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

This Sources Sought Notice from the Department of Veterans Affairs, National Cemetery Administration, seeks qualified Service-Disabled Veteran-Owned Small Business (SDVOSB) firms for the Camp Butler National Cemetery – National Shrine Project (806-NSP25-004). The project involves comprehensive cemetery section renovation, including headstone alignment, raise/reset, cleaning, and turf renovation, to achieve National Shrine standards. The anticipated construction/services effort is between $350,000 and $500,000, with a performance period of 365 calendar days. Key requirements include professional surveying, earthwork, headstone activities with strict tolerances, turf renovation within seasonal windows, quality control, and adherence to cemetery decorum and safety protocols. Responses are due by March 16, 2026, and will inform the acquisition strategy and NAICS code selection.

The provided documents, titled "NATIONAL CEMETERY NATIONAL SHRINE PROJECT 2D," comprise an exhibit (Exhibit 'E') detailing a site survey, headstone realignment layout, and grading plan. These files appear to be part of a larger project for a national cemetery or shrine, likely associated with federal government RFPs or grants. The documents specifically outline the methodologies for conducting a site survey, organizing the realignment of headstones, and developing a grading plan. This suggests a focus on the meticulous planning and execution required for the development or renovation of a national cemetery, emphasizing precise mapping, layout adjustments, and terrain management to ensure the site's integrity and aesthetic. The comprehensive nature of these plans indicates a structured approach to land management and memorial site development.

The document,

Exhibit 'C' outlines the process for realigning upright headstones, specifically focusing on the use of keystone headstones. The diagram illustrates how initial keystone headstones are set to establish a realignment grid, with subsequent keystone headstones used to maintain a smooth transition, particularly in sloping terrain. Intermediate headstones are placed after the keystones are established. This document provides clear, visual instructions for ensuring the proper and smooth alignment of headstones.

The document,

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The Contractor’s Employee Statement of Compliance is a critical document for personnel working in National Cemeteries, ensuring adherence to the National Cemetery Administration's (NCA) standards for managing and maintaining these national shrines. Employees must confirm their understanding of strict guidelines regarding the respectful treatment of remains, headstones, markers, and monuments. This includes prohibitions against walking, standing, leaning, sitting, jumping, or driving on these memorials, as well as placing tools or equipment on them. The statement details approved methods for handling and storing headstones and markers to prevent damage or soiling. It also outlines the contractor's responsibility for replacing damaged items and restoring turf. Crucially, employees must immediately report any exposure or damage to remains or burial containers to the Cemetery Director, COR, and/or Contracting Officer, and cease work until further guidance is provided. This annual compliance statement covers the period from October 1 to September 30 of the following calendar year, emphasizing continuous commitment to these standards.

The Contract Discrepancy Report (CDR) is a crucial document used in government contracting to identify, report, and resolve issues between the government and a contractor. This form details the discrepancy, including references to the Performance Work Statement (PWS) Directive, and records the dates of preparation, contractor's return, and completion of action. It facilitates formal communication by providing sections for the Contracting Officer/COR to describe the problem and for the contractor to respond with the cause, corrective actions, and preventative measures. The government then evaluates the contractor's response and outlines any subsequent actions, such as reduced payment or a cure notice, before the discrepancy is officially closed out by relevant personnel.

Attachment 5 outlines the protocol for the Initial Headstone/Marker Raise & Realign Verification Survey, a mandatory process within government contracts related to cemetery work, likely part of an RFP. This survey, conducted by a Contracting Officer's Representative (COR), Cemetery Director, Foreman, or designee, must occur before any work begins on headstones and markers. It requires the use of the Burial Register Report and Gravesite Layout Map(s) to identify and resolve any discrepancies or issues. The document includes fields for recording station number, date, cemetery, and personnel involved, along with certifications of completion and discrepancy resolution. Additionally, a Daily Headstone/Marker R&R Verification Survey is required at the end of each workday for all completed tasks, using the same verification tools.

This government file outlines a Contract Performance & Quality Assurance Report, presenting four distinct sections for evaluating contractor performance in federal government projects. The first section details compaction testing for subgrade, aggregate, and amended topsoil, specifying density requirements and testing frequencies. The second and third sections cover the renovation and re-establishment of upright and flat headstones, respectively, detailing requirements for mapping, alignment, installation, cleaning, and structural integrity. The fourth section addresses turf renovation by sod, including soil testing, herbicide application, power raking, irrigation, topsoil amendment, grading, and sod installation protocols. Each section provides checkboxes for

Attachment 6 outlines the "DAILY HEADSTONE/MARKER RAISE & REALIGN VERIFICATION SURVEY," a crucial re-verification process for headstone and marker work in cemeteries. This document, likely part of a federal government RFP or grant related to cemetery maintenance or construction, mandates that prior to the end of each workday, the Cemetery Director, COR, Foreman, Work Leader, or designee must conduct a re-verification survey of all completed headstone/marker work. The survey requires the use of the original Burial Register Report and Gravesite Layout Map. The form includes sections to list the sections and headstones/markers that were raised and realigned, document any discrepancies or issues, confirm their resolution, and ascertain whether unresolved issues were reported to the District Office Director and Contracting Officer. The document concludes with a certification section for the daily headstone re-verification, requiring a date, time of completion, and signature from the responsible party. This ensures accountability, quality control, and proper execution of work under a government contract or grant.

The document,

This document, "ATTACHMENT 1 WORK SUMMARY & PROGRESS REPORT UPRIGHT HEADSTONE RAISE & REALIGNMENT," outlines the procedures and requirements for the raise and realignment of upright headstones in a cemetery as part of a National Shrine Project. It serves as a progress report for contractors to detail completed work for acceptance by the Government. Key tasks include the proper selection and setting of section keystones by a licensed surveyor, the digging and preparation of headstone sockets with crushed stone bases, and the precise installation of headstones to ensure uniform height, horizontal and vertical plumb, and proper alignment within strict tolerances. The report also covers the requirement for headstones to be firmly set, present a neat overall appearance, and be cleaned according to contract specifications. The Government retains the right to inspect services and require re-performance of nonconforming work. The form requires signatures from both the contractor, confirming completion, and the Cemetery Director/COR, acknowledging receipt of the report. Contractors are also expected to report any adverse circumstances affecting progress.

The Department of Veterans Affairs (VA) National Cemetery Administration has issued Solicitation Number 36C78626B0008, a Request for Proposal (RFP) for construction services for the National Shrine Project at Camp Butler National Cemetery. This project, estimated between $300,000 and $500,000, is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The RFP details performance requirements, including a 10-day commencement period and a 365-day completion timeframe after receiving notice to proceed. It outlines administrative data, such as electronic invoicing, contractor performance assessment reporting (CPARS), and requirements for certified payrolls and Davis-Bacon Act compliance. Special contract requirements include a Dignity Clause emphasizing respectful conduct at the national cemetery. Key clauses cover inspection, suspension of work, and various federal acquisition regulations, including those related to supply chain security, small business programs, wage rates, and environmental compliance. A site visit is scheduled for May 13, 2026, and offers are due by June 8, 2026.