36C78618Q0261-008.pdf

CAVE HILL NATIONAL CEMETERY

Grounds Maintenance Services Solicitation No: 36C78618Q0261

SECTION B - CONTINUATION OF SF 1449 BLOCKS

(B.1) CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the follo2wing individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Tené Tarver Becknell, Contracting Officer

Department of Veterans Affairs NCA Contracting Service 75 Barrett Heights Rd. Suite 309 Stafford VA 22556

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-34, Payment by Electronic Funds Transfer—Other Than System For

Award Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, after Government acceptance

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The Offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

Solicitation No: 36C78618Q0261

5. GOVERNMENT HOLIDAYS

Holidays observed by the Federal Government (The contractor may not be required to work on Federal Holidays):

New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in

February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in

September Columbus Day Second Monday in

October Veterans Day 11 November Thanksgiving Day 4th Thursday in

November Christmas Day 25 December

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S.

Government agencies. Also included would be any day specifically declared by the President of the United States of America as a national holiday.

6. ADDITIONAL INFORMATION FOR OFFERORS

Contract Type

This solicitation is for an Indefinite Delivery/Indefinite Quantity contract. Offeror’s attention is directed to FAR Clauses 52.216-18 “Ordering” and 52.216-19 “Order Limitations”, which are part of this contract.

Non-Personal Services Contract

The services provided in the contract will involve non-personal services. The personnel rendering the services of the contract are not subject, either by contract terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

Solicitation No: 36C78618Q0261

Proposal Package (Also see Section 5.1 - 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (JAN 2017) – Page 94 The Offeror’s proposal package must contain the following:

• One (1) copy of SF1449 with completed blocks 17a & 30, and DUNS number entered in block 17a

• One (1) of Price Quote/Proposal for all items in the schedule – this should be a separate document (.pdf format)

• One (1) signed copy of Acknowledgement of any Solicitation Amendments

• One (1) copy of Completed FAR Clause 52.223-3 “Hazardous Material Identification and

Material Safety Data”

• One (1) copy of Completed FAR Provision 52.212-3 “Certifications and

Representations” or indicate whether contractor has completed the annual representations and certifications electronically at www.sam.gov (copy of current SAM status)

• One (1) copy of Technical Proposal (see FAR Provision 52.212-2 “Evaluation – Commercial Items) which includes Work and Quality Control Plans

• At least three (3) Past Performance References – for Grounds Maintenance Services

Submit proposal packages to the issuing Contracting Office indicated in block 9 of the SF 1449.

Proposal packages that do not contain all the above materials will be rejected as non-responsive.

All questions pertaining to this solicitation must be submitted in writing to Ms. Tené Becknell only at tene.becknell@va.gov Wednesday, March 28, 2018 NLT Noon (Eastern).

To maintain procurement integrity, Cave Hill National Cemetery staff should only be contacted during the designated site visit dates and times only. Contacts made to any Cemetery staff outside of these periods and/or prior to contract award, could result in a rejection of your Proposal.

No additional written questions or inquiries will be accepted after March 28, 2018 (Eastern). No telephone calls please.

Site Visits Offerors are encouraged and expected to visit and inspect the site where services are to be performed, prior to submitting their proposal. FAR Provision 52.237-1 “Site Visit” is part of this solicitation. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Site visit will be conducted between:

Date: March 26, 2018 ONLY.

Times: Between the hours of 11:00 a.m. until 4:00 p.m. (Eastern) ONLY http://www.sam.gov/ mailto:tene.becknell@va.gov

Solicitation No: 36C78618Q0261

Location: Cave Hill National Cemetery- Administration Building, 701 Baxter Avenue, Louisville, KY 40204. Offerors will be required to sign in upon arrival on March 26, 2018 for site visit.

IMPORTANT: ALL INTERESTED OFFERORS MUST CONTACT the Cave Hill National Cemetery at (502) 458-4792 prior to site visit to this Cemetery to set up a site visit appointment during the designated site visit date and times above. An appointment must be made in advance prior. No exceptions.

*IMPORTANT NOTE* - Potential Offerors will not be allowed to conduct unscheduled or rescheduled site visits/tours before or after the designated solicitation site visit time frame for the duration of the pre-solicitation, solicitation, and pre-award phases through contract award.

Solicitation No: 36C78618Q0261

(B.2) SCOPE OF WORK – CAVE HILL NATIONAL CEMETERY

GENERAL INFORMATION

THE NCA MISSION: The National Cemetery Administration (NCA) honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National Cemeteries are national shrines for our nation’s heroes, the Veteran(s) and their family. The standards of maintenance, appearance and operational procedures performed at national cemeteries must reflect this nation’s concern for those interred there.

The National Cemetery Administration (NCA) – Cave Hill National Cemetery located at 701 Baxter Avenue, Louisville, KY 40204, has an immediate need for Lawn Maintenance, Gravesite Renovation, Trash and Debris Removal services for contract periods May 1, 2018 through April 30, 2019 with four (4) one-year Options through April 30, 2023.

Offeror shall provide all labor, equipment, and supplies to complete grounds, headstone and tree maintenance. Services will include, but are not limited to: Lawn/turf maintenance, mowing, trimming and edging, aerating, weeding, fertilizing, chemical applications, pest control, tree/shrub maintenance (includes mulching as required), snow and leaf removal, restoration of individual sunken gravesites, headstone raise and realignment, trash/debris removal and storm clean up.

Note: There are eight “Agronomic Protocols” that outline appropriate policies and procedures for proper lawn care operations at this Cemetery. In case of any discrepancies between procedures specified by the protocols and those specified in this part of the Performance Work Statement (PWS), this guidance takes precedence – see attachment called “P01 – Agronomic Protocols”.

DESCRIPTION OF SERVICES:

The Offeror shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at the Cave Hill National Cemetery in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout.

Services include, but are not limited to maintenance of grounds, regular mowing, weed eating, removal of leaves and debris, maintenance of gravesites and headstones, and the alignment and washing of headstones, headstone installation and maintenance, turf maintenance, plant and tree maintenance, sunken grave repair, grave excavation and backfilling, light janitorial services (trash and debris pick up).

All work shall be done during normal Federal workdays in daylight hours. The exceptions are Memorial Day weekend and other special days as requested by the Contracting Officer's Representative (COR).

Solicitation No: 36C78618Q0261

PROCEDURE

LAWN MAINTENANCE

LAWN MAINTENANCE - MOWING, EDGING AND TRIMMING

MOWING

Mowing lawns is one of the most important tasks performed in the National Cemeteries. Some grass cutting is performed at this facility throughout the year. However, March through October is considered the grass cutting season at this National Cemetery.

The turf type for this National Cemetery is 100 percent Fine Tall Fescue grass. Fine Tall Fescue herbicides are required for the climate and soil conditions in the Kentucky region.

The Offeror shall be responsible for mowing, edging and trimming all grass within the cemetery grounds and outside cemetery perimeter enclosure walls as specified by the Contracting Officer’s Representative (COR). This service area encompasses approximately 4.0 acres.

1. Cutting Height: Normally lawns will be cut with the mower decks set at 3.5 inches. To maintain the healthiest turf, mowing heights are subject to change and may be adjusted after consultation with the Southeast District Agronomist. Offeror shall mow all turf areas so that no more than 1/3 of the height of grass is removed at any one mowing. If grass clippings are evident, the Offeror is responsible for the removal of clippings at no extra cost to the Government. Grass clippings that adhere to headstones are to be cleaned from headstones after each mowing event.

NOTE: Cutting heights of all mowing equipment shall be set per heights specified above. Also see attached Agronomic Protocols for additional information regarding all mowing specifications.

2. Frequency of Mowing: Burial sections shall be cut once each week during the growing season up to 36 weeks. More frequent mowing may be needed if grass growth is excelled due to favorable weather conditions.

Regular mowing is required to be performed before trimming. If ground is wet, to the point of causing rutting, mowers will not be used until ground conditions permit. COR will be notified immediately.

3. Mowing Gravesite Areas: Particular and continual care will be taken to protect headstones and markers from being chipped, scraped, scratched, broken, stained, or soiled during mowing operations. Power mowers will be operated no closer than 6 inches from headstones.

Mowing of new sod, new seed, and grass matted areas with riding mowers is not permitted until they have become established turf. When grass in these areas gets tall enough and requires mowing, it shall be carefully mowed with a push mower at 3.5 inches until sod is established well enough to support riding mowers without damage to the grass or soil surface.

Solicitation No: 36C78618Q0261

Areas shall be properly marked by the Offeror “NEW SOD, NEW SEED AREAS”, etc., for public knowledge.

Areas of the Cemetery where the grass is NOT to be mowed, will be delineated by the COR.

4. Equipment: Riding mowers are permitted and must have mulching decks provided they are not operated within three (3) inches of headstones, markers, monuments, tree trunks or other vertical surfaces.

Walk-behind, push type machines, hand held weed whips, power trimmers, or trimming shears can also be used to trim grass from around headstones, monuments, markers, etc.

Cutting blades on mowing and trimming equipment must be kept sharpened or replaced weekly so that grass tips are properly cut and not torn or damaged. Documentation must be provided upon request indicating weekly blade sharpening and/or replacement.

TRIMMING

Trimming Around Headstones and Markers: Trimming the grass (or any vegetation) from around headstones and markers will be accomplished using a power trimmer equipped with a non-streaking or non-staining bumper guard through-out the calendar year. Trimmers will be held level with the ground on headstones to prevent uneven turf around.

Grass areas not mowed around headstones, monuments, markers, and other vertical surfaces shall be trimmed with each mowing and within 3 days prior to Memorial Day and Veterans Day.

Additional trimming outside of the regular schedule may be required for other federal holidays as identified by the COR.

Trimming around headstones shall leave grass at 3.5 inches tall, the same height as mowing.

Scalping is not acceptable. Where scalping is evident, Offeror will be responsible for repair of the damage at no cost to the Government.

Trimming must be performed after mowing not before. Trimming around headstones shall leave grass at 3.5 inches tall, the same height as mowing.

EDGING

All streets, curbs, walkways, flat markers tree wells and shrub beds shall be edged a minimum of once monthly and within two (2) weeks before Memorial Day, Veterans Day or any other holiday as identified by the COR.

Width of the edging gap shall not exceed one quarter (1/4) inch to minimize tripping hazard and weeds.

LAWN MAINTENANCE - FERTILIZATION, AERATION, LIME APPLICATION, AND

WEEDING AND PEST CONTROL

The use of fertilizers, pesticides, herbicides and other horticultural chemicals are

Solicitation No: 36C78618Q0261 necessary in the successful development, growth and maintenance of the lawns and plants.

However, their success is dependent on their proper application. Improper usage of horticultural chemicals can kill plants and become a safety hazard to employees and visitors to the cemetery.

For this reason, the manufacturer’s instructions must be rigidly followed.

The Offeror will supply at least one (1) state certified chemical applicator and all necessary chemicals, materials, applicators, hoses and other equipment to successfully complete spraying, fertilization, and weeding requirements.

Certified Chemical Applicator personnel must have a current Kentucky state license to administer herbicides and/or pesticides.

Applicator must have prior experience with the application of lime, Momentum Q, Three Way Select, Dimension and Talparid products.

Applicator must also have a familiarity with how to complete a Safety Data Sheet required for all chemical, herbicide and cleaning solution applications.

Offeror shall be responsible for maintaining the turf area of the cemetery in a healthy condition by proper application of fertilizers, chemicals (to control weeds, diseases and insect pests) and lime (if soil tests indicate it is needed).

The turf is to be aerated in late Fall (September or early October). Approximately 4.0 acres of turf area will be treated.

Water will be furnished by the Government (Cave Hill Cemetery) at no cost to the Offeror.

Before any Fertilization chemicals are administered, documentation shall be provided to the COR by the Offeror PRIOR to application and must identify the following:

• What types of chemicals/treatments are being applied?

• Quantity (in fluid ounces)

• Dates of Application (See Chemical Application Schedule on Page #5) ADDED

• Location of applications (identify Cemetery section)

• How were chemicals/treatments applied

Fertilizer will be applied to all cemetery turf and landscape areas up to three times each year (as needed): Spring, late Summer and early Fall, unless unfavorable weather conditions persist or as otherwise directed by COR.

The nitrogen (N) component of the fertilizer is to be 30-50% slow release, and the ratio of N:P:K is to be approximately 4:1:2 (for example, a fertilizer with an N,P,K analysis of 24-6-12 has a 4:1:2 ratio).

The rate of fertilizer applied shall be based on its nitrogen content, with 1.0 pound of actual nitrogen applied per 1000 square feet in May and September, and 1.5 pounds actual nitrogen applied in early Fall.

Solicitation No: 36C78618Q0261

Simazine© pre-emergence herbicide shall be applied during the Winter months for Winter weeds.

Documentation shall be sent to COR of what, how much, when, where, and how the fertilizer was applied, prior to application. (See Agronomic Protocol #3: “General Turf Grass Maintenance Operations” for additional information).

Federal Statutes or Regulations: The emphasis on environmental protection, that is often mandated by federal statutes, as well as state laws and local ordinances, makes it imperative that the Cemetery Director, COR, and the Southeast District Agronomist be immediately advised of the purchase and use of all chemical products intended for horticultural purpose.

Applying Pesticides: Restricted and General use pesticides require a state licensed contractor for all applications at this National Cemetery.

Safety Clothing Requirements During Chemical Applications: Contracted employees using horticultural or other chemicals will follow federal and state safety regulations.

Contractor staff will ensure appropriate eyewear is provided and worn protecting the eyes, skin and hands; the user should also avoid inhaling fumes and should wash thoroughly afterwards. Employees at this facility will wear rubber gloves, long sleeves, goggles to protect eyes, and mask to avoid breathing fumes.

Mixing Horticultural Chemicals: Contractor and its staff must follow the manufacturers instructions regarding the mixing of all chemical products.

Applying Horticulture Chemicals: A fertilizer/seed spreader is used to apply granular fertilizers and seed. A proper sized liquid sprayer will be used to apply horticultural liquid chemicals and will be thoroughly cleaned offsite afterwards.

LIME APPLICATIONS

When soil tests indicate a need for lime, it shall be applied as pellet lime at the rate indicated in those tests and shall be applied immediately following aeration in September, unless otherwise approved by the COR.

Before any application of lime is administered, documentation shall be provided to the COR PRIOR to application and must identify the following:

• What type of lime product was applied

• Quantity

• Date of Application (See Chemical Application Schedule on Page #5)

• Location of Application (identify Cemetery section)

• How was lime application administered?

WEED AND DISEASE CONTROL

All weed growth and disease shall be controlled by means of spray approved by the COR.

Solicitation No: 36C78618Q0261

Any personnel administering weed control sprays, must have and maintain a current license by the State of Kentucky to administer herbicides/pesticides for the duration of this contract.

April-Spray selective herbicides (Momentum Q and Three Way Select) may be required to be applied during the April or May time periods depending on favorable weather conditions.

Before any Herbicide/Pesticide applications are administered, documentation shall be provided to the COR PRIOR to spraying and must identify the following:

• What type of lime was Herbicide/Pesticide will be applied

• Quantity (fluid ounces, gallon, etc.)

• Date of Application (See Chemical Application Schedule on Page #5)

• Location of Application (identify Cemetery section)

• How Herbicide/Pesticide was applied

Herbicide treatments for all weed control will be applied in the Spring (March or April) and the Fall (Oct. or Nov.) of each year (*as required and is subject to change weather conditions permitting).

**Dimension© pre-emergence herbicide treatments are Cemetery preferred and shall be provided by the Contractor.

Spot treatment of individual escaped or late emerging weeds will be done as needed through the growing season (at least once per month) to maintain the cemetery in a generally weed-free condition. (See Agronomic Protocol #5 “Selective Weed Control in Established Stands of Turf grass” for additional details.)

Crabgrass: A pre-emergence herbicide treatment (Dimension) for control of annual grasses (crabgrass) shall be applied annually before crabgrass begins to germinate (usually mid-March, earlier if conditions are unusually warm).

The herbicide rate used will be the maximum allowed by the product label for cool-season grass in that region. (See Agronomic Protocol #6 “Pre Emergent Control of Crabgrass and Other Annual Grass Weeds in Turf grass” for additional details.)

However, if the turf fertilizer contains broadleaf herbicide then a fertilizer without broadleaf herbicide shall be used in the shrub and landscape beds. Surface application of the fertilizer to the soil is adequate for application. Any fertilizer granules remaining on foliage of ornamentals shall be thoroughly brushed or washed off immediately after application.

Moles, if applicable, and any Other Pest:

Moles and any other pest shall be controlled by Talparid© and one (1) up to six (6) applications may be required annually depending on severity of pest infestation. Offeror must ensure that soil is tamped into holes and turf replaced or re-seeded to obtain an acceptable appearance at all times.

Solicitation No: 36C78618Q0261

Care must be taken, especially with the early application, to not treat newly seeded areas or graves (or areas or graves to be seeded within 3 months, unless the topsoil will be replaced) because the herbicide will prevent growth of young turf grass as well as weedy grasses.

See Chemical Application Schedule below for an annual schedule of herbicide, lime, Talparid©, pesticide, and fertilizer applications.

Solicitation No: 36C78618Q0261

(B.3) CHEMICAL APPLICATION SCHEDULE

CHEMICAL APPLICATION SCHEDULE

(This schedule is subject to change and is contingent upon favorable weather and turf conditions at time of application):

JANUARY

No Chemical Applications Required.

FEBRUARY

No Chemical Applications Required.

MARCH

Identify and spot spray for and treat pockets of winter annual weeds with broadleaf herbicide Dimension© products)

Identify and spot spray trees and shrubs for insects and disease and treat as needed. (Contact COR for guidance)

APRIL/MAY

Apply fertilizer after turf is actively growing such as 24-6-16 at 4 lbs. per 1000sq. ft.

April-Spray selective herbicides to control broadleaf weeds in turf during late April when dandelions are flowering and weeds are actively growing.

May- Apply a full rate of accepted crabgrass pre-emergence herbicide (Dimension)

JUNE/JULY/AUGUST

June- Early apply fertilizer 4-1-2 slow release to all turf at 1.0 per 100 sq. ft.

SEPTEMBER

Apply fall fertilizer to cemetery turf use a 4-1-2 at 1.0 per 1000 sq. ft.

Apply Lime only if needed, based on soil test results. If PH is 5.5 or higher no lime is needed.

OCTOBER

Apply Pre-emergent (Simazine ©) for Winter weeds.

NOVEMBER/DECEMBER

No Chemical Applications Required.

**Pest control for mole infestations will be required as needed up to six (6) times annually.

Solicitation No: 36C78618Q0261

LAWN MAINTENANCE: OVERSEEDING (as needed)

Work consists of over-seeding established turf bed. All seeding materials are to conform to those specified below, unless otherwise specifically approved in writing by the Contracting Officer Representative (COR).

Tall Fescue Blend Select Certified seed will be used (contractor provided). Applied seed must have a minimum germination percentage of 85%. Specified materials are to be applied in amounts and methods herein stipulated.

Offeror will be required to verify minimum germination requirements are met prior to application. Seed delivery tickets must be presented indicating date, weight, analysis, and Offeror’s name, etc., are to be submitted to the COR prior to application.

Grass seed shall be a fresh new-crop seed complying with purity and germination requirements stipulated by the State of Kentucky. Grass seed mix will be specified by the COR and is Tall Fescue Blend Select Certified.

Only strains of grass sod that have been adapted in the State of Kentucky and certified by the State Agronomy Testing Laboratory will be accepted. Weed seeds and inert matter must not exceed 0.24% of total weight (all percentages are by weight). Seed is to be free of any noxious weeds.

LAWN MAINTENANCE: LEAF COLLECTION

Leaf collection of fallen or dead leaves may be required throughout the Cemetery up to 6 times per year.

Work consists of collecting and removing from the cemetery grounds and the immediate area outside the cemetery wall all fallen leaves, branches, and twigs as needed or directed by the

COR.

All fallen leaves must be collected and removed from the site daily or as needed until all fallen leaves are removed.

Leaves, branches, and twigs will be hand raked, vacuumed or blown by walk-behind push type machines from interment areas into the roadways, and then collected and properly disposed of from cemetery grounds daily.

Offeror will inspect all areas of the cemetery during this period and ensure that there is no accumulation of leaves in any area.

LAWN MAINTENANCE: TREE/SHRUB MAINTENANCE AND MULCHING

TREE/SHRUB MAINTENANCE

All trees and shrubs will be pruned, fertilized and sprayed for pests as needed. Pruning for trees shall be in the fall of each year. The various landscape plants (ornamentals, trees and ground covers) are recommended for the climate and soil conditions Kentucky. Shrubs trimming and

Solicitation No: 36C78618Q0261 maintenance shall take place as designated by Contracting Officer’s Representative (COR).

Work consists of but is not limited to, maintaining shrubs and trees in a healthy and attractive condition by proper watering, fertilizing, near-ground pruning, spraying for pests, cultivation and mulching.

Tree maintenance or removal services may also be required when felled and/or dead, diseased trees pose a potential safety hazard to the Cemetery staff and public.

All tree related services must be performed by a certified Arborist or Tree Specialist certified by the International Society of Arboriculture (ISA).

Arborist and/or Tree Specialist must have knowledge of the American National Standards Institute (ANSI) Publication; ANSI A300: Tree Care Operations-Pruning, Trimming, Repairing, Maintaining, Removing Trees, and Cutting Brush Safety Requirements.

All work must be done without disturbing or damaging existing gravesites and must be completed in accordance with the following specifications outlined in the American National Standards Institute (ANSI):

ANSI A300 (Part 1) –2001 (see attached)

A.23.1.1. American National Standards Institute (ANSI) Publications: ANSI A300: Tree Care Operations-Pruning, Trimming, Repairing, Maintaining, Removing Trees, and Cutting Brush - Safety Requirements.

All necessary equipment for this maintenance performance shall be furnished by Offeror unless specifically stated otherwise. All cutting tools will be kept sharp and properly functioning.

Trees will be kept free of suckers. Low-hanging dead and broken branches (ones that can be SAFELY removed with a pole pruner or from a step ladder) will be removed. All cuts will be made cleanly.

Cuts for limb or branch removal will be made just outside the branch-bark collar to minimize wound closure time by the plant. All limbs one inch in diameter or over must be precut to prevent splitting. Branches 3.5 inches or larger in diameter should be lowered by ropes to the ground. Any structural weakness, decayed trunk of branches, split crotches, or branches should be immediately reported to the COR.

All new trees shall be staked. Young trees that have tipped or leaned shall also be staked back to a vertical position. Stakes should be needed for no longer than one year. Trees which have been damaged in any way will be reported to the COR. All existing tree damage by the Offeror, will be replaced at Offeror’s cost.

Shrub/Hedges will be trimmed to promote a healthy and attractive appearance and uniform growth over all parts of the plant, with the bottom wider than the top. Hedges and shrubs shall be kept free of dead branches and leaves.

Solicitation No: 36C78618Q0261

Beds containing shrubs, ground cover and annual or perennial flowers shall be kept attractive and free of weeds. Any cultivation shall be generally shallow to avoid any damage to roots. Pre-emergence herbicides may be used if compatible with the plants in the beds and if authorized by the COR.

Dead or dying plant material shall be reported to the COR. Replacement plants, if needed, shall be furnished by the COR and planted by the Offeror when available.

All shrubs, ground cover and bedding plants shall be watered during the growing season to the degree needed to maintain an attractive appearance should natural rainfall fail to provide the moisture needed. A watering schedule shall be provided to the COR prior to watering and approved.

Fertilization of trees and shrubs (whether in turf areas or in their own beds) will be done at the same time and with the same fertilizer (and at the same rate) used for turf fertilization.

We need to identify here when (seasons) tree fertilization will be required during the Spring and Fall seasons.

MULCHING

All trees located on the Cemetery grounds must be mulched annually.

Mulch around trees and in other beds will be maintained continuously (year around) in an attractive 3-4” thick layer. Mulch will be black mulch and beds constructed to be esthetically pleasing to the eye of the public and maintained free of weeds, sticks, stones, clippings and other foreign material.

Existing mulch will be removed before any new mulch is placed. Mulch shall be pulled back 4” from the trunks of trees; level with the surrounding area (to reduce pest damage potential and allow the bark to dry) then sloped up to the 4” depth. Fresh, black mulch will be added one week before Memorial Day and/or as required by the

COR.

Offeror will provide all mulching materials. Mulch must be midnight black and not contain any grey or discolored mulch content.

No bark chips or nuggets or rubber mulch will be accepted COR will identify trees to be mulched.

A cemetery map identifying locations, number of trees, etc., requiring mulching will be provided by the Contracting Officer’s Representative (COR).

Solicitation No: 36C78618Q0261

GRAVESITE RENOVATION

GRAVESITE RENOVATION: Sodding (for Gravesite Renovations)

A gravesite needing renovation is defined as: any gravesite that has receded from original grade (adjacent with surrounding gravesites), leaving a washboard effect.

Gravesites with weed-free established sod will be leveled by removing existing sod, backfilling the grave, and replacing the sod that was removed, if sod is healthy and vigorous.

Sod is to be removed with a sod cutting machine leaving the sod in a roll, not cut up in squares.

Gravesites that do not have suitable, established sod, that can be reused, will have new sod properly installed on the graded and prepared gravesite. Starter fertilizer will be included as part of the surface preparation prior to installing the sod. Installed sod and seeded areas must be kept moist until they are well established. Offeror is responsible for ensuring each renovated gravesite is maintained in a weed free established condition. If gravesite is lost due to Offeror negligence, Offeror will renovate the gravesite again at no additional costs to the government.

For all gravesites renovations, rolled sod shall be installed by close of business on date specified and no later than that Friday (of the same week) to facilitate maintenance of a healthy and vigorous state.

An area where sod is to be placed shall have a minimum of two (2) inches of topsoil placed on it and be prepared for sod by bringing ground surface to adjacent grades, (with allowances for sod thickness, where applicable) free of sticks, stones, or other foreign material.

Surface to conform to finish grade, free of water retaining depressions, soil friable, free of clumps and should be of a uniform firm texture. Gravesites are not to be mounded nor recessed, they should blend with adjacent gravesites. Soil is to be dampened before sod is installed.

Starter fertilizer (12-25-10) shall be applied to the soil surface at a rate of 1.0 lb N per 1000 square feet, before laying sod.

Sod shall be laid with seams tightly matched, then rolled, then watered thoroughly. Sod must be kept moist until it is well rooted and able to survive with standard watering.

GRAVESITE RENOVATION: Cemetery Sections and Casket Gravesites Dimensions:

Section A: 3X9 Section B: 3x9 Section C: 3x9 Section D: 3x9 Section E: 3X9

COR will indicate which gravesites need renovation and will give Offeror a list of gravesites to backfill monthly as needed. Approximately 10 up to 15 gravesites may need to be renovated per year.

Solicitation No: 36C78618Q0261

HEADSTONE CLEANING

Headstone cleaning will be required up to two times per year during the months of April through September annually.

Work consists of cleaning all headstones, removing objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose marking, grass stains, residue from trees, fungus, etc., as required. There are approximately 5,863 marked gravesites in the 4.25-acre Cave Hill National Cemetery.

All headstones shall be cleaned semi-annually and thereafter is needed and if COR may determine if individual headstones require additional cleaning throughout the year to maintain a clean appearance overall.

The natural surfaces of the headstones shall be preserved. They shall not be painted, white washed, or calcimined. Abrasive blasting is prohibited.

Procedure A. Clean water shall be used to ‘wash’ headstones, after stone is dry, a spray application of cleaning solution brand named “D-2” shall be applied.

B. When water under pressure is used, the pressure will not exceed 300 psi. Excessive soil may be removed with plain water and a natural bristle, medium stiff brush (no wire brushes), followed by rinsing with clear water.

C. If water, used in cleaning, should soften the soil around the base of the headstone so that the stone is loose, care shall be taken not to tip the stone out of plumb or alignment. If stone is loosened, Offeror will wait until area around stone is dry, then re-plumb and align stone.

D. Care shall be taken to protect the turf area from any damage. Any turf damaged by the Offeror shall be restored at Offeror’s cost.

HEADSTONE HEIGHT & ALIGNMENT MAINTENANCE - (Raise and Realignment) Headstones shall be uniformly consistent in height and alignment while following the contour of the ground.

Maintenance under this category will consist of one of/or two methods: Raising or Realigning Headstones (R&R) OR Fine Tune Adjustments when existing headstones have shifted out of vertical or horizontal alignment (see descriptions below).

Both methods include checking then immediately reporting physical defects to the Contracting Officer’s Representative (COR) or his authorized representative.

Procedure – Raise and Realignment (R&R)

A. Raise keystone(s) to proper height (24-26”) and plumbed and aligned.

Solicitation No: 36C78618Q0261

B. Run a tight top line and front line to each keystone.

C. Raise all stones to the top line.

D. Align all stones to the front line.

COR will explain and train the procedure of using the top and side line.

**COR will provide onsite/hands on training for Offeror personnel at no additional cost to the Offeror.

Headstones may require additional Raise and Realignment adjustments throughout the year as directed by COR.

All headstones that need replacement will be ordered and set by the COR.

COR is responsible for ordering headstones, checking for proper wording and initial inspection for damages, when received. Any headstones damaged or broken by the Offeror shall require identical replacement within 30 days by the Offeror at no additional cost to the Government.

Replacement cost for any breakage or damage in any form, due to the Offeror’s handling or negligence, will be borne by the Offeror, and must be reported to the COR immediately.

Alignment of all headstones at the cemetery will be maintained at all times using the “Fine Tune Adjust” method of precision fine tune adjustment.

This method requires the use of wood tamper to visually adjust individual headstones back into vertical position both “front to back” and “side to side” with the alignment of the other adjacent headstones in the same rows and in adjacent columns of the burial section.

After headstones have been adjusted back into position the ground surface is manually tamped with the board to tighten it around the headstone.

Headstones shall be lifted and transported or set by at least two (2) Offeror personnel unless special one-man devices are approved by COR.

Older headstones will be realigned laterally, transversely and diagonally in the same manner as new markers.

The COR will identify gravesites requiring renovation and submit to Offeror each month.

Gravesites with weed-free established sod will be leveled by removing existing sod, backfilling the grave, and replacing the sod that was removed, if sod is healthy and vigorous. Sod is to be removed with a sod cutting machine leaving the sod in a roll, not cut up in squares.

Gravesites that do not have suitable, established sod that can be re-used, will have new sod properly installed on the graded and prepared gravesite. Starter fertilizer will be included as part of the surface preparation prior to installing the sod. Installed sod and seeded areas must be kept moist until they are well established.

Solicitation No: 36C78618Q0261

Gravesites will be power tamped with a gas-powered tamper.

If gravesite is lost due to Offeror negligence, Offeror will renovate the gravesite again at no cost to the government. The Offeror shall be charged current replacement costs for headstones/ markers, other cemetery structures or property damaged as result of actions by Offeror personnel.

HEADSTONE HEIGHT & ALIGNMENT MAINTENANCE - (Fine Tune Adjust Method) Approximately 5,863 headstones (4.25 acres) will be continuously maintained in alignment using the “Fine Tune Adjust” method.

Offeror will receive onsite training from COR (at no additional charge), Cemetery Foreman and/or cemetery personnel of proper R&R and Fine Tune Adjusting (also known as “Bump and Run”) procedures in accordance to National Cemetery standards.

Procedure

This method will require the use of a wood 1”X4” tamper (with a tapered handle on one end) to visually adjust individual headstones back into vertical position both “front to back” and “side to side” with the alignment of the other adjacent headstones in the same rows and in adjacent columns of the burial section. Headstones will be realigned laterally, transversely and diagonally.

In addition, the Offeror shall use small utility vehicle and/or walk-behind, manual application methods when making turf applications in any Specialty Area- so that damage to Government property does not occur. Similar judgment in equipment selection shall also be used in General Areas.

All completed gravesite R&R, Fine Tune Adjustments, or renovation work must be documented and submitted initially then daily (as performed) to COR.

See sample Initial and Daily Headstone/Marker Raise & Realign Verification Surveys below:

Solicitation No: 36C78618Q0261

Initial Headstone/Marker Raise & Realign Survey

(SAMPLE USE ONLY)

INSTRUCTIONS:

The Contracting Officer’s Representative (COR) /Cemetery Director/Cemetery Foreman/ Work Leader/designee MUST conduct an initial survey of ALL headstones/markers included in the scope of work (SOW) before any work is performed.

Station Number: __________ Date: __________ Cemetery: _______________ Cemetery Director: __________________ Contracting Officer’s Representative (COR): __________________

The COR/Cemetery Director/Cemetery Foreman/Cemetery Work Leader/designee will use the Burial Register Report and the Gravesite Layout Map(s) for the initial survey.

Discrepancy/Issue Identified: Y/N _________ Date: ___________________

All discrepancies/issues resolved Y/N__________ Date: ___________________

I certify that the Initial Headstone/Marker verification survey was completed by the COR/Cemetery Director/Foreman or Work Leader/designee.

The Burial Register Report and the Gravesite Layout Map for the cemetery and sections listed in the SOW were used to complete the survey.

COR/Director/Foreman/Work Leader/designee Signature: _______________________

Date: ________

Daily Headstone/Marker Raise & Realign Verification Survey

(SAMPLE USE ONLY)

INSTRUCTIONS: Prior to the completion of the workday, a Daily Headstone/Marker R&R Verification Survey MUST be completed by the COR/Cemetery Director/Cemetery Foreman/Work Leader/designee utilizing the same Burial Register Report and Gravesite Layout Map as used in the initial survey for ALL completed work.

Station Number:______ Date:__________

Cemetery: _______________ Cemetery Director: ________________

Contracting Officer’s Representative (COR): _________________

Instructions: Prior to the completion of the workday, the Cemetery Director/COR/Foreman/Work Leader/designee MUST perform a re-verification survey for ALL completed work of headstones/markers included in the scope of work.

The Cemetery Director/COR/Foreman/Work Leader/designee will use the original Burial Register Report and Gravesite Layout Map used for the Initial Verification Survey.

List Sections and Headstones/Markers R&R: _______________________________

List discrepancy/issue: _________________________________________________

All discrepancies/issues resolved: Y/N ______

Cemetery Director/COR/Foreman/ Work Leader/designee informed MSN Director and Contracting Officer of all unresolved discrepancies/issues: Y/N _______

By signing below, I certify the Headstone/Marker re-verification survey was completed.

Daily Headstone Verification:

Date: __________ Time Completed: ______________

COR/Director/Foreman/Work Leader/Designee Signature: _____________________

Solicitation No: 36C78618Q0261

TRASH AND DEBRIS REMOVAL

Trash and debris removal will be required to be performed weekly (on Fridays only between the hours of 8:00 a.m. through 5:00 p.m. only).

Trash and debris pickup should encompass entire 4.0 acres of the Cemetery.

Work will consist of collecting and removing all trash, debris, dead or unsightly flowers, fallen tree limbs, as well as any other debris within area defined by the Contracting Officer’s Representative (COR) and in accordance with the NCA regulations.

Procedure

A. All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs will be removed from the cemetery areas daily.

B. All gravesite decorations will be removed twice a month or when they become unsightly (written floral regulations are to be adhered to - see COR for more information).

C. The Offeror will provide the necessary labor and suitable conveyance each workday for pickup of this debris from cemetery grounds.

D. Removal of debris and disposal away from the cemetery grounds shall be the responsibility of the Offeror.

TRASH AND DEBRIS REMOVAL: Storm Damage and Debris Clean Up

In the event of severe weather, Offeror may be required to perform additional debris and clean up duties as designated by the COR to restore the Cemetery back to its original condition.

COR shall be notified immediately of any damage to Government property from any cause such as lightning, storm, fallen trees, vandalism or pilferage.

COR will identify locations throughout the Cemetery where the Offeror will be required to pick up scattered debris, remove fallen trees, branches, limbs, twigs, leaves, etc., resulting from unexpected or adverse weather conditions.

Solicitation No: 36C78618Q0261

GENERAL REQUIREMENTS

GENERAL CONDITIONS

All activities shall be performed in accordance with all applicable Federal, State, and City laws, ordinances and regulations including, but not limited to OSHA standards.

The contractor shall be liable for any damage to sprinkler heads, infrastructure or buildings, service roads, headstone markers, monuments, trees, shrubs, Cemetery turf (if damage is caused by the Contractor), service roads and any other structures within the cemetery enclosure caused by contractor personnel arising out of or resulting from performance or negligence under contract. Repairs and/or replacement of any of the shall be provided at the Contractor's expense.

All damages must be reported to the COR immediately.

All work shall be performed during the normal working hours (8:00 a.m. to 4:30 p.m.), Monday through Friday, except with the written permission of the COR(s).

In the event climate or weather conditions become unsuitable for work or may induce an environmental hazard, the entire work shall be rescheduled to a date and time satisfactory to the contractor, COR, and Cemetery Management. Postponement due to climate or weather conditions shall not be cause for penalties to the Contractor nor additional costs to the Government.

The Contractor shall phase all work in such a manner as not to impact on or interfere with cemetery operations. Contractor shall cease work within 100 yards of any committal service in progress while performing under the contract. Contractor and contractor's employees shall cease work upon arrival of the funeral party at the committal shelter and shall not start back to work until the funeral service is completed while performing under the contract. The COR may direct and arrange the contractor’s performance in specific areas of the cemetery to coordinate with the cemetery’s mowing operations and/or committal services.

OFFEROR STAFFING REQUIREMENTS

Offeror will supply a minimum of one (1) grounds employee and one (1) Site Supervisor dedicated to performing all services outlined in this PWS. Offeror must also provide a certified Arborist and state licensed Chemical Application Specialist.

Contractor employee work may be supplemented with additional employees to accomplish ALL CLIN items successfully in a timely manner if required. The Contracting Officer must be notified immediately and an appropriate contract modification issued to obligate additional funding if required prior to additional staff commencing any work.

SITE SUPERVISOR REQUIREMENTS

Site Supervisor: A competent and experienced English-speaking Site Supervisor shall be provided by the Offeror whenever work is being performed other than trash and debris pick-up.

Solicitation No: 36C78618Q0261

The Site Supervisor must have at least three (3) years of experience as a direct supervisor of grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial or public sites.

Site Supervisor Duties:

The Site Supervisor shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained.

Site Supervisor shall prevent any disruption to the cemetery operations, including funerals, visitor privacy, internal traffic, and utilities.

In the absence of the Site Supervisor, the Offeror shall appoint an English-speaking crew foreman or an employee who shall be responsible to ensure that work being accomplished is done so in an expeditious manner, is performed in accordance with the contract specifications and that the work will progress without undue delay.

EMPLOYEE REQUIREMENTS

Contracted grounds maintenance employees must have

At least 1-year of experience in landscaping maintenance operations, experience working in a National Cemetery Grounds Maintenance contract or similar projects. Demonstrated education or experience in turf grass maintenance, horticulture and headstone maintenance.

The Offeror shall be responsible to ensure contracted employees providing work on this contract are fully trained and completely competent to perform the required work.

Labor Force and Equipment: The Offeror shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Offeror shall be responsible to provide all labor and equipment as necessary to meet deadlines. The Offeror will provide all necessary resources to complete the efforts assigned under the scope of this contract.

Employee Listing: The Offeror shall maintain and provide the COR a current list of all employees on site including subcontractor personnel. The list shall include the employee’s name, job title, and driver’s license number within 5 business days of contract award.

Employee Identification: The Offeror’s employees shall wear visible identification always while on the premises of the Cemetery.

Permits and Licenses: The Offeror shall be responsible for obtaining all necessary and current licenses, permits, vehicular insurance and registration, Workman’s Compensatory Liability Insurance, property liability insurance etc., prior to the commencement of work. The Offeror shall provide the Contracting Officer copies of these required documents with his/her proposal or as other times where the COR deems necessary during the duration of the project.

Solicitation No: 36C78618Q0261

OFFEROR/EMPLOYEE CODE OF CONDUCT

Offeror personnel shall park only in the COR approved “Offeror Staging Area” identified for this project. Offeror’s employees shall park privately owned vehicles in area designated for parking by the COR. The Cave Hill National Cemetery will not validate or reimburse for parking violations of the Offeror’s employees under any conditions.

The Offeror shall be responsible to ensure that his/her employees (including Offeror’s consultants, subcontractors, etc.) are aware of all the terms and conditions regarding their performance and conduct during the performance period of this contract.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United

Offeror personnel shall be required to adhere to the following standards of dress and conduct while performing work in the’ national cemetery. Offeror personnel shall be fully clothed at all times, to include an upper garment to cover body from waist to neck and long pants or slacks. T-shirts and/or tank tops as outer garments are prohibited, as are any garments which have a message or slogan affixed thereto.

Offeror personnel must maintain a neat and professional…