Camp Butler National Cemetery – National Shrine Project 806-NSP25-004

Form / Attachment / Pricing Sheet

This document is Attachment 8, the Contractor's Employee Statement of Compliance. It requires employees working on the contract to acknowledge and agree to specific guidelines and procedures related to performing work at national cemeteries. This ensures employees understand their responsibilities regarding the respectful handling of gravesites, headstones, markers, and remains.

• Employee Name, Position/Title, and Date fields.
• Checkbox for 'New Employee, New Contractor' or 'Annual Confirmation'.
• A detailed list of compliance statements that employees must initial, covering:
  • Awareness and care for buried remains and grave markers.
  • Prohibitions against walking, standing, leaning, sitting, or driving on headstones or markers.
  • Restrictions on placing tools or equipment on headstones or markers.
  • Adherence to approved methods for removing and handling headstones and markers.
  • Proper storage of removed headstones and markers.
  • Responsibility for replacing damaged headstones/markers and restoring turf.
  • Immediate notification procedures for incidents involving remains or containers.
• Signature block for employee confirmation.
• Instructions for returning the statement by November 1 or after Notice to Proceed (NTP) for annual confirmations.

Bidders should be aware that this form will be required for their employees. It outlines critical compliance requirements for personnel performing work, particularly concerning the sensitive nature of national cemeteries. Understanding these requirements is essential for developing operational plans and ensuring personnel are adequately trained and compliant.

Form / Attachment / Pricing Sheet

This document is Attachment 6, a Daily Headstone/Marker Raise & Realign Verification Survey form. It is used to document the re-verification of completed work on headstones and markers.

• Fields for Station Number, Date, Cemetery, and Cemetery Director.
• Instructions for the COR/Foreman/Work Leader/designee to perform a re-verification survey using the original Burial Register Report and Gravesite Layout Map.
• Sections to list Sections and Headstones/Markers R&R, and any discrepancies/issues.
• Checkboxes for whether all discrepancies/issues were resolved and if the District Office Director and Contracting Officer were informed of unresolved issues.
• A certification statement to be signed by the COR/Director/Foreman/Work Leader/designee.
• Fields for the Daily Headstone Verification Date and Time Completed, and a signature line.

This form outlines the specific verification process and documentation required for headstone and marker work. Bidders should understand these requirements to ensure compliance and proper reporting as part of the overall opportunity.

Form / Attachment / Pricing Sheet

This document is Attachment 1, a "Work Summary & Progress Report" for "Upright Headstone Raise & Realignment" services. It serves as a form for contractors to report completed work for inspection and acceptance by the government.

• Project Information: Includes fields for Cemetery Location, Period Covered, Contractor Information, Project Title (National Shrine Project), and Contract Number.
• Inspection / Acceptance Clause: Outlines the government's right to inspect, test, and require re-performance of services.
• Work Completed Sections: Details specific tasks and acceptance criteria for:
  1. Section keystones (placement and alignment).
  2. Upright headstone sockets (digging, clearance, and base material).
  3. Upright headstones (uniform height, plumbness, alignment, and inscription visibility).
  4. Headstone stability (rigidity).
  5. Overall appearance and transition between sections.
  6. Headstone cleaning.
• Reporting: Includes fields for the number of items completed, section numbers, and completion dates for each task. It also has a section to report adverse work progress circumstances.
• Signatures: Requires signatures from the Contractor and the Cemetery Director/COR to confirm completion and acknowledge receipt.

This form details the specific acceptance criteria and reporting requirements for headstone raise and realignment work. Bidders should use this as a guide to understand the quality standards, measurement tolerances, and documentation needed to successfully complete and get paid for this type of service.

Solicitation / RFP / RFQ

This solicitation is for construction services at Camp Butler National Cemetery. The project is titled "National Shrine Project." The estimated magnitude of construction is between $300,000 and $500,000.

• Construction services as detailed in the attached Statement of Work and solicitation documents.

• NAICS code 238990 applies, with a small business size standard of $45 million.

• Contract type is not explicitly stated, but the solicitation is for a "SEALED BID (IFB)" or "NEGOTIATED (RFP)".

• Period of Performance: Contractor shall begin performance within 10 calendar days after notice to proceed and complete the work within 365 calendar days.

• The estimated completion date is based on a notice to proceed by 09-30-2026.

• Proposal Submission Deadline: May 19, 2026, at 1:00 PM CST.

• Bids must be submitted via email to shane.hilts@va.gov. The subject line must read: 36C78626B0008_Shrine_Camp Butler Contractor RFI(s).

• Bid Opening: A teleconference will be held at 1-872-701-0185, Phone Conference ID: 906 835 425#.

• Evaluation Factors: Award will be made to the responsible bidder whose bid, conforming to the solicitation, is most advantageous to the government, considering only price.

• This is a NOTICE OF SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) SET ASIDE.

• A site visit is scheduled for May 13, 2026, at 10:00 am CST at Camp Butler National Cemetery. Attendees should meet at the cemetery Administration Building.

• Offerors must acknowledge all amendments. Failure to do so may result in the bid being considered non-responsive.

• A bid guarantee (SF24) is required, not less than 20 percent of the bid price, not to exceed $3,000,000.00.

• Performance and payment bonds (SF25 and SF25A) in the penal sum of 100% of the awarded contract amount are required within ten (10) calendar days after award.

Form / Attachment / Pricing Sheet

This document contains "Example Site Survey, Headstone Realignment and Grading Plans" for Section 2D of a National Cemetery. It provides detailed site survey information, including headstone locations, elevations, and proposed grading plans.

• Site Survey Plans: Depicts existing headstone locations, elevations, and contour lines.
• Headstone Realignment Layout: Shows proposed headstone positions and indicates areas where headstones have shifted more than 6 inches.
• Grading Plan: Illustrates proposed grading and elevation changes within the section.
• Symbols and Linotypes: A legend defining various symbols used on the plans, including headstone types, trees, utilities, and survey points.
• Survey Notes: Provides critical information regarding the basis of elevations and the definition of shaded areas indicating significant headstone shifting.

This document is crucial for bidders to understand the existing site conditions, the scope of work related to headstone realignment and grading, and any potential challenges associated with the site. It informs the planning and execution of any related construction or maintenance activities within Section 2D.

Form / Attachment / Pricing Sheet

This document, Exhibit B, provides detailed setting specifications for headstones, including both flat markers and upright headstones. It serves as a technical guide for installation methods and materials.

• Flat Marker Installation: Details options for setting flat markers, including requirements for amended topsoil, plastic marker support grids, compacted crushed aggregate base, and leveling aggregate. It specifies the marker's final position relative to the finish grade.
• Upright Headstone Installation: Outlines the installation process for upright headstones, specifying amended topsoil, aggregate backfill, compacted crushed aggregate base, and subgrade preparation. It also includes notes on headstone thickness variations and the need to adjust the support system accordingly.
• Materials: Specifies the use of amended topsoil (a blend of native and imported topsoil), plastic marker support grids, compacted crushed aggregate base (3/4" minus), and leveling aggregate (1/4" minus).

This exhibit is crucial for bidders to understand the precise construction methods and material requirements for headstone installation. It directly impacts the scope of work, material costs, and labor involved in fulfilling contract requirements related to cemetery grounds maintenance or renovation.

Form / Attachment / Pricing Sheet

This document, Exhibit C, provides diagrams illustrating the realignment of upright headstones within a burial section. It serves as a visual guide for contractors to understand the layout and alignment procedures.

• Figure 2: Plan View of Burial Section Realignment: Depicts the grid layout for headstone realignment, showing the placement of "Keystones" which act as alignment points. It illustrates string lines used to align transverse directions and rows/columns, and indicates where "Intermediate headstones" are set after keystones are established. Notes that in sloping terrain, additional keystones may be needed for a smooth transition.
• Figure 3: Elevation View of Burial Section Realignment: Shows the vertical alignment of headstones in both flat and sloped sections. It illustrates the "Realigned Headstone" position relative to the "Mean or Average Top Soil Surface" and the "Original Headstone Location." It also shows the "Keystone" placement in relation to the topsoil surface.

This exhibit is crucial for bidders to understand the physical requirements and expected outcomes for headstone realignment. It provides the necessary visual information to interpret the scope of work related to cemetery maintenance or restoration, particularly concerning the precise placement and alignment of headstones according to established grids and terrain considerations.

Form / Attachment / Pricing Sheet

This document, titled "Exhibit D FLAT MARKER REALIGNMENT DIAGRAMS," provides visual guidance and technical specifications for the realignment of flat markers within a burial section. It serves as an attachment to a larger solicitation or project document, illustrating the methods and standards for aligning markers.

• Plan View: Depicts the layout of flat markers, keystone markers, and alignment string lines for both transverse and longitudinal directions. It shows how rows and columns of markers should be parallel and aligned using string lines relative to the top of the flat markers (FM).
• Elevation View: Illustrates the typical vertical alignment of flat markers in both flat and sloped sections. It shows the relationship between the realigned marker, the original marker location, and the existing or average topsoil surface, using string lines for vertical control.
• Alignment Methods: Details the use of string lines for aligning markers in both horizontal (plan view) and vertical (elevation view) dimensions.

This exhibit is crucial for bidders to understand the precise physical layout, alignment, and vertical positioning requirements for flat markers. It directly informs the scope of work, the methods to be employed for marker realignment, and the quality standards expected for the burial section renovation or construction. Bidders must review these diagrams to accurately estimate labor, materials, and time required for compliance.

Form / Attachment / Pricing Sheet

This document is Attachment 9, the Contractor's Daily Log of Construction, also referred to as an Inspector Quality Assurance Report (Q.A.R.). It is a form to be completed daily by the contractor to record construction activities and site conditions.

• Project Information: Project Title, Location, Contract Number, Contracting Officer, COR, Midwest District Project Managers.
• Contractor Information: Contractor Name, Address, Phone, and Contractor's Site Manager details.
• Weather Conditions: Temperature (Max/Min), Precipitation (24-hour total), Visibility, and Wind Speed.
• Delays: Recording of weather-related delays affecting the critical path and official weather delay dates.
• Workforce: Tracking of trades and the number of personnel for Project Manager, Site Manager, QC Manager, Field Admin, Misc. Laborers, Field Engineer, and Construction Mgr.
• Visitors: Recording of company and number of visitors.
• Equipment on Site: A list of equipment present.
• Materials Delivered: Tracking of materials delivered to the job site.
• Project Comments, Deficiencies, Potential Causes for Delay, Tests and Observation.
• Work Accomplished / Pre-Meetings Conducted Today: Detailed breakdown by construction divisions (General Conditions, Existing Conditions, Earthwork, Exterior Improvements) with specific CSI codes and descriptions.
• Weekly Progress Meetings: Section for recording information related to weekly meetings.
• Signatures: Site Manager's Signature and Supervisors Initials with dates.
• Photos: Section to note the presence of photos.

This form is crucial for bidders to understand the level of detail required for daily reporting on construction projects. It outlines the specific information that will be tracked and reported, including personnel, equipment, materials, progress, delays, and quality assurance observations. Bidders should review this to gauge the administrative and reporting overhead associated with the contract and to ensure their proposed project management plan aligns with these requirements.

Form / Attachment / Pricing Sheet

This document is Attachment 4, the Contract Discrepancy Report (CDR). It is a form used to formally document and track discrepancies or problems that arise during the performance of a contract. It outlines the process for reporting, responding to, and resolving these issues.

• Contract Information: Contract Number, Report Number, To/From fields.
• Dates: Preparation, Return by Contractor, Action Complete.
• Discrepancy/Problem Description: Detailed explanation, including reference to PWS Directive and option to attach additional sheets.
• Signatures: Contracting Officer or COR, Contractor Representative.
• Contractor Response: Section for detailing cause, corrective action, and preventative measures.
• Government Evaluation: Space for acceptance, partial acceptance, or reflection.
• Government Actions: Options for reduced payment, cure notice, show cause, or other actions.
• Close Out: Fields for Contractor Notified, COR, and CO signatures and dates.

This form is crucial for understanding the formal process of addressing contract performance issues. Bidders should be aware of this mechanism as it directly impacts contract administration and can lead to specific government actions or require detailed contractor responses. It highlights the importance of adhering to contract requirements and the PWS.

Form / Attachment / Pricing Sheet

This document is Attachment 5, an "Initial Headstone/Marker Raise & Realign Verification Survey" form. It is designed to be completed by the Contracting Officer's Representative (COR), Cemetery Director, Cemetery Foreman, or Work Leader/designee.

• Fields for Station Number, Cemetery, Cemetery Director, and Contracting Officers Representative.
• Instructions for conducting an initial survey of all headstones/markers included in the scope of work (SOW) before any work commences.
• Requires the use of the Burial Register Report and Gravesite Layout Map(s) for the survey.
• Sections to record if discrepancies/issues were identified and resolved, along with dates.
• A certification statement to be signed by the COR/designee, confirming the survey was completed using the specified reports and maps.
• A requirement for a Daily Headstone/Marker R&R Verification Survey to be completed by the end of each workday, using the same documentation.

This form outlines a critical verification process that must be followed by the government representative before and during the work. Bidders should be aware of this verification requirement as it pertains to the scope of work and the documentation that will be used to confirm the initial state and subsequent completion of headstone/marker raise and realign activities.

Form / Attachment / Pricing Sheet

This document is a "CONTRACT PERFORMANCE & QUALITY ASSURANCE REPORT" form. It is used to document inspections and quality assurance checks performed on various contract services, including:

• Testing of soil compaction (subgrade, aggregate, amended topsoil).
• Upright Headstone Reset, Realign, Backfill & Clean Headstones.
• Flat Marker Reset, Realign, Backfill & Clean Headstones.
• Turf Renovation by Sod.

• Location, Project Title, Contract No., Obligation No., COR, Contractor: Fields to identify the specific contract and project.
• Cemetery Section(s) Inspected, Date of Inspection: Details of the inspection.
• Inspection Frequency: Options for daily, weekly, random, or other.
• Description of Services Provided: Specifies the type of work being inspected.
• REQUIREMENT PER THE STATEMENT OF WORK: Lists specific tasks and requirements from the contract.
• *STATUS (Met / Did Not Meet): Checkboxes to indicate compliance with each requirement.
• Deficiency(s) & Corrective Action: Section to detail any unmet requirements and the planned corrective actions.
• Signatures: Fields for COR and Contractor signatures to acknowledge the report.

This form outlines the specific performance standards and quality assurance requirements that contractors must meet for various cemetery maintenance and renovation tasks. Bidders should review the listed requirements for each service type to understand the expected quality of work and the metrics by which performance will be evaluated. It highlights critical aspects of contract execution and compliance.

Form / Attachment / Pricing Sheet

This document is a "Work Summary & Progress Report" for "Flat Marker Raise & Realignment" activities, specifically for the "National Shrine Project." It is used by the contractor to report on work completed and submitted for acceptance, and by the Government (Cemetery Director/COR) to acknowledge receipt.

• Cemetery Location: To be filled in by the contractor.
• Period Covered: Start and end dates for the reporting period.
• Contractor: Name of the contractor.
• Project Title: National Shrine Project.
• Work: Flat Marker Raise and Re-alignment.
• Inspection/Acceptance Clause: Outlines the Government's right to inspect, test, and require re-performance of nonconforming services.
• Work Completed & Submitted for Acceptance: A table detailing specific tasks and quantities for "Options 2, 3, 4 and 5" of the contract. These include:
  1. Compaction Testing
  2. Flat Granite Marker Setting, Alignment & Backfill onto Headstone Support System
  3. Soil Compaction Testing
  4. Base Compaction Testing
  5. R&R Flat Marker Headstones
  6. Clean Flat Markers
  7. Agricultural Soil Testing and Recommendations
  8. Turf Renovation
• Adverse Circumstances: A section to report any factors that may have adversely affected work progress.
• Signatures: Fields for the Contractor and Cemetery Director/COR to sign and date, confirming completion and acknowledgment of receipt.

This form is a progress reporting tool. Bidders interested in this opportunity should understand that this type of documentation will likely be required for contract performance monitoring and acceptance of work. It details specific tasks and metrics that will be tracked and reported on, providing insight into the operational aspects of the contract.

Sources Sought Notice

This notice is for market research purposes only and is not a solicitation. The government is seeking information from qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) capable of performing the work described. Responses will help determine the acquisition strategy, including confirmation of a 100% SDVOSB set-aside and NAICS code selection. No award will be made from this announcement, and pricing should not be submitted.

The scope of work includes full section renovation in specified areas of Camp Butler National Cemetery, including:

• Professional Surveying & Layout

• Headstone location/elevation and topographic surveys

• Headstone Realignment Plans and Final Grading Plans

• Earthwork and site preparation (vegetation removal, excavation, subgrade amendment, base aggregates, topsoil placement, finish grading)

• Headstone activities (identification/tagging, upright and flat marker removal from sockets, storage on gravesite, re-digging sockets, aggregate base/backfill, resetting and alignment to specified tolerances, headstone cleaning using NCA-approved cleaners)

• Turf Renovation (sod installation, soil testing, amendments, fine grading, irrigation head adjustments, establishment period, and warranty)

• Quality Control & Reporting (daily/weekly schedules, construction logs, joint inspections, schedule of values, Contractor Quality Control Plan, compaction testing, as-built drawings)

• Protection & Conduct (strict cemetery decorum, protection of utilities, irrigation, vegetation, safe operations around ceremonies, staging area fencing, housekeeping, and cleanup)

• Anticipated NAICS Code: 561730 – Landscaping Services (Size Standard: $10.5M). The government may consider alternate NAICS codes based on industry feedback.

• Set-Aside Intent: 100% SDVOSB.

• Period of Performance: 365 calendar days from Notice to Proceed.

• Magnitude of Work (non-binding): Estimated between $350,000 and $500,000.

• Seasonal Windows for Turf Renovation: April 15–June 30 and August 15–October 15.

• Work Hours: 8:00 AM–4:30 PM, Monday-Friday (except Federal holidays). Work around funerals/ceremonies is mandatory.

• Response Due Date: March 16, 2026, at 10:00 AM CST.

• Submission Method: Email to Shane Hilts at shane.hilts@va.gov.

• Subject Line: Sources Sought – 806-NSP25-004 – Camp Butler – SDVOSB – [Your Company Name].

• File Format: Single PDF.

• Page Limit: 10 pages maximum (excluding cover page and VetCert proof).

• Capability Statement should address: Company Information (legal name, UEI, address, POC, phone/email, SBA VetCert proof, NAICS affirmation) and Relevant Experience (up to three similar projects of comparable scope/complexity).

• Respondents must be a verified SDVOSB at the time of response and at the time of any future award.

• Verification: SBA Veteran Small Business Certification (VetCert) in the SBA Veteran Certification Program (formerly VA CVE). Include VetCert approval letter or screenshot and UEI.

• This notice is for planning purposes only and does not commit the government to any solicitation or award.

• The government will not reimburse costs associated with responding.

• Proprietary information should be clearly marked.