36C78619Q0102-001.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

85999-000000 36C78619Q0102 01-23-2019 Tracy Williams 540-658-7230 02-08-2019

4:00 PM EST

36C786 Department of Veterans Affairs National Cemetery Administration Contracting Services 75 Barrett Heights Road, Suite 309 Stafford VA 22556 X X 561730 $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 Headstone Maintenance Services. Please reference the Statement of Work requirements and attachments for guidance Official Site Visit date January 29, 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 23, 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 January 15, 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: Tuesday, January 29, 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.

36C78619Q0102

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STATEMENT OF WORK/SPECIFICATION

DESCRIPTION OF SERVICES:

The Nashville National Cemetery located at: 1420 Gallatin Pike, South in Madison, 37115 has a need for Headstone Maintenance services for periods effective Date of Award through September 30, 2019 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 headstone maintenance is performed at Nashville National Cemetery in a manner that will maintain a clean, neat, and professional appearance throughout the cemetery.

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

Headstone contract services including, but not limited to:

1. Headstone Setting

2. Headstone Raise and Realignment

3. Headstone Fine Tune Alignment

4. Headstone Cleaning

5. Cleaning of walls, buildings and curbs.

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.

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) 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 Headstone setting, raising and realignment, headstone cleaning and cleaning of facilities.

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 Headstone maintenance operations, experience working in a National Cemetery Grounds Maintenance contract or similar projects. Employees shall have demonstrated education in headstone setting, raising and realignment, headstone cleaning and cleaning of facilities.

Employees shall be fully trained in safe equipment operations, proper turf grass maintenance techniques setting headstones, headstone cleaning 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. 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 Nashville 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:

The Government will not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affairs facilities used by Contractor's employees.

A. The Government may allow the use of the maintenance building at the cemetery site for optional use by the Contractor to store supplies and equipment. However, the Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment. Should the maintenance building become unavailable, the Contractor will be given a minimum of 60 days from the notice of building unavailability to find storage off the cemetery grounds. The Contractor would then be responsible for delivering and removing all necessary equipment and supplies daily. Inability to use the maintenance building will in no way alter the contract.

B. While utilizing the maintenance building the contractor shall maintain the building to NCA Standards. Building and restrooms shall be cleaned daily and documented on required checklists that shall be maintained by the contractor and sent to the COR on a weekly basis. Daily Cleaning shall include sweeping the floor, emptying trash, removing cobwebs from all areas, sanitizing sinks, toilets and floors, cleaning mirrors, windows and glass tops and of the like etc. All items stored in service building shall be in a neat orderly safe fashion.

C. The Contractor shall be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations.

An SDS (Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

D. Only the designated restroom facilities in maintenance shop will be available to Contractor personnel. Locations will be COR identified at time of contract award.

E. Electricity and 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 (30) 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.

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.

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.

Statement of Work Requirements

HEADSTONE/MARKER/COLUMBARIA/WALL/SHELTER/SIDEWALKS

MAINTENANCE & CLEANING

1. GENERAL

All work performed in this section is subject to the General Requirements and contract documents forming a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under. Contractor shall furnish labor, supervision, quality control, transportation, coordination, parts, materials, equipment, supplies and personnel necessary or incidental to provide headstone services to include setting, leveling, and aligning new initial and replacement upright headstones as required by paragraph “supplies or Services and Prices/Costs” including the contract specifications.

2. SCOPE

NCA Standard: All headstones shall be clean, free of debris and objectionable accumulations.

Work consists of cleaning all headstones, walls, and buildings as specified by the Contracting Officers Representative (COR) to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth. There are approximately 36,615 marked gravesites in Nashville National Cemetery.

3. GENERAL REQUIREMENTS

All headstones/markers/Columbaria and Rostrum shall be cleaned prior to Memorial Day and Veteran’s Day and any other time as determined by the Contracting Officers Representative (COR) with a minimal washing of two (2) times per year. Shelter, entrance, sidewalks and buildings shall be cleaned as needed up to two (2) times per year. The wall shall be cleaned once per year. The natural surfaces shall be retained. They shall not be painted, white washed or calcimined. Any headstones that have any dirt splash up or grass debris from mowing/trimming/stick edging shall be promptly cleaned when found.

4. PROCEDURE

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

B. When water under pressure is used, the pressure shall not exceed 600 psi with a minimum of 18” inches of stand-off from the nozzle. Excessive soil may be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

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

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

E. Abrasive blasting and cleaning solution shall not be used.

F. The cleaning product “Weatherzyme”, or another cleaning product approved by the COR according to NCA standards shall be used on all headstones, walls and columbaria on the cleaning twice each year. Inspections and tracking of results using “Weatherzyme”, or another cleaning solution on all headstones will be conducted by the COR. “Weatherzyme” or any other cleaning solution shall not be used to clean headstones/markers. “Weatherzyme” shall be diluted at a 10 to 1 ratio. Prior approval must be secured from the COR, before using any cleaning solution on headstones/markers.

G. Headstones and monuments shall be cleaned with water and a brush or pressure washer as identified by the COR to remove all dirt and staining. The cleaning product will then be applied thoroughly coating all sides and the top of the stones. Care must be taken to minimize overspray onto turf as it will cause discoloration and can kill turf.

H. Exterior wall shall be cleaned inside and out once per year at the same time as the headstones. The wall shall be cleaned with water and a brush or pressure washer with maximum pressure of 600 psi as needed to remove all dirt and staining. The cleaning product “Weatherzyme” will then be applied thoroughly coating all sides and the top of the stones. Care must be taken to minimize overspray onto turf as it will cause discoloration and can kill turf. Care will be taken to unsure no mortar is dislodged.

I. The United States Colored Troops and Minnesota Monuments shall be cleaned with hose pressure water as determined by COR.

HEADSTONE/MARKER SETTING & REALIGMENT

1) GENERAL

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

2) SCOPE

NCA STANDARD: Proper height and alignment of each headstone or marker is maintained.

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

Measure 3.1b: 100 percent of headstones are set within 2 workdays of receipt.

Standard 3.2: Headstones are properly installed.

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

Measure 3.2b: Flat markers in active burial sections are installed to be uniform in height (parallel with the ground and no more than 1” above grade) and horizontally and vertically aligned. Headstones set in existing sections are installed to be uniform in height with headstones in that section, and/or are set to ensure the inscription is visible. Headstones and markers are set consistent with the gravesite layout plan.

Work consists of setting new or replacement headstones on gravesites and resetting or realigning (fine tune alignment) those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his authorized representative. Approximately 500 headstones/markers will require realignment and raising annually.

“Backfill” under this contract means: “the upright headstones or flat markers shall have soil tamped in the voided area between the existing sod to the vertical surface of the upright headstone which results in no voids or depressions within eight (8) inches of the perimeter of the base of the upright headstone.”

“Socket” under this contract means: “the hole in the ground where the headstone is inserted.”

Record Keeping and Reporting: The contractor’s Superintendent or his designee shall provide the COR with daily written reports accurately identifying all headstones/markers set and replaced listed by deceased names and numbers for each gravesite location. Pictures must be taken of the headstone set along with the surrounding stones and submitted to the COR to verify placement before the close of each day.

3. GENERAL REQUIREMENTS: Upright white marble headstones are to be used at the Nashville National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery). Headstones shall be installed as soon as possible or as directed by COR within five (5) calendar days (maximum) of final inspection. The Contractor shall submit a daily schedule of setting and alignment prior to start of work to the COR. The schedule will be used in performing inspections on settings and alignments. Once headstones have been set, the contractor’s site supervisor shall provide the COR a signed and dated list of all headstones set that day with pictures showing surrounding stones for verification via fax telephone number615-860-8691 or email (email addresses will be provided after award date). Headstones shall be inspected and certified for proper placement and alignment by the contractor site supervisor daily.

Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 240 pounds. Older Civil War type upright marble headstones are typically around 35-1/2 inches long, 9-1/2 inches wide, and 3 inches thick and weigh approximately 140 pounds and 6x6 (Post) unknown markers are 24 inches long.

The type of marker to be used shall be determined by the Contracting Officer Representative (COR) through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery). Headstones/markers shall be installed within five (5) days of delivery to Nashville National Cemetery as weather and soil conditions permit. The contractor shall submit an annual schedule of raising and realignment prior to start of work to the COR. The schedule will be used in performing inspections on raising and realignments.

4. PROCEDURE, NEW & REPLACEMENT HEADSTONES/MARKERS, RAISE AND REALIGNMENT OF HEADSTONES/MARKERS A. The responsibility for ordering headstones/markers will be that of the COR. Checking for proper wording and initial inspection for damages shall be that of the Contractor. If the headstone deviates from what the paperwork states or is damaged, the Contractor shall notify the COR before receiving the headstone and signing the Bill of Lading.

B. Headstones/markers are received and verified at Nashville National Cemetery, maintenance building by contractor’s site supervisor and removed from the transportation companies’ truck by the contractor. Headstones and markers shall be erected in appropriate places within five (5) days of receipt, or if weather or soil conditions prohibit this time frame, as soon as practicable after receipt. In transporting or storage of headstones/markers, they shall be protected from the weather to avoid damage or staining from crating materials. Each stone shall be placed on its short edge in a vertical standing position for easy accessibility. Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting on their bottom edge and leaning against the wall at a safe and stable angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor's handling or negligence, the cost for replacement shall be borne by the Contractor. If a headstone is received defective, the contractor will notify the COR immediately, provide photos via email and fax a copy of the Government Bill Of Lading. The COR shall designate a suitable area for storage of the stones at Nashville National Cemetery. Defective headstones/markers will not be set and information regarding the headstone will be sent to the COR as soon as possible. Replacement stones will be ordered for Nashville National Cemetery by the COR within two (2) calendar days.

C. Upright headstones for individual graves shall be erected on the center line at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves. Measurements shall be taken from the section layout control points and not from headstones previously set. New and replacement headstones in old sections of National Cemeteries where such stones have not been and cannot be set at the standard height shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 24”-26” inches from the finished grave to the top of the arc, all flat markers will be set 1” inch above grade parallel to surrounding grade. Where headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is unnecessary. The nominal height of 24”-26” inches given for the current standard of headstone setting is the standard height. Minor deviations (approved by COR) in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section or for civil war or unknown 6x6 markers. Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch may be permissible in the above ground projection when the stone is initially set.

D. All temporary markers, floral, commemorative, buried permanent floral vases, or other types of decorations and arrangements causing interference with the setting of upright headstone or flat stone operation shall be carefully, and in an orderly manner moved from, and per completion of work, moved back to all gravesites by the Contractor. Prior to removal, the Contractor shall verify the numbering sequence and location of the headstone and associated decorations by using tags and a permanent ink marker indicating from which grave the item was removed.

Upright Headstone Installation:

2. All upright headstone sockets are to be dug by hand to allow for a 3” perimeter around all sides of the headstone and to a sufficient depth so that a 3" compacted base can be established, allowing the stone to extend out of the ground at a height of 24-26 inches to the top of the arch on the standard headstone (Note: In areas where smaller than standard size headstones may occur, Contractor shall coordinate specified measurements and dimensions of required work with COR.)

3. Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed fines up to ¼" maximum) will be placed around all sides of the headstones and in the bottom of the socket before being thoroughly tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil. The government will not provide any material. The Contractor is required to provide these materials. (Note: Moist Class II Road Base may be considered as an alternate. Contractor shall obtain approval from the COR for any substitute base material).

4. Straight Rows: Upright Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8" or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones, unless otherwise directed by the COR.