36C78618R0107-00002000.docx

Department of Veterans Affairs Beaufort National Cemetery

Cemetery Grounds Maintenance Services

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE

OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

BY

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 00002 02-01-2018 8318-000001 N/A Deparment of Veterans Affairs National Cemetery Administration (NCA) Contracting Services Division 75 Heights Road Suite Stafford

VA

22556 Same As Block 6.

To all Offerors/Bidders

36C78618R0107 02-01-2018

X X X This amendment is written to clarify and correct the following changes:

A. Reference Page 21 of RFP 36C786-18-R-0107, The wording of "Fort Jackson National Cemetery" Is hereby change to read BEAUFORT NATIONAL CEMETERY.

B. Reference Page 46 of RFP 36C786-18-R-0107. Enclosed attachments of A through N are incorporated.

C. Reference Page 45, Section

CONTINUATION PAGE

List of Attachments

ATTACHMENT A: HEADSTONE MAINTENANCE AND CLEANING

ATTACHMENT B: HEADSTONE/NICHE COVER SETTING AND ALIGNMENT

ATTACHMENT C: LAWN MAINTENANCE: FERTILIZING, WEEDING

ATTACHMENT D: LAWN MAINTENANCE: SODDING

ATTACHMENT E: LAWN MAINTENANCE: MOWING, TRIMMING & EDGING

ATTACHMENT F: LEAF COLLECTION AND REMOVAL

ATTACHMENT G: PLANT MATERIAL MAINTENANCE

ATTACHMENT H: PRUNING STANDARDS FOR SHADE TREES

ATTACHMENT I: GROUNDS REPAIR AND REFILLING OF SUNKEN GRAVES

ATTACHMENT J: TRASH AND DEBRIS REMOVAL

ATTACHMENT K: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

ATTACHMENT L: PERFORMANCE REQUIREMENT SUMMARY (PRS)

ATTACHMENT M: WEEKLY INSPECTION REPORTS

ATTACHMENT N: QUALITY ASSESSMENT MONITORING FORM – CUSTOMER COMPLAINT INVESTIGATION

ATTACHMENT O: BUSINESS MANAGEMENT QUESTIONNAIRE

ATTACHMENT P: WAGE DETERMINATION NO 2005-2003

ATTACHMENT A

HEADSTONE MAINTENANCE AND CLEANING

A. GENERAL: All work performed in this section is subject to the General Requirements and contract documents forming a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

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

b) Measure 4.1a: The percent of headstones, markers, and niche covers that do not show evidence of debris or objectionable accumulations.

c) Target 4.1a: 95%

2. Work consists of cleaning all headstones as specified by the Contracting Officers Representative (COR) to remove objectionable material and discoloration, such as accumulations of bird droppings, mud, tire and hose markings, grass stains, residue from trees, fungus, insect residue and so forth. The number of headstones in Beaufort National Cemetery will increase at an approximate rate of 590 - 600 per year.

C. GENERAL REQUIREMENTS: All headstones shall be cleaned prior to Memorial Day and prior to Veteran’s Day and any other time as determined by the Contracting Officers Technical Representative (COR). The natural surfaces shall be retained. They shall not be painted, white washed or calcimined. Any headstones that have any dirt splash up or grass debris from mowing/trimming will be promptly cleaned when found.

D. PROCEDURE:

1. Clean water shall be used to clean headstone. Cleaning techniques with water shall include high pressure spraying, scrubbing and/or rinsing.

2. When water under pressure is used, the pressure will not exceed 800 psi. Excessive soil may be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

3. If water used in cleaning should soften the soil around the base of the headstone loosening the headstone, care shall be taken not to tip the stone out of plumb or alignment.

4. Care shall be taken to protect the turf area from any damage. Any turf damaged by the Contractor shall be restored at Contractor's cost.

5. Any staining that is caused by contractor activities, shall be restored at contractor’s cost, i.e. stains caused by headstone setting, sod laying or mow trim operations.

6. Abrasive blasting and cleaning solution will not be used.

ATTACHMENT B

HEADSTONE/NICHE COVER SETTING AND ALIGNMENT

A. GENERAL:

The work performed in this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 3.2: Headstones, markers, and niche covers are properly installed.

b) Measure 3.2a: The percent of upright headstones in active burial sections that are installed to be uniform in height (24”- 26” above ground) and horizontally and vertically aligned with inscriptions visible and installed to ensure a pleasing top line while compensating for ground contours. Proper height and alignment of each headstone or marker is maintained.

c) Standard 3.1: Graves in national cemeteries are marked within 60 days of the interment.

d) Measure 3.1a: 100 percent of headstones, markers, or niche covers are set within 10 workdays of receipt.

2. Work consists of setting new or replacement headstones on gravesites and resetting or realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his authorized representative. Approximately 600 headstones will require setting annually and approximately 50 will require realignment annually.

C. GENERAL REQUIREMENTS:

Upright white marble headstones are to be used at the Beaufort National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery). Headstones shall be installed as soon as possible but within ten (10) calendar days (maximum) of delivery the cemetery. The Contractor shall submit an annual schedule of setting and alignment prior to start of work to the COR. The schedule will be used in performing inspections on settings and alignments.

1. PROCEDURE, NEW AND REPLACEMENT HEADSTONES/NICHE COVERS:

a) The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the Government.

b) Inscribed headstones/niche covers are received at Beaufort National Cemetery and unloaded by the contractor via forklift. Contractor personnel are responsible for the unloading of headstones from the delivery truck and braking down the pallet of blank headstones for COR inspection.

c) Headstones shall be erected in appropriate places within ten (10) calendar days of receipt, or if weather or soil conditions prohibit this time frame, as soon as practicable after receipt. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. Each stone shall be placed so as to rest on its long edge in a vertical freestanding position for easy accessibility. Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting on their bottom edge and leaning against the wall at a safe and stable angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor's handling or negligence, the cost for replacement will be borne by the Contractor. The COR shall designate a suitable area for storage of the stones at Beaufort National Cemetery. Initial inspection will be accomplished by COR upon receipt. Defective headstones will not be set. Replacement headstones will be ordered by Beaufort National Cemetery staff.

d) Upright headstones for individual graves shall be erected on the centerline twelve (12) inches in from the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves. Measurements shall be taken from the selection layout control points and not from headstones previously set. New and replacement headstones in old sections of National Cemeteries where such stones have not been and cannot be set at the standard height shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 24-26” inches from the finished grave to the top of the arc. Where headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is unnecessary. The nominal height of 24-26” inches given for the current standard of headstone setting is the standard height. Minor deviations in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch may be permissible in the above ground projection when the stone is initially set. Placement of flat markers on individual gravesites will be installed with the top edge flush with the head of the gravesite. Install markers at grade level with the face of the marker parallel to the ground. If ground conditions are known to require an allowance for settlement, markers may be installed with a gravel base and will be level with ground. The height must permit passage of lawn mowing equipment without damage to the markers.

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

f) Headstones shall be lifted and transported or set by at least two (2) people unless special one-person devices are approved.

g) Realignment, when consisting merely of straightening the headstone, called “bump and run” or “fine tune alignment (FTA)” may be accomplished by one person.

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

i) Damaged headstones and replacement headstones ordered would be, upon receipt of the new headstones, destroyed by the Contractor by means of breaking the headstone with a maul or sledge hammer. Resultant debris will be removed from the cemetery grounds.

j) Headstone(s) will be set within ten (10) calendar days after receipt at the cemetery.

ATTACHMENT C

LAWN MAINTENANCE: FERTILIZING, WEEDING

A. GENERAL:

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 1.1: All maintenance activities are included in a current Cemetery Grounds Management Plan.

(1) Measure 1.1a: The percent of national cemeteries that have a written, current Cemetery Grounds Management Plan that includes all maintenance activities and schedules for that cemetery.

Target 1.1a: 100%

(2) Measure 1.1b: The percent of Cemetery Grounds Management Plans that are reviewed and updated on an annual basis.

Target 1.1b: 100%

(3) Measure 1.1c: The percent of National Cemeteries that are accomplishing all activities in their Cemetery Grounds Management Plan.

Target 1.1c: 100%

The contractor shall provide to the COR a comprehensive schedule of grounds maintenance activities. This schedule shall be updated annually and as needed to reflect grounds maintenance operations.

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

(1) Measure 2.1a: 100% of visually prominent areas are generally weed free.

(2) Measure 2.1b: 95% of visually prominent areas with established turf are generally free of bare areas.

c) Standard 4.2: Grounds are maintained in a manner that avoids safety hazards for visitors and staff.

(1) Measure 4.2a: Safety hazards (holes, pests, hazardous trees and branches, sprinkler heads, etc.) that are identified and corrective action initiated within the same workday.

The contractor shall maintain the turf area of the Cemetery and the immediate area surroundings 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). Turf in burial areas shall be 90 percent weed free. Pest and disease free turf shall cover at least 95 percent of the area. The turf is to be aerated with a core aerator or de-thatched in the spring (March or April).

C. EQUIPMENT AND SUPPLIES:

1. The Contractor is to supply all necessary applicators, hoses and other equipment.

2. The contractor shall have soil tested at a certified facility. Copy of results shall be provided to the COR. Test results will show any deficiencies and the needed corrections.

3. The Contractor shall furnish all required chemicals, fertilizers and any other supplies. The Contractor shall determine the necessary formulation of fertilizers and the required amount of lime as indicated by the soil tests.

4. Water will be furnished by the Government; this facility has an automatic irrigation system throughout which will be monitored and regulated by the Contractor under the supervision of the COR.

D. GENERAL REQUIREMENTS:

1. The Contractor shall be responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones/markers, other cemetery structures or property damaged as a result of actions by contractor personnel.

2. Fertilizer: Shall be applied based on the results and recommendations of a soil test for each section. Only fertilizer that is recommended for the test results will be used and nitrogen formulated used should be slow release. This will be reported to the COR on the appropriate form no later than 5 working days.

3. Lime: When soil tests indicate a need for lime, it shall be applied at the rate indicated in those tests. Time of application shall be in late fall or early winter, unless local practice indicates a more favorable time.

4. Weed Control: All weed growth and disease shall be controlled by means of mowing, trimming and pesticide application or any other method approved by the COR. All personnel using such sprays shall be properly trained, and the person in charge shall be duly licensed by the State of South Carolina to use pesticides. Treatment for weeds will be accomplished in the spring, summer and the fall of each year. Turf in high maintenance areas shall be maintained at 95 percent weed free.

5. Gophers and Moles and any other Pest: Gophers and moles and any other pest shall be controlled by elimination of their food source using pesticides applied by a licensed applicator. The Contractor shall ensure that soil shall be tamped into holes and turf replaced or reseeded to insure acceptable appearance always.

6. Pesticides and Herbicides: Contractor will keep record of all pesticides/herbicides applied and furnish copy to COR within five working days of application. Records will show type, amount, application area, and weather conditions. Signs will be posted informing the public that a chemical has been applied (Date and Time of Application). Turf in high maintenance areas shall be at least 95 percent pest and disease free.

7. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

ATTACHMENT D

LAWN MAINTENANCE: SODDING

A. GENERAL:

All work performed under this section is subject to the General Requirements and Contract Documents to Bidders, which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 2.2: The turf used is compatible with the geographic region.

(1) Measure 2.2: The percentage of national cemeteries using turf

b) Standard 2.7: Gravesite re-openers avoid damage and ensure continuation of a well-established, healthy stand of turf.

(1) Measure 2.7a: 100% of grave re-openers during the growing season that show healthy turf re-established within 60 days of the interment.

(2) Measure 2.7b: 100% of winter grave re-openers that show healthy turf re-established within 60 days of the start of the growing season.

c) Standard 2.8: Avoid damage and ensure continuation of a well-established, healthy stand of turf during grounds maintenance operations.

(1) Requirement 2.8: Turf damage due to grounds maintenance tasks is identified and corrective action initiated by close of business the same day.

2. NCA STANDARD: Turf used shall be compatible with the geographic region and adheres to the Cemetery Master Plan, where applicable. Guidance from expert sources (e.g. local county agricultural extension agent or arborist, agronomists in Memorial Service Network Offices or landscape architects in NCACO) shall be adhered to regarding turf selection.

3. Work consists of sod bed preparation and sodding of areas of the cemetery where the turf has been disturbed or has died. All newly dug or refilled graves will need resodding.

4. Approximately 600 graves will require resodding annually, sod for new interment areas will be available by saving or relocating sod.

5. All first interment casket gravesites will be sodded no later than the end of the completion of the last headstone set in the current burial row. All casket subsequent burials will be resodded at the end of the day. All 1st interment casket burials in the traditional sections will be sodded at the end of the day.

6. The Contractor will be responsible for removing and replacing sod in the new interment areas and for daily interments.

7. The Contractor may be allowed to store sod in designated area for use.

8. The Contractor shall be responsible for the removal and disposition of dead turf and shall refill the site with quality topsoil and perform the sodding/seeding to include the bare areas to insure a quality turf.

9. Delivery tickets, indicating date, weight, analysis, purity, and vendor’s name, etc. are to be submitted to the COR.

C. GENERAL REQUIREMENTS:

1. Kind of Sod/Seed

a) Type: Centipede

b) Purity: 98 – 99%

Only cultivars of grass sod/seed that have been adapted in the State of South Carolina and certified by the State Agronomy Testing Laboratory shall be accepted.

Any substitution of sod type weight or application shall be specifically approved by the COR in writing. Sod shall be free of all noxious weeds. Centipede shall be the primary grass to be developed.

D. GUARANTEE:

1. The Contractor shall be responsible for mowing and watering all sodded areas and maintaining them in a healthy and vigorous condition. Spot watering will be accomplished with hoses or other watering methods, irrigation will not be used for watering individual sites.

2. The Contractor shall, at his own expense, replace any sod which has died or been damaged during the establishment period.

3. Healthy turf shall be re-established within 30 days on all grave re-openers during the growing season.

4. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

ATTACHMENT E

LAWN MAINTENANCE: MOWING, TRIMMING & EDGING

A. GENERAL:

All work performed under this section is subject to the General Requirements and contract documents which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

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

(1) Measure 2.1a: Visually prominent areas are generally weed free.

(2) Measure 2.1b: Visually prominent areas with established turf is generally free of bare areas, there shall be no signs of "grass burns" caused by improper use of mowers.

(3) Measure 2.1c: Turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type and region per the Cemetery Grounds Management Plan. Optimally, the height is no more than half an inch above that range.

b) Standard 2.6: Visually prominent areas in the cemetery are properly trimmed and edged.

(1) Measure 2.6a: Headstones show turf trimmed to the recommended mowing height. There shall be no signs of turf being scalped by string trimmers.

(2) Measure 2.6b: Flat markers show turf edged vertically even with the marker and are free of trimming debris.

(3) Requirement 2.6c: Other features on cemetery grounds are trimmed or edged within appropriate limits.

2. The Contractor shall be responsible for mowing; edging and trimming all grass within the cemetery as specified by the COR.

3. Turf shall be maintained at the height requirement indicated for the recommended grass type for that geographic region. Optimally, the height shall be no more than half an inch above that range. Turf surrounding a headstone or marker shall be trimmed to its recommended height. There shall be no signs of “grass burns” caused by mowers. There shall be no signs of turf being “scalped” by string trimmers.

4. The contractor shall mow; edge and trim all grass within the Cemetery and outside perimeter enclosure walls as specified by the COR.

C. EQUIPMENT:

1. Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces.

2. Commercial grade power trimmers and power edges will be used to trim grass from around headstones, monuments, markers, curbing, etc.

3. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are properly cut- - not torn or damaged. Cutting heights of all mowing equipment shall be set per heights specified below. The height of grass is what is measured to get correct cutting height.

D. GENERAL REQUIREMENTS:

1. The Contractor shall be responsible for mowing; edging and trimming all grass within the cemetery as specified by COR.

Turf shall be cut to maintain heights as set forth below:

Cutting Height, Inches Turf Grass Species 2” – 2.5” Centipede

2. Mowing shall be done a minimum of once a week except during growing season, which is April through October. The growing season usually requires mowing at least weekly. Mowing shall be performed often enough so that no more than 1/3 of leafage is removed at any one mowing. During dormant periods, mowing shall be done as necessary to maintain National Cemetery Standards. Turf in burial and public areas shall be maintained within one inch range for the recommended grass type for that geographic region. Optimally, the height shall be no more than half an inch above that range. For example, the height of Centipede grass shall be between 2” and 2 ½”. Grass shall be trimmed on borders.

3. EDGING: All streets, curbs, walkways, tree wells and shrub beds shall be edged inside and outside cemetery grounds. Edging shall be done as often as needed so no grass or growth is on hard surface. The COR will conduct random inspections of edging weekly.

4. All un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the height standard described in section D.2 of this attachment.

a) Care will be taken near headstones to prevent damage to the headstone.

b) Grass clippings/stains will be removed from headstone bases after trimming is completed.

c) Trimmers will be kept level to prevent scalping between and around headstone.

d) Discarded trimmer string shall be removed from the grounds after trimming operations are complete.

5. Care and maintenance of shrubs and flower bed areas: Shrubs shall be trimmed monthly during summer months/growing season. Shrub trimmings shall be removed. Shrub area shall be kept free of shrub trimmings and any other debris and mulch replaced as needed. Unwanted weeds, vines and small trees shall be removed to encourage healthy shrubs.

6. The walkways (inside and out), flagpole bases, interment area, and roads will be cleaned up of grass clippings and leaves after mowing, weed eating, edging, and trimming.

7. Trees with mulch around base shall be kept weed free. Mulch/pine straw shall be refreshed as needed and prior to Memorial Day and Veterans Day or as directed by the COR and those with retaining block shall ensure blocks are kept neat, clean and in proper place

8. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

9. Extra care should be exercised in trimming operations when visitors are near operations.

ATTACHMENT F

LEAF COLLECTION AND REMOVAL

A. GENERAL:

All work performed under this section is subject to the General Requirements and Contract Documents to Bidders which form a part of these specifications, and the Contractor shall be held responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 2.3: All turf is free of debris, i.e., leaves, fallen branches and trash.

(1) Requirement 2.3a: Turf areas are cleared of leaves and other natural debris as needed or at least weekly.

(2) Measure 2.3b: Turf in visually prominent areas is free of debris.

b) Standard 6.2: All areas where cemetery operations have been conducted are neat, clean and free of debris and equipment at the end of the workday.

(1) Requirement 6.2a: Debris, equipment, tools and supplies are removed after each task or at the end of the workday.

(2) Requirement 6.2b: Roads, walkways, shelters, and burial sections are free of grounds maintenance debris by the end of the workday.

c) Standard 1.3: Roads, curbs, sidewalks, paths, parking lots, entry features, and perimeter walls/fences are clean and well-maintained.

(1) Measure 1.3a: Roads, curbs, sidewalks, paths, parking lots, entry features, and perimeter walls/fences are assessed as acceptable for their function based on a current Facilities Maintenance Checklist.

2. Work consists of collecting and removing from the cemetery grounds and the immediate area outside the cemetery wall, all fallen leaves, nuts, and twigs as frequently as necessary to keep a debris free appearance. Random inspections shall be conducted by the COR on a daily basis.

C. GENERAL REQUIREMENTS:

Leaf collection and removal will be accomplished from during the autumn and winter months as required. All fallen leaves must be removed during this period, except when delayed by the onset of severe weather conditions. The Contractor shall schedule removal work accordingly.

D. PROCEDURE:

1. Leaves, nuts, flowers and twigs shall be hand raked, vacuumed or blown by the appropriate type machines then collected and properly disposed of from the Cemetery’s grounds which includes right of way outside the Cemetery’s walls. Any accumulation of mulched leaves shall be removed from the Cemetery and not stored in spoils area or piled in any area of the Cemetery.

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

3. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

ATTACHMENT G

PLANT MATERIAL MAINTENANCE

A. GENERAL:

All work performed in this section is subject to the General Requirements and instructions to bidders which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 3.2: Trees and shrubs are healthy, vigorous, and free of pests and disease and/or are maintained in accordance with the Cemetery Grounds Management Plan.

(1) Requirement 3.2: Trees and shrubs are healthy, vigorous, and free of pests and disease and/or are maintained in accordance with the Cemetery Grounds Management Plan.

(a) Trees and shrubs are to be maintained in a healthy, vigorous condition free of pests and disease.

(b) Trees and shrubs shall be trimmed and maintained at a proper size and shape for its size and type per industry standards.

b) Standard 3.3: Trees and shrubs are maintained so that they enhance and do not detract from the appearance of public areas.

c) Standard 4.1: Cemetery planting beds are well maintained, attractive, and are compatible with the geographic region.

(1) Measure 4.1b: Planting beds that are generally weed free.

(2) Requirement 4.1c: Plants in planting beds are healthy, vigorous, and free of pests and disease.

(a) Plants and planting beds are to be maintained in a healthy, vigorous condition free of pests and disease.

(b) Cemetery planting beds are well maintained and attractive.

d) Standard 4.2: Grounds are maintained in a manner that avoids safety hazards for visitors and staff.

(1) Measure 4.2a: Safety hazards (holes, pests, hazardous trees and branches, sprinkler heads, etc.) that are identified and corrective action initiated within the same workday.

(a) Trees shall be maintained in a condition free of broken limbs or branches.

(b) Ornamental trees and shrubs shall be pruned in a manner that ensures they do not pose a hazard to staff and visitors.

e) Buffer areas are maintained so that they enhance and do not detract from public areas.

f) High maintenance areas, in which turf is not a part of the cemetery design, will be maintained in a manner that is appropriate for the medium in place.

g) Work consists of, but is not limited to, maintaining shrubs and trees in a healthy and attractive condition by proper watering, pruning, removal of dead branches, cultivation and mulching. Notify COR of any pest infestation in trees and obtain further guidance from the COR.

C. GENERAL REQUIREMENTS:

Personnel shall be properly trained in the operations they are to perform. If pesticide sprays are used, the person in direct charge will be licensed by the State.

D. EQUIPMENT:

1. All necessary equipment for this maintenance performance shall be furnished by the Contractor unless specifically stated otherwise.

2. All cutting tools will be kept sharp and properly functioning.

3. Materials for spraying and fertilizing will be supplied by the Contractor and proper records kept in accordance with state regulations.

E. PROCEDURE:

1. Trees will be kept free of suckers and broken branches.

2. All cuts will be made per ANSI A300 Standards.

3. The saucers (watering basins, tree rings) around newly planted trees will be kept free of grass and weeds. Mulch, pine straw (or equivalent) will be added when required and/or ordered by the COR or his authorized representative. No bark chips or nuggets will be allowed.

4. All new trees shall be staked (as indicated in Department of Memorial Affairs Standard Specifications – obtained from the COR). Any tree showing adverse affect from high winds will also be staked. Trees, which have been damaged in any way, will be reported to the COR, or his authorized representative. All plant material destroyed by the Contractor will be replaced at Contractor's cost.

5. 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, leaves and all weed growth. Weeds and their root system will be removed.

6. Beds containing shrubs shall be kept attractive and free of weeds. Any cultivation shall be generally shallow to avoid any damage to roots. 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 Contractor, as funds are available.

7. All shrubs 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.

8. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

ATTACHMENT H

PRUNING STANDARDS FOR SHADE TREES

A. GENERAL:

All work performed under this section is subject to the General Requirements and Instructions to Bidders which form a part of these specifications, and the Contractor will be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 3.2: Trees and shrubs are healthy, vigorous, and free of pests and disease and/or are maintained in accordance with the Cemetery Grounds Management Plan.

(1) Requirement 3.2: Trees and shrubs are healthy, vigorous, and free of pests and disease and/or are maintained in accordance with the Cemetery Grounds Management Plan.

(a) Trees and shrubs are to be maintained in a healthy, vigorous condition free of pests and disease.

b) Standard 3.3: Trees and shrubs are maintained so that they enhance and do not detract from the appearance of public areas.

c) Trees and Shrubs shall be trimmed and maintained at a proper size, form and shape for its size and type per industry standards. Trees shall be maintained in a condition that is free of broken limbs or branches.

2. Pruning should focus on maintaining tree structure, form, health and appearance by: Removing dead, dying, diseased branches to be provided by the Contractor.

C. GENERAL REQUIREMENTS:

The types of pruning generally used in the tree industry are as follows: Crown Cleaning, Crown Thinning, Crown Raising, Crown Shaping and Crown Restoration as found in ANSI A300 standards. Contractor is required to maintain trees at a maximum height of 15 feet.

D. PROCEDURE:

1. CROWN CLEANING: Crown Cleaning shall consist of the selective removal of one or more of the following items: dead, dying, diseased, weak branches and water sprouts from a tree’s crown.

2. CROWN THINNING: Crown Thinning shall consist of the selective removal of branches to increase light penetration, air movement and reduce weight.

3. CROWN RAISING: Crown Raising shall consist of the removal of the lower branches of a tree to provide clearance.

4. CROWN SHAPING: Crown Shaping reduces the height and/or spread of a tree. Consideration should be given to the ability of a species to sustain this type of pruning.

5. CROWN RESTORATION: Crown Restoration should improve the structure, form and appearance of trees that have been severely headed, vandalized or storm damage.

6. METHODS:

a) When cutting back trees, drop crotch as much as possible and avoid cutting back to small suckers. Remove smaller limbs and twigs in such a manner as to leave the foliage pattern evenly distributed.

b) In reducing overall size, attention is to be given to symmetrical appearance. The top is to be higher and the sides reduced to maintain a tree-like form.

c) When cutting back trees, one should have in mind to make them shapely and typical of their species.

d) In lifting the bottom branches of trees for under clearance which should be about fifteen (15) feet, care should be given to symmetrical appearance, and cuts should not be made so large they will prevent normal sap flow. Trim high enough to allow sunlight to penetrate trunk sometime during the day.

e) In general reduction of size (cutting back or topping) not more than one third of the total area should be reduced in a single operation.

7. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

ATTACHMENT I

GROUNDS REPAIR AND REFILLING OF SUNKEN GRAVES

A. GENERAL:

All work performed under this section is subject to the General Requirements and Contract Documents to bidders which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 4.2: Grounds are maintained in a manner that avoids safety hazards for visitors and staff.

(1) Measure 4.2a: Safety hazards (holes, pests, hazardous trees and branches, sprinkler heads, etc.) that are identified and corrective action initiated within the same workday.

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

(1) Measure 2.4a: Gravesites have grades which are level and blend with adjacent grade levels.

(2) Measure 2.4b: Sunken graves have been identified and repaired to re-establish the ground level in accordance with NCA Standards and Measures.

2. Work consists of refilling sunken graves with suitable soil to match existing adjacent graves approximately 100 per year. The cemetery will be checked for holes and washouts and will be filled immediately.

3. Damage to the grounds occurs due to pests and can be the cause of injury to visitors and personnel. The cemetery will be checked for pest holes regularly and will be filled immediately.

C. GENERAL REQUIREMENTS:

1. A sunken grave is defined as any gravesite that has receded two (2) inches from the existing adjacent grade. Standard graves excavated and backfilled are approximately three and one-half feet wide and approximately eight feet long. The Contractor will identify sunken graves requiring repair. The contractor shall report all identified sunken graves by section and grave number prior to being repaired/ fixed to the COR for verification and inspection.

2. Refilling of sunken graves shall be accomplished as soon as possible but shall be accomplished five no later than (5) business days after receipt of weekly inspection sheet.

3. Partially sunken graves may occur after weather events. This can appear as a small to medium hole outlining the grave or headstone setting. This type of grade issue can cause injury to visitors and staff and must be repaired as soon as possible.

4. Any graves identified as sunken must be secured with safety barriers until repairs can be affected, by grave boards or cones to prevent injury to visitors and personnel.

5. Pest holes and all other holes shall be repaired as soon as found to prevent injury to visitors and workers.

D. PROCEDURE:

1. Sunken graves shall have sod cut out and be filled with approved select backfill and tamped to within two (2) inches of established grade. Topsoil capable of growing healthy grasses shall be added then replace sod to bring the gravesite to established grade. The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction.

2. All damaged graves shall be secured with safety barriers, by grave boards or cones, until repairs can be affected, to prevent injury to visitors and personnel.

3. Whenever possible, sod should be reutilized.

4. Area should be tamped level after filling the hole.

5. All damaged graves will be secured with safety barriers until repairs can be affected, by grave boards or cones to prevent injury to visitors and personnel.

6. Small holes caused by pests will be repaired immediately due to the danger they pose to personnel visiting or working on the grounds. Repaired holes will be filled and hand tamped. The area will then be sodded as required.

7. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

ATTACHMENT J

TRASH AND DEBRIS REMOVAL

A. GENERAL:

1. All work performed under this section is subject to the General Requirements to bidders which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA, NATIONAL SHRINE COMMITMENT, OPERATIONAL STANDARDS AND MEASURES:

a) Standard 5.2: Trash is collected, disposed of, and does not detract from cemetery appearance.

(1) Measure 5.2a: The percent of national cemeteries that have central trash collection points established in locations that are screened from public view.

(2) Requirement 5.2b: Public-use trash containers are adequate in number and well-marked, clean, neat, and in good repair.

2. Work consists of collecting and removing all trash, debris, dead or unsightly flowers, tree limbs, as well as any other debris within area defined by the COR, in accordance with the floral regulations of the cemetery.

C. GENERAL REQUIREMENTS:

1. All trash, debris, contents of trash cans, dead or unsightly flowers and all fallen tree limbs and branches not attached to the tree shall be removed from the Cemetery areas a minimum of once each workday or as necessary. Any limbs or branches attached to the tree hanging down shall be reported to the COR as soon as possible for action.

2. All grave decorations shall be removed monthly, or as needed, date to be determined by the COR. Unsightly decorations are to be removed daily from the cemetery grounds. Unauthorized items left at graves will be tagged with section and grave number and held for 30 days. Contractor personnel will maintain and retrieve items until disposed of.

3. The contractor shall provide the necessary labor and suitable conveyance each workday for pickup of this debris from the Cemetery’s grounds. A dumpster placement area shall be in designated area of the cemetery and screened from public view.

4. Removal of debris and disposal away from the Cemetery’s grounds shall be the responsibility of the contractor for all items found in and around the Cemetery, including the irrigated turf areas adjacent to the fence line at both East and West entrances and Main entrance on Boundary Street.

5. All walkways, roads, and parking areas shall be swept prior to interment services or as instructed by the COR. All roads and streets (to include the service roads behind committal shelters) will be cleaned daily or as instructed by the COR prior to the start of daily burial operations or after burial operations. The roads and streets will be cleaned of all debris (i.e. mud, dirt, twigs, leaves, grass clipping, animal excrement’s, etc.).

6. When a severe storm warning is given, all loose items shall be secured, the cemetery made ready for high winds to prevent damage to the Government’s property, and all floral items shall be removed from all graves.

7. Storm Clean-Up (wind, rain, hail, snow, ice, etc): Cemetery should be checked and cleaned up next working day following the storm unless the extent of the storm prompts civil defense authorities to declare emergency movement only. Should this occur, clean-up should be done as soon as emergency restrictions are lifted.

8. Cemetery area includes all the cemetery property to include surrounding areas of inside and outside the wall to the road.

9. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

10. The contractor shall have their foreman report to the COR the condition of the Cemetery as soon as he/she arrives on site. All known damage shall be noted by the contractor. If any damage is going to require special assistance, then this will be determined and addressed by the COR.

ATTACHMENT K

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. GENERAL

All work performed under this section shall be subject to the General Requirements and Contract Documents to Bidders, which form a part of these specifications, and the contractor shall be responsible for and governed by all the requirements there under.

The Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the performance-based PWS. This performance-based plan sets forth the procedures and guidelines the NCA will use in evaluating the technical performance of the contractor.

2. PURPOSE

2.1 The purpose of this QASP is to describe the systematic methods used to measure the contractor’s performance and to identify the reports required. The QASP provides a means for evaluating whether or not the contractor is meeting the minimum acceptable standards identified in the PWS and Performance Requirement Summary (PRS) (Attachment L).

2.2 This QASP is designed to define roles and responsibilities, identify the performance objectives, define the methodologies used by NCA to monitor and evaluate the contractor’s performance, describe quality assurance reporting, and describe the analysis of quality assurance monitoring results.

3. PERFORMANCE MANAGEMENT APPROACH

This QASP defines the performance management approach taken by the NCA to monitor, manage, and take the appropriate action on the contractor’s performance against expected performance objectives communicated in the PWS and Performance Work Requirements Summary. NCA’s performance management approach addresses the capability to review and analyze information generated through the performance metrics identified in the PRS. Based on the review, analysis of the performance and inspection data information, the CO and COR will make the appropriate decisions to determine whether or not expected performance objectives for required services are being achieved adequately by the contractor.

4. PERFORMANCE MANAGEMENT STRATEGY

4.1 The contractor’s internal quality control system shall set forth the staffing and procedures for self inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor shall utilize its’ internal quality control system to assess and report their performance to the COR.

4.2 The COR and/or Cemetery Director will monitor the contractor’s performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The COR will make decisions based on the PRS data and notify the contractor of those decisions. The contractor shall be responsible for making required changes in processes and practices to ensure performance is managed effectively. The COR will submit a report to the CO monthly on the contractor’s performance and the contractor will be allowed to review the report and submit comments.

5. ROLES AND RESPONSIBILITIES

5.1 The CO will monitor contract compliance, contract administration, cost control, and resolve any differences between the observations/inspections documented by the COR and the contractor’s performance.

5.2 The CO will designate one full-time COR as the Government’s authority for performance management. The number of additional representatives serving as Technical Inspectors will depend on the complexity of the services measured, as well as the contractor’s performance.

5.3 The COR will monitor, inspect, assess, and communicate the technical performance of the contractor.