36C78618Q9622-002.pdf

Grounds Maintenance / Mill Springs National Cemetery

ATTACHMENT A

WORK PERFORMANCE ATTACHMENT TO SOLICITATION

Table of Contents Page

1. MOWING (CLIN 001)

2. TRIMMING (CLIN 002)

3. EDGING (CLIN 003)

4. FERTILIZATION, AERATION, LIME APPLICATION, AND WEEDING AND PEST

CONTROL (CLINs 009 thru 014)

5. OVERSEEDING (as needed) (CLIN 015)

6. LEAF COLLECTION (CLIN 016)

7. TREE/SHRUB MAINTENANCE (CLIN 017 thru 018)

8. MULCHING (CLIN 017)

9. GRAVESITE RENOVATION (CLIN 019)

10. HEADSTONE SETTING (CLIN 007)

11. HEADSTONE HEIGHT AND ALIGNMENT MAINTENANCE (CLIN 008)

12. HEADSTONE CLEANING (CLIN 006)

13. HEADSTONE HEIGHT & ALIGNMENT MAINTENANCE (CLIN 008) - (Raise and

Realignment)

14. TRASH AND DEBRIS REMOVAL (CLIN 020)

15. TRASH AND DEBRIS REMOVAL: Storm Damage and Debris Clean Up (CLIN 022)

16. PLACEMENT OF FLAGS MEMORIAL DAY (CLIN 024 & 025)

17. PUBLIC RESTROOMS (CLIN 023)

18. GRAVE EXCAVATION, BACKFILL AND INTERMENTS. (CLIN 004)

19. CREMATED REMAINS (CLIN 005)

20. SNOW AND ICE REMOVAL (CLIN 021)

21. AGRONOMIC PROTOCOLS

1. MOWING (CLIN 001)

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 7.0 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. 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. 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.

2. TRIMMING (CLIN 002)

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.

3. EDGING (CLIN 003)

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.

4. FERTILIZATION, AERATION, LIME APPLICATION, AND WEEDING AND PEST

CONTROL (CLINs 009 thru 014)

The use of fertilizers, pesticides, herbicides and other horticultural chemicals are 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 7.0 acres of turf area will be treated.

Water will be furnished by the Government (Mill Springs National 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.

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

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.

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.

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.

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):

AS DIRECTED BY CEMETERY OR COR

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

JANUARY

No Chemical Applications Required.

FEBRUARY

MARCH

Identify and spot spray for and treat pockets of winter annual weeds with broadleaf herbicide

Dimension© products)

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

5. OVERSEEDING (as needed) (CLIN 015)

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

6. LEAF COLLECTION (CLIN 016)

Leaf collection of fallen or dead leaves will be required throughout the Cemetery for the full 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 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.

7. TREE/SHRUB MAINTENANCE (CLIN 017 thru 018)

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 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.

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.

8. MULCHING (CLIN 017)

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).

9. GRAVESITE RENOVATION (CLIN 019)

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: 5x10

Section B: 5x10

Section C: 5x10

Section D: 5x10

Section E: 5x10

Section F 5x10

Section G: 5x10

Section H: 5x10

Section I: 5x10

Section J: 5x10

Section K: 5x10

Section L: 3x8

Section M: 3x8

Section N: 5x5

COR will indicate which gravesites need renovation and will give Offeror a list of gravesites to backfill monthly as needed. Approximately 30 up to 50 gravesites may need to be renovated per year.

10. HEADSTONE SETTING (CLIN 007)

(CNNC staff will train Contractor and employees in these procedures below)

1. SCOPE

Work consists of setting new or replacement headstones on gravesites. It includes reporting physical defects to the Contracting Officer or his authorized representative (COR), and assuring accurate placement on gravesites.

Headstones will uniformly be consistent in height and alignment while following the contour of the ground.

Approximately 105-115 new headstones (this includes replacement stones) will be set annually.

Work will be inspected, as completed, by COR for compliance.

Contractor shall notify COR by telephone when work is being accomplished in compliance with contract, and a list of stones set, submitted to COR, before being invoiced, in order that stones can be inspected for compliance.

2. GENERAL REQUIREMENTS

The type of marker to be used will be white, upright marble at 230 lbs. each and shall be used in accordance with general plan of the cemetery. Headstones must be set within 5 days of receipt, without fail.

3. PROCEDURE, NEW & REPLACEMENT HEADSTONES

A. The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the COR or another authorized representative of the Contracting

Officer. Any headstones damaged or broken by the contractor shall require identical replacement within 30 days by the contractor at no additional cost to the Government.

B. Headstones and markers shall be installed on appropriate sites within 5 days of receipt. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. The preferred method for storage is for each stone to be placed so as to rest on its long edge in a vertical freestanding position for easy accessibility.

Several stones may be stacked against the first stone to conserve space, with proper separation in all cases. Replacement cost for any breakage or damage in any form, due to the Contractor’s handling or negligence, will be borne by the Contractor. The COR shall designate a suitable area for storage of the stones after initial inspection has been accomplished.

C. Headstones for individual graves shall be installed on the center - line at the head of grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely, and diagonally with surrounding headstones. Measurements for headstone placement shall be taken from the selection layout survey markers points and not from headstones previously set.

Heights for new and replacement headstones in old sections, where stones have not been and cannot be set at the standard height, shall be set at the same height as the adjacent headstones, provided they can be set with the inscription above the ground level. To align headstones, the 3-string method (top, front and back) shall be used, whether for raise and realignment or installing new headstones. CNNC personnel will instruct contractor in the use of this method. Headstones will be installed to a precision alignment of within 1/8” tolerance of all string lines.

D. In new sections of the cemetery all upright headstones shall be set at a height of 26 inches from the finished grave to the top of the arc. The nominal height of 26 inches given for the current standard of headstone setting is the standard height.

E. Headstones shall be lifted and transported or set by at least two (2) contractor personnel unless special one-man devices, approved by COR, are used. Older headstones will be realigned laterally, transversely and diagonally in the same manner as new markers.

F. Headstones that are being replaced by new ones will be picked up by COR and returned to

Camp Nelson National Cemetery for disposal after the replacement headstones have been delivered.

G. Headstone(s) will be set within 5 days after receipt at the cemetery without exception.

H. The Contractor is responsible for the unloading of headstones from cemetery delivery vehicle.

I. Minor deviations in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground swells or depression within a burial section. Trees or shrubs obstructing headstones shall be noted and the COR shall determine remedial action, and any modifications needed for installation of a headstone.

1. Contractor will be responsible for completing the following 2 OAI forms:

a. “Headstone/Marker Review of Daily Activities”

b. “Headstone/Marker Maintenance Installation”

2. Forms will be attached with the monthly invoice and faxed to Camp Nelson National

Cemetery office.

11. HEADSTONE HEIGHT AND ALIGNMENT MAINTENANCE (CLIN 008)

Keystones: The first stone in each row is to be at the proper height (24-26”), and every 10th stone is a keystone thereafter.

Procedure:

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

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.

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

12. HEADSTONE CLEANING (CLIN 006)

Work consists of cleaning all headstones as specified by the COR to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose marking, grass stains, residue from trees, fungus, etc. There are approximately 3,600 marked gravesites (headstones) with an increase of approximately 100 stones per year at the Mill Springs

National Cemetery. In the event a headstone has been hit by a piece of equipment by the tires, leaving black marks, black marks are to be removed. See COR for method of removal.

All headstones shall be cleaned semi-annually and thereafter as needed to maintain a clean appearance at all times.

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.

13. HEADSTONE HEIGHT & ALIGNMENT MAINTENANCE (CLIN 008) - (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.

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

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 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.

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 3,600 headstones (7.0 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.

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:

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:

14. TRASH AND DEBRIS REMOVAL (CLIN 020)

Trash and debris removal will be required to be performed daily.

Trash and debris pickup should encompass entire 35.0 acres currently 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.

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.

15. TRASH AND DEBRIS REMOVAL: Storm Damage and Debris Clean Up (CLIN 022)

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.

16. PLACEMENT OF FLAGS MEMORIAL DAY (CLIN 024 & 025)

1. A small flag will be placed on each gravesite not more than three (3) days prior to Memorial

Day (Boy Scouts and other volunteer organizations may assist the Contractor) and will be removed on the first workday following Memorial Day, weather permitting.

2. Contractor will cull damaged, deteriorated, and/or unsightly gravesite flags and notify Camp

Nelson NC of how many flags will be needed for the following Memorial Day. This is mandatory.

3. Flags will be counted, bundled into bundles of 10 and placed back in storage, if dry.

Contractor must take care when bundling flags for storage. If flags are damaged due to improper bundling and storage, contractor will be responsible for the replacement of flags.

4. The Government will furnish flags and storage space for the flags.

1. On Memorial Day, the Contractor shall furnish the following services:

A. The United States Flag will be flown at half-staff from 8:00 a.m. until 12 noon, when it will be raised to full staff.

B. The Avenue of Flags (if flown) will be in place by 8:00 a.m. on Memorial Day and removed by 7:00 p.m. the same day unless authorized to remain over week- end, if in conjunction with

Memorial Day, by Director of Camp Nelson National Cemetery.

17. PUBLIC RESTROOMS (CLIN 023)

Public Restrooms are to be cleaned, twice daily, and once on Saturday and Sunday. Restrooms are to be checked every 2 hours for cleanliness, and maintained at the single weekly cost. The cost of all cleaning supplies is the responsibility of the Offeror. The Offeror will be responsible for completing the OAI form, Dailey Restroom Checklist.

18. GRAVE EXCAVATION, BACKFILL AND INTERMENTS. (CLIN 004)

Work consists of excavation, backfilling and preparing for interments specified by the

Contracting Officer’s Representative (COR). There will be approximately sixty to ninety (60-90) interments per year. The COR will notify the Contractor 24 hours in advance of gravesite to be opened, except when burial has been scheduled over a weekend or a federal holiday. When the scheduling does happen over a weekend or federal holiday, Contractor will be notified of burial and gravesite to be opened, and time of the committal service, by 8:30am of the first business day following the weekend and/or federal holiday. Normally interments will be accomplished

Monday through Friday during the hours of 9:00 a.m. to 4:30 p.m. However, there may be instances where the Contractor will be required to perform interments beyond 4:30 p.m. week days, on weekends, and/or holidays.

2. PROCEDURE

A. All gravesites will be ready within a minimum of two (2) hours prior to the interment service.

Gravesites will be ready for review by 4:30 PM of the day of interment.

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

C. Gravesites, except in Section L and M, will measure 5’X10’, 4X12, 4X10, 4X8 unless otherwise advised by the COR and shall be excavated to five (5) feet or seven (7) feet, depending on the number of interments in the old sections. The COR shall advise the Contractor of the required depth, width and length prior to any excavation operation or whether the interment will be side-by-side.

In current interment sections L and M, 3’X8’ preset lawn crypts are installed.

These burial areas will be excavated to approximately 24”.

NOTE: EQUIPMENT ACCESS ROUTES INTO ALL BURIAL SECTION

AREAS WILL BE COVERED WITH CEMETERY PROVIDED MOBIMAT,

COVERING ALL THE TURF, WHETHER 1st OR 2nd INTERMENTS, IN

ORDER TO PROTECT THE TURF.

A. When a grave is opened to receive a second interment and is found to be of insufficient depth to permit the second interment, the casket /liner of the first interment shall be removed and the grave deepened to accommodate both interments, at no cost to the government. The gravesite will be screened from the public view during the removal and re-interment of any remains. Type of screening material must be approved by COR.

At the government’s option, the contractor may be required to open the grave by hand to avoid turf damage and/or to accommodate any other potential concern. Contractor shall notify Director/Designee immediately, if this is necessary, and await instructions. In the event that COR determines gravesite needs to be hand dug, COR will notify contractor.

Sod shall be removed from the gravesite prior to excavation and shall be replaced with new sod.

Any excess backfill shall be removed from cemetery at contractor expense daily.

C. When a gravesite is opened by the Contractor using power equipment, and it is necessary to remove the headstone, headstone will be carefully removed by the Contractor and subsequently replaced. Headstone is not to leave the gravesite.

D. Backfill shall be brought to established grade in one (1) foot (12”) lifts, a lift being described as replacing earth in gravesite 12” at a time, compacting with a mechanical tamper, then placing

12” more of earth, and compacting with mechanical tamper, etc. Each lift shall be thoroughly compacted by means of a gasoline mechanical tamper. Care shall be taken to fill and compact all voids surrounding the burial liner with sand (crushed limestone sand is acceptable) in order to reduce subsequent ground settlement. Backfill shall not be mounded nor recessed and shall conform to surrounding grades of adjacent gravesites.

E. If the excavation is five feet deep or deeper, a worker is prohibited from entering into the grave until the sides of the grave are shored in a safe and acceptable method as required by

Federal OSHA regulations.

F. If 2nd interment gravesite has an existing headstone, it shall be removed and carefully placed at the head of the gravesite (never lean headstone against another headstone), and reset after the grave is backfilled. Temporary marker for the second interment is to be placed in the center of the grave at the headstone. Headstones that are affected by the interment will be left in a clean condition at the conclusion of the interment. After backfilling is complete and sod is replaced, sod shall be watered thoroughly and daily thereafter, frequently enough to maintain it in a green and healthy condition, as applicable to the season, until it is fully reestablished. See section on “LAWN MAINTENANCE: SOD” later in this contract.

H. The Contractor shall transport the remains from the interment shelter to the gravesite in a dignified manner using equipment that must be approved by the COR before contractor begins contract. This will ensure that the interment is completed in an honorable and dignified manner.

I. The Contractor shall lower remains into gravesite using an approved, by the COR, lowering device. The rate of lowering shall be slow and steady in order to be honorable and dignified. The casket position will be level at all times while lowering. Contractor will use a casket-lowering device provided by the contractor and must be approved by COR before contract begins.

J. Temporary marker shall be neatly placed and properly aligned with surrounding gravesites and/or headstones by Contractor.

K. All flowers (No more than 6 floral arrangements allowed at a gravesite.) will be moved from the interment shelter to the gravesite by the Contractor and arranged neatly (stacking or piling is prohibited) upon the gravesite.

L. All floral bouquets, arrangements, etc., left at the gravesite by the funeral party will be neatly arranged upon the grave.

M. See following gravesite diagram and handling of multiple interments, if applicable.

N. The Contractor will lower flag to half-mast 1/2 hour before the scheduled interment.

O. Contractor will raise flag to full mast 1/2 hour after the last interment is complete

Preset Crypt Burial Area

1. Sod will be removed by hand and replaced with new rolled sod on casket sites after interment

(see section on “LAWN MAINTENANCE: SOD” later in this contract). Contractor will remove concrete lid and replace lid at conclusion of interment. Contractor will have permission to use government lid removal apparatus to remove lids from crypts. Expenses incurred by damages done to government property by contractor, will be borne by contractor.

2. All equipment used must be approved by the COR before contract begins.

Contractor will be required to sign an (OAI) interment burial work sheet, daily, that is provided by the cemetery for gravesite assessment purposes.

1. DIAGRAM “A”- shows a single burial when no future interment is expected. The burial is made in the center of the site at a depth of 5 feet.

2. DIAGRAM “B”- shows normal burial of two remains as in the case of a service connected person and spouse. The first interment is made in the center of the site at a depth of 7 feet. When the second interment is made the grave will be reopened to a depth approximately 2 inches from the top of the first casket, leaving a thin layer of earth between the two as shown...

3. DIAGRAM “C” - If, at the time of the second interment, it is expected that a third interment will be made, the second remains will be placed at the extreme edge of the site, leaving room for the third at the opposite side as shown in Diagram “C”. In the infrequent case when a third interment is found necessary after two burials have been made as shown in “E”, the grave will be opened sufficiently to permit moving of the second interment to the side to provide room for the third. Conditions will again apply as in “C”.

4. DIAGRAM “D” - The conditions shown in “D” will occur only rarely, and usually when

2 minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family group.

5. DIAGRAM “E” - When the remains are in a small casket, they will be placed in the lower corner of the gravesite, at a depth of 5 feet, permitting room for an additional like burial at the head of the first. The two adults would be buried in the other side, the first at a depth of 7 feet and the second at five feet.

6. When it is necessary to make…