36C78619Q0101-002.docx

36C78619Q0102

PAGE 1 OF

1. REQUISITION 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

8659-000011 36C78619Q0101 01-24-2019 Tracy Williams 540-658-7230 02-08-2019 4:00pm 36C786 Department of Veterans Affairs National Cemetery Administration Contracting Services 75 Barrett Heights Road, Suite 309 Stafford VA 22556 X X 812220 $7.5 Million X N/A X Department of Veterans Affairs Nashville National Cemetery 1420 Gallatin Pike South Nashville TN 37115 36C786 Department of Veterans Affairs National Cemetery Administration Contracting Services 75 Barrett Heights Road, Suite 309 Stafford VA 22556 http://www.tungsten-network.com/customer -campaigns/veterans-affairs/

1-877-752-0900 See CONTINUATION Page The Nashville National Cemetery has a need for Internment services. Please reference the Statement of Work requirements and attachments for guidance Official Site Visit date January 30, 2019. Please contact Ms. Lisa Brennan at 615-860-0086 to schedule an appointment for visit.

Questions shall be emailed to tracy.williams6@va.gov by Friday, February 1, 2019, (EST) PROPOSALS DUE: TUESDAY, FEBRUARY 8, 2019 AT 4:00 p.m. (EST) SUBMIT PROPOSAL VIA VA eCMS VENDOR PORTAL WEBSITE AT https://www.vendorportal.ecms.va.gov

THIS IS A 100% SET ASIDE FOR SERVICE DISABLED VETERAN OWNED

SMALL BUSINESS (SDVOSB).

See CONTINUATION Page X X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer Department of Veterans Affairs National Cemetery Administration Contracting Service (43C1) 75 Barrett Heights Road, 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:

A. Invoices shall be submitted in arrears for cumulative work performed no more frequently than weekly within thirty (30) calendar days after the contractor has completed the work and the Government has accepted the items/services rendered.

B. Invoices shall be submitted electronically.

C. Contractors shall not invoice for single orders of a shipment. Shipments will be invoiced for the complete shipment when completed and accepted by the Government.

D. Required Contents of Invoice: If any information below is missing from an invoice, the invoice shall be subject to being rejected and returned for revision.

· Contractor Information (Name, Complete Address, Telephone Number)

· Date of Invoice

· Unique Invoice Number

· Each invoice may be submitted only once. If the need exists to submit a corrected invoice, the original invoice number should be noted with “COR” added at the end of the invoice number on the revised invoice. Where possible, CORRECTED INVOICE shall be clearly noted

· Contract/Purchase Order Number (Only one contract/purchase order may be included on each invoice submitted)

· Shipment Number (If there is not enough space on an invoice, an attachment to the invoice shall list the Shipment Number(s)

· Cemetery Name

· Unit Cost

· Total Dollar Amount Invoiced

· Certificate of Conformance o This certifies that (Contractor’s Name) furnished the above listed supplies or services called for by the above listed purchase order number in accordance with all applicable requirements. We further certify that the supplies or services are the quality specified and conform in all respects with the contract requirements.

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.

Department of Veterans Affairs Financial Services Center (FSC) P.O. Box 149971 Austin, Texas 78713 www.tungsten-network.com/customer-campaiAIRS/

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

6. MISSING PAGES: It is the responsibility of the offeror to examine this solicitation to verify that he or she has received all pages. In addition, in compiling this package, some pages may have been duplicated. If the offeror feels that pages are missing or duplicated, the offeror is encouraged to contact the Contracting Officer at the telephone number shown in Block 7B, Standard Form 1449, Solicitation / Contract / Order for Commercial Items.

7. ORDER PROCESSING SEQUENCE: The Department of Veterans Affairs, National Cemetery Administration, Contracting Service (43C1), is the only activity authorized to issue orders under this contract.

8. NOTICE TO PROSPECTIVE CONTRACTOR(S): Prospective awardees MUST be registered with the System for Award Management (SAM )at http://www.sam.gov , PRIOR TO AWARD and through final payment, and must complete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to award and through final payment. CONTRACT WILL NOT BE AWARDED UNTIL SAM REGISTRATION HAS BEEN COMPLETED. This is a 100% SDVOSB set-aside. Therefore, prospective awardees MUST also be registered within the Vendor Information Pages (VIP) and the Verification Case Management System (VCMS) via www.vip.vetbiz.gov (VetBiz.Gov) PRIOR TO AWARD.

9. GOVERNMENT HOLIDAYS:

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

New Year’s Day - January 1st Martin Luther King, Jr.’s Birthday - Third Monday in January President’s Day - Third Monday in February Memorial Day - Last Monday in May Independence Day - July 4th Labor Day - First Monday in September Columbus Day - Second Monday in October Veterans Day- November 11 Thanksgiving Day - Fourth Thursday in November Christmas Day - December 25

· If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a national holiday.

10. ADDITIONAL INFORMATION FOR OFFERORS:

· Contract Type: This solicitation is for a Firm-Fixed Price Contract in accordance with FAR PART 16.202-2.

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

· The pre-award question and answer period commences on January 24, 2019 and concludes on February 1, 2019 at 4:00 P.M. (EST). Email questions to tracy.williams6@va.gov

· To maintain this procurement’s integrity, Nashville National Cemetery Staff should only be contacted during the designated site-visit dates and times only. Contacts made to any Cemetery Staff outside of these periods and/or prior to contract award shall result in the rejection of your offer. No additional written questions or inquiries will be accepted after February 1, 2019 at 4:00 p.m. (EST). No telephone calls will be accepted.

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

· SITE VISITS shall be conducted between:

· DATE: Wednesday, January 30, 2019

· TIMES: Between the hours of 10:00 a.m. – 1:00 p.m. (CST) ONLY

· LOCATION: Nashville National Cemetery – Administration Building, 1420 Gallatin Pike S, Madison, TN 37115

· IMPORTANT: ALL INTERESTED BIDDERS/QUOTERS MUST CONTACT Ms. Lisa Brennan, Assistant Director (PHONE NUMBER: 615-860-0086 TO SET UP A SITE VISIT APPOINTMENT DURING THE AFOREMENTIONED SITE-VISIT DATES LISTED ABOVE. AN APPOINTMENT MUST BE MADE IN ADVANCE PRIOR TO ARRIVING AT THE CEMETERY.

NOTE – Potential Bidders/Quoters will not be allowed to conduct unscheduled site visits/tours before or after the designated solicitation site-visit timeframes for the duration of the pre-solicitation, solicitation, and pre-award phases through contract award.

B. 2. PERFORMANCE WORK STATEMENT

GENERAL INFORMATION:

(a) This is a performance based contract for Interments Services at the Nashville National Cemetery located at: 1420 Gallatin Pike, South in Madison, 37115.

THE NATIONAL CEMETERY ADMINISTRATION (NCA) MISSION: THE NCA HONORS VETERANS WITH A FINAL RESTING PLACE AND LASTING MEMORIALS THAT COMMEMORATE THEIR SERVICE TO OUR NATION.

(b)THE NCA MISSION: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation as 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. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the contractor at these cemeteries 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. 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 to the public.

INTRODUCTION:

This Statement of Objectives describes the basic objectives of the Nashville National Cemetery. The Performance Based Service Contract provides potential offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the offeror's understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained on the SOW the Government provides to prospective offerors.

The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that excavation, interments and inurnments are performed at Nashville National Cemetery in a manner that maintains NCA standards and measures for dignified Contractor shall provide all labor, material, equipment, tools and supplies to complete grave excavations and grounds and facility maintenance services to maintain Nashville National Cemetery, 1420 Gallatin Pike South, Madison, TN 37115 following National Cemetery Administration (NCA) standards.

Contract period will consist of a base period, with four (4) one-year options to extend the term of the contract. Units and services to be in accordance with Performance Work Statement, Technical Specifications, Performance Disincentives, terms and conditions contained in this solicitation. The offers shall include a price for each Contract Line Item Number (CLIN), a total price for the estimated quantities, and a sub total price for all estimated services in the contract base period and each option year. Unit prices shall be all inclusive containing (unit prices for materials, unit prices for labor, any labor burden or fringes, any associated travel costs, profit, overhead, and of the like).

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 Nashville National Cemetery is located at 1420 Gallatin Pike, South in Madison, TN. The cemetery is comprised of 64.5 acres. The cemetery contains the remains of 36,615 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.

SCOPE OF WORK

GRAVE, EXCAVATION, BACKFILL, AND INTERMENTS/DIS-INTERMENTS

1. GENERAL

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

2. SCOPE

Work consists of excavation, backfilling, and preparing for interments specified by the Contracting Officer Representative (COR). There will be approximately 60 casketed interments per year. The COR or representative will notify the Contractor 24 hours in advance of gravesite to be opened. Gravesites scheduled over a holiday weekend may not receive the normal notice. Normally interments will be accomplished Monday through Friday during the hours of 10:00 a.m. to 2:00p.m. However, there may be instances where the Contractor shall be required to perform interments on weekends and/or holidays and outside the regular hours. Internments on weekends or holidays are same cost as normal internments.

Limited space is available for storage of equipment and spoils at the Cemetery Maintenance Shop and spoils area. If utilized the shop and spoils area shall be kept clean and neat. The spoils shall be removed monthly at the contractor’s expense to prevent buildup and shall not be visible over the wall.

3. PROCEDURE

A. All gravesite excavations for a casket or cremation shall be completed a minimum of one hour prior to the interment services scheduled time. If an outer container is to be used, the gravesite excavation shall be completed to allow the vault to be pre-set in the grave one hour and fifteen minutes prior to the service. All gravesites shall be ready for viewing by the next of kin within one and one-half hours after the interment service.

B. The operator responsible for excavation of the gravesites shall have a minimum of 5 years of experience operating excavation equipment and 2 years minimum experience excavating gravesites. Excavation of gravesites in existing sections requires great care to avoid damage to internment already in place and to surrounding burials. The contractor is responsible for any damage to previous internments while excavating.

C. Gravesites classified as sensitive burials shall require a Cemetery representative or COR onsite prior to the excavation beginning. The COR shall notify the contractor in advance on these gravesites. These sensitive burials require extreme care during excavation and may require hand excavation to prevent damage to prior internments or surrounding gravesites. Cost for sensitive gravesites is the same as a normal casket internment.

D. It will be the COR's responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavation.

E. Graves sites shall measure 5’ x 10’ or 4’x 8’unless otherwise advised by the COR and shall be excavated to five (5) feet or seven (7) feet depth, position shall be either left half (LH), right half (RH) or center line (CL) depending on the number of interments and position of previous interments. Excavation shall be to a minimum width and length of 4 inches greater than the outer burial vault. Normal excavation is 36 Inches wide by 96 inches long. Oversized excavations may require larger dimensions. The COR will notify the contractor of any oversized burials and the dimensions.

F. The COR shall advise the Contractor of the required depth, and position prior to any excavation operation. Contractors Site Supervisor shall probe all interments immediately upon notification of the burial and prior to excavation to assure adequate depth for 2nd interment. Grave shall be probed once at each corner and three (3) times spaced equally apart down the centerline of the previous burial with each depth achieved being recorded and provided to the COR within 24hrs of notification of the burial. Probe shall be able to record up to seven (7) feet of depth. The COR shall be notified immediately of insufficient depth to accomplish interment.

G. Contractors Site Supervisor will also verify all grave sites with the adjacent gravesites at the head, foot, left and right of the gravesite to be excavated with maps provided by the COR. The COR shall be notified immediately of any discrepancies with the gravesite maps and physical placement of headstones. The contractors Site Supervisor shall provide signed proof to the COR that the gravesite to be excavated has been probed and is of sufficient depth and that the maps have been verified with the physical locations of the headstones within 24 hours of receiving the internment notice.

H. Excavator or backhoe shall be less than ten thousand pounds with rubber tracks or turf tires to diminish damage to turf. A digging bucket of a minimum thirty-six (36) inch width shall be used to excavate casket gravesites.

I. All graves will be dug the same day as burial. No graves will be pre-dug prior to day of the internment unless required by the COR due to unusual circumstances. If a gravesite is required to be opened the day prior to the interment service the gravesite must be secured with boards staked to the ground and cordoned off with cones and poles with signs notifying of an open gravesite.

J. When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to a vault not being deep enough or rock formations underneath, the remains of the first interment shall be removed and the grave excavated to a depth to accommodate both interments, whenever possible. The contractor shall be prepared to jackhammer rock out the gravesite if necessary to reach the appropriate depth. On rare occasions, solid rock formations at Nashville National Cemetery make it impossible to excavate deeper. In these instances, the Cemetery Director will find an appropriate grave for the interment. Arrangement and payment for disinterment of the vault of the first decedent is the COR’s responsibility.

K. Excavating the grave to a greater depth to accommodate the second interment is the responsibility of the contractor; and is considered as a part of the regular grave excavation price. COR or his representative will be present and will be responsible for insuring the gravesite is deepened to accommodate both interments. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

L. After excavation no soil is permitted to remain on the gravesite. All spoils will be hauled away from gravesite and returned for burial.

M. Sod on the gravesite shall remove and shall not be used in the backfill of the gravesite.

N. The open excavation shall be covered with boards such as heavy duty ¾ inches or thicker plywood, plastic, metal or fiberglass to completely cover the open gravesite and capable of holding 300lbs weight. Posts or cones of a minimum three (3) feet in height with poles, chains or rope between the cones and a sign on each side stating, “Caution Open Gravesite Cemetery Staff Only” shall be placed around the gravesite to prevent anyone from accessing the open excavation.

O. All burial vaults and tools staged near internment site shall be placed so as to not interfere with surrounding gravesites and in a visually pleasing manner.

P. Boards or runners will be utilized to access the gravesite and surrounding areas to prevent damage to turf and gravesites pending weather conditions. Boards will be placed and removed same day of burial.

Q. When a grave is opened, the Contractor is responsible for removing any headstone needed to ensure access for the vault and the remains and subsequently replacement. Removal of headstones shall be minimized with proper planning and appropriately sized equipment. All open headstone sockets shall be covered with boards to prevent injury or damage. Contractor will report any headstone damages to the COR. Storage of headstones when not in the socket will be on a board or box to minimize damage to the stone. The stone will not be laid flat on the ground. A mechanical device can be used to remove the headstone from the socket. The area that contacts the headstone must be protected with a rigid fabric/rubber to prevent damage to the marker. Headstones removed for burial shall be replaced and cleaned immediately after burial and are considered part of finishing the burial process.

R. The Contractor shall transfer the remains in a dignified manner from the interment shelter to the proper gravesite following all NCA policies. Transportation of casketed remains shall be by a clean designated use covered casket carrier. Carrier shall be a lightweight machine capable of driving in between headstone rows as close to the internment site as possible. Carrier shall be covered on all four sides so that casket is not visible and shall contain slides or rollers for easy movement of the casket in and out of the carrier. Carrier shall have devices capable of securing the casket in place on the carrier without damaging the casket and shall prevent movement of the casket while in transportation.

S. The Contractor shall be required to lower casketed remains using safety straps, into the gravesite with a mechanical casket lowering device with a minimum capacity of one thousand (1000) pounds in a safe and efficient manner, with dignity, and without damage to casket. The lowering device shall be placed on a stand or carrier allowing level transfer of the casket from the casket transport vehicle to the lowering device. The lowering device shall utilize placer arms with rollers or roller bars with a minimum eight hundred (800) pounds capacity to allow for safe transition to the device. The lowering device, safety straps and stand/carrier shall be inspected monthly and before each use for proper mechanical operation and damaged or deteriorated straps replaced as per manufacturers specifications. Documentation of these inspections shall be maintained onsite and provided to the COR monthly and as requested. At no time will a deficient lowering device, stand or straps be utilized. At no time is hand strapping the casket into the gravesite permitted.

T. If at any time the casket is required to be carried by hand a minimum of four (4) physically capable persons shall carry the casket with two (2) metal carrying bars capable of carrying one thousand (1000) pounds placed under the casket at the head and foot allowing safe dignified level carrying of the casket across the terrain. Personnel shall be supplied to keep carrying ratio under one hundred (100) pounds per person.

U. The safety straps shall have a one thousand (1000) pound capacity for each strap. 2 straps on either end will be utilized with one (1) short strap allowing lowering 1/3 into the gravesite and one (1) long strap allowing 2/3 lowering into the gravesite shall be hooked to the lowering device stand or chassis to prevent the dropping of the casket in case of failure of the lowering device. At no time will a person hold the safety straps. The contractor is responsible for any damages incurred by contract personnel to the casket during the handling and transporting of remains to the gravesite.

V. Cemetery Supplied Poly Vault will be lowered with straps by lowering device or by hand straps over the casket by contractor personnel with dignity. If lowering by hand four physically capable persons shall be required lower vault manually. Vault shall be marked with the Cemetery supplied tag.

W. Backfill around the vault shall be a gravel or sand with maximum nugget size of .25 inches or less free flowing to fill all voids and prevent settling after burial. Material shall be placed around all sides of the vault and to a depth of two (2) inches above the top of the vault. It is the contractor’s responsibility to provide the appropriate gravel to surround the vault.

X. Backfill material above the liner/container shall be sufficiently pliable to allow voids to be filled for more solid compaction to reduce subsequent ground settlement. Backfill shall be brought to established grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of an approved motorized mechanical trench or jumping jack tamper achieving approximately eighty-five (85%) percent compaction. Use of a vibratory tamper is not permitted. Backfill should not be mounded, but should conform to existing grades. It is the contractor’s responsibility to provide the appropriate soil and top soil to fill the excavated grave. The contractor shall remove all unusable dirt, rocks, roots and other types of objects from the cemetery grounds after the internment is completed. During inclement weather efforts should be made to keep dirt dry so as to be usable for compaction.

Y. If the excavation is five feet deep or deeper, a worker is prohibited from entering the excavation until all sides of the grave are stored in a safe manner in accordance with OSHA standards. Any gravesite over four (4) feet in depth requiring entry shall have a ladder as a means of egress placed inside the excavation at all times.

Z. If the grave has an existing headstone; it shall be removed and carefully placed in an area near the gravesite and covered with proper protection. The headstone will be placed on or below the vault and buried in the grave. If this is not possible the headstone shall be removed from the gravesite and appropriately destroyed upon approval of COR.

AA. Any headstone requiring destruction shall be broken up into four (4) inch or smaller pieces rendering all lettering unreadable and shall be disposed of in a landfill. Use for any other purpose is prohibited. At no time shall headstones or pieces of headstones be given away or used for any other purpose than to mark a gravesite.

AB. After backfilling is complete and compacted, the remaining 4-6 inches shall be filled with topsoil to appropriate grade to allow for sod placement even with surrounding grade and tamped. Top soil shall be a well-graded soil of good uniform quality. It shall be a natural, friable soil representative of productive soils in the vicinity. Topsoil shall be free of a mixture of subsoil, foreign matter, objects larger than 25 mm (one inch) in any dimension, toxic substances, turf or weeds and any material or substances that may be harmful to plant growth and shall have a pH value of not less than 5.0 nor more than 7.5. Testing for pH will be required by an approved laboratory at the Contractors expense. Copies of the pH tests shall be furnished to the COR PRIOR to topsoil being placed. Amend topsoil not meeting the pH range specified by the addition of pH adjusters. Top-dress is to be organic matter, weed free consistent with irrigation requirements to promote healthy grass. At least 10 days prior to topsoil delivery, notify the COR or designee of the source(s) from which topsoil is to be furnished. Obtain topsoil from well-drained areas.

AC. The temporary marker shall be placed at the grave by the Contractor or his/her representative and the location will be verified by maps provided by the COR.

AD. All floral bouquets and arrangements left at the gravesite by the funeral party shall be neatly arranged upon the grave at completion and removed after 3-4 days. All wooden & metal stands from floral wreaths shall be removed before placing the wreaths flat on the grave. The shelter shall be cleared of all flowers and ready for the next service within 30 minutes of the completion of the committal service.

AE. The Contractor shall lower flag to half-mast at least one hour before the first interment services of the day.

AF. Contractor shall raise flag to full mast 1/2 hour after the last interment service has completed and all family members have departed.

Guarantee: All casket gravesites will be reevaluated by the COR no later than 12 months to ensure the gravesite has not settled. If the gravesite has receded, then the Contractor must correct the sunken grave at no cost to the Cemetery within the 12-month period

4. Unusual conditions may require occasional deviations from the methods indicated. For cases not covered herein, the Contractor shall consult with the CO/COR for advice on determination of action to be taken.

5. Due to the extensive rock formations the contractor may request that graves may be pre-dug the day before a scheduled interment for reservation or set-a-side gravesites, when authorized by Cemetery Director or COR. This will be at no extra cost to the Cemetery.

CREMATION EXCAVATION, BACKFILL & INTERNMENTS/DIS-INTERNMENT

1. GENERAL

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

2. SCOPE

Work consists of excavation, backfilling, and preparing for interments specified by the Contracting Officer Representative (COR). There will be approximately 145 cremation interments per year. The COR or representative will notify the Contractor at least 24 hours in advance of the gravesite to be opened. Gravesites scheduled over a holiday weekend may not receive the normal notice. Normally, interments will be accomplished Monday through Friday during the hours of 10:00a.m. To 2:00p.m. However, there may be instances where the Contractor shall be required to perform interments on weekends and/or holidays and outside the regular hours. Internments on weekends or holidays are same cost as normal internments.

Limited space is available for storage of equipment and spoils at the Cemetery Maintenance Shop and spoils area. If utilized the shop and spoils area shall be kept clean and neat. The spoils shall be removed monthly at the contractors’ expense to prevent buildup and shall not be visible over the wall.

3. PROCEDURE

A. All gravesites excavations for cremation shall be completed within a minimum of one hour prior to the interment service. If an outer container is to be used, the gravesite excavation shall be completed to allow the vault to be pre-set in the grave one hour and fifteen minutes prior to the service. All gravesites shall be ready for viewing by the next of kin within one hour after the interment service.

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

C. Graves shall be left half (LH), right half (RH) or center line (CL) Top Half (TH) or Bottom Half (BH) depending on the number of interments and position of previous interments. Graves for cremated remains shall be approximately 18 inches square and 36 inches deep. The COR shall advise the Contractor of the required depth, and position prior to any excavation operation. Contractor should probe all full interments prior to excavation to assure adequate depth for 2nd interment. COR should be notified immediately of insufficient depth to accomplish interment.

D. When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment, due to a vault not being deep enough or rock formations underneath, the remains of the first interment shall be removed and the grave excavated to a depth to accommodate both interments, whenever possible. The contractor shall be prepared to jackhammer rock out the gravesite if necessary to reach the appropriate depth. On rare occasions, solid rock formations at Nashville National Cemetery make it impossible to excavate deeper. In these instances, the Cemetery Director will find an appropriate grave for the interment. Arrangement and payment for disinterment of the vault of the first decedent is the COR’s responsibility.

E. Sod should be removed from the gravesite prior to excavation and shall be reused on the gravesite whenever possible. Any excess backfill shall be hauled and dumped. Sod shall be cut 4” to 6” deep to keep roots healthy. Portable watering device may be required in order to reestablish healthy turf. No soil remaining shall be left at gravesite.

F. When a grave is opened, the Contractor is responsible for removing any headstone needed to ensure access for the gravesite and the remains and subsequently replaced. Contractor will report any headstone damages to the COR by the end of the business day.

G. The Contractor shall transfer the remains in a dignified manner (casket carrier, casket transport van, etc.) from the interment shelter to the proper gravesite following all NCA policies. The Contractor shall be required to lower the remains into gravesite in a safe and efficient manner, with dignity, and without damage to the cremains. The contractor is responsible for any damages incurred by contract personnel to the cremains during the handling and transporting of remains to the gravesite.

H. Backfill material surrounding the cremains shall be gravel or sand with maximum nugget size of .25 inches and sufficiently pliable to allow voids to be filled as well as cover two (2) inches above the cremation. Backfill material will then be added for more solid compaction to reduce subsequent ground settlement. Backfill shall be brought to established grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of an approved hand tamper. Backfill should not be mounded, but should conform to existing grades. It is the contractor’s responsibility to provide the appropriate backfill and top soil to fill the excavated grave. The contractor shall remove all unusable dirt, rocks, roots and other types of objects from the cemetery grounds.

I. The open excavation must be covered with boards such as heavy-duty plywood, plastic, metal or fiberglass to completely cover the open gravesite and capable of holding 300lbs weight. A cone shall be placed on the gravesite to prevent anyone from accessing the open excavation.

J. After backfilling is complete and compacted, the remaining two inches shall be filled with topsoil for the sod to be replaced and tamped to ground level.

L. All floral bouquets and arrangements left at the shelter by the funeral party shall be neatly arranged upon the grave and removed when they become unsightly. All wooden & metal stands from floral wreaths shall be removed before placing the wreath flat on the grave. The shelter shall be cleaned and ready for the next service within 30 minutes of the completion of the committal service.

Guarantee: All cremation gravesites will be reevaluated by the COR no later than 12 months to ensure the gravesite has not settled. If the gravesite has receded, then the Contractor must correct the sunken grave at no cost to the Cemetery within the 12-month period.

Columbaria Internment

1. GENERAL

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

2. SCOPE

Work consists of interring and preparing for interments specified by the Contracting Officer Representative (COR). There will be approximately 50 cremation columbaria interments per year on an as needed basis due to shortages of Cemetery staff. The COR or representative will notify the Contractor at least 24 hours in advance of the gravesite to be opened. Gravesites scheduled over a holiday weekend may not receive the normal notice. Normally, interments will be accomplished Monday through Friday during the hours of 10:00a.m. To 2:00p.m. However, there may be instances where the Contractor shall be required to perform interments on weekends and/or holidays and outside the regular hours. Internments on weekends or holidays are same cost as normal internments.

Limited space is available for storage of equipment and spoils at the Cemetery Maintenance Shop and spoils area. If utilized the shop and spoils area shall be kept clean and neat.

3. PROCEDURE

A. All columbaria first internments shall be opened within a minimum of one hour prior to the interment service. All gravesites shall be ready for viewing by the next of kin within ten (10) minutes after the interment service.

B. All columbaria second internment shall be opened at the time of internment with the Cemetery Representative as a witness to the opening of the niche. All gravesites shall be ready for viewing by the next of kin within ten (10) minutes after the interment service.

C. No columbaria niches containing a cremation will be opened by the contractor without a Cemetery Representative present. Any niches opened and containing an inurnment shall be attended by a Cemetery Representative as long as it is open.

D. Location for Columbaria inurnment shall be verified by Wall, Column and row.

E. Niches shall be removed and installed using the appropriate security bit so as to prevent damage to the screws, rosettes and washers.

F. Niches shall be carefully removed by unscrewing the 4 screws while supporting the niche so as to prevent damage.

G. The niche shall be cleaned out by sweeping out and dust or debris. If an existing urn is in the niche care shall be made to not touch it.

H. All brackets and fasteners shall be checked for tightness and tightened as needed. Any items not functional shall be immediately shown to the COR for replacement.

I. The niche cover shall be placed carefully beside the niche as designated by the COR.

J. The screws, rosettes and washers shall be carefully removed cleaned and placed to the side for reinstallation. Any items that are unserviceable shall by shown to the COR for replacement.

K. The cemetery representative shall place the urn in the niche.

L. After the niche is placed the contractor shall reinstall the niche carefully by attaching the niche in all four corners securely with the screws, rosettes and washers with a temporary tag placed at the top left corner under the screw, rosette and washer.

M. Care shall be taken to ensure the niche is aligned and spaced evenly with the surrounding niches both niches vertically and horizontally.

N. The niche shall be cleaned of any dirt debris or handprints by washing or sanding to maintain the original finish. Any chips or nicks shall be sanded out to maintain the original finish and shape.

L. All floral bouquets and arrangements left at the shelter by the funeral party shall be neatly arranged at the foot of the column containing the inurnment. All wooden & metal stands from floral wreaths shall be removed before placing the wreath flat on the ground. The shelter shall be cleaned and ready for the next service within 30 minutes of the completion of the committal service.

O. Contractor shall be responsible for the cost to replace any niches damaged during and inurnment if the damage is found to be the fault of the contractor.

Federal workdays in daylight hours and may require work on selected Federal Holidays or weekends.

NCA Standards:

Standard 3.2: Integrity of existing graves around the worksite will be preserved.

Standard 3.3: Open graves are identified and protected.

MONITORING PROCEDURES

(a) In addition to any other documentation required in this solicitation, after training by the COR, the Contractor shall complete and maintain the following documents:

· Interment slip/ dig slip for each interment

· Sample document of the Interment/ Dig slip is included as APPENDIX B to this solicitation. Post-award, the COR will instruct the Contractor on the method of completing and maintaining the document.

(b) A record keeping system of Contractor work performance shall be established and implemented by the COR for the services involved. Based on the “Interment/ Dig slip” - the COR will validate and verify that interment is performed in accordance with contract requirements and specifications.

(c) Discrepancies will be noted in the cleaning log for rectification by the contractor. If required daily, within two days, if weekly, with in one week.

(d) Payment: The Contractor shall submit an invoice in arrears for services rendered. Prior to certification of payment, invoices will be verified for accuracy by the COR. The COR shall verify the services provided and authorize payment as indicated in the Price Schedule. VA reserves the right to reject any work that does not meet contract specifications.

CONTRACTOR STAFFING REQUIREMENTS:

Contractor will supply a minimum of one (1) headstone 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 gravesite excavation and burial.

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:

The operator responsible for excavation of the gravesites shall have a minimum of 5 years of experience operating excavation equipment and 2 years minimum experience excavating gravesites Contractor shall provide employees with at least 1-year of experience in excavation and burial, experience working in a National Cemetery contract or similar projects. Employees shall have demonstrated education in excavation and burial.

Employees shall be fully trained in safe equipment operations and Cemetery etiquette.

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.