36C78619Q0117-001.pdf

General Information

a) Title of Project: Cemetery Grounds Maintenance Services

b) Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement, except as otherwise specified.

a) This is a service contract for cemetery grounds and facilities maintenance services at the Jefferson Barracks National Cemetery, St. Louis, MO hereafter referred to as “Cemetery.” 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 and facilities.

b) 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 National Cemetery Administration (NCA) mission: the NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation.

c) Background:

a) The Jefferson Barracks National Cemetery is located at 2900 Sheridan Road, St Louis, MO 63125. The phone number is (937) 268-2221.

b) Jefferson Barracks Site features consist of preset and conventional casket sections and cremation burial.

c) The Jefferson Barracks National Cemetery comprises 355 total acres of land. 347 acres are developed and 258 acres are turf (mowed) acres. Also, there are following:

Concrete Sidewalk to be edged 1,100(If) Concrete Curbs to be trimmed 115,320(If) Fence line to be trimmed 22,120(If)

d) Jefferson Barracks Site features include a main entrance with floral beds, administration building, maintenance building, 2 committal shelters, columbarium with floral beds, extensive landscaping with turfgrass, trees, shrubs and ground cover.

e) 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.

d) Performance Period: The term of this contract shall be for a period from Date of contract award through 365 calendar days plus 4, One-year options, if exercised. Contractor shall submit an invoice at the end of each month. Delivery of all items under this contract is FOB Destination and is subject to inspection and acceptance by the NCA Contracting Officer’s Representative

(COR).

e) Type of Contract: Firm Fixed Price

B. Contract Award Meeting

a) The contractor shall not commence performance of the tasks in this Performance Work

Statement until the contracting officer has conducted a “kick-off” meeting or has advised the contractor that a “kick-off” meeting is waived.

C. Specific Mandatory Tasks and Associated Deliverables:

a) Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A thru F and Attachments A & B of this Performance Work Statement.

b) NCA Standards and Measures:

a) Standard 6.1: Daily grounds maintenance activities do not detract from the dignity and solemnity of the cemetery.

(1) Measure 6.1: The number of complaints that are received because of operations, noise, equipment, etc. that intruded on the visitor’s experience.

(2) Target 6.1: 0 complaints.

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

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

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

(3) Target 6.2: 100% compliant.

c) Description of Services:

a) The contractor shall provide all personnel, equipment, tools, supplies, supervision, and other items and services necessary to ensure that total cemetery maintenance is performed at Jefferson Barracks National Cemetery in a manner that will maintain healthy grass and present a clean, neat, and professional appearance throughout.

b) Services include, but are not limited to maintenance of regular mowing, trimming, edging, removal of leaves and debris, as well as, sweeping roads and sidewalks, and trash removal.

c) All work shall be done during normal Federal workdays. Contractor shall accomplish all work in accordance with the technical specifications that have been provided in Section A thru F and Attachments A & B of this Performance Work Statement to this solicitation. Overall work shall conform to the NCA Operational Standards and Measures.

d) The Contractor shall be responsible for:

(1) Grounds Maintenance; Grounds Maintenance Services Jefferson Barracks

National Cemetery to include mowing, trimming headstones and fence areas, curb and sidewalk edging, flower removal, sweep and remove debris on artificial turf and leaf mulching and removal.

e) Provide a safe working environment for Contractor, cemetery staff and public.

f) Ensuring all work conforms to the NCA’s established National Standards.

d) Standards of Employee Conduct

a) Contractor and Contractor personnel 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 Title 38, U.S.C., Part I, Chapter 9, Section 901.

(1) Be fully clothed at all times in matching uniforms, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops and short pants as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes or equivalent will be required in accordance with OSHA requirements. Contractor employees shall maintain personal hygiene.

(2) Shall not engage in loud or boisterous behavior or use profane or abusive language.

Shall show proper reverence during committal services.

(3) Shall neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in sight of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(4) 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.

(5) The only designated smoking area for contract personnel of the Jefferson Barracks National Cemetery is located by the maintenance building. All other areas are designated as NO SMOKING.

(6) Contracted personnel are required to report the damaging of any cemetery facility, equipment, grounds or headstones to the COR as soon as occurs.

e) Parking and VA Regulations:

a) Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. Smoking 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.

b) All contractor personnel operating vehicles on government property must possess a valid state driver’s license.

f) Use of Cemetery Facilities:

a) The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

b) The Government will not furnish a storage building at the cemetery site for use by the

Contractor to store supplies and equipment. 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.

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, with a copy provided to the COR, pesticides, herbicides and cleaning solutions. Additionally, copies of pesticide applicators license (if required) will be provided to the COR.

d) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. However, government will provide all electricity and water used on and for the cemetery facility.

e) Contractor employees shall not be allowed to use cemetery staff or public restrooms.

Contractor must provide restroom facilities for their employees.

g) 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 corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or his representative (COR).

b) The Contractor will be required to submit daily inspection reports/checklists and work accomplished to the Contracting Officer Representative weekly. The Contracting Officer Representative is located at Jefferson Barracks National Cemetery, St. Louis, MO. The inspection forms/checklists shall be provided to the Contractor.

h) Performance Evaluation Meeting

a) The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the Contracting Officer Representative. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the Contracting Officer Representative will sign minutes of the meeting (s).

b) Should the Contractor not concur with the minutes, he will state in writing to the

Contracting Officer within ten calendar days any areas he does not concur and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days.

i) Actions

a) Normally, the Contracting Officer Representative 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.

b) 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, a letter must be written to the responsible organizational element requesting corrective action is taken.

c) 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.

d) 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 Service Delivery System (SDS) as attached hereto.

e) 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.

f) 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.

g) 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.

j) Supervision, Work Hours and Training:

a) Project Manager: A competent and experienced “Project Manager” shall be provided by the Contractor for not less than two (2) hours per day whenever work is being performed. In the absence of the Project Manager, the Contractor will appoint a crew foreman or employee who will be responsible to ensure that the work is (i) being accomplished in an expeditious manner, (ii) performed in accordance with the contract specifications, and (iii) progress is being made without undue delay. The Project Manager must have no less than two (2) years’ experience as a direct supervisor of a commercial construction operation that includes surveying, soil excavation, and site construction in industrial, commercial and/or public sites. The Project Manager will 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. BOTH PROJECT MANAGER AND CREW FOREMAN ARE

REQUIRED TO BE FLUENT IN ENGLISH. AT ALL TIMES DURING THE WORK

DAY, A PROJECT MANAGER OR CREW FOREMAN ARE TO BE PRESENT

WITH THE ABILITY TO MAKE DECSIONS AS NEEDED AT THE JEFFERSON

BARRACKS NATIONAL CEMETERY.

b) Work Hours: Work may be performed between the hours of 7:30 a.m. to 4:00 p.m., Monday through Friday unless otherwise directed by the COR. At the Contractor’s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and / or Holidays. In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor shall arrange with the COR to work on weekends and/or holidays to meet performance time frames. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. No work will be permitted during Memorial Day or Veteran’s Day weekend activities. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (7:30 a.m. to 4:00 p.m.

Monday through Friday), the Contractor shall request for a deviation in writing to the COR at least 24 hours in advance. The COR will notify the appropriate individuals regarding Contractor's anticipated schedule and will provide written approval or disapproval to the Contractor.

(1) FEDERAL HOLIDAYS

(a) New Year’s Day (January)

(b) Martin Luther King’s Birthday (January)

(c) President’s Day (February)

(d) Memorial Day (May)

(e) Fourth of July (July)

(f) Labor Day (September)

(g) Columbus Day (October)

(h) Veterans Day (November)

(i) Thanksgiving Day (November)

(j) Christmas Day (December)

c) 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.

d) 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.

k) Work Scheduling and Maintenance During Cemetery Functions:

a) The Contractor shall coordinate a work schedule with the COR(s) daily to ensure that no work is being performed at the immediate site of a scheduled interment. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. 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. The Contractor is solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s). The Contractor shall meet with the COR at the end of each day to determine work completed and ensure that work is on schedule. In the absence of the COR, the Contractor shall meet with the Alternate COR.

l) 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.

D. Schedule for Deliverables

a) If for any reason any deliverable cannot be delivered within the scheduled time frame the contractor is required to explain why in writing to the contracting officer, including a firm commitment of when the work shall be completed. This notice to the contracting officer shall cite the reasons for the delay, and the impact on the overall project. The contracting officer will then review the facts and issue a response in accordance with applicable regulations.

b) Contract period will consist of a base period from October 1, 2018 through September 30, 2019, with four one-year options to extend the term of the contract through September 30, 2023. Units and services to be in accordance with Performance Work Statement, attached technical specifications, and the terms and conditions contained in this solicitation.

E. Deliverable Requirements

a) MOWING: The contractor shall begin mowing at start of contract when directed by the

COR and continue throughout entire growing season with the final mowing occurring as seasonal growth has ceased ending in the fall as directed by the COR. Turf areas consist of different blends of fescue grasses, Kentucky bluegrasses or both mixed varieties. The contractor shall meet the proper maintenance requirements of al1 varieties of grasses.

Subsequent mowing of the turf grass areas shall occur at a mowing height of 3 inches. At no time shall more than one and a half inches (1.5) of new growth be removed at any single mowing. Increase mowing to twice weekly from May 1, through August 31 of each year. In periods of drought, as directed by the COR, reduced mowing to once weekly from May 1 through August 31 of each year. If any mowing event results in cl umps of grass clippings lying on the turf grass, the Contractor shall immediately remove or disperse those clippings so that the clumps are no longer visible. Any clippings deposited on roadways or other non-turf grass areas shall be removed the same day as the mowing event that produced them. Any clippings deposited on headstones, flat markers, monuments, sidewalks, or at public visitor areas such as the Administration Building or Committal Shelter areas shall be removed at same time mowing work is occurring.

Contractor shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear providing a cleaner cut. Contract shall have at least 2 size wheel based mowers that rotate weekly to prevent creating pathways in the center of the rows. Contractor shall clean all mowing and trimming equipment before unloading at the cemetery. This will minimize the possibilities of weed contaminates to cemetery turf from outside mowing areas. The contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment while performing mowing services. The Contractor shall remove and replace all floral or commemorative items, to their proper place while performing mowing services. The Contractor shall repair or replace all damaged items caused by the contractor at no additional cost to the cemetery as directed by the COR.

Newly seeded areas will be present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations-these newly seeded areas shall be hand mowed until it is fully established to the point where it won't be damaged by riding mowers. All mowing around trees must be accomplished in a manner that prevents "ringing pattern" around the tree and associated damage to turf. In all areas, vary mower wheel width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

b) . TRIMMING: The Contractor shall trim all standard turf grass areas that cannot be maintained by traditional mowing equipment. Trimming will be accomplished with hand held devices that will cut the grass at the same 3-inch height as the mowed areas.

Trimming will occur around all individual upright headstones and flat granite markers, as well as at all other locations of grass area edges that cannot be maintained at 3" height through use of mowing equipment. Utilize string line trimmers around all upright headstones and utilize plastic composite blade type trimmers to avoid damage and to cleanly trim edges around flat granite ground markers. Edge Flat Markers weekly.

Contractor shall avoid contact with headstones, markers, monuments, buildings, walls, trees, shrubs, flowers, any other desirable plant materials, or any other structure than can be damaged by contact with the trimming device's cutting instrument. All clippings resulting from the trimming operation will be kept on mowed turf grass areas only. Any clippings deposited on headstones, flat markers, monuments, sidewalks, or at public visitor areas including the Committal Shelter areas will be removed at same time trimming work is occurring.

c) PROCEDURE: The cemetery is divided up into five zones (reference the map in attachment A). Mowing should commence on Monday of each week. All zones or sections that are mowed must be trimmed by the close of business on the day it is mowed.

Note: Section 3A may require additional mowing as directed by the COR.

d) CURB AND SIDEWALK EDGING: The Contractor shall maintain a vegetation free edge approximately one-half inch wide and one inch deep along all curbs and sidewalks throughout the cemetery. This operation should be conducted to maintain the manicured appearance desired. The required operation frequency will be determined by the COR and the Contractor shall be compensated on a per operation cost basis. Any edgings deposited on sidewalks, or at public visitor areas including Committal Shelter areas will be removed at same time edging work is occurring.

e) FLORAL AND DEBRIS REMOVAL: The contractor shall remove unauthorized/unsightly flowers and all grave decorations from all gravesites to include items on or attached to the headstone, not to exceed nine events at the discretion of the Cemetery Director and COR (each event will consist of a substantial amount of floral arrangements that need to be removed). Disposal of these items will be the contractor’s responsibility using a contractor supplied dumpster. All standard cemetery vases are to be separated and stored for pick up and reuse by cemetery personnel. Contractor shall not be required to remove flowers from December and February. Removal dates, instructions and special cases will be determined monthly by the COR.

f) ARTIFICIAL TURF: Contractor will remove all foreign material for artificial turf, which consists of the two flag pole circles, Columbarium A, B, C, Chapel area, WWI Memorial and Memorial Section C.

g) LEAF REMOVAL AND MULCHING: Six weeks following the mowing season the contractor shall conduct mulching and/or removal of leaves throughout the cemetery.

This begins when the contractor ceases regular mowing and trimming.

h) WORKING CONDITIONS: Work called for under this contract will be performed primarily out-of-doors and personnel performing such work will be exposed to wind, sun, cold, dampness, fog, and rain. These conditions, may, at times, be extreme. The Contractor shall take all precautions necessary to protect personnel employed under the contract from the elements to the maxi mum practicable extent. The Government expects the Contractor to perform throughout all weather conditions and to apply additional labor and equipment as needed to meet deadlines. Due to the sensitive mission of the cemetery, the workers could occasionally encounter grieving individuals. Contractor personnel shall exercise and exhibit absolute decorum, composure and stability always.

i) CEMETERY DATA (Quantities are approximate, field confirm prior to bid) Item Base Yr Opt#1 Opt#2 Opt#3 Opt#4 Concrete Sidewalk to be edged (If) 1,100 1,100 1,100 1,100 1,100 Concrete Curbs to be trimmed (If) 115,320 115,320 115,320 115,320 115,320 Fence line to be trimmed (If) 22,120 22,120 22,120 22,120 22,120 Upright Headstones to be trimmed 158,000 162,000 166,000 170,000 174,000 Flat Markers to be trimmed 7,360 7,360 7,360 7,360 7,360 Group burial corner markers trimmed 1,800 1,800 1,800 1,800 1,800 Approximate Turf Acreage to be mowed 256 256 256 256 256

j) QUALITY ASSURANCE: The Contractor shall be held to the full performance of the contract. The Government will deduct from the contractor's invoice or otherwise withhold payment for any items of non-conforming service. Quality Assurance Report (QAR) Attachment “A” and Service Delivery System (SDS) Attachment “E”, will be applied in assessing the contractor's performance and/or determine the amount of payment due. Any assessments for non-performed or unsatisfactory work are in addition to any other rights and remedies available to the Government.

F. Changes to The Performance Work Statement

a) Any changes to this Performance Work Statement shall be authorized and approved only through written correspondence from the contracting officer. A copy of each change will be kept in a project folder along with other products of the project. Costs incurred by the contractor through the actions of parties other than the contracting officer shall be borne by the contractor.

G. Reporting Requirements

a) The Contractor shall meet with the Contracting Officer’s Representative (COR) at the end of each day and provide a documented report on all work that has been completed and ensure that work is on schedule. In the absence of the COR, the Contractor shall meet with the Alternate COR. The COR shall require documentation of headstones installed, sunken grave, etc. on forms or checklists provided by the COR.

b) The contractor is required to provide the COR with monthly written progress reports. These are due to the COR by the second workday following the end of each calendar month throughout the project’s duration. The COR is required to provide monthly progress reports to the contracting officer.

c) The progressive report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved with an explanation.

H. Government Responsibilities

a) The Government will provide a staging area on site for contractor storage unit (conex box) at Jefferson Barracks National Cemetery only.

b) The Government will not be responsible for any loss, damage, or theft of Contractor items.

Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

c) The Government will not furnish a storage building at the cemetery site for use by the

Contractor to store supplies and equipment. 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.

d) The Contractor will 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.

e) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. However, government will provide all electricity and water used on and for the cemetery facility.

I. Contractor Experience Requirements

a) Offers will be considered only from contractors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. All services are expected to be performed by competent technicians, trained and qualified to complete the specific services required. All work performed shall be done in a first-class manner and in accordance with good commercial practices.

b) Contractors must provide evidence of their experience and ability to perform the tasks describe in this Performance Work Statement.

a) Performing grounds maintenance activities in a high-profile environment.

b) Operation of equipment in the vicinity of headstones.

J. Confidentiality and Nondisclosure

It is agreed that:

a) The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S.

Government and shall be submitted to the contracting officer at the conclusion of the task order.

b) The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor.

Any request for information relating to this task order presented to the contractor shall be submitted to the contracting officer for response.

c) Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the contracting officer.

K. Operations During Cemetery Functions

Contractor personnel shall not operate motorized equipment or conduct other commercial activities within a designated area during interment services. The COR will identify the designated area. The COR or his/her representative will 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 interment, and a minimum of three (3) days before any ceremonial events.

H. 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 himself, his 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 his or her employees’ fault or negligence. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, will not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there-from. The Contractor shall maintain workmen’s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the state of Ohio, and in accordance with FAR 52.228-5. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.

I. Damage to Government property

The Contractor shall be responsible for repair or replacement of any contractor damaged cemetery structure, to include: turf, curb, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, plant beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor and shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed Contracting Officer’s Representative (COR) prior to repair/replacement/installation. The Contractor shall be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained because of Contractor’s performance. The Contractor shall wash-down with water all soiled or stained structures, headstones, and monuments at the end of each workday. Roadways shall be cleaned with a street sweeper each day, as needed, to keep the existing roads free from dirt and mud resulting from all operations. No hazardous chemicals shall be used at any time on Government property. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning.

At the end of each day the Contractor shall remove all debris from the cemetery site resulting from the work. The Contractor shall ensure always that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. The Government will not provide receptacle(s) for disposal of debris related to this contract. The Contractor will be permitted to place his trash receptacle dumpsters in the COR approved “Contractor Staging Area”.

Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor at work site to eliminate hazards and for the protection, safety, and warning of all public visitors, pedestrians, cemetery employees, and vehicular traffic within the area.

The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, and needing any direction, it will be provided by the COR(s). The Contractor shall be responsible for reporting to the COR(s) any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather shall leave it to the COR(s) to resolve the issue.

The Contractor (including his or her employees, subcontractors, consultants or the like) shall not operate trucks, tractors, and other heavy equipment on any turf area except as provided in this contract to perform work or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor‘s equipment and staff at no additional cost to the Government.

H. Safety

Matters related to safety, and any actions of the Contractor, shall meet all safety requirements of the COR, Safety Officer, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer at Jefferson Barracks National Cemetery.

I. Protection of Existing Vegetation, Structures, Equipment, Utilities, and Improvements

The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site. If any limbs or branches of trees are broken during contract performance, or by the careless operation of equipment, or by workmen, the Contractor shall trim those limbs or branches with a clean cut and remove and properly dispose of from the site as defined herein.

The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

M. Restoration

Upon completion of contract, deliver work complete and undamaged. Existing cemetery features (lawns, paving, roads, walks, etc.) disturbed or removed because of performing required new work, will be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. All restoration work shall be accomplished without undue delay.

The Contractor shall be responsible for restoration and the Contractor shall bear all costs associated with restoration. Any such restoration to service and repair because of damage caused by Contractor’s workmen/subcontractors to existing cemetery infrastructure shall be brought to the immediate attention of the appointed Contracting Officer’s Representative (COR) prior to restoration.

N. Disposal of Waste

The Contractor shall not dispose of any waste materials at any location on the cemetery premises. All waste materials shall be removed from cemetery property and disposed of in full accordance with local and state requirements at the contractor’s expense.

List of Attachments

ATTACHMENT A: MAP OF MOWING ZONES

ATTACHMENT B: LAWN MAINTENANCE: MOWING, TRIMMING & EDGING

ATTACHMENT C: TRASH AND DEBRIS REMOVAL

ATTACHMENT D: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

ATTACHMENT E: WEEKLY INSPECTION REPORTS

ATTACHMENT F: SERVICE DELIVERY SYSTEM (SDS)

ATTACHMENT G: CONTRACT DISCREPANCY REPORT (CDR)

ATTACHMENT H: QUALITY ASSESSMENT MONITORING FORM – CUSTOMER

COMPLAINT INVESTIGATION

ATTACHMENT A

MOWING ZONE MAP

ATTACHMENT B

LAWN MAINTENANCE: MOWING, TRIMMING & EDGING

A. SCOPE:

1. NCA Standards and Measures:

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

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

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

(3) Measure 2.1c: Turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type and region according to the Cemetery Grounds Management Plan.

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

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

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

2. The Contractor shall be responsible for mowing; edging and trimming all turfgrass within the cemetery.

3. Turf shall generally be mowed to a three-inch height, and be maintained between 3 and 4.5 inches. Turf surrounding a headstone or marker shall be trimmed to the same height as it is mowed. There shall be no signs of “grass burns” or tearing of turf caused by mower tires where mowers turn. There shall be no signs of turf being “scalped” by string trimmers.

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

B. EQUIPMENT:

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

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

3. Mower blades must be kept sharp so that grass is properly cut - not torn or damaged.

C. GENERAL REQUIREMENTS:

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

2. MOWING: In general, turfgrass shall be mowed once per week at a three-inch height of cut.

a) During periods of rapid grass growth, such as is normal in April and May, mowing will be needed more than once per week, but also may be needed less frequently in late fall and during the hot part of the summer. Five zones are required mowing each week.

Within zone “3” is “3A”. “3A” may require an extra mowing as directed by the COR.

Sections “3” and “3A” are one zone during the normal mowing 5-day/one-week cycle.

b) Direction of mowing shall be alternated with each mowing cycle as much as possible.

c) Mowing frequency shall be often enough that: 1- excessive clippings are not generated, and 2- no more than one third of the grass height is removed when mowed.

d) If mowing is delayed by weather or some other reason and grass height becomes excessive, mowing height shall be increased so no more than one third of the grass height is removed, then mowed twice per week at a slightly lower height each time till the three-inch target is again achieved.

e) Mulching blades shall be used.

f) Mowers shall have rear discharge to help keep headstones clean. Any Grass clippings adhering to headstones shall be cleaned off immediately following mowing.

g) Clippings shall normally be left on the turf if they are well dispersed and don’t inhibit grass growth or detract from the appearance of the cemetery, but excessive quantities or accumulations of clippings shall be dispersed or removed. Windrows or clumps shall not remain after mowing.

3. TRIMMING: After grass has been mowed, all un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the same height that it was mowed. Trimmed grass height shall match that of the mowed grass, and be no shorter.

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

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

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

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

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

5. FLAT MARKER EDGING: Edging will be conducted in all cemetery sections containing flat markers. These sections comprise approximately 17 acres with a total of approximately 9,900 grave markers. About 20 more markers are added each year.

6. Clippings shall be removed from all hardscape surfaces immediately following mowing, weed eating, edging, and trimming.

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

8. Extra care should be exercised with these operations when visitors are near operations.

ATTACHMENT C

TRASH AND DEBRIS REMOVAL, INCLUDING LEAVES

A. SCOPE:

1. NCA Standards and Measures:

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

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

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

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

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

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

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

d) Standard 1.3: Sidewalks, paths, entry features, and perimeter walls/fences are clean and well-maintained.

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

2. Work consists of collecting and removing all trash, debris, dead or unsightly flowers, tree limbs, as well as any other debris within area defined by the COR, in accordance with the floral regulations of the cemetery. Fallen leaves shall be cleaned up from high profile areas by removing from hardscapes and landscape beds, and on turf areas may be shredded in place with mulching mowers or removed.

B. GENERAL REQUIREMENTS:

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

2. All grave decorations shall be removed weekly, or as needed, date to be determined by the COR. Unsightly decorations are to be removed daily from the cemetery grounds.

Unauthorized items left at graves will be tagged with section and grave number and held for 30 days. Contractor personnel will maintain and retrieve items until disposed of.

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

4. All walkways, roads, and parking areas shall be cleaned of all debris (i.e. mud, dirt, twigs, leaves, grass clipping, etc.) at the end of each mowing.

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

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

7. Leaves fallen from trees shall be either shredded in place with a mulching lawn mower (on turf areas) or collected and removed weekly during the period of leaf fall in autumn.

If shredded, the pieces shall be small enough (less than approximately one square inch) to filter into the turfgrass. Accumulations of leaves that may weaken or cause dead spots in turf, or are visually distracting shall be removed.

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

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

10. The Contractor shall pressure wash sidewalks, curbs and entrance gate and fence of cemetery in the spring and the fall.

ATTACHMENT D

QUALITY ASSURANCE SURVEILLANCE PLAN

The Government will maintain the QASP as a living document to assure compliance with the contract. The Contractor and the Government will discuss revisions to the methods or procedures used for surveillance and Quality Assurance (QA), as needed. The Government reserves the right to approve any revisions to the QASP

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

FOR

JEFFERSON BARRACKS NATIONAL CEMETERY

1. Fundamental Government Responsibilities: The Contracting Officer’s Representative (COR) is responsible for representing the Contracting Officer in all facets of service quality. The COR will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept on behalf of the Contracting Officer. The functions of the COR are identified below.

Government personnel, other than the Contracting Officer and the COR, from time to time, may observe the Contractor's operations.