2. Ft. Devens Grounds Maint SOW DRAFTS.doc

Description / Specifications / Work Statement A.1 Background The Department of the Army recently operated the Fort Devens Post Cemetery, located in Devens, Massachusetts at the Devens Reserve Forces Training Area, formerly known as Fort Devens Army Base. The Department of the Army has transferred the post cemetery to the U.S. Department of Veterans Affairs, National Cemetery Administration (VA).

Ft. Devens is a satellite cemetery under the supervision of the Director and staff of the Massachusetts National Cemetery.

The 3.75-acre cemetery is located 30 miles west of Boston, Massachusetts in Devens, Massachusetts at 85 Patton Road. It contains 1,139 occupied gravesites, with 71 available gravesites. It is in the Southwest corner of the Devens Reserve Forces Training Area, formerly known as Fort Devens Army Base.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

A.2 Contract Definitions / Acronyms

(a) Business Hours & Days of Operation: Normal cemetery business hours / days of operation are 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays.

(b) Contracting Officer (CO): VA official with the authority to enter, administer, and/or terminate contracts. The Contracting Officer shall delegate one or more representatives to serve as the Contracting Officer’s Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include certification of invoices, placing orders for service, providing technical guidance to the Contractor and overseeing technical aspects of the contract.

(d) Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director and/or designer (hereon referred to as COR) are responsible for contract oversight.

(e) Contractor: The term “Contractor” as used herein refers to the prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions and provisions.

(f) National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance. A copy of NCA Operational Standards shall be provided to the Contractor by the COR.

(g) NCA Turf & Landscape Handbook 3420: Outlines procedures for the proper establishment and care of turf-grass in VA National Cemeteries. A copy of the handbook shall be provided to the Contractor by the COR.

(h) Applicable Publications: Every contractor and subcontractor shall comply with the Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

A.3 General Requirements

(a) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide cemetery interments and grounds maintenance services at the Ft. Devens Cemetery as specified herein.

(b) All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday through Friday). Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends

(c) Place of Performance:

A.4 Technical Specifications The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.4.1 Grave Excavation & Backfilling of Casketed Remains

(a) SCOPE: Work consists of excavating and backfilling gravesites. The COR shall notify the contractor one day in advance of any gravesite to be excavated. Contractor shall be compensated for the exact number of interments accomplished.

(b) NCA STANDARDS:

(i) Standard 3.1: Each gravesite is excavated to assure uniformity with other gravesites in that burial section.

(ii) Standard 3.2: Integrity of existing graves, grave markers and other objects around the worksite shall be preserved.

(iii) Standard 3.3: Open graves are identified and protected by guards and markers appropriate to cemetery operations.

(iv) Standard 3.1: Outer burial receptacles awaiting installation are placed in an orderly manner.

(v) Standard 4.1: Committal services are conducted in clean and orderly shelters that provide for the safety, privacy, and special needs of the family.

(vi) Standard 5.1: All remains shall be handled in a manner that assures accurate placement and validation and causes no damage to the casket or urn.

(vii) Standard 6.1: Each day’s burials are covered, tamped, initially groomed, marked and presentable for visitors before close of business each day.

(c) PROCEDURES:

(i) All gravesite excavations shall be accomplished in a manner, and with the upmost care, as to prevent any damage to adjacent and existing burials. All gravesite excavations shall be completed within a minimum of one (1) hour prior to the interment service and backfilled within one (1) hour after the interment service. When a grave liner is to be used, gravesite excavation shall be completed to allow the vault to be pre-set in the grave one (1) hour and fifteen (15) minutes prior to the service. The gravesite must be available for visitation within one (1) and one-half (½) hours after the interment service.

(ii) It shall be the COR’s’ responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavations.

(iii) Gravesites measure approximately 5’ wide x 9’ in length unless otherwise advised by the COR and shall be excavated to five (5) feet or seven (7) feet, depending on the number of interments. Prior to the start of the interment process, the COR shall advise the Contractor of the required depth, width, and length prior to any excavation operation and/or whether the interment shall be placed side by side.

(iv) When a gravesite is excavated to receive a second interment and is found to be of insufficient depth to permit the second interment, the COR shall be notified before any remains are lowered or moved within the gravesite location. The COR shall decide whether the existing remains shall be removed so that the grave can be dug at the proper depth to accommodate both interments or if the second remains shall be placed in the right or left half of the gravesite. The COR shall inform the Contractor of which procedure to follow. Arrangement and payment for the disinterment of remains from previous burials is the COR’s responsibility. Excavating the grave to a greater depth to accommodate an additional interment shall be the responsibility of the Contractor and is considered as a part of the regular grave excavation price. The COR shall be present and shall be responsible for ensuring the gravesite is deepened to accommodate additional interment. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

(v) The Contractor shall ensure that an excess backfill is retained for other grounds operations and removed from the cemetery grounds when the storage area is full.

(vi) When the Contractor using power equipment excavates a grave and it is necessary to remove the headstone, it shall be removed and replaced by the Contractor as specified by the COR.

(vii) When an excavation is five (5) feet deep or deeper, a worker is prohibited from entering the hole until the walls of the grave are stored in a safe and acceptable method as per OSHA Standards.

(viii) The burial service shall take place at the interment shelter, unless the COR approves a request from the next-of-kin for a gravesite service. At the conclusion of the service, the Contractor shall transfer the remains in a dignified manner to the proper gravesite following all NCA policies. The COR shall approve the mode of transportation for the remains. The Contractor shall be required to lower the casketed remains into the gravesite using a mechanical lowering device in a safe and efficient manner with dignity and without damage to the casket. If any damage occurs to either a casket or grave liner, the Contractor shall reimburse the Government for all the costs incurred.

(ix) For gravesite services, the Contractor shall neatly set-up greens in an orderly manner. All services shall require seating that shall consist of approximately six (6) to twelve (12) chairs dependent on the forecasted size of the funeral. These items shall be in place at least one (1) hour prior to the burial service.

(x) The area where the burial service is to take place shall be clean, free of webs, and any other dirt or debris.

(xi) The Contractor shall bring the flag of the United States of America to half-staff one half hour before the start of the first committal service and raise it to full staff one half hour after the conclusion of the last committal service each day. The Contractor shall request additional flags from the Government as needed to ensure that the flag being flown is always in a presentable, “like new” condition.

(xii) The Contractor shall designate a member of his staff to keep visitors away from the open excavation and provide other duties as assigned by the COR.

(xiii) Backfill shall be brought to establish grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of a mechanical tamper. Care shall be taken to fill and compact all voids surrounding the graveliner to reduce subsequent ground settlement. Backfill should not be mounded but conform to existing grades. Established turf shall be removed from the gravesite prior to excavation with the use of a sod cutter with the intent for it to be reused on the gravesite once the burial is completed. The Contractor shall be responsible for watering all re-used sod to ensure that it roots properly and that it is maintained in a healthy, vigorous weed free condition. In instances where the sod may not be able to be reused, the gravesite shall be squared, tamped, top soiled and seeded in accordance with the procedures outlined in the Lawn Maintenance Applications portion of this contract

(xiv) When the grave is a second interment, the existing headstone shall be removed and carefully placed on a rack near the gravesite and then properly disposed of at the conclusion of the service. A temporary marker shall be centered at the head of the gravesite directly against the headstone.

(xv) The cemetery allows a maximum of (3) three floral bouquets, arrangements etc. at the grave. The floral bouquets, arrangements, etc. left at the gravesite by the funeral party shall be neatly arranged upon the grave. Fixtures and stands from floral wreaths shall be removed before placing the wreath flat on the grave.

(xvi) Interment flowers shall be removed for three (3) days, or when considered unsightly, after the interment and the gravesite fan raked clean of all debris.

A.4.2 Grave Excavation & Backfilling of Cremated Remains

(a) SCOPE: Work consists of excavating and backfilling gravesites for cremated remains. The COR shall notify the Contractor one (1) day in advance of any gravesite to be excavated. Contractor shall be compensated for the exact number of interments accomplished.

(b) NCA STANDARDS:

(i) Standard 1.1: Graves and niches are marked with an accurate, complete and properly aligned temporarily on the day on interment/inurnment.

(ii) Standard 3.1: Each gravesite is excavated to assure uniformity with other gravesites in that burial section.

(iii) Standard 3.2: Integrity of existing graves, grave markers and other objects around the worksite shall be preserved.

(iv) Standard 3.3: Open graves are identified and protected by guards and markers appropriate to cemetery operations.

(v) Standard 3.1: Outer burial receptacles awaiting installation are placed in an orderly manner.

(vi) Standard 4.1: Committal services are conducted in clean and orderly shelters that provide for the safety, privacy, and special needs of the family.

(vii) Standard 5.1: All remains shall be handled in a manner that assures accurate placement and validation and causes no damage to the casket or urn.

(viii) Standard 6.1: Each day’s burials are covered, initially groomed, marked and presentable for visitors before the close of business each day.

(c) PROCEDURES:

(i) All gravesite excavations shall be completed within a minimum of one (1) hour prior to the interment service and backfilled within one (1) hour after the interment service. The gravesite must be available for visitation within one (1) and one-half (½) hours after the interment service.

(ii) It shall be the COR’s responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavations.

(iii) Overall dimensions of a gravesite measure approximately 3’ wide x 3’ in length unless otherwise advised by the COR and shall be excavated 8” square and three (3) feet deep at centerline and 12” from foot end of grave for the first interment of cremated remains (cremains). When a second interment of cremated remains (cremains) is being interred, the grave shall be excavated at 8” square and 3’ deep at centerline 20” from foot end of grave for the first interment of cremated remains. When multiple burial of cremated remains (cremains) are being interred on the same day in the same grave, both urns shall be entombed in the same excavated site following the above measurements, but depth shall be enough that 18” of soil shall cover the top of the urns.

(iv) When a gravesite is excavated to receive a second interment and is found to be of insufficient depth to permit the second interment, the COR shall be notified before the cremains are lowered or moved within the gravesite location. The COR shall decide whether the existing remains shall be removed so that the grave can be dug at the proper depth to accommodate both interments or if the cremains shall be entombed elsewhere within the boundaries of the gravesite. The COR shall inform the Contractor on which procedure to follow. Arrangement and payment for the disinterment of remains from previous burials is the National Cemetery's responsibility. Excavating the grave to a greater depth to accommodate an additional interment shall be the responsibility of the Contractor and is considered as a part of the regular grave excavation price. The COR shall be present and shall be responsible for ensuring the gravesite is deepened to accommodate additional interment. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

(v) Established turf shall be removed from the gravesite prior to excavation and shall be reused on the gravesite. In rare instances when the turf cannot be reused, the gravesite shall be top-soiled and seeded in accordance with the procedures outlined in the Lawn Maintenance Applications portion in this contract.

(vi) When a gravesite is deemed unsafe for a gravesite service, or by a request from the next-of-kin, the burial service shall take place at the Committal shelter. At the conclusion of the service, the Contractor shall transfer the cremains in a dignified manner to the proper gravesite following all NCA policies. COR approves the mode of transportation for the cremains. The Contractor shall be required to lower the cremains into the gravesite manually in a safe and efficient manner with dignity and without damage to the urn. If any damage occurs to the urn, the Contractor shall reimburse the Government for all incurred costs.

(vii) For gravesite services, the Contractor shall neatly set-up greens in an orderly manner. All services require seating that shall consist of approximately six (6) to twelve (12) chairs dependent on the forecasted size of the funeral. These items shall be in place at least one (1) hour prior to the burial service.

(viii) The area where the burial service is to take place shall be clean, free of webs, and any other dirt or debris.

(ix) The Contractor shall bring the flag of the United States of America to half-staff one half hour before the start of the first committal service and raise it to full staff one half hour after the conclusion of the last committal service each day. The Contractor shall request additional flags from the Government as needed to ensure that the flag being flown is in a presentable “like new” condition.

(x) The Contractor shall designate a member of his staff to keep visitors away from the interment area and provide other duties as assigned by the COR.

(xi) Backfill shall be brought to establish grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of a hand tamper. A mechanical tamper shall not be used in order to prevent damage to the urn. Care shall be taken to fill and compact all voids surrounding the entombed urn to reduce subsequent ground settlement. Backfill should not be mounded but should be squared, tamped and ready for seed and conform to existing grades.

(xii) When the grave is a second interment and has an existing headstone, the temporary marker shall be centered at the head of the gravesite directly against the headstone.

(xiii) All floral bouquets, arrangements, etc. left at the gravesite by the funeral party shall be neatly arranged upon the grave. Fixtures and stands from floral wreaths shall be removed before placing the wreath flat on the grave.

(xiv) Interment flowers shall be removed for three (3) days, or when considered unsightly after the interment and the gravesite fan is raked clean of all debris.

A.4.3 Headstone & Marker Cleaning

(a) GENERAL REQUIREMENT: Approximately 1,139 headstones at Ft. Devens Cemetery should be cleaned prior to Memorial Day & Veterans Day.

(b) NCA STANDARD: Headstones, markers & niche covers are clean, free of debris and objectionable accumulations.

(c) HEADSTONE CLEANING GENERAL INFORMATION: The Contractor shall provide all labor, parts, equipment, supplies, transportation and personnel required to provide headstone/marker cleaning services.

(d) DEFINITION: “Clean” under this contract means: The headstones/markers shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc.

(e) CONTRACTOR DUTIES AND RESPONSIBILITIES: All equipment and supplies maintained and operated by the Contractor shall be consistent and fully compliant with all applicable Federal, State, and County laws, ordinances and regulations and meet State inspection, safety, licensing, registration, and insurance requirements.

(f) RECORD KEEPING AND REPORTING: The Contractor's Superintendent shall provide the COR(s) with weekly written accurate reports identifying the following:

(i) All headstones/markers cleaned shall be recorded per gravesite location.

(ii) These lists shall be provided on no less than a weekly basis and shall identify all the above work that took place within the previous seven calendar days. All headstones should be cleaned prior to Memorial Day and Veterans Day.

(g) CLEANING OF UPRIGHT HEADSTONES:

(i) All temporary markers, floral, commemorative or other types of decorations (arrangements) causing interference with the cleaning of upright headstones /markers will be carefully and orderly moved from and upon completion of the cleaning of the headstones / markers, moved back to the gravesite by the Contractor.

(ii) Cleaning Techniques will demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etc. and will be consistent and fully compliant with all applicable Federal, State and County laws, ordinances and regulations. General requirements for application of the cleaning product:

a. As of June 2012, D/2 Biological Solution is the only authorized cleaner of marble headstones and markers at national cemeteries. General background on the use of this product can be found at the following website, but information in that report shall not be submitted for requirements in the contract: http://ncptt.nps.gov/wp-content/uploads/Best-Practices-Final.pdf.

b. Clean water will be used to wet the stone prior to washing, to apply the cleaning product and to rinse the stone after washing. Once the stone is wet, cleaning techniques with water will include low pressure water spraying with the wand affixed with a fan tip. The distance between the fan tip and the headstone surface shall be a minimum of 12”.

c. When water under pressure is used, such pressure will not be greater than 500 psi and work will be accomplished in a manner that does not cause any etching of the stone surface to occur. A test cleaning will be done in an inconspicuous area of a headstone (based on age and or style) and approved by the COR prior to cleaning all like headstones and markers. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended.

d. Hand scrubbing may be used as needed. If manual agitation is necessary to remove soiling, only a soft bristle (synthetic or natural) brush shall be used; metal or stiff plastic shall not be used because it can scratch the stone.

e. Rinsing: Thoroughly rinse the headstone or marker surface using clean, clear water under low pressure or without pressure.

f. Site disturbance: If water used in cleaning should soften the soil around the base of the headstone or marker so it is loosened, care will be taken not to tip the headstone out of plumb or alignment.

g. Care will be taken to protect the turf area from damage. Any turf damaged by the Contractor will be restored at Contractor’s expense. Upright headstones will be set and anchored firmly in place with no movement from forces subjected by the COR or designee after cleaning has been completed.

(iii) APPLICATION OF D/2 BIOLOGICAL SOLUTION

a. After wetting the headstone or marker in accordance with paragraph (ii) above, apply a heavy spray application of “undiluted D2 Biological Solution” cleaner to all sides of the headstone. Do not dilute the cleaner with water.

b. Allow D/2 to soak into the stone for 20-30 minutes. Then rinse the product from all headstone or marker surface using clean, clear water under low pressure or without pressure.

c. The effect of using D/2 Biological Solution will not be immediate. It will take 2 to 3 weeks for the full appearance of a clean stone to become apparent. For this reason, re-treatment should not occur within (3) three weeks of the first cleaning and only with the concurrence of the COR.

d. Headstones that have been cleaned but become marked, discolored, dirt covered, or muddied due to subsequent contract work including but not limited to turf reestablishment issues will be re rinsed and scrubbed at no additional cost to the government. Headstones that become discolored, dirt covered, or muddied etcetera after initial cleaning has been completed but prior to the overall project completion will be re-cleaned at no additional cost to the government. All headstones are to be clean at the time of the project completion final inspection.

e. The result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers. The definition of cleaning is as specified in paragraph A.4.3 (d) above.

A.4.4 Setting & Alignment of New and Replacement Headstones

(a) SCOPE: Work involves installation (setting & aligning) of new-initial and new-replacement Upright Headstones & Flat Markers on designated gravesites. Headstones and markers shall be installed within two (2) working days after notification from the COR. Performance includes the following:

(i) *Installation (setting, leveling & alignment) of new-initial and new-replacement upright headstones and flat markers.

(ii) **Realigning up to four (4) surrounding headstones that may have shifted out of alignment; and

(iii) Removal, destruction and disposal of unusable or damaged headstones and markers.

*Note: A diagram detailing "Upright Headstone & Flat Marker Setting Specifications" shall be provided to the Contractor by the COR.

**Note: Unless otherwise directed by the COR, Bump & Run process described in Section A.4.8 shall be used for realignment of surrounding headstones. Any costs associated with realigning surrounding headstones shall be inclusive of the cost for setting & alignment of new / replacement headstones and markers.

(b) NCA STANDARDS:

(i) Standard 3.2: Headstones, markers and niche covers/bronze plaques are properly installed.

(ii) Standard 3.3: Headstones and markers are aligned in accordance with the section plan or historic pattern.

(iii) Standard 4.1: Headstones, markers and niche covers are clean, free of debris and objectionable accumulations.

(iv) Standard 4.2: Proper height and alignment of each headstone and marker is maintained.

(v) Standard 4.3: Headstones, markers and niche covers are not damaged by the Contractor's operations.

(c) GENERAL REQUIREMENTS:

(i) The responsibility for ordering / receiving headstones and markers, checking for proper wording and initial inspection for damages shall be that of the COR. All headstones and markers are delivered directly to and received at Ft. Devens Cemetery.

(ii) VA Cemetery personnel are responsible for delivering headstones/markers to the cemetery at which time the COR shall notify the Contractor of the time of delivery. The contractor plans to meet the VA personnel at the cemetery to unload the headstones/markers. All headstone/markers will be stored in a manner to prevent any damage from occurring until installation can be completed. The contractor will sign for the receipt of the delivered headstones/markers on the VA form provided.

(iii) Headstone / Marker Installation Request: The Contractor shall have the capability to receive Installation Requests by facsimile transmission or via verbally via telephone. Unless otherwise agreed upon, all installation requests shall be issued via facsimile.

(iv) Timeliness of Installation: The Contractor is required to set & align all headstones and markers within two (2) working days after notification from the COR. This time frame must be met (weather & soil conditions permitting) regardless of the quantity or type of installation requested. Within twenty-four (24) hours of completing an Installation Request, the Contractor shall provide the COR with written notification that the work has been completed. In the event the Contractor is unable to set & align a marker within the required installation time, the Contractor shall provide the COR with a written explanation detailing why the installation could not be accomplished. A written explanation shall also be provided to the COR within 24 hours of determining whether the installation could not be accomplished. A photo of the installed headstone/marker may be considered proof of installation. The photo should be sent directly to the COR for approval.

(v) Setting of Upright Headstones & Flat Markers: Headstones and markers shall be installed year-round as weather and soil conditions permit a firm setting for the marker. The contractor shall contact the COR with questions concerning headstone setting & alignment and accessibility when weather or soil conditions do not allow timely installation or access to the gravesite area. Defective or damaged headstones shall not be set. The Contractor is responsible for reporting physical defects or damage to the COR who shall order a new replacement marker.

(vi) Adverse Winter Conditions: All headstones and markers set during the adverse weather conditions of winter shall be inspected by the COR at the time of setting. The COR shall again inspect those headstones during favorable weather conditions in the spring. The COR shall determine which headstones shall be reset after winter weather conditions have subsided. The COR shall furnish the Contractor with a weekly list of headstones to be reset.

(vii) Proper Handling of Headstones & Markers: The Contractor is responsible for the safe and proper handling of all new replacement markers. If storage space is available at the cemetery site, the COR shall designate a suitable area for storage of the stones. Headstones and markers shall remain in the storage area until the time of installation. To limit the possibility of damage, each stone shall be placed to rest on its long edge in a vertically freestanding position. Where there is a shortage of storage space and there is a wall or other substantial support available within the cemetery, the headstones may be stored by resting on their bottom edge and leaning against the wall at a safe and stable angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases.

(viii) Headstones shall be lifted, transported or set by at least two (2) workers unless special one-person devices are approved for use. Realignment, when consisting merely of straightening the headstone, called Bump & Run, may be accomplished by one person. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new markers. If there is any breakage or damage due to the Contractor's handling or negligence, the cost for replacement shall be borne by the Contractor.

(ix) Trees or shrubs obstructing headstones shall be noted and the COR shall determine remedial action, and any modification needed for installation of a headstone.

(d) PROCEDURES: UPRIGHT HEADSTONES

Initial New & Replacement Upright Headstones shall be set and aligned in accordance with the following:

(i) Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from existing markers as directed by the COR. New and replacement headstones in old sections of National Cemeteries where such stones have not been and cannot be set at standard heights, set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. Contractors shall use string lines for the top, sides and front of headstones.

(ii) The normal height of twenty-four (24) to twenty-six (26) inches given for the current standard of headstone setting is the NCA standard height. When headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is necessary. Minor deviations in less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. All upright headstones are set with the use of top and back string for proper alignment.

Note: Prior to removing any upright headstones or flat markers from their sockets, Contractor must verify inscription information from monument order acknowledgment.

(iii) Trees or shrubs obstructing headstones shall be noted and the COR notified for determination of remedial action, and any modification needed for installation of a headstone. All sockets are to be re-dug by hand or mechanical means to allow for a 3” perimeter around all sides of the headstone and a sufficient depth 20” (or 19 ½” for the older, smaller headstones) below finished grade and then moistened crushed limestone base material (graded aggregate sizes ranging from crushed fine up to 1/4” maximum) is to be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing for the headstone to set on prior to the installation of the headstone to a required depth so that 25”-26” (18-20” for the older/smaller headstones) of the headstone is extended from the soil level to the top of the headstone.

Note: All root-bound headstones shall be removed from their sockets. The COR shall determine if headstones shall be reset by cutting roots of the trees or if headstones shall lie flat or be replaced by flat markers.

(iv) Moistened crushed limestone base material (graded aggregate sizes from crushed fine to ¼ maximum) shall be placed around all sides of the headstones and in the bottom of the socket before being thoroughly tamped to full compaction at each three-inch vertical interval, leaving the last three inches at the top to have tamped topsoil and grass seed applied. The government should not provide any grass seed, fertilizer, lime or base material.

Note: Class II road base may be considered as an alternate. The contractor shall obtain approval from COR for any substitute base material.

(v) Headstones shall be set vertically plum in all directions in all cases in a line vertically, laterally and transversely, with headstones of other graves using a top string, a back string and side string. Maximum vertical, lateral and measure tolerance of 1/8” or less. All measurements and string lines shall be taken from layout control points, unless directed by the COR.

(vi) Alignment of Initial New & Replacement Upright Headstones: Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from the headstones previously set as directed by the COR.

(vii) Setting of Initial New & Replacement Upright Headstones: In older sections of National Cemeteries where upright headstones have not been and cannot be set at the standard height, stones shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 25-26 inches from the finished grave to the top of the arc.

(viii) Minor Deviations from Standard Height: When headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is necessary. The normal height of 25-26 inches given for the current standard of headstone setting is the standard height. Minor deviations in less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. All upright headstones shall be set with the use of top and back string for proper alignment.

A.4.5 Unusable / Damaged Headstones & Markers

(a) SCOPE: Unusable or damaged headstones / markers that have been removed because of the installation of a new-replacement headstone shall be destroyed and disposed of by the contractor.

(b) NCA STANDARD 4.6: Headstones, markers and niche covers that are no longer useable are disposed of in a manner that is respectful and prevents unacceptable re-use.

(c) PROCEDURES:

(i) Remove, Breakup & Dispose Upright Headstones & Flat Markers: Unusable or damaged Upright Headstones & Flat Markers shall be broken up and crushed into small enough pieces that the inscription on the marker is not identifiable.

(ii) The resulting debris from the crushed markers shall be removed from cemetery grounds and disposed of at the Contractors expense.

(iii) Under no circumstance shall the unusable headstones or markers be used for any other purpose A.4.6 Raise, Lower, Realign, Reset, Backfill & Clean Existing Upright Headstones TO ENSURE THE ACCURACY OF HEADSTONE AND MARKER PLACEMENT DURING THE RAISE AND REALIGNMENT PROJECT, THE FOLLOWING PROCEDURES WILL BE FOLLOWED BY NORTH ATLANTIC DISTRICT PERSONNEL, CEMETERY PERSONNEL AND CONTRACTING OFFICER’S REPRESENTATIVE (COR) BEFORE THE RAISE & REALIGNMENT PROCESS BEGINS

NAD will provide each cemetery with the correct Gravesite Layout Map(s) prior to beginning the Raise & Realign (R&R) project. The Contracting Officer Representative (COR) or cemetery director/designee as listed in the official contract documents shall conduct an initial gravesite verification survey (See Attachment – B) prior to the (R&R) of any headstone or marker in a VA national cemetery. The COR will obtain a copy of the Burial Register Report from the Burial Operation Support System (BOSS) and current gravesite layout map(s) obtained from the NAD for the verification survey. The Burial Register Report and gravesite layout map(s) will be used to verify the section, row, grave number, first and last name of each decedent and the condition of the headstone/marker included in the scope of work (SOW). All inconsistencies will be researched, discussed and resolved with the North Atlantic District (NAD) Director prior to the R&R of any headstone or marker. Upon completion of the verification survey and corrective actions as necessary, the COR shall certify the survey by signing the Headstone/Marker Raise & Realign Verification Survey sheet. A copy of the signed Headstone/Marker Raise & Realign Verification Survey sheet shall be forwarded to the Contracting Officer (CO) which will be incorporated into the contract files; a copy of the survey will be maintained by the cemetery. Additional copies of the survey will be obtained by the COR for the official contract files. The CO will give the approval to begin the project.

Prior to the completion of each workday, a Daily Headstone/Marker Raise & Realign Verification Survey (See Attachment – B.1) will be completed for all headstones and markers raised & realigned. The COR/cemetery director/designee will verify the accuracy of the placement of headstones or markers on the correct gravesite using the same Burial Register Report and gravesite layout map(s) that were used for the initial headstone/marker verification survey. Daily, the COR will inform the contractor/designee of all identified inconsistencies and ensure corrective actions are completed that day. The Daily Headstone/Marker Raise & Realign Verification Survey will be maintained by the COR for certifying payments for completed work, tracking project progress and other administrative needs.

When site conditions are restrictive and it is not possible to safely operate equipment while keeping the headstones/markers on the gravesite, the contractor will prepare these sites by hand. At no time may headstones/markers be removed from the gravesites.

The contractor is responsible for protecting headstones and markers during the realignment & turf renovation process from damage or being discolored from contact with dirt, soil or other contaminants.

HEADSTONES AND/OR MARKERS WILL NOT BE PHYSICALLY REMOVED FROM THE GRAVESITE DURING THE RAISE AND REALIGNMENT OR TURF RENOVATION PROJECTS

(a) SCOPE: Work consists of raising, lowering, realigning, resetting, backfilling and cleaning existing upright headstones.

(b) NCA STANDARDS: Standard (4.2): Proper height and alignment of each headstone and marker is maintained.

(c) GENERAL REQUIREMENTS: Work consists of raising, lowering, realigning, resetting, backfilling and cleaning existing upright headstones. Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds each. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new grave markers.

(d) PROCEDURES: The raising, lowering, realigning, resetting, backfilling & cleaning of existing upright headstones shall be accomplished in accordance with the following:

(i) All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the Raise & Realignment of upright headstone operations shall be carefully, and in an orderly manner moved from, and per completion of work, moved back to all gravesites by the Contractor. Prior to removal, the contractor shall verify the numbering sequence and location of the headstone and associated decorations.

(ii) Headstones shall be removed from their sockets by using wooden and/or metal clamps. If metal clamps are used the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to, and marking of, the headstone. Clamps may be attached to a Bob Cat, Toro Workman or similar machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. The contractor is responsible for restoring all damage caused to turf and headstones during performance of this work. Headstones are to be raised and/or lowered in the following manner. (Note: In areas where smaller than standard size headstones may occur, coordinate specified measurements and dimensions of required work with COR).

(iii) All shallow and correct depth headstone sockets are to be dug to a bottom depth of 21” below finished grade, and then fill material is to be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing for the headstone to set on prior to the installation of the headstone to the required depth so that 25-26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material is to be placed around all sides of the headstones and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and grass seed applied.

(iv) Deep headstone sockets are to be filled at bottom with a minimum of 3” of Fill Material added and tamped to full compaction in the bottom of the socket to achieve a bottom depth of 18” below finished grade for the headstone to set on prior to the installation of the headstone to the required depth, so that 25- 26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material shall be placed around all sides of the headstones and thoroughly tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and grass seed applied.

(v) Straight Rows: Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8”, or less. All measurements and string line set-ups shall be taken from established section layout control points, not from previously set headstones, unless otherwise directed by the COR. In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers shall be set at proper heights and levels to provide a flowing transition through uneven terrain. Raised and realigned headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play.

(vi) Curved Rows: Headstones shall be set vertically plumb in all directions. In all cases along the arched rows, headstones shall be set vertically and laterally to maintain a uniform and visually symmetrical arch along the rows, and where possible transversely (coordinate with COR), with headstones of other graves. Maximum vertical tolerance of any headstone shall be 1/8” or less from adjacent headstones in the arched row. Maximum horizontal tolerance from the line of the flowing symmetrical arch of the row shall be 1/4”. In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers shall be set at proper heights and levels to provide a uniformly flowing transition through the sloped terrain. Completed raised and realigned headstones in all soil and terrain conditions shall be firmly set in place so that the headstones are rigid with no give or play.

(vii) In cases where headstone sockets need to be realigned/shifted and/or re-dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that 25-26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 21 inches that may cause the headstone to settle below height requirement.

(viii) The measurements between rows of headstones and headstones within each row may differ from one section to the next due to the use of differing burial patterns; discuss with COR where this is found to occur. These measurements must be adhered to as closely as possible. Headstones shall be accurately and precisely reinstalled on the correct gravesites with the utilization of grave plot maps and existing permanent control markers.

(ix) The realign crew starts on a row of headstones close to the center of the section to be realigned. Headstones are chosen to be “key” stones. All headstones determined to be keystones are stones identified by the COR that are set off the burial section’s permanent control markers. All keystones are to be identified at beginning, middle, and the end of 72’ grids. These keystones are to be aligned by leveling front and back and side-to-side, and raised or lowered to a height of 25-26 inches above topsoil level. Constant quality control is to be maintained and is required for all keys.

(x) At the start of work in each burial section, the first row of reset/realigned headstones in each burial section is to be inspected by COR for appearance, spacing, depth, alignment, plumbness, height, accuracy, and smoothness in grade transition. No further setting of headstones shall be done until this first row has been inspected and accepted by the COR. If the first row is rejected by the COR, the contractor shall at no additional cost to the Government reset the rejected stones before proceeding in that section. It is the Contractors responsibility to notify the COR 24 hours in advance of when each of these inspections shall be needed.

(xi) Heavy strings or lines must run along the backs, sides, and tops of these keystones. The string or line is required to be provided by the contractor and must be approved for use before by the COR before using. These lines are to be marked with the proper measurements- (size of section) for the section aligned. All remaining headstones in the row are then aligned along the strings front to back and side-to-side even with the measured marks on the line. Each headstone is leveled and plumbed front to back and side-to-side keeping the back of the headstone along the string and the side of the headstone along the measured mark. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8”, or less. Each headstone is also raised or lowered as necessary to ensure a uniform measurement of 25-26 inches above topsoil level. The headstone is then aligned along the string front to back and side-to-side even with the measured mark on the line. The headstone is leveled and plumbed front to back and side-to-side keeping the back of headstone along the string and the side of the headstone along the measured mark.

(xii) The alignment of the headstones should be checked frequently during this process because the tamping may move the headstone out of level or off the mark on the line. This process of raising and realigning is repeated for each row of headstones. Upright headstones in all completed work areas shall be firmly set and anchored in place with no movement from forces subjected by the COR.

(xiii) The Government reserves the right to require the contractor to pull suspect stones to…