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 to provide Commodity of Propane Supply Delivery Services to the Saratoga National Cemetery located at 200 Duell Rd, Schuylerville, NY. 12871.
The purpose of this notice is to determine interest and capability of potentially qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small-Businesses (VOSB), and Small Businesses relative to the North American Industry Classification code (NAICS) 325120 Industrial Gas Manufacturing with the Small Business Size Standard of 1,200 Employees. Interested vendors may submit their interest in writing along with a company capabilities statement, to the point of contact listed below.
To make an appropriate acquisition decision for this requirement, the Government may consider responses from this source sought synopsis. The type of solicitation issued, and the manner of advertisement will also depend on the response to this sources sought notice.
Description:
Scope of Work:
Saratoga National Cemetery (SNC) requests Commodity of Propane Supply Delivery Services for the Cemetery located at 200 Duell Rd, Schuylerville, NY. 12871.
Specifications:
See attached SOW for Saratoga National Cemetery (SNC) Commodity of Propane Supply Delivery Services document for full details of the services being requested by the Cemetery.
Cemetery Address:
Saratoga National Cemetery (SNC)
200 Duell Rd
Schuylerville, NY. 12871
Submission requirements for responses to this source sought synopsis:
SBVOSB/VOSB/SB offerors interested in submitting a quote for this requirement, must be registered and be verified in the SBA Vet Cert website at Small Business Assocation (https://search.certifications.sba.gov/). The applicable NAICS Code must be represented on SAM (www.sam.gov) and Vet Cert profiles with the correct NAICS code to include the SAM Unique Entity ID (UEI) commercial and Government Entity (CAGE) number, name of the firm, address, phone and point of contact.
Where to send responses:
Point of Contact: Hugh O Neil
Email: Hugh.ONeil@va.gov
Response Deadline: July 15, 2026, 10:00 AM (EST)
Description / Specifications / Work Statement
Background
The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our nation. National cemeteries are national shrines. The standards of maintenance & appearance at this cemetery must reflect this nation's concern for those interred there. Because of the special significance, it receives from the public, strict adherence to contract specifications, terms and condition is essential.
Scope
The Contractor shall furnish all personnel, supervision, transportation, two-1,000 gallon propane tanks with cellular monitoring service, as well as cellular monitoring device for Cemetery owned 1,000 gallon propane tank, supplies and materials necessary to provide / deliver propane at the Saratoga National Cemetery 200 Duell Rd, Schuylerville NY 12871 between 8:30AM and 4:00PM.
Propane Delivery Services include the contractor filling 2-1,000 gallon tanks that are contractor owned and 1 cemetery owned propane tank also with cellular monitoring service. Average amount of propane delivered to the cemetery through the year is 10,000 gallons but this number may fluctuate due to winter weather.
Contractor will follow all applicable local, state, and federal safety guidelines when delivering and filling cemetery propane tanks.
Contract Management
Contracting Officer: Administration of this contract will be by the Contracting Officer (CO), National Cemetery Administration, Department of Veterans Affairs, Contracting Services, 18434 Joplin Road, Triangle, VA 22172.
COR: The VA Contracting Officer will delegate one or more representatives to serve as the Contracting Officer s Representative (COR). The COR is responsible for providing contract oversight and technical guidance to Contractor, placing orders for services, certification of invoices, and overseeing technical aspects of the contract. The COR is not authorized to add, modify, delete, or otherwise change any of the costs, specifications, provisions, requirements, terms or conditions of the contract and delivery orders issued under the contract. All administrative functions remain with the VA Contracting Officer.
Standards Of Conduct
The Contractor is responsible for the ethical conduct of its employees. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor personnel shall adhere to the following standards of dress and conduct while performing work in Saratoga National Cemetery:
Contractor shall maintain satisfactory conduct and work performance of its personnel including administering disciplinary action when determined necessary. It will be at the discretion of the Contracting Officer to initiate immediate removal of Contractor personnel from cemetery grounds if conduct standards are not adhered to during contract performance.
Contractor shall remove his/her employee from the cemetery for cause to include but not limited to willful misconduct and/or unacceptable performance of the work required under the contract. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.
Contractor-furnished personnel, supplies, services, equipment and materials, including personnel provided and necessary for contract performance shall be fully compliant with applicable OSHA, Federal, State, County and local ordinance laws & regulations. The Contractor is responsible for training its personnel regarding safety precautions and procedures prescribed by OSHA Standards.
Contractor personnel appearance and conduct be always professional and unobtrusive. Questions from cemetery visitors shall be politely referred or directed to cemetery personnel.
Shirts, T-shirts, long pants, neat jeans or walking shorts are permissible. Contractor personnel shall be always, to include an upper garment to cover the body from waist to neck. Tank tops as an outer garment are prohibited, as well as any garments which display a message or slogan affixed thereon.
It is expected that personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive or otherwise inappropriate language. Radios and/or video or otherwise electronic games / devices are not permitted while performing work on the grounds of the cemetery.
Consume food and beverages only within areas designated by the COR(s). Use of intoxicating beverages and/or drugs is strictly prohibited. Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs on cemetery premises is strictly prohibited and a violation of Federal Law and will not be tolerated.
Contractor personnel shall take all necessary precautions to prevent damage to cemetery property, structures and grounds during performance of this contract. The Contractor shall be liable for replacement costs for property damaged because of actions by Contractor personnel. There is no limitation on the Contractor s liability. In no event shall the Government indemnify and hold harmless the Contractor from any or all damages and expenses of any kind for harm incurred by the Contractor, or from all damages, expenses, or claims, which may arise from third party claims.
Use Of Cemetery Facilities
The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided
The Contractor will be responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals and cleaning solutions used in performance of this contract. A valid driver s is required to drive on Cemetery grounds.
Safety & Security
The Contractor shall, at all times, exercise care and caution in performing the duties described in the statement of work so as not cause injury to themselves or other persons.
The Contractor shall perform the assigned task and duties in a safe manner in accordance with the Department of Veterans Affairs and The Occupational Safety and Health Administration regulations and policies.
The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York.
Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.
Federal Holidays
All work required under this contract will be performed during normal cemetery hours of operation. With the exception of the holidays listed above, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays:
January
New Year s Day
September
Labor Day
January
Martin Luther King s Birthday
October
Columbus Day
February
President s Day
November
Veterans Day
May
Memorial Day
November
Thanksgiving Day
June
Juneteenth Day
July
4th of July
December
Christmas Day
(End of Work Statement)
Additional or special requirements examples:
