9930--Off-Site Manufacture of W1 Blank Granite Markers for Nationwide Distribution

Amendment / Modification

This amendment addresses submitted questions regarding the solicitation for Off-Site Manufacture of W1 Blank Granite Markers for Nationwide Distribution.

• Response Due Date: Remains March 2, 2026, at 10:00 a.m. CST.

• Questions Due Date: Has passed.

• Contract Start Date: April 1, 2026.

• Incumbent Contractor: Hillcrest Granite CO (Elberton, GA).

• No SF30 form will be issued for this amendment.

• Quoters must provide a statement acknowledging receipt of all amendments. Failure to do so may result in the quote being considered non-responsive and ineligible for award.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for manufacturing and distributing upright granite headstones, blank (13" x 42" x 3"), nationwide for the Department of Veterans Affairs (VA), National Cemetery Administration (NCA). These headstones are intended for on-site inscription programs at National and State cemeteries.

• The contractor shall provide all labor and materials to manufacture, package, palletize, and deliver FOB Origin.

• Shipments will utilize Government contracted carriers.

• The contractor must provide a completed Government Bill of Lading (BOL) for each cemetery monthly.

• Shipments must be ready for pick-up at the time of notification.

• The contractor must provide email notification within 24 hours if carriers fail to pick up as arranged.

• Manufacturing, packaging, and transfer to a government transportation carrier must be completed by the second Monday (excluding federal holidays) of each month for pre-scheduled shipments.

• The unit price is all-inclusive and covers monuments delivered FOB Origin.

• Granite must conform to ASTM C119, be standard grade, fine-medium grained, and free from defects that impair strength, durability, or readability.

• Specific material properties include abrasive hardness (min. 25), absorption (max. 0.15%), compressive strength (min. 7500 psi), and modulus of rupture (min. 1000 psi).

• Color must be a uniform shade of light grey (N6.5 - N8 Munsell scale).

• Finishing must be uniformly machine honed with a smooth satin finish, free of scratches and rust spots.

• Workmanship must be free from defects; repairs or patching are prohibited.

• Testing of stone is required by an approved laboratory, with specific exceptions for certain geographic locations.

• Manufacturing, packaging, and transfer to carrier by the second Monday of each month.

• Delivery to cemeteries nationwide.

• Packaging must comply with normal industry standards and National Motor Freight Classification, ensuring protection during handling and shipment.

• Pallets must not exceed 2,100 lbs, with a maximum of 11 headstones per pallet.

• Non-metal fasteners must be used to avoid tearing packaging or scratching monuments.

• The contractor must replace damaged monuments at no additional cost within 10 calendar days of notification.

• Government Quality Assurance (QA) inspections may be performed at the contractor's facility and products.

• The contractor must maintain a written inspection system.

• Rejected shipments must be picked up by the contractor within 3 business days, with replacements delivered within 10 business days.

• Performance will be monitored through inspections and COR oversight, with potential for Contract Discrepancy Reports (CDRs) for persistent deficiencies.

• Contractor employees must be fully trained and competent.

• Management must be onsite a minimum of 3 times a week, or daily if issues arise.

• Invoicing is in arrears after acceptance via Tungsten, requiring specific information on the invoice.

• The contractor's responsibilities are complete when a blank shipment is placed on a government transportation carrier.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire intended for evaluators to provide feedback on an offeror's past performance. Offerors are instructed to send this questionnaire to their references (evaluators) and request they complete and return it by a specified deadline. Offerors must also include a copy of the completed questionnaire or the same information with their proposal submission.

• Offeror Information: Fields for the name and address of the offeror being evaluated.
• Contract Details: Space to record information about the contract being referenced.
• Evaluator Information: Fields for the evaluator's name, position, company, address, phone number, and email.
• Past Performance Survey: A series of questions rated on a scale of Outstanding (O) to Unacceptable (U), covering aspects like compliance with requirements, timeliness, labor/safety standards, management effectiveness, personnel practices, quality control, flexibility, reliability, responsiveness, and notification of issues. It also includes specific questions about cure notices, willingness to re-award, customer satisfaction, invoice accuracy, professionalism, promptness of response, and meeting expectations.
• Remarks Section: Space for evaluators to provide additional comments.
• Submission Instructions: Clear instructions for evaluators to return the completed survey directly to specified government email addresses (Weston.Worsham@va.gov and Patara.Mcdonald@va.gov) by March 2, 2026, 10:00 a.m. CST, and not to return it to the offeror.

This document is critical for bidders as it outlines the process for gathering and submitting past performance information. Bidders must ensure they correctly distribute this form to their references, provide clear instructions for completion and submission, and include the completed form with their proposal by the stated deadline. The feedback provided by evaluators on this form will significantly impact the government's assessment of the bidder's past performance.

Form / Attachment / Pricing Sheet

This document, "Attachment 6: Contractor Discrepancy Report," is a form used to formally document and track discrepancies or problems identified within a contract or agreement. It serves as a mechanism for communication and resolution between the government and the contractor.

• Contract/Agreement Number: Identifies the specific contract involved.
• Report Number: A unique identifier for each discrepancy report.
• Dates: Tracks identification, delivery/receipt of the report, and initiation of corrective action.
• Discrepancy Description: A detailed explanation of the issue, referencing specific sections of the Performance Work Statement (PWS), Quality Assurance Surveillance Plan (QASP), or other relevant documents.
• Signatures: Includes fields for the Contracting Officer's Representative (COR), Contracting Officer (CO), and Contractor Representative to acknowledge and certify actions.
• Contractor Response: Requires the contractor to explain the cause of the discrepancy and outline corrective actions.
• Government Actions & Evaluation: Documents the government's assessment of the discrepancy and the effectiveness of corrective actions.
• Close Out: Acknowledges the successful resolution of the discrepancy.

While this is a form for internal contract management, bidders should be aware of its existence and purpose. It indicates a formal process for addressing performance issues. Understanding this process can help bidders anticipate how contract performance problems will be managed and resolved, potentially impacting future contract performance and relationships. It highlights the importance of adhering to contract requirements, including those outlined in the PWS and QASP.

Form / Attachment / Pricing Sheet

This document is a "Sample Review" form used to evaluate samples for U1 (Upright, Marble, Blank) and V1/W1 (Upright, Granite, Blank) types of headstones or markers. It details the criteria for accepting or rejecting submitted samples.

• Dimensions: Sample Size (13" x 24" x 3/4"), Segmental Arch (14-1/2" Radius), Front & Back Edge Radius (1/4" Radius).
• Finish: Stone Coloration (Marble N8.75 & Above, Granite N6.5 - N8.5), Finish (Smooth satin for Front & Sides).
• Other Criteria: Grit used (80), Pad used (specify type used).
• Acceptance: Checkboxes for "Acceptable" or "Unacceptable" for each criterion.
• Comments: A section for additional remarks.
• Drawing References: Lists specific drawing revisions for U1, V1, and W1 types.
• Recommendation: "Approved" or "Disapproved" for the sample.
• Reviewer/Concurrence: Fields for electronic signatures.

This form outlines the specific physical and aesthetic requirements for marble and granite upright markers. Bidders must ensure their submitted samples meet these detailed specifications for dimensions, coloration, finish, and other attributes to be considered acceptable. The referenced drawings provide further detail on the design requirements.

Form / Attachment / Pricing Sheet

This document provides detailed architectural drawings and specifications for a standard headstone and a memorial headstone. It outlines inscription placement, dimensions, materials, and finishing details for granite headstones used in national cemeteries.

• Headstone Types: Standard Headstone and Memorial Headstone.
• Dimensions: Specific measurements for width, height, and depth are provided for each type.
• Inscription Details: Diagrams illustrate the placement and sizing of inscriptions, including line counts (e.g., 6-line, 7-line, 8-line, 9-line, 10-line, 11-line inscriptions) and spacing.
• Emblems: Reference to "Emblems of Belief" on a separate drawing (A-EM).
• Materials & Finishing: Notes on granite tolerances and corner rounding.
• Rear Face Details: Instructions for the placement of section and grave numbers.
• Revision History: Indicates updates to the drawing, with the latest revision dated August 15, 2019.

This drawing is critical for any bidder involved in manufacturing, supplying, or installing headstones for national cemeteries. It defines the exact specifications, dimensions, and aesthetic requirements that must be met. Bidders must ensure their proposals and products conform to these detailed technical drawings to be considered compliant.

Form / Attachment / Pricing Sheet

This document is a template for a Bill of Lading (BOL) to be used for U.S. Government shipments, specifically for the Department of Veterans Affairs (VA). It serves as a standardized form for carriers and shippers to document freight details.

• Carrier Information: Fields for Carrier's Name / TSP's Name, SCA Code, and Order Date.
• Origin and Destination: Sections for Origin Name & Address and Destination Name & Address.
• Consignee and Shipper: Fields for Consignee's Name & Address and Shipper's Name & Address (Department of Veterans Affairs/NCA is listed as the Consignee).
• Shipment Details: Includes fields for PO / REQN NUMBER, TSP's PRO NUMBER, Marks / Comments, and specific handling instructions (Dock, Pallets, Lift Gate, Blanket Wrap, Inside Delivery, Extra Labor).
• Item Description: Columns for Quantity, Item Description, Weight (lbs), Mass (kg), and Cubic Volume (ft3).
• Financials: Estimated Shipment Value and Rate Authority / Tender Reference.
• Freight Estimate: References 41 CFR 102-117 & 41 CFR 102-118 and the VA General Freight Standard Tender of Service.
• Issuing Office: Details for the VA CBL Issuing Office, including address.
• Billing Information: Specifies if freight charges are PREPAID or COLLECT and references VCBL Section 7.
• Certification of Delivery: Requires an original SF1113 with original signature.

Bidders involved in transportation or logistics for the VA should use this template to properly document and bill for shipments related to this opportunity. It outlines the required information for freight services, including specific VA regulations and contact information for delivery or damage issues. Understanding these requirements is crucial for accurate proposal preparation and contract compliance.

Form / Attachment / Pricing Sheet

This document is a Price/Cost Schedule for the W1 Blanks item, associated with solicitation W1 Blanks - 36C78626Q0018. It outlines the estimated quantities and pricing structure for the contract.

• Item: W1 Upright Headstone Granite Blank (CLIN 0001, 1001, 2001, 3001, 4001)
• Minimum Order Quantity: 5,000 EA
• Maximum Order Quantity: 100,000 EA
• Contract Period: Base Year (01 April 2026 - 31 March 2027) through Option Year 4 (01 April 2030 - 31 March 2031).
• Estimated Quantities per Year:
  • Base Year: 11,500 EA
  • Option Year 1: 11,960 EA
  • Option Year 2: 12,439 EA
  • Option Year 3: 12,937 EA
  • Option Year 4: 13,455 EA
• Unit Price: All unit prices are listed as $0.0, indicating that specific pricing will be determined or is not provided in this schedule.
• Total Estimated Amounts: All total estimated amounts for each year and the grand total are listed as $0.0.

This schedule provides the estimated quantities for W1 Upright Headstone Granite Blanks across a five-year period (base year plus four option years). Bidders should use this information to understand the potential volume of the requirement. The zero unit and total prices suggest that detailed pricing will be negotiated or provided elsewhere, but this document establishes the framework for quantities.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for the Off-Site Manufacture of W1 Blank Granite Markers for Nationwide Distribution. The solicitation is issued as a request for quotation (RFQ) and is set aside for Small Businesses (SBs).

• Manufacture of W1 Blank Granite Markers.

• Submission of a physical sample (24” x 13” x 3/4” granite sample).

• Submission of four volumes: Company Information (Volume A), Pricing (Volume B), Relevant Experience (Volume C), and Past Performance (Volume D).

• Volume A requires legal business name, address, UEI, POC, phone, email, and amendment acknowledgments.

• Volume B requires pricing for base and option years in an Excel spreadsheet.

• Volume C requires a capabilities statement detailing experience with granite markers, key personnel resumes, and a Quality Control Plan.

• Volume D requires at least three (3) past performance questionnaires from the last five years.

• Contract Type: Firm-fixed priced Indefinite Delivery/Indefinite Quantity (IDIQ) Contract.

• Period of Performance: Base plus 4 option years.

• Submission Deadline: March 2, 2026, 10:00 AM CST.

• Submission Method: Electronically via email to Patara.Mcdonald@va.gov and Weston.Worsham@va.gov.

• Sample Submission: To National Memorial Cemetery at Quantico (Attn: Memorial Products Service), 18424 Joplin Road, Triangle, VA. 22172.

• Evaluation Factors: Price, Technical, and Past Performance. Technical and Past Performance combined are less important than price. The lowest-priced quote will be evaluated for technical acceptability and sample approval.

• Award: The Government intends to make award without discussions.

• Set Aside Type: Small Business (SB).

• Applicable NAICS Code: 327991.

• Business Size Standard: 500 employees.

• Registration: Quoters MUST be registered and active in SAM.gov and complete the ORCA.

• All questions must be submitted via email by February 10, 2026, 10:00 AM CST.

• Telephone inquiries will not be accepted.

• Failure to submit all required volumes and the sample will result in a non-responsive quote.

• Submitted samples become government property and will not be returned.

Solicitation / RFP / RFQ

This solicitation is for the off-site manufacture and nationwide distribution of W1 Blank Granite Markers for the Department of Veterans Affairs, National Cemetery Administration. The Product Service Code is 9930 and the NAICS Code is 327991.

• Manufacture of W1 Blank Granite Markers.

• Nationwide distribution.

• Specific technical requirements are detailed in Attachment 4 (Drawing A-W1-1 Rev B dtd 2019-8-15).

• Sample review process is outlined in Attachment 5 (Sample Review Form for W1 Blanks).

• The contract will be awarded to a contractor's facility for performance.

• Response Date/Time/Zone: 03-02-2026 10:00 CENTRAL TIME, CHICAGO, USA.

• Past performance will be evaluated, as indicated by Attachment 7 (Past Performance Questionnaire).

• This opportunity is set aside for the Small Business Administration (SBA).

• The following documents are attached and relevant for bidders:

  • Combined Synopsis-Solicitation - W1 Blanks
  • Attachment 1 - SOW - W1 Blanks
  • Attachment 2 - Price-Cost Schedule - W1 Blanks
  • Attachment 3 - Bill of Lading Template
  • Attachment 4 - Drawing A-W1-1 Rev B dtd 2019-8-15
  • Attachment 5 - Sample Review Form for W1 Blanks
  • Attachment 6 - CDR
  • Attachment 7 - Past Performance Questionnaire