Consolidated Synopsis Aggregate Materials Black Hills National Cemetery

Statement of Need / SOW

This document outlines the Black Hills National Cemetery's requirement for various aggregate materials to support cemetery operations, including stabilization for roads and gravesites, and general maintenance.

• The vendor shall provide the following materials upon request by the Contracting Officer Representative (COR):

  • 3/4" Road Base Gravel (estimated 90 tons)
  • Crushed Fines (estimated 90 tons)
  • 3/8" Clean Gravel Chips (estimated 180 tons)
  • Concrete Sand (estimated 120 tons)
  • Screened Topsoil (estimated 75 tons)
  • Fill Dirt (estimated 75 tons)

• Materials are to be delivered to designated locations within the Black Hills National Cemetery.

• Delivery prices shall be included in the total contract price.

• Period of Performance: Date of contract award through 365 calendar days, with four (4) 1-year options.

• Delivery Location: Black Hills National Cemetery, 20901 Pleasant Valley Drive, Sturgis, SD 57785.

• Delivery is on an as-needed basis, requested via email by cemetery staff.

• Delivery Window: Monday through Friday, 8:00 am to 4:30 pm.

• Delivery Timeframe: Within fifteen (15) days from the date requested.

• Truck size restrictions apply to the Maintenance Compound (max 15-ton capacity, no pup or side dump trailers).

• Contractor personnel must adhere to cemetery decorum, safety requirements, and environmental regulations.

• Contractor is responsible for any damages to cemetery property or remains.

• Electronic invoices are to be submitted through Tungsten network within ten (10) calendar days after material delivery.

• Valid driver's license / DOT CDL and insurance documents are required.

• Contractor personnel must be trained in NCA rules of behavior and sign a statement of compliance.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to procure aggregate materials for the Black Hills National Cemetery. The government is seeking to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• The specific requirements are detailed in the Statement of Work (Attachment A) and Cemetery Operational Standards (Attachment B).

• The contract will involve providing aggregate materials.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ).

• Period of Performance: One (1) base year and four (4) one-year option periods, if exercised, from the date of award.

• Guaranteed Minimum: $1,000.

• Maximum Aggregate Value: $160,000 (inclusive of all options).

• Delivery/Acceptance Location: Black Hills National Cemetery, 20901 Pleasant Valley Dr, Sturgis, SD 57785.

• Proposal Submission: Quotes must be submitted via email to April.Graves@va.gov by July 10, 2026, 4:00pm EST.

• Quotes must be submitted in four (4) separate documents: Volume A (Administrative), Volume B (Technical Proposal), Volume C (Past Performance), and Volume D (Pricing).

• Evaluation Criteria: Offers will be evaluated on a Lowest Price Technically Acceptable (LPTA) basis, considering Price, Technical Acceptability (Pass/Fail), and Past Performance (Acceptable/Not Acceptable).

• Key Deadlines:

  • Questions Due: July 3, 2026, 4:00pm EST.
  • Quotes Due: July 10, 2026, 4:00pm EST.

• Award Anticipated: Between 10/1/2026 - 10/15/2026.

• Set Aside Type: Small Business.

• Applicable NAICS Code: 212321 (Construction Sand and Gravel Mining) with a size standard of 500 employees.

• No site-visits or individual tours will be scheduled; however, quoters may tour the cemetery during operating hours at their own leisure.

• All prospective Quoters must be registered in the System for Award Management (SAM) and complete online representations and certifications.

• Pricing must be all-inclusive (labor, supervision, equipment, materials, supplies, delivery, taxes, fees, and incidental costs).

Other / Unclassified

This document is NCA Directive 3000, "Operational Standards and Measures for VA National Cemeteries," dated September 19, 2024. It establishes and updates policies and procedures for operational standards and performance measures across all VA national cemeteries. The directive supersedes a previous version from January 4, 2010.

Key changes include updating references and incorporating the current organizational structure of NCA's programs, district offices, and service lines, along with revised roles and responsibilities.

This directive outlines the framework for how VA national cemeteries are to be operated and maintained. It details the responsibilities of various NCA offices and personnel in establishing, evaluating, and updating these operational standards and measures. The "NCA Operational Standards and Measures Guidebook" is the primary publication for these standards and is accessible via the NCA intranet. While this directive itself does not solicit bids, it establishes the performance and operational requirements that may be referenced in future solicitations or contracts related to cemetery operations, maintenance, or compliance. Potential bidders should be aware that compliance with these standards will likely be a factor in contract performance and evaluation.

Form / Attachment / Pricing Sheet

This document, titled "DIGNITY CLAUSE," outlines specific requirements for handling headstones and markers in National Cemeteries. It serves as a directive to ensure contractor personnel perform all actions with special care, reverence, dignity, and respect for the cemetery grounds and the remains interred there.

• General Conduct: Contractors must acknowledge the cemetery as a final resting place and be aware of the remains buried on site.
• Prohibited Actions: Contractors are explicitly forbidden from walking, standing, leaning, sitting, or driving on headstones or markers. Tools and equipment must not be placed on or leaned against headstones or markers.
• Damage Prevention: Extreme care must be taken to avoid scratching or damaging markers in any manner.
• Responsibility for Damage: The contractor is responsible for replacing any damaged headstones and markers, as well as restoring any turf damaged during the performance of work.
• Exposure of Remains: Should any activity result in the exposure or damage to remains, caskets, urns, or outer burial containers, the contractor must immediately contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.
• Guidance and Resolution: Any doubts regarding proper procedures must be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.
• Employee Discussion: Contractors are required to discuss this guidance with their employees and subcontractors.

This clause highlights critical operational and compliance requirements for any work performed within national cemeteries. Bidders should carefully review these stipulations to understand the necessary care, potential liabilities, and reporting procedures related to cemetery grounds and interred remains. Adherence to this clause is essential for successful contract performance and avoiding damage or penalties.

Form / Attachment / Pricing Sheet

This document is Attachment B: Past Performance Questionnaire. It is used by contractors to provide information on previous contracts that are comparable in size, complexity, and scope to the contract being evaluated.

• Contractors must list at least three (3) comparable contracts completed or current within the last five (5) years.
• National Cemetery Administration (NCA) contracts should be listed first, followed by Non-NCA contracts.
• The questionnaire requires details such as:
  • Contract Number
  • Contractor Name, Address, Zip Code
  • Telephone Number
  • Email Address
  • Type of Contract
  • Contract Dollar Value
  • Date of Award (or status if not completed)
  • Type/Extent of Subcontracting
  • Percentage of Work completed by the Contractor
  • Description of Supply/Services provided, location & relevancy of work
  • Address, Telephone Number & Email of the Contact Person and Position

Bidders must complete and submit this form to provide evidence of their past performance, which is a key factor in the evaluation of their proposal.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet provided by the government for potential contractors to return their pricing information. It is a required format for submitting best and final pricing.

• The sheet contains line items (CLINs) for various materials, including:
  • 3/4" Road Base Gravel
  • Crushed Fines
  • 3/8" Clean Gravel Chips
  • Concrete Sand
  • Screened Topsoil
  • Fill Dirt
• Quantities are specified in Tons for a base year and four option years.
• Columns are provided for Unit Price and Total Price, with all pre-filled unit prices set to 0.0.
• Totals are calculated for each year and a grand total for the contract.

Potential contractors must use this sheet to accurately provide their best and final pricing for the listed materials across the base and option years. It is the bidder's responsibility to ensure the accuracy of their pricing before the solicitation closing date.