2. Togus Grounds Maint SOW (FY-26) DRAFT.rtf

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DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

Background

Togus National Cemetery is located on the Grounds of the Togus VA Medical Center, outside Augusta, Maine. It is a satellite cemetery under the supervision of the Director of Massachusetts National Cemetery. Togus VA Medical Center is the site of the first Soldiers and Sailors Home, established in 1866, and is listed on the National Register of Historic Places. Cemetery grounds encompass approximately 31 acres of land.

The cemetery is divided into two sections (East and West) with both sections comprising approximately 31 acres. East cemetery is approximately 7.1 acres, and West cemetery is approximately 24 acres.

National Cemeteries are National Shrines that honor our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Each cemetery receives visitors and standards of maintenance & appearance must reflect the Nation’s concern for those interested there. Because of the special significance and attention each cemetery receives from the public, strict adherence to contract specifications, terms and conditions are essential.

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.

Contract Definitions / Acronyms

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

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

Contracting Officer’s Technical 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.

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 designee (hereon referred to as COR) are responsible for contract oversight.

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.

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.

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.

General Requirements

The contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide cemetery grounds maintenance services at the Togus National Cemetery as specified herein. Unless otherwise provided in this contract, specialized interment equipment shall be furnished by the Government.

All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday through Friday - excluding Federal Holidays). Work performed outside of normal work hours shall be at the discretion and approval of the VA Contracting Officer's Technical Representative (COR).

The Director of Massachusetts National Cemetery, located at Off Connery Avenue, Bourne, Massachusetts 02532 (508) 563-7113, is responsible for the Togus National Cemetery and shall be available to the Contractor for questions and/or clarifications concerning the work requirements this contract.

Places of Performance:

Cemetery Location Togus National Cemetery Togus VA Medical Center, Togus, Maine 04330

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.

Section Description A.4 General Grounds Maintenance

\* MERGEFORMAT A.4.1

Grave Excavation & Backfilling of Casketed Remains A.4.2 Grave Excavation & Backfilling of Cremated Remains A.4.3

RAISE, REALIGN & RESET UPRIGHT HEADSTONES

A.4.4 Headstone & Marker Cleaning A.4.5 Bump & RUN (Realign Upright Headstones) A.4.6 Refill Sunken Graves A.4.7 Turf Maintenance: FERTILIZATION & Weed Control A.4.8 Lawn Maintenance: Sodding, Seeding, Aeration & Dethatching A.4.9 Lawn Maintenance: MOWING, Trimming & Edging A.4.10 Tree, Shrub & Planting Bed Maintenance A.4.11 Trash & Debris Removal (Weekly: January 1st thru December 31st) A.4.12 Fall Leaf REMOVAL (Weekly: October 15th thru December 31st) A.4.13 Snow & Ice Removal

Grave Excavation & Backfilling of Casketed Remains

SCOPE: Work consists of excavating and backfilling gravesites. The COR shall notify the contractor twenty-four (24) hours in advance of any gravesite to be excavated. The contractor shall be compensated for the exact number of interments accomplished. Upon completion of the interment, the Contractor shall return all specialized equipment furnished in the same condition as it was received. Specialized equipment consists of a lowering device with key, carrying sticks, lowering straps, planks, platform, and gravesite greens.

NCA STANDARDS

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

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

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

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

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

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.

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

PROCEDURES

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.

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

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.

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.

Any excess backfill shall be removed at the direction of the COR to a land fill or dump at the Contractor’s expense.

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

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.

The burial service shall take place at the Rostrum, 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.

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.

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

The Contractor shall lower the United States of America Flag to half-mast, one-half (½) hour before the interment service. One-half (½) after the conclusion of the interment service, the Contractor shall then return the United States of America Flag to full mast.

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.

Backfill shall be brought to establish grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of a mechanical or hand tamper. Care shall be taken to fill and compact all voids surrounding the burial case to reduce subsequent ground settlement. Backfill should not be mounded but conform to existing grades. Gravesite shall be top-spoiled and seeded in accordance with the procedure outlined in the Lawn Maintenance Applications portion in this contract.

When the grave is a second interment, the existing headstone shall be removed and carefully placed in an area near the gravesite and covered with grass green fabric, then properly disposed of at the conclusion of the service. A temporary marker shall be centered at the head of the gravesite where the headstone would normally be.

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.

Interment flowers shall be removed three (3) days after the interment and the gravesite fan is raked clean of all debris.

GRAVE EXCAVATION & BACKFILLING OF CREMATED REMAINS

SCOPE: Work consists of excavating and backfilling gravesites for cremated remains. The COR shall notify the Contractor twenty-four (24) hours in advance of any gravesite to be excavated. The contractor shall be compensated for the exact number of interments accomplished.

NCA STANDARDS

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

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

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

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

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

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

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.

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

PROCEDURES

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.

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

Overall dimensions of a gravesite measure approximately 3’ wide x 8’ in length unless otherwise advised by the COR and shall be excavated 18” square and three (3) feet deep at centerline and 30” 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 18” square and 3’ deep at centerline 4’ from the head of the gravesite. 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.

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 of 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.

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. Any excess backfill shall be removed in the direction of the COR to a land fill, or dump at the Contractor’s expense.

When a gravesite is deemed unsafe for a gravesite service, or by request from the next-of-kin, the burial service shall take place at the Rostrum. 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.

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.

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

The Contractor shall lower the United States of America Flag to half-mast, one-half (½) hour before the interment service. One-half (½) after the conclusion of the interment service, the Contractor shall return the United States of America Flag to full mast.

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.

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 conform to existing grades.

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.

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.

Interment flowers shall be removed three (3) days after the interment and the gravesite fan raked clean of all debris.

Raise, Realign, Reset & Clean Existing Upright Headstones

Handling of Markers and Headstones

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.

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

Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them. Contractor personnel should use tools approved by the Contracting Officer Representative (COR), such as shovels, pry bars or pinch bars to lift flat markers out of the ground; pickaxes are not an acceptable tool.

No tools, equipment or other items will be placed or leaned on headstones or markers. Once headstones/markers are removed from the socket, do not place on dirt piles or mud; they should be carefully placed on each associated gravesite and protected in such a way as to prevent any soiling and be out of the way of any other work.

Headstones shall be removed from their sockets 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 skid steer loader (i.e. Bobcat®) or similar machine to extract the headstone from the socket. When headstones are removed from their sockets, they shall be carefully stored on each associated gravesite; do not lean headstones against each other. Use care not to scratch or damage headstones in any manner. The headstones shall be laid with front inscription side up while the headstone is lying horizontally on the ground. The headstone shall be protected from direct ground contact while lying horizontally. The protection method shall be as approved by the COR and shall be free of deterioration in weather. An approved method is to support each headstone with two wood 4X4’s. Alternate methods can be approved. Cardboard should not be used. Wood or other suitable appropriate and attractive material shall be used to keep the headstones from contact with the soil while lying horizontally during the construction period. This also shows respect for the families visiting the gravesites and the remains that are buried.

The contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

Additionally, should any activity result in exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the contractor must contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.

Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.

The contractor is required to discuss the guidance with these contractor employees and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

NCA Standards

Standard 4.1: Headstones and markers are clean, free of debris and objectionable accumulations.

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

Standard 4.3: Headstones and markers are not damaged by cemetery operations.

General Requirements

Work consists of raising, lowering, realigning, resetting, and cleaning existing upright headstones. Upright granite headstones are 42” (inches) long X 13” (inches) wide, X 3” (inches) thick and weigh approximately 175 pounds. They are erected on 5’ x 10’ casket gravesites. Older headstones will be realigned laterally, transversely and diagonally in the same manner as new markers. (Note: In areas where smaller than standard size headstones may occur, coordinate specified measurements and dimensions of required work with COR).

Procedures

All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the raise and 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.

Headstones will 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.

Shallow and correct depth headstone sockets are to be dug to a bottom depth of 21” below finished grade. Fill material will then be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing prior to the installation of the headstone so that 24” - 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.

Deep headstone sockets are to be dug to a bottom depth of 18” below finished grade. Fill material will then be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing prior to the installation of the headstone so that 24” - 26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material will 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.

For 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 will 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.

For Curved Rows: Headstones shall be set vertically plumbed 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 will 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.

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 24-26 inches of the headstone extends 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.

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 will be precisely / accurately reinstalled on the correct gravesites with the utilization of grave plot maps and existing permanent control markers.

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 24-26 inches above topsoil level. Constant quality control is to be maintained and is required for all keys.

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 will 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 will be needed.

Heavy strings or lines must run along the backs, sides, and tops of these keystones. The string or line shall be furnished by the Contractor and must be approved by the COR prior to use. 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 24-26 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.

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.

The Government reserves the right to require the Contractor to pull suspect stones to verify that the correct base material and specified depths have been achieved. Any stone pulled under this requirement will be pulled and reset at no additional cost to the Government.

Any upright headstones broken or damaged by the Contractor shall be reported to the COR by close of business each working day in order that the grave can be properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at his cost. All grids or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor’s expense. Curbs, roads, walks, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the Contractor during performance of contract work shall be repaired at the expense of the Contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR in writing.

Headstone & Marker Cleaning

SCOPE

Work consists of cleaning upright headstones and flat markers to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth.

NCA STANDARDS

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

Standard 4.3: Headstones, markers and niche covers are not damaged by Contractor operations.

GENERAL REQUIREMENT

Approximately 5,372 headstones, (East & West sections) at Togus National Cemetery shall be pressure washed and chemically cleaned prior to Memorial Day and Veterans Day. The contractor shall also pressure wash sidewalks, curbs, entrance gate and cemetery fencing.

The natural surfaces of headstones & markers shall be retained. They shall not be painted, whitewashed or calcimined. Headstones or markers that have any dirt splash up or grass debris from mowing, trimming or edging shall be promptly cleaned when found.

The Contractor shall furnish a monthly list identifying the National Cemetery Location and specific Section and Gravesite Number of each stone cleaned.

(d) CLEANING OF HEADSTONES:

CLEANING OF UPRIGHT HEADSTONES:

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.

Cleaning Techniques will demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etcetera 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:

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.

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”.

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.

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.

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

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.

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 inspector after cleaning has been completed.

APPLICATION OF D/2 BIOLOGICAL SOLUTION

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.

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.

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.

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.

The end result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers. A clean headstone or marker is free from objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth.

Bump & Run

SCOPE

Work consists of realigning upright headstones that have shifted out of alignment, but do not need to be removed from their sockets and reset.

NCA STANDARD

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

PROCEDURES

The Contractor shall use a wooden tamper to bump the headstone into alignment. A post level shall be attached to the headstone and bumped into both horizontally and vertical alignment. The soil around the perimeter of the headstone shall be firmly tamped so that headstone shall not move when exposed to force. Topsoil and grass seed shall be applied and lightly tamped, then rake lightly with a fan rake removing any debris.

Refill Sunken Graves

SCOPE

The Contractor shall furnish all labor and materials (including topsoil & seed) necessary to refill and seed sunken graves. Work consists of refilling existing sunken graves with suitable high-grade topsoil to the height of existing adjacent graves.

Approximately twenty-four (24) graves shall be refilled per year at Togus National Cemetery (east & west sections combined). Refilling of sunken graves shall normally be accomplished between March and November of each year.

NCA STANDARD

Standard 2.4: The grading of every gravesite blends in with adjacent grade levels.

PROCEDURES

The COR shall provide the Contractor with a list of sunken graves to be refilled & seeded throughout the year.

A sunken grave is defined as any gravesite that has receded three (3) inches or more from existing adjacent graves. A standard size gravesite measures approximately 3’ wide x 8’ in length.

Sunken graves shall be filled with approved backfill and tamped to within two (2) inches of established grade. Topsoil shall be added to bring the gravesite to the established grade.

The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction. The area shall then be seen in accordance with the procedures outlined in the Lawn Maintenance Applications portion in this contract.

All topsoil is subject to random / independent soil analysis. COR should approve the topsoil the Contractor provides for sunken graves prior to use. The contractor must remove soil not approved for use within 24 hours after the determination is made.

Turf Maintenance -- Fertilization & Weed Control

SCOPE

Contractor shall be responsible for maintaining the turf area of the cemetery and the immediate area surroundings of the cemetery in a healthy condition with proper application of fertilizers and herbicides (to control weeds, diseases and insect pests).

Turf in burial areas should be 90 percent weed free. Pest and disease-free turf should cover at least 95 percent of the area.

The turf is to be aerated annually in September as provided in the Turf Application Schedule. Approximately all turf acreage should be treated at Togus National Cemetery.

NCA STANDARDS

Standard 1.1: All maintenance activities and a cemetery site plan are included in the current Cemetery Grounds Management Plan.

Standard 2.1: Visually prominent areas have a well-established, healthy stand of turf.

Standard 8.1: The conduct of daily grounds maintenance activities does not detract from the overall function of the cemetery.

Standard 8.2: All areas where ground maintenance activities have been conducted are neat, clean and free of debris and equipment at the end of the workday.

Standard 9.1: Necessary personal protective equipment and safety measures shall be adhered to at all times during ground maintenance operations.

PROCEDURES

Equipment: The Contractor is to supply all necessary spreaders, applicators, hoses and other equipment. Water shall be furnished by the Government at no cost to the Contractor.

Supplies: The Contractor shall furnish all required herbicides, fertilizers and any other supplies as indicated in the turf application schedule. Soil tests shall be obtained by the COR or his/her representative. Soil samples shall be sent to the local county agricultural extension office for analysis by the Contractor and copies of results shall be given to the COR by the Contractor. Test results shall show any deficiencies and the needed corrections.

Fertilizer: Fertilizer shall be applied based on the application rates that are listed in the Turf Application Schedule or based on results from soil tests. Fertilizer shall be applied in the fall and spring of each year, which is the optimum time for fertilization of cool season turf grasses. Fertilizer that is used will contain a minimum fifty (50) percent nitrogen from slow-release sulfur coated urea, have a 4:1:2 or 24-6-12 NPK ratio and be applied in granular form.

Broadleaf Weed Control: Any personnel using pesticides/herbicides shall be properly trained, and the person in charge shall be duly licensed to use pesticides in the state of Maine. Treatment for broadleaf weeds shall be accomplished in the spring and fall as specified in the Turf Application Schedule using a post emergent broadleaf herbicide such as Trimec or other broadleaf herbicide that controls cool season broadleaf and grassy weeds such as dandelion, plantain and clover, crabgrass. Broadleaf herbicide will be applied in liquid form to the turf throughout the entire cemetery. shall be maintained at 90 percent weed free. Copies of all MSDS sheets for herbicides applied shall be turned into the COR one week before the scheduled application.

Initial and Second Crabgrass Pre-Emergent Application: Contractor shall apply pre-emergent crabgrass herbicide in liquid form when treating crabgrass at manufacturers recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated broadcast spreading equipment. The contractor shall begin the application after the soil temperature has reached 55 degrees for three consecutive days. This is the time that crabgrass seeds begin active germination in the soil. Any application that is completed before this time-period may not be as effective in overall crabgrass control. This shall be determined with the use of a soil thermometer placed at a 1–2-inch soil depth in various sections of each cemetery to accurately gauge soil temperature. The dates for application listed in the application schedule are only an estimated time frame and could begin earlier or later depending upon the soil temperatures. Monitoring of the soil temperature shall only be needed for the first application listed in the application schedule.

Pesticides and Herbicides: Contractor shall keep a record of all pesticides/herbicides applied and furnish a copy to COR along with all supporting MSDS sheets for any chemicals used within five working days of application. Records shall show type, amount, application area, and weather conditions. Signs shall be posted informing the public that a chemical has been applied (Date and Time of Application). Turf in high visibility areas shall be at least 90 percent pest and disease free.

Turf Application Schedule: Fertilizer and herbicides shall be applied to meet NCA Turf standards. Contractor shall provide fertilization, pre-emergent crabgrass & broadleaf weed control services in strict accordance with the following:

Turf Application Annual Application Date Description #1 October 5th – 10th Application #1: Post-emergent broadleaf weed control applied in liquid form, to control various broadleaf weeds such as dandelion, plantain and clover.

#2 November 1st – 5th Application #2: Granular, slow release (minimum 50%) sulfur coated urea fertilizer with a guaranteed NPK analysis of 24-6-12. This shall be applied at a rate of 5 lbs. / 1000 sq. ft. using a properly calibrated broadcast spreader.

#3 May 5th – 10th Application #3: Post-emergent broadleaf weed control applied in liquid form, to control various broadleaf weeds such as dandelion, plantain and clover. This will be combined with a liquid application for the pre-emergent control of annual weed grasses such as crabgrass, goosegrass and barnyard grass #4 May 20th -25th Application #4: Granular, slow release (minimum 50%) sulfur coated urea fertilizer with a guaranteed NPK analysis of 24-6-12. This shall be applied at a rate of 4 lbs. /1000 sq. ft. using a properly calibrated broadcast spreader #5 June 15th – 20th Application #5: Pre / early post emergent control for annual grasses such as crabgrass, goosegrass and barnyard grass and shall be applied in liquid form.

#6 August 5th – 10th Application #6: Post emergent control for annual weed grasses such as crabgrass and a post emergent control for broadleaf weeds and nutsedge applied in liquid form.

#7 September 1st – 5th Application #7: Core aeration and over seeding of all cemetery turf acreage. Seeding mix shall consist of 50% Kentucky Blue grass seed (3 varieties) & 50% Creeping red fescue (3 varieties). Seed shall be applied at a rate of 10 lbs. /1000 sq. ft. by broadcast spreader after completion of aeration.

#8 September 20th – 25th Application #8: Granular, slow release (minimum 50%) sulfur coated urea fertilizer with a guaranteed NPK analysis of 24-6-12. This shall be applied at a rate of 4 lbs. /1000 sq. ft. using a properly calibrated broadcast spreader.

#9 N/A Optional Application: White (Beetle) Grub Control Application Treatment for the control of beetle grub larvae using an approved product such as Merit in granular form. White Grub control will be applied to the entire turf acreage or specific areas as specified by the COR. Pricing shall be negotiated when (and if) determined necessary by the COR and shall require a written modification to the contract executed by the Government Contracting Officer. No optional services shall be performed until written authorization from the Contracting Officer is received. The necessity of this application is solely at the Government's discretion.

NOTE: VA National Cemetery anticipates ordering and the Contractor furnishing the quantities & types of services stated in the Price Schedule and Turf Application Schedule. The Government, at its sole discretion, reserves the right to modify turf application dates or increase/decrease estimated quantities based on unforeseen circumstances including changes in weather and / or turf conditions.

Any such changes affecting the scope or price shall require a written modification to the contract executed by the Government Contracting Officer. Except as this contract may otherwise provide, if the Government's requirements result in changes to the application schedule and / or estimated quantities stated in the contract, that fact shall not constitute the basis for an equitable price adjustment.

Lawn Maintenance -- Sodding, Seeding, Aeration & Dethatching

SCOPE

Work consists of seed bed preparation, annual fall over seeding and seeding of areas of the cemetery where the turf has been disturbed or has died. In particular, all newly dug or refilled graves need re-seeding.

The Contractor is responsible for the removal and disposition of dead ground and shall refill the site with quality topsoil and perform the seeding to include the bare areas to ensure a quality turf.

Delivery tickets for grass seeds indicating date, weight, analysis, purity, and vendor’s name, etc. are to be submitted to the COR. Guidance from expert sources (e.g. local county agricultural extension agent or, agronomist in Memorial Service Network 1 Offices or landscape architects in NCACO) is adhered to regarding turf selection. Work also consists of performing annual turf maintenance activities to include aeration and over seeding.

NCA STANDARD

Standard 2.2: Turf used shall be compatible with the geographic region and adheres to the Cemetery Master Plan.

PROCEDURES

Type of Sod & Seed: Kentucky Bluegrass and Creeping Red Fescue are to be the primary grass to be developed. Only cultivars of grass sod / seed that have been adapted to the Northeast / Mid-Atlantic region of the United States shall be accepted. Any substitution of sod/seed type, weight or application must be specifically approved by the COR in writing. Sod / seed are to be free of all noxious weeds.

50% Kentucky Bluegrass & 50% Creeping Red Fescue (3 different varieties) Purity Germination

95% 90%

Guarantee: The Contractor shall be responsible for mowing and watering all newly seeded areas and maintaining them in a healthy and vigorous condition.