of its employees or representatives whose conduct with cemetery visitors, staff or field crews is unprofessional or infringes on established cemetery procedures. b. The Contractor shall observe traffic, parking, directional signs and regulations when using the cemetery's roadways. Vehicles shall not be driven off of the paved roadways onto non-paved areas without first securing permission from the COR. c. All Contractors personnel driving motor vehicles on cemetery property are required to possess a valid driver s license. 3.18. STANDARDS OF EMPLOYEE CONDUCT: a. Contractor and Contractor personnel shall be 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., Part I, Chapter 9, Section 901. (i). Be fully clothed at all times in matching uniforms, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA requirements. Contractor employees will maintain personal hygiene. (ii). Shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal services. (iii). Shall neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited. (iv). Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments. (v). The only designated smoking area for the Florida National Cemetery is located by the maintenance building. All other areas are designated as NO SMOKING. 3.19. METRIC PRODUCTS: a. Products manufactured to Metric Unit dimensions (centimeters / kilograms / metric tons) will be considered on an equal basis with those manufactured to Imperial Unit dimensions (inch / pound) units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376, and all other requirements of this document are met. b. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request will be made to the VA Contracting Officer to determine if the product is acceptable. 3.20. APPLICABLE DOCUMENTS: a. Standard commercial products are described in this specification. b. Product Specification. The following must be included as part of the bid: (i). Design drawings reflecting size and configuration of grave liners. (ii). Type of materials. (iii). Material specifications. (iv). Methods of construction. (v). Testing procedures and findings. c. Standard Compliance. Manufacturers will certify that all materials and their particular use for grave liners are in accordance with industry practice and meet with the requirements specified. d. Design Documentation. Where specified, the potential vendor will submit to the Contracting Officer with the bid five (5) sets of design documents for each of the liners and lids designated in section 4.9.a. This documentation will show dimensions, material specifications, methods of construction, quality control measures and testing procedures and calculations. Failure to provide requested design documentation is grounds for rejection of the product. 4. Schedule for Deliverables 4.1 If for any reason any deliverable cannot be delivered within the scheduled time frame the Contractor is required to explain why in writing to the Contracting Officer, including a firm commitment of when the work shall be completed. This notice to the Contracting Officer shall cite the reasons for the delay, and the impact on the overall project. The Contracting Officer will then review the facts and issue a response in accordance with applicable regulations. 5. Changes to the Statement Of Work 5.1 Any changes to this Statement of Work shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with other products of the project. Costs incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor. 6. Reporting Requirements 6.1 The Contractor is required to provide the COR with monthly totals of liners set. These are due to the COR by the second workday following the end of each calendar month throughout the project s duration. The COR is required to provide monthly progress reports to the Contracting Officer. 7. Confidentiality and Nondisclosure It is agreed that: 7.1 The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the task order. 7.2 The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Contractor. Any request for information relating to this task order presented to the Contractor shall be submitted to the Contracting Officer for response. 7.3 Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. Submission requirements for responses to this sources sought synopsis: VOSB/SDVOSB offerors interested in submitting a quote for this project, if it is formally advertised, must be registered and be verified in the www.vip.vetbiz.gov website and must provide the correct NAICS code to include the Data Universal Numbering System (DUNS) commercial and Government Entity (CAGE) number, name of the firm, address, phone and point of contact. Where to send responses: ATTN: Max Andrade Max.Andrade@va.gov Response Deadline: October 26, 2016, 3:00 PM, EST
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANCA/VANCA/VA78617N0039/listing.html)
 

Document(s)

Attachment
 

File Name: VA786-17-N-0039 VA786-17-N-0039.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3086095&FileName=VA786-17-N-0039-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3086095&FileName=VA786-17-N-0039-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Florida National Cemetery;6502 SW 102nd Avenue;Bushnell, FL 33513

Zip Code: 33513
 

Record

SN04317376-W 20161103/161101234319-0c3fa36c8aa3450e7477aab6adab1c91 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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