36C78618R0344-001.docx

36C78618R0344

PAGE 1 OF

1. REQUISITI

ON NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C78618R03 06-07-2018 Henry C. Dukes 540-658-7222 06-28-2018

2:00 PM EST

43C1 Department of Veterans Affairs NCA Contracting Service 75 Barrett Heights Rd. Suite 309 Stafford VA 22556 x x Y 561730 $7.5 Million X N/A X Knoxville National Cemetery 939 Tyson Street, NW Knoxville, TN 37917 43C1 Department of Veterans Affairs NCA Contracting Service 75 Barrett Heights Rd. Suite 309 Stafford VA 22556

43C1 http://www.tungsten-network.com/customer -campaigns/veterans-affairs/

1-877-752-0900 See CONTINUATION Page The Contractor shall provide all personnel, equipment, tools, Supervision, and other items and services necessary to ensure That grounds maintenance is performed at Knoxville National Cemetery in a manner that will maintain healthy grass, trees, Shrubs, and plants and present a clean, neat, and professional Appearance throughout.

These Services will be performed at: Knoxville Natl Cemetery:

939 Tyson St, NW; Knoxville, TN 37917.

100% Service Disabled Veteran Owned Small Business Set Aside See Schedule

DUNS #:

Email Address:

See CONTINUATION Page X Henry C. Dukes Contracting Officer

Page 1 of

Page 1 of

Table of Contents

B.5 LEAF COLLECTION ……………………………………………………………………. 27

B.6 SHRUBS AND TREE MAINTENANCE …………………………………………………28

B.7 SUNKEN GRAVE REPAIR ………………………………………………………………31

B.8 GROUNDS CLEANUP, SNOW & ICE REMOVAL, TRASH AND DEBRIS REMOVAL, FLAG AND WREATH REMOVAL AVE. OF FLAGS …………………….33

B.9 MULCHING ………………………………………………………………………………36

ATTACHMENT A - WAGE DETERMINATION …………………………………………..52

ATTACHMENT B - SECURITY AND LAW ENFORCEMENT AT VA FACILITIES

ATTACHMENT C - CEMETERY MAP …………………………………………………

ATTACHMENT D - WORK SUMMARY & PROGRESS REPORT ..……………………..71

ATTACHMENT E - PERFORMANCE OF WORK REQUIREMENTS SUMMARY……..73

ATTACHMENT F - QUALITY ASSURANCE SURVEILLANCE PLAN..………………...74

ATTACHMENT G - CONTRACT DISCREPANCY REPORT (CDR)………………………78

ATTACHMENT H - INITIAL HEADSTONE MARKER RAISE & REALIGN SURVEY..79

ATTACHMENT I - DAILY HEADSTONE MARKER RAISE & REALIGN SURVEY……80

ATTACHMENT J - CONTRACTOR’S EMPLOYEE STATEMENT OF COMPLIANCE..81

ATTACHMENT K - PAST PERFORMANCE QUESTIONNAIRE………………………….83

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Henry C. Dukes Contracting Officer 36C786 Department of Veterans Affairs NCA Contracting Service 75 Barrett Heights Rd. Suite 309 Stafford VA 22556

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

3. INVOICES: Invoices shall be submitted in arrears:

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

http://www.tungsten-network.com/customer -campaigns/veterans-affairs/ ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.1.2 PROPOSALS SUBMISSION:

Proposals will be accepted and considered for award of a firm-fixed price contract. Submitted proposals that do not meet the following instructions may be determined to be nonresponsive and will not be considered for award.

B.1.3 OFFEROR ECMS VENDOR PORTAL REGISTRATION:

All Interested Offerors must be registered with the Department of Veterans Affairs eCMS Vendor Portal at https://www.vendorportal.ecms.va.gov. Offerors who require registration shall proceed to the Vendor Portal’s Login section and shall click on Request a user account to register. In the event an Offeror is unable to submit a proposal through the vendor portal domain, prior to the proposal closing date, contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov. If an Offeror is still having difficulties in submitting a proposal via the Vendor Portal the Contracting Officer may accept an Offeror’s proposal via email under the following circumstances:

1. Offeror must provide evidence that an email discussions or verbal discussion with the VAAS helpdesk could not resolve registration issues.

1. Proposal submitted must meet the time constraints as set forth in the solicitation.

Proposals submitted via email without set requirements will not be accepted and will be considered to be nonresponsive. Late or incomplete Proposals will also be considered to be nonresponsive.

Proposal Requirements:

1. One (1) properly completed, signed and dated Standard Form 1449 with price/cost schedule.

1. Alternative Payment Protection as stated in FAR 52.228-13 (if applicable).

1. A completed copy of 52.204-8, Representation and Certifications.

1. Technical Proposal shall address evaluation factors and the Scope of Work (SOW).

1. Acknowledgement of any amendments (if applicable).

1. Completed FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data” Failure to submit all required documentation may result in your submission being determined technically unacceptable and removed from further consideration.

NCA Purpose /Mission:

The Department of Veterans Affairs, National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, the contractor’s strict adherence to the specifications shall be required and shall be essential.

DIGNITY CLAUSE

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

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

B.1.4 QUESTIONS PERTAINING TO THIS SOLICITATION:

Questions pertaining to this solicitation must be sent by e-mail to: Henry.Dukes@va.gov by COB Thursday, 21 June 2018. Telephone inquiries will not be accepted. Questions received after this date and time will not be considered.

Offerors shall inspect all sites where services are to be performed and to understand all general and local conditions that may affect the cost of contract performance (See Provision 52.237-1 Site Visit). In no event shall failure to inspect constitute grounds for a claim or request for equitable adjustment after contract award. To make arrangements for Site Visits, contact the Contracting Officer Representative (COR): Mr. William (Bill) Catoe at: William.Catoe@va.gov or by Phone: (423) 855-6590.

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-4 Notice of Price Evaluation Preference for Hub Zone Small Business Concerns. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.2.1 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

SPECIAL NOTICE:

THERE WILL BE THREE (3) PRE-BID SITE VISIT: Pre-bid site visit inspection, which are highly recommended, please contact the Contracting Officer’s Representative (COR) to schedule visit for the following dates:

Site Visit Dates:

· Tuesday, 12 June 2018 at 11:00 AM CST

· Wednesday, 13 June 2018 at 11:00 AM CST

· Wednesday, 20 June 2018 at 11:000 AM CST

In no event shall failure to inspect constitute grounds for a claim or request for equitable adjustment after contract award.

Offerors shall inspect all sites where services are to be performed and to understand all general and local conditions that may affect the cost of contract performance (See Provision 52.237-1 Site Visit).

All Questions pertaining to this solicitation and site visit must be sent by e-mail to: Henry.Dukes@va.gov by COB Thursday, 21 June 2018. Telephone inquiries will not be accepted. Questions received after this date and time will not be considered. All questions and answers will be posted on Federal Business Opportunities (FBO) the week of June 25th in the form of an Amendment.

B.3 SUPPLIES OR SERVICES AND PRICE/COSTS

BASE PERIOD: DATE OF AWARD TO 30 SEPTEMBER 2019

BASE YEAR: $ _______________

OPTION PERIOD ONE: 1 OCT 2019 TO 30 SEPTEMBER 2020

OPTION YEAR 1: $ _______________

OPTION PERIOD TWO: 1 OCT 2020 TO 30 SEPTEMBER 2021

OPTION YEAR 2: $ _________________

OPTION PERIOD THREE: 1 OCT 2021 TO 30 SEPTEMBER 2022

OPTION YEAR 3: $ _______________

OPTION PERIOD FOUR: 1 OCT 2022 TO 30 SEPTEMBER 2023

BASE YEAR: $ ___________

OPTION YEAR 1: $ ___________

OPTION YEAR 2: $ ___________

OPTION YEAR 3: $ ___________

OPTION YEAR 4: $___________

TOTAL CONTRACT AGGREGATE PRICE: $ ___________

(Base Period Plus All Option Periods)

B.3.1 DESCRIPTION/SPECIFICATION/WORK STATEMENT

STATEMENT OF WORK/SPECIFICATION

DESCRIPTION OF SERVICES:

The Knoxville National Cemetery located at: 939 Tyson St, NW Knoxville TN 37917, has a need for Grounds and Headstone Maintenance services for periods effective: Date of Award through 30 September 2018 with four (4) 1-year Options through September 30, 2023.

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

All work shall be done during normal Federal workdays in daylight hours and may require work on selected Federal Holidays or weekends.

Grounds maintenance services including, but not limited to:

1. Mowing

2. Trimming

3. Edging

4. Sunken Grave Repair

5. Leaf Collection

6. Grounds Cleanup, Trash & Debris removal

7. Sodding/Seeding Gravesites

8. Mulching

9. Shrub and Tree Maintenance

10. Flag Pickup

11. Avenue of Flags

12. Snow and Ice Removal

13. Wreath Removal

BACKGROUND:

National cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration to reflect this nation's concern and respect for those interred there. The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities described herein, which are required to maintain an acceptable appearance of the cemetery grounds.

The Knoxville National Cemetery is located at 939 Tyson St, NW Knoxville TN 37917. The cemetery is comprised of 10 acres. The cemetery contains the remains of 9,271 veterans, spouses and dependent children. National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications is required as well as National Cemetery Administration standards.

The Southeast District (SED) Office, Department of Veterans Affairs, National Cemetery Area Office, 1700 Clairmont Road., 4th Floor, Decatur, Georgia 30033-4032, has the responsibility for the National Cemeteries. The administration of this contract will be by the Contracting Officer. The Contracting Officer's Representative (COR) for the contract will be designated in a separate letter under the direction of the Director, Chattanooga National Cemetery, Chattanooga, Tennessee.

All work shall be performed during the normal working hours (07:30 a.m. to 4:00 p.m.), Monday through Friday, except with the written permission of the COR(s).

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

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

CONTRACTOR STAFFING REQUIREMENTS:

Contractor will supply a minimum of one (1) grounds employee and one (1) Site Supervisor dedicated to performing all services outlined in this SOW.

Contractor employee work may be supplemented with additional employees to accomplish ALL CLIN items successfully in a timely manner if required.

The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

SITE SUPERVISOR REQUIREMENTS:

Site Supervisor: A competent and experienced English-speaking Site Supervisor shall be provided by the Contractor at all times work is being performed. The Site Supervisor shall be knowledgeable in all areas of the contract and shall direct all work being performed as part of the contract and shall have direct supervision over all contractor employees. The Site Supervisor shall provide daily onsite quality control over all work performed as part of the contract. The Site Supervisor shall have regular communication with the COR’s and shall submit daily, weekly and monthly inspection reports to the COR’s.

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

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

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

EMPLOYEE REQUIREMENTS:

Contracted grounds maintenance employees must have Contractor shall provide employees with at least 1-year of experience in landscaping maintenance operations, experience working in a National Cemetery Grounds Maintenance contract or similar projects. Employees shall have demonstrated education or experience in turf grass maintenance, horticulture and headstone maintenance.

Employees shall be fully trained in safe equipment operations, proper turf grass maintenance techniques such as mowing and trimming and Cemetery etiquette.

Employees applying herbicide shall be fully trained in safe application techniques and licensed with the State of Tennessee.

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

Employee Identification: The Contractor’s employees shall wear visible Company and employee name identification always while on the premises of the Cemetery.

Training: The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

1. National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

2. Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

3. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

STANDARDS OF EMPLOYEE CONDUCT:

A. Contractor and Contractor personnel, to include all contractors’ temporary workers, shall be required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under CFR-2017-Title 38 Vol 1- Sec 1-218 See Attachment A.

1. An approved uniform consists of:

Long slacks or pants and shirt, buttoned up from neck to waist. Shirt shall have company name and or logo and Employee name. Hats shall be plain or bear the company name or logo only. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related to that day. No ripped or torn clothing shall be worn. T-shirts and/or tank tops as outer garments are prohibited as are any garments which have a message or slogan affixed thereto. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA requirements. Contractor employees shall maintain personal hygiene.

2. Contractor personnel must maintain a neat and professional appearance throughout the workforce, vehicles, equipment, and staging areas. Matching uniforms (pants and shirt, plus jacket in the cool season) for all employees are required- in addition to all state and federally mandated Occupational Safety and Health Administration (OSHA) compliant protective gear.

3. Contractor personnel shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal services.

4. Contractor personnel shall not eat or drink beverages except water or non-alcoholic drinks while in work area nor in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

5. Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments.

6. The only designated tobacco use areas for the Knoxville National Cemetery is located by the maintenance building. All other areas to include all interment sections are designated as tobacco free, this includes vaping and all forms of electronic cigarettes.

PARKING, AND VA REGULATIONS:

It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. Contractor employees may park privately owned vehicles in the area designated for parking by the COR at their own risk. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor’s employees under any conditions. Tobacco use is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

USE OF CEMETERY FACILITIES:

Storage space for Contractor equipment/material is not available on site. The Government shall not be held responsible for any damages to the Contractor’s equipment, materials, supplies, or the like which may result from vandalism, theft, etc. while on site.

A. No designated restroom facilities will be available to Contractor personnel. A location for a portable toilet may be available at the contractors expense.

B. Water will be furnished by the Government except for any additional water needed other than on site water.

CONTRACTOR’S RESPONSIBILITIES AND INSURANCE REQUIREMENTS:

The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to themselves, their employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by their or their employees’ fault or negligence. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting therefrom. The Contractor shall maintain workmen’s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the state of Tennessee, and in accordance with FAR 52.228-5, Section B. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.

INSPECTION AND CLEANING OF CEMETERY FACILITIES:

A. The Contractor shall perform a weekly inspection. During this inspection the appearance of the cemetery will be observed, and any deficiencies noted within the scope of the contract will be documented by the COR on a weekly inspection sheet. Any deficiencies or ratings of marginal or unsatisfactory noted in the weekly inspection sheet shall be corrected by the contractor within the following time:

a. Grounds Maintenance (i.e. mowing, removal of leaves and debris, sweeping or blowing off roads and walkways, trash removal– 2 business days after receipt of weekly inspection sheet.

b. Sunken Grave Repair – 5 business days after receipt of weekly inspection sheet. Any graves deemed safety hazards shall be secured for safety or repaired by close of the same business day noted.

B. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or his representative.

C. The Contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The inspection forms will document date, location and type of work completed, certification of inspection for quality control by site supervisor and weather or other issues.

REPRESENTATIVES OF THE CONTRACTING OFFICER:

The Contracting Officer’s Representative (COR) shall be under the supervision of the Foreman and Director, Chattanooga National Cemetery. Only the Contracting Officer can make changes in the scope of work. The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect the price, quantity or delivery terms of this contract.

MAINTENANCE DURING CEMETERY FUNCTIONS:

Contractor personnel shall not operate motorized equipment or conduct other commercial activities during interment services. The COR or his/her representative shall furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled internment, and a minimum of three (3) days before any ceremonial events.

COTRACTOR’S WORK PLAN:

a) A The contractor shall submit a Work Plan consisting of all personnel estimating work times, tasks and processes for accomplishing the requirements of the contract.

b) The contractor shall submit a Work Plan consisting listing all equipment that will be used to complete the requirements of the contract. List will include age of equipment and any special features such as mulching deck on lawn mowers.

CONTRACTOR’S QUALITY CONTROL PLAN (QCP):

(a) The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. This QCP will be forwarded to the CO along with the requested initial proposal. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

(b) An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

(c) On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

(d) Incorporation of either active or established internal policy and procedures for updating equipment and procedures, that may affect performance of contract.

(e) The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable, and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

(f) On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

(g) A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services and a name and signature of the person inspecting and certifying the work as completed.

(h) On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

Contract Discrepancy Report (CDR)

a) The issuance of a Contract Discrepancy Report (CDR) shall be issued when work is found to be below the Minimally Acceptable Level listed in the Quality Assurance Surveillance Plan or if found to be unsafe, or in violation of Contract Requirements.

b) The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

c) If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

d) Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified. Failure to correct discrepancies in the required time frame or repeated occurrences of discrepancies will result in issuance of a CDR.

e) When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

f) A CDR will be prepared by the COR and forwarded to the CO and Contractor.

g) The Contractor shall respond to any complaints and/or ratings of deficient performance within five (5) calendar days, after receipt of the report.

h) All visitor complaints deemed by the COR to require a written response to the Contractor, or administrative action, will be forwarded to the CO, as soon as possible, for action.

i) When a CDR is issued for a service, the Contracting Officer must deduct from the periodic payment, a percentage of that payment as indicated in the Performance of Work Requirements Summary as attached hereto.

j) If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR will be issued and the appropriate amount deducted from the periodic payment.

k) A third CDR will be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

HISTORIC PRESERVATION:

Where the Contractor or any of the Contractor's employees, prior to, or during the service work, are advised of or discover any possible archeological, historical and/or cultural resources, the Contractor shall immediately notify the COR verbally, and then with a written follow up.

SALES OF COMPANIES OR NAME CHANGES:

The Contractor, gaining award of the contract, shall notify the Contracting Officer in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. This Contractor shall also contact the Contracting Officer immediately in writing in the event a company name change will happen, with information as to the reasons and/or determinations causing this action.

B.3.1.1 Statement of Work Requirements

Grounds Maintenance

1. 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.

2. SCOPE

NCA STANDARD:

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

Contractors shall be responsible for maintaining the turf area of the cemetery and the immediate area surrounding the cemetery in a healthy condition by annual aeration and overseeding and watering of sod or seed.

3. EQUIPMENT AND SUPPLIES

A. Aerator plug type that removes ¾ in diameter by 2-3in long plugs of soil.

B. Portable Watering System.

4. PROCEDURE

A. The Contractor shall be responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower vases, 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.

5. AERATION:

A. Contractor to aerate approximately 10 acres, once in the Fall.

B. Aeration shall be conducted with a mechanical plug type aerator which removes cores of approximately 3/4 inch in diameter and 2-4 inches in depth.

C. Prior to aeration the contractor will flag all irrigation heads and boxes to ensure no damage during aeration. Flags will be removed immediately after aeration is completed. Any irrigation components damaged during aeration will be replaced at contractor expense.

B.3.1.2 SOD AND SEEDING

1. 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.

2. SCOPE

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 SED Offices or landscape architects in NCACO) is adhered to regarding turf selection.

Active growing season is considered to be April through October with variation according to the weather patterns. Work consists of sod bed preparation and sodding/seeding of areas of the cemetery where the turf has been disturbed or has died. In particular, all newly dug or refilled graves shall be re-sodded. Approximately 50 graves will require re-sodding or seeding annually. The Contractor shall be responsible for the removal and disposition of dead ground and shall refill the site with quality topsoil and perform the sodding or seeding to include the bare areas to ensure a quality turf. Delivery tickets, indicating date, weight, analysis, purity, State Certification (Blue Tags) and vendor’s name, etc. are to be submitted to the COR.

3. Kind of Sod/Seed

Only cultivars of grass sod/seed that have been adapted in the State of Tennessee and certified by the State Agronomy Testing Laboratory will be accepted. Any substitution of sod/seed type, weight or application must be specifically approved by the COR in writing. Sod/seed is to be free of all noxious weeds. Tall Type Fescue or Tiffway Bermuda is to be the primary grass to be developed.

4. Equipment

A. Overseeding shall be done with a spreader capable of providing even distribution of seed without clumping or dumping. Overseeding large areas by hand is not permitted.

B. Sod shall be cut by mechanical means allowing for uniform depth so as to create a safe even walking surface.

C. Contractor shall have a means to water new sod or seed by portable tanker as there is no irrigation system.

5. Procedure

A. The Contractor shall be responsible for mowing and watering all sodded/seeded areas and maintaining them in a healthy and vigorous condition. Newly sodded/seeded areas shall be hand mowed until it is established enough to support riding mowers without damage.

B. An area where sod is to be placed shall have a minimum of two (2) inches and maximum of four (4) 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.

C. 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. Daily watering of new seed or sod shall be by portable tanker or other means.

D. Healthy turf shall be re-established by sodding within fourteen (14) calendar days of internment on all gravesites or areas damaged by internment operations during the growing season. Internments outside of the growing season shall be sodded within thirty (30) calendar days of the beginning of the growing season.

E. Healthy turf shall be re-established by sodding on all filled or repaired gravesites within fourteen (14) calendar days of gravesite repair. Gravesites filled or repaired outside of the growing season shall be sodded within thirty (30) calendar days of the beginning of the growing season.

F. Establishment period for new sod is thirty calendar (30) days after sod has been laid. Sod will be inspected by COR and any sod determined to be unsatisfactory shall be replaced within five (5) business days of notification.

G. An additional period of thirty calendar (30) days after the sod establishment period for daily maintenance shall be provided to ensure establishment.

5. GUARANTEE

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

B.4 MOWING, TRIMMING & EDGING

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.

2. SCOPE

NCA STANDARD: Turf shall be maintained at a height within one-inch range of that which is professionally recommended for the recommended grass type for that geographic region. Optimally, the height is 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. Thatching of grass clippings/leaves is not permitted.

The Contractor shall be responsible for mowing, edging, and trimming all grass within the cemetery and outside perimeter enclosure walls, to include removal of all grass clipping & leaves from roads and walkways as specified by the Contracting Officer's Representative (COR). This encompasses approximately 10 acres.

Mowing, trimming and edging shall be accomplished a minimum of weekly during the growing season and as need outside of the growing season. Mowing, trimming and edging cycles shall be completed regardless of weather or burials unless approved by the COR in writing.

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.

Minor accumulation of leaves, or leaves from storms will be mulched by mowing and shall be considered part of the regular mowing cycle.

3. EQUIPMENT

A. The Contractor shall use mowers with mulching decks with a fully enclosed mowing deck with baffles or a mowing deck with mulch kit designed to fully enclose blades with baffles with scalp preventing wheels only. A standard mowing deck with a chute blocker is not sufficient. Mowers shall be sized according to the area to be mowed. Small push or self propelled mowers are required in areas too small for riding machines. At no time is freshly mowed grass to be blown onto headstones. Riding mowers may be used if they are not operated within two (2) inches of from headstones, markers, monuments, tree trunks, or other vertical surfaces.

B. Commercial grade power trimmers and power edger’s will be used to trim grass from around headstones, monuments, markers, etc. String trimming shall be accomplished with commercial trimmers with nylon/plastic string and shall be operated with all guards in such a fashion so that no damage is done to headstones, trees, or property. The contractor will use trimmers with a plastic blade attachment to cleanly trim edges around all flat markers. Care must be taken not to chip flat markers with blades. Scalping is not permitted.

C. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are properly cut- - not torn or damaged.