36C78619Q0136-003.pdf

PERFORMANCE WORK STATEMENT (PWS)

B.1 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 134 National Cemeteries in 39 states that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. National Cemeteries are National Shrines.

Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

B.2 PLACE OF PERFORMANCE

The Contractor shall provide all supervision, labor, equipment, materials and supplies necessary to provide Interment and Grounds Maintenance Services at San Francisco National Cemetery (SFNC), hereby known as “the Cemetery”. Specific locations, sizes and services required for the cemeteries are as follows:

Cemetery Address Acreage Required Services

San Francisco National Cemetery

1 Lincoln Blvd.

San Francisco, California

28.3 Developed Acres

23 Turf Acres

Interment & Full Grounds Maintenance Services

B.3 MAINTENANCE AREAS

The physical area of the contract includes the cemetery proper, structures, paving, and landscaped grounds, maintenance areas, roadways, stormwater facilities, perimeter landscaped areas, forested lands, and all of its landscape elements. A portion of the cemetery may be under renovation by another contractor at any time; and specific grounds maintenance activities may be under separate contract with another vendor.

B.4 CONTRACT OBJECTIVES

To use an innovative and creative technical approach to manage the grounds maintenance operation at the Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with the National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 5.1 July 2014) and standard commercial practices.

B.5 GENERAL REQUIREMENTS & SPECIFICATIONS

SERVICES PROVIDED: The Contractor shall provide all supervision, labor, equipment, materials and supplies necessary to perform the following Cemetery Interments and Grounds Maintenance Services at the San Francisco National Cemetery. THE CONTRACTOR SHALL

PROVIDE ADEQUATE STAFF & RESOURCES NECESSARY TO PERFORM AND

COMPLETE MULTIPLE JOBS SIMULTANEOUSLY.

Services to be provided include the following:

B.5.1 Interments B.5.2 Disinterments and Disinurnments B.5.3 Headstone Setting and Alignment B.5.4 Headstone Cleaning and Maintenance B.5.5 Headstone Raise, Lower, Realign & Reset B.5.6 Gravesite Maintenance B.5.7 Cemetery Grounds Management Plan B.5.8 Turf Renovation B.5.9 Turf Maintenance – Fertilization B.5.10 Turf Maintenance – Pest Control B.5.11 Turf Maintenance – Mowing, Trimming & Edging B.5.12 Turf Maintenance – Aerification B.5.13 Turf Maintenance – Topdressing B.5.14 Turf Maintenance – Dethatching B.5.15 Tree, Shrub & Planting Bed Maintenance B.5.16 Tree Pruning and Removal B.5.17 Tree, Shrub & Groundcover Planting B.5.18 Irrigation System Management B.5.19 Irrigation System Scheduled Maintenance B.5.20 Irrigation System Maintenance and Repair B.5.21 Drainage System Maintenance B.5.22 Trash & Debris Removal (Waste Management) B.5.23 Pavement Sweeping and Cleaning B.5.24 Structure Maintenance B.5.25 Janitorial Service B.5.26 Special Administrative Duties B.5.27 Contractor Responsibilities B.5.28 Supervision, Work Hours, and Training B.5.29 Government Contacts

B.5.1 INTERMENTS

A. NCA STANDARDS

1. Each gravesite is excavated to assure uniformity with other gravesites in that burial section.

2. Integrity of existing graves, grave markers and other objects around the worksite shall be preserved and protected.

3. Open graves are identified and protected by guards and markers appropriate to cemetery operations.

4. Outer burial receptacles awaiting installation are placed in an orderly manner.

5. Committal services are conducted in clean and orderly shelters that provide for the safety, privacy, and special needs of the family.

6. All remains shall be handled in a manner that assures accurate placement and validation, and causes no damage to the casket or urn.

7. Each day's burials are covered, initially groomed, marked and presentable for visitors before close of business each day

8. Graves and niches are marked with an accurate, complete and properly aligned temporary marker on the day on interment/inurnment.

B. SCOPE

1. Work consists of excavation, backfilling and preparing for interments specified by the Contracting Officer’s Representative (COR). There shall be approximately 8 casketed and 50 in-ground cremain interments per year. The COR or representative shall notify the Contractor a minimum 12 hours in advance of gravesite to be opened. Normally interments shall be accomplished Monday through Friday during the hours of 8:00 a.m. to 4:30 p.m. However, there may be instances where the Contractor shall be required to perform interments on weekends and/or holidays and outside the regular hours.

C. GENERAL REQUIREMENTS

1. Gravesite Preparation:

a. Prior to any interment, the Contractor shall consult with the COR to determine the exact location, the dimensions of each grave and specific placement of the casket/cremains.

b. When entering gravesite sections during winter months or wet weather conditions, ‘Mobi-mat’ or plywood boards will be used to bring equipment on the grounds for the interment and all damages to the existing and surrounding graves or grounds will be repaired by the contractor at no additional cost to the Government by the COB of the day of the burial.

c. No grave shall be pre-dug the day before a scheduled interment. Any exceptions must be authorized by both the COR and Cemetery Director.

The grave site secured to prevent unauthorized and accidental entry, and the excavation covered with heavy-duty sheets of plywood to the satisfaction of the COR or his designee.

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

e. Once the area to be excavated is defined, sod shall be cut and removed from the gravesite prior to excavation.

f. Sod may be reused on the gravesite. If sod shall be reused, it shall be cut 4" to 6" deep to keep roots healthy. If the sod is not reusable, the gravesite shall be either resodded or reseeded as directed by the COR.

g. If the grave has an existing headstone, it shall be removed and carefully placed in an area near the gravesite and covered with proper protection.

h. Safety boards or mud tracks will be placed along the edges of the excavation to provide personnel working around the gravesite excavation a safe base to work from and reduce the chance of falling into the excavation should the edge fail. Personnel should avoid working or standing near the edge of the excavation whenever possible.

i. When a grave is opened, the Contractor shall remove any adjacent headstones needed to ensure access for the vault and the remains and subsequently replaced.

2. Excavation of Graves:

a. Gravesites excavations for caskets or cremains shall be completed and lowering device made ready within a minimum of one hour prior to the interment service.

b. Soil excavated from the gravesite shall not be placed on any occupied gravesite. Soil to be reused as backfill may be placed on plywood sheets on unoccupied gravesites, or in the case where there are no unoccupied gravesites, hauled to the designated spoils yard. Any soil left near the gravesite shall be covered with green carpet. Any excess backfill shall be hauled to a designated spoils yard or removed from the site in a lawful manner.

c. Traditional graves shall measure 5' x 10' unless otherwise advised by the COR and shall be excavated to five (5) feet or seven (7) feet in depth, depending on the number of interments.

d. Graves for cremated remains shall be approximately 18 inches square and three (3) feet deep.

e. The COR shall advise the Contractor of the required depth, and position prior to any excavation operation. Contractor should probe all full interments prior to excavation to assure adequate depth for second interment. COR should be notified immediately of insufficient depth to accomplish interment.

f. Excavating the grave to a greater depth to accommodate the second interment is the responsibility of the Contractor and is considered as a part of the regular grave excavation price. The COR or his/her representative shall be present and shall be responsible for insuring the gravesite is deepened to accommodate both interments.

g. If the excavation is five feet deep or deeper, a worker is prohibited from entering into the grave until the sides of the grave are shored in a safe manner in accordance with OSHA standards.

h. The Contractor shall cover the excavation, place 4 stanchions, and chain off all casket gravesites 5 feet from the all sides of open gravesite while unattended. A designated a member of the Contractor’s staff shall be posted to keep visitors away from open gravesite and man the gate fifteen (15) minutes prior to interment service and provide other duties as assigned by the

COR.

i. When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to a vault not being deep enough, the remains of the first interment shall be removed and the grave excavated to a depth to accommodate both interments. The gravesite shall be screened from the public view during the removal and reinterment of any remains.

Arrangement and payment for disinterment of the vault of the first decedent is the COR's responsibility.

j. For traditional burials, a Government-provided graveliner will be provided and installed by the Contractor. The gravesite excavation shall be completed and the vault pre-set in the grave one hour and fifteen minutes prior to the service. Each graveliner shall be installed according to procedures as demonstrated by the Government.

k. If damage to a graveliner occurs, the casket and graveliner shall be removed from the grave and replaced with a new graveliner. Contractor shall reimburse the Government for the cost of damaged graveliner based on the actual price paid by the Government.

3. Interment Service Set-Up:

a. The Contractor shall furnish and set up greens, prepare funeral bier and committal shelter for each interment service, at least one (1) hour prior to the interment service, and return these items to the storage area within one (1) hour after conclusion of the interment service.

b. The area around committal shelter shall be cleaned and the shelter shall be clean, free of webs and any other dirt or debris prior to each interment service.

c. The Contractor shall furnish and set up greens, provide means to play music if requested by the family, prepare funeral bier, committal shelter and all required seating, consisting of approximately 12 to 24 chairs for each interment service, at least one (1) hour prior to the interment service, and return these items to the storage area within one (1) hour after conclusion of the interment service.

d. The Contractor shall lower flag to half-mast 1/2 hour before interment services.

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

4. Memorial Service Set-Up: Same as an interment service set-up. The only difference is that there are no remains to inter or inurn.

5. Transport and Handling of Remains:

a. General: The Contractor is responsible for the transport and lowering of remains.

b. The Contractor shall transfer the remains in a dignified manner from the interment/committal shelter to the proper gravesite following all NCA policies. The means of transportation shall be approved by the COR.

c. The Contractor shall provide a new or like new, unmarked, windowless, black van for the transport of the casket. The vehicle shall be modified to securely transport the casket. The interior of the van shall be modified as follows: The floor shall be equipped with stainless steel casket rollers on which to receive the casket fully into the cargo bay of the van without scratching the casket; a rubber bumper at the front of the bay; and adjustable, rubber-protected, stop plate to securely lock down the casket during transport.

d. The Contractor shall provide a minimum of two (2) employees to remove the casket from the bier, into the vehicle, and transport to the burial section. A casket cart provided by the Government shall be used to transport the casket from the bier to the vehicle.

e. The Contractor is responsible for transport of the casket from the vehicle to the casket lowering device at the gravesite. The Contractor is responsible for providing a Government-approved, commercially-available, mechanical casket lowering device (CLD) and setting it up at the grave site. The CLD shall be equipped with two sets of straps: primary lowering straps and secondary safety straps. The CLD will be inspected by for damage and defective/worn straps, prior to being set up over the crypt.

f. The Contractor is responsible for transporting the floral arrangements from the committal shelter to the burial area. The driver of the vehicle must hold a valid state driver's license. These employees shall be provided a cemetery radio and a daily schedule to prevent any delays and the designated employees should report to the committal shelter as discreetly as possible no more than 10 minutes after the committal service arrives at the shelter. The employees must be in a clean presentable uniform.

g. The Contractor shall lower casketed remains into gravesite with the casket lowering device in a safe and efficient manner, with dignity, and without damage to casket.

h. All cremated remains will be transported to the cremains burial site and lowered by the Contractor in a dignified manner.

6. Backfill of Graves:

a. All gravesites shall be backfilled and ready for viewing by the next of kin within one and one-half (1-1/2) hours after the interment service.

b. Prior to backfilling grave sites, CLD shall be removed, and vault shelves and lids shall be securely replaced.

c. Backfill material surrounding the grave liner/vault shall be sufficiently flowable to allow voids to be filled for solid compaction and to reduce subsequent ground settlement. Initial backfill material for interments and inurnments shall consist of 3/8-inch minus crushed aggregate.

d. Full caskets burials shall be backfilled with the crushed aggregate to 1/2-inch above the grave liner or vault. The remaining backfill material shall be clean soil excavated from the grave site. The final 12 inches of backfill material shall be clean topsoil stockpiled from the excavation site.

e. Cremain urns shall be set on a 3-inch minimum bed of compacted crushed aggregate and backfilled to 12 inches above the urn with crushed aggregate.

The remaining backfill material shall be clean soil excavated from the grave site. The final 12 inches of backfill material shall be clean topsoil stockpiled from the excavation site.

f. Soil backfill shall be brought to established grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of an approved mechanical or hand tamper. Backfill should not be mounded, but should conform to existing grades. The Contractor shall remove all unusable dirt, rocks, roots and other types of objects from the cemetery grounds.

g. See attached Attachment B for “Diagram of Graves” and handling of multiple interments.

7. Headstone Setting:

a. The headstone shall be replaced after the grave is backfilled following standard procedures described herein.

b. Where there is no existing headstone, a temporary marker shall be placed at the grave by the Contractor or his/her representative.

c. The temporary marker for the second interment shall be centered directly in front of existing headstone.

8. Turf Repair: After backfilling is complete and compacted, the remaining two inches shall be filled with amended topsoil. The grade will be brought up to the proper depth relative to the adjacent gravesites to accommodate either seeding or sodding to replant the gravesite as directed by the COR. A depth of 3/8 inch will be required for seeding and compost covering; or 1-1/4 inch for sod. The gravesite shall be reseeded and mulched; or sodded by the COB of the day of the burial per “Turf Renovation”.

9. Floral Arrangements: All floral bouquets and arrangements left at the gravesite by the funeral party shall be neatly arranged upon the grave and removed when they become unsightly or at least at every mowing. All stands from floral wreaths shall be removed before placing the wreath flat on the grave.

D. EXCEPTIONS

1. Diagram “D” - Attachment B. The conditions shown in "D" shall occur only rarely, and usually when the minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family group.

2. Diagram "E" Attachment B. When the remains are in a small casket, they shall be placed in the lower corner of the gravesite, at a depth of five (5) feet, permitting room for an additional like burial at the head of the first at a depth of seven (7) feet and the second at five (5) feet.

3. When it is necessary to make side-by-side burials in a single gravesite, extreme care shall be exercised to accurately locate the sideline of the site. Where a burial vault is used in such cases, it may be necessary to encroach several inches on adjacent site(s). This is permissible provided the site encroached upon has been or shall be utilized as shown in Diagram "A" or "B" in Attachment B.

4. Unusual conditions may require occasional deviations from the methods indicated.

For cases not covered herein, the Contractor shall consult with the COR for advice on determination of action to be taken.

B.5.2 DISINTERMENTS & DISINURMENTS

1. All caskets and urns are checked and verified to assure accurate placement, and are undamaged by cemetery personnel.

1. Work consists of removal of remains from a burial plot.

1. On occasion, next-of-kin may elect to disinter/disinurn the remains of a loved one. All administrative procedures shall be completed by cemetery administrative staff. If disinterment is approved, Contractor shall be notified of date, time and performing entity (contracted personnel, funeral director, family member, etc.).

2. Special care shall be shown to adjacent graves and headstones to avoid or minimize damage. Contractor personnel shall reopen the grave to one foot above the top of the casket or casket container. Family contracted personnel shall complete disinterment, including removal of liner/vault, removal of casket and/or human remains. Cemetery contracted staff are prohibited from any activities other than the aforementioned opening of the grave.

3. Cremated remains that are inurned may be fully uncovered. Contractor personnel shall not remove urn/liner or otherwise participate in any other aspect of the disinterment operation. Only family contracted personnel, funeral directors and/or family members are authorized to actually remove the container.

4. Damaged urns/containers should be reported immediately to COR and/or cemetery director.

5. Headstones and/or markers of disinterment/disinurnment sites shall be removed and destroyed in accordance with established policy.

B.5.3 HEADSTONE SETTING & ALIGNMENT

1. Definition: Headstones include upright headstones, flat markers, and columbaria niche covers.

2. Headstones are properly installed.

3. Headstones are aligned in accordance with the section plan or historic pattern.

4. Proper height and alignment of each headstone is maintained.

5. Headstones are clean, free of debris and objectionable accumulations.

1. Work consists of setting new or replacement headstones on gravesites and resetting or realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his/her authorized representative. Contractor shall align and level-set an estimated 15 upright headstones; 60 flat markers per year.

1. The type of headstone 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).

2. Headstones shall be installed within five (5) working days of delivery to the Cemetery as weather and soil conditions permit. Headstones shall be cleaned after setting. Cost for cleaning to be included in work for headstone setting.

3. Acceptability. The "Setting & Alignment" of new or replacement headstones is considered "acceptable" when the Contractor clearly evidences compliance in meeting contract requirements.

4. Inspection & Acceptance: Acceptance is defined as the point in time which the COR has determined the work performed is satisfactory. The Government reserves the right to inspect any/all services rendered and either reject or require correction when headstone setting & alignment are not in conformity with contract specifications.

5. Headstones that are set by the Contractor shall maintain the proper height and alignment for a period of 90 days after being initially set. Any settlement or misalignment of headstones during this 90-day period will be corrected by the

Contractor at no additional cost to the Government. The Government may require the contractor to re-perform any non-conforming services at no increase in contract price.

D. PROCEDURE: NEW & REPLACEMENT HEADSTONES

1. The Cemetery is responsible for ordering headstones, checking for proper wording spelling.

2. Headstones are delivered by the vendor to the Cemetery and received by the Cemetery Staff. Cemetery Staff shall inventory and inspect headstones for damage immediately upon receipt. Cemetery Staff shall inventory and inspect headstones for proper wording within two (2) days after receipt. Cemetery Staff shall remove glue or crating material from the headstones that has adhered to the surface.

3. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. Each stone shall be placed so as to rest flat. 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. The COR shall designate a suitable area for storage of the headstones at the Cemetery. Initial inspection shall be accomplished by COR and contractor’s representative upon receipt. Defective headstones shall not be set. Replacement headstone shall be ordered by the Cemetery.

4. Headstones shall be erected in appropriate places within five (5) working days of receipt, or if weather or soil conditions prohibit this time frame, as soon as practicable after receipt. See “Headstone - Raise, Lower, Realign & Reset” for specific procedures for setting each type of headstone.

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

6. Headstones shall be lifted and transported or set by at least two (2) people unless special one-person lifting devices are approved. Realignment, when consisting merely of straightening the headstone, may be accomplished by one person.

7. Older markers shall be realigned laterally, transversely and diagonally in the same manner as new headstones.

8. Damaged markers shall be identified and immediately brought to the attention of the COR. Damaged markers and defective/incorrectly inscribed markers on order would be, upon receipt of the new marker, destroyed by the Contractor by means of breaking the marker with a maul or sledge hammer to be totally unreadable. Resultant debris shall be removed from the cemetery grounds in a lawful manner.

9. Replacement marker(s) shall be set within five (5) working days after receipt at the cemetery.

10. The Contractor is responsible for the unloading of headstones from the delivery truck, and the COR is responsible for the initial inspection.

11. The contractor shall report on his/her weekly inspection report to the COR the following:

a. Number of headstones raised and what section _______ (Upright, Flat) ________Section

b. Number of headstones realigned and section

_______ (Upright, Flat) ________Section

12. If there is a problem with realigning a specific marker, a report shall be sent to the COR providing a detailed explanation, the reasons the marker was not realigned.

13. All headstones set by the Contractor shall be warrantied for a period of 90 days;

any realignment of headstones during this warranty period shall be at the Contractor’s expense.

14. Adjustment, raising and realigning newly set headstones due to initial settling, improper compaction or Contractor error will not constitute Headstone Raise, Lower, Realign, Reset, Backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

E. REMOVAL OF HEADSTONES

1. This process involves the removal of any headstone associated with a second interment or to gain access to an area within an interment area:

a. The COR, or his/her designee, will identify headstone(s) to be removed.

b. The Contractor shall pull headstone(s) to gain access to the location(s) identified.

c. Once removed, headstones shall not leave the gravesite unless the headstone needs additional inscription work.

d. If additional inscription work is required the Contractor shall relocate removed headstones to the maintenance yard for destruction, or transport them to the inscription yard.

e. Once work is completed in the area, the Contractor shall reset the original or replacement headstone(s) and the 90-day warranty period will begin.

F. DISPOSAL OF HEADSTONES

1. Once the COR or his/her designee has identified a headstone for disposal the

Contractor shall take the following actions:

a. Move the headstone to an area of the maintenance yard located out of the view of the general public.

b. Break the headstone into pieces so that the inscriptions are not legible.

c. Bury the broken headstone pieces as directed by the COR.

d. Headstones shall not be used for any purpose other than their intended use.

e. The Contractor shall maintain a log of all disposed headstones. This log shall track the Name, date of disposal and the location of disposed headstone.

G. PRIVATE MARKERS/MONUMENTS

1. The Contractor shall carefully inspect and document the condition of every private marker/monument. The Contractor shall immediately notify the COR in the event a private marker/monument appears to be a safety hazard to employees and/or the public. Any work needed to correct the safety hazard shall be through separate contract.

H. HEADSTONE “BUMP & RUN”

1. Headstone “Bump & Run” is a minor alignment process that does not require the upright headstone to be removed from the original socket. Approximately 500 upright headstones and 200 flat markers shall require “Bump & Run” each year.

2. “Bump & Run” shall be accomplished by a two-person team as follows: One person shall use a wood lever (such as a 2x4) or metal pry bar to adjust each upright headstone to align vertically with adjacent headstones in the same row and column. Care shall be taken to wrap the bar or tool to ensure it does not damage or mar the headstone. A second person shall stand in the same row/column approximately 10 headstones distant to instruct which direction the subject headstone should be adjusted. Once the headstone has been satisfactorily adjusted so it is in alignment with the other headstones in the same row and column, a tamping tool shall be used to tamp around the base of the headstone so soil is compacted sufficiently to prevent shifting.

B.5.4 HEADSTONE CLEANING AND MAINTENANCE

1. Upright markers, flat markers and niche covers are clean, free of debris and objectionable accumulations.

2. Upright markers, flat markers and niche covers are not damaged, marred, or discolored by Contractor operations.

1. Work consists of cleaning all markers 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, lichens, and other biological activity. There are approximately 28,000 marked gravesites in the Cemetery with approximately 23,840 upright markers; and 2,190 flat markers. There are an additional 64 private monuments/markers that require bi-annual cleaning.

2. Headstones shall be cleaned prior to Memorial Day and Veteran’s Day and any other times as determined by the Contracting Officers Representative (COR) with a minimal washing of one (1) time per year. The natural surfaces shall be retained. They shall not be painted, white washed or calcimined.

3. Any headstones that have any dirt splash-up or grass debris from mowing/trimming from the grounds maintenance contractor operations shall be promptly cleaned when found at no additional cost to the Government. Work to clean headstones of grass clippings and/or soil residue resulting from turf mowing, edging, and trimming operations does not constitute “headstone cleaning” under this section and will not be billed for as such.

4. Minor Headstone Cleaning: Any headstone that has objectionable accumulations of bird droppings, residue from trees, or other naturally deposited dirt & debris shall be cleaned by dry brushing. Debris that cannot be removed by the dry brush method shall be removed with a wet brush and rinsed with water. The headstones most affected are those directly beneath trees.

1. Headstones that become misaligned during contractor cleaning operations shall be realigned per “Headstone Raise, Lower, Re-align & Reset” at no additional cost to the Government

2. Protect the turf area from any damage with protection boards or rubber mats.

Any turf that is damaged shall be restored at no additional cost to the Government per “Turf Renovation”.

3. Abrasive blasting and abrasive cleaning solutions shall not be used.

4. Contractor shall report the condition of all headstones to the COR monthly the using Headstone, Marker and Niche Cover Maintenance Checklist. (See Attachment D). The COR will train the Contractor in the proper use of this form.

D. UPRIGHT AND FLAT MARKER BI-ANNUAL CLEANING

1. Government-approved cleaning agent and clean water shall be used to clean headstones. Cleaning techniques with water shall include high pressure spraying, scrubbing and rinsing.

2. When pressure washing is utilized, the pressure shall not exceed 800 psi.

Excessive soil may be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

3. Use a cleaning product specifically designed to clean headstones each year.

Acceptable Products: ‘D/2 Biological Solution by D/2 Biological Solutions, Inc.;

‘Weatherzyme’ by United Laboratories, Inc.; or COR-approved equal. Follow manufacturer’s printed instructions for product mixing and application. Protect turf from injury. Avoid contact between cleaning agent and turf exposed to direct sunlight. Initially clean two headstones using the approved cleaning agent as a test area to determine efficacy of cleaning and to observe for damage done to turf. COR will inspect and track results. Discontinue use of cleaning agents that are not producing satisfactory results and/or are damaging turf. Continue with cleaning of headstones when directed by COR.

E. MINOR HEADSTONE CLEANING

1. Clean headstones soiled by excessive accumulation of dust, bird droppings, sap or other dirt & debris when directed by the COR.

2. Use a dry medium-stiff bristle brush to remove detritus. Wire brushes are not allowed.

3. When the dry brush method does not achieve satisfactory results, use a wet brush and clean water to clean headstones by scrubbing and rinsing.

B.5.5 HEADSTONE – RAISE, LOWER, REALIGN & RESET

1. Proper height and alignment of each headstone is maintained. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new headstones.

2. All headstone alignments that are not set or reset properly shall be corrected at no additional cost to the Government.

1. Work consists of raising, lowering, realigning and resetting existing markers.

2. Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds each.

3. Flat markers are 24 inches wide and 12 inches in length and are marble. There are two thickness and weights of flat markers: 3-inch thick markers weighing approximately 90 pounds and 4 inch thick markers weighing approximately 130 pounds.

4. Approximately, 50 upright headstones and 200 flat markers shall require “Raise &

Realignment” annually.

5. Acceptability: The "Raise, Lower, Realign & Reset" of existing headstones is considered "acceptable" when the Contractor clearly evidences compliance in meeting contract requirements.

6. Headstones that are set by the Contractor shall maintain the proper height and alignment for a period of 90 days after being initially set. Any settlement or misalignment of headstones during this 90-day time will be corrected by the Contractor at no additional cost to the Government.

7. Inspection & Acceptance: Acceptance is defined as the point in time which the

COR or designee has determined the work performed is satisfactory and meets the criteria set forth in the contract. The Government reserves the right to inspect services rendered and either reject or require correction when Raise, Lower, Realign & Reset are not in conformity with contract specifications.

8. The Government may require re-performance of non-conforming services at no increase in contract price.

1. Record Keeping and Reporting: The Contractor’s Site Manager shall provide the

COR with weekly written accurate reports detailing the burial section and range of graves raised and realigned during that specific week. These lists shall be provided on not less than a weekly basis, and shall identify all of the above work that took place within the previous seven calendar days. Upon request, the Contractor shall also provide a plan of action for the upcoming week, indicating headstone/marker locations and specific areas where work is scheduled to occur.

2. All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the raise and realignment of upright headstone operation shall be carefully, and in an orderly manner moved from, and upon 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.

3. Any headstones broken or damaged by the Contractor shall be reported to the Cemetery Administrator or COR by close of business each working day in order that the grave can be properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements shall be coordinated with the COR. Any grid or sectional monuments disturbed, displaced or broken shall be replaced by the Contractor at his/her cost. All grid or sectional monuments disturbed, shall be properly reset by a licensed land surveyor at Contractor's expense. Curbs, roads, walks, turf, trees, utilities existing above and below the ground that are damaged or disturbed by the Contractor during performance of contract work shall be repaired at the expense of the Contractor. Repairs to the above shall be completed by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

D. UPRIGHT HEADSTONES RAISE/LOWER/REALIGN & RESET

1. Overview: This section outlines Upright Headstone realignment requirements.

Raise, Lower, Realignment, Reset, and Backfill services consist of extracting, resetting, aligning backfilling and tamping/compacting upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites. The Contractor shall provide all supervision, professional advice/guidance, labor, parts, materials, equipment, and personnel necessary to provide the services defined herein.

2. Removal/Handling/Storage of Headstones: If headstones are to be removed, prior to their removal they shall be verified by the contractor using grave plot maps provided by the COR. Verify the accuracy of these maps with COR prior to removing any headstones. Headstones shall not be removed from the burial section. Place headstone flat side down on the adjacent row when necessary. Do not lean headstones against any object. Headstones shall be handled and stored in a dignified manner.

3. Headstones shall be removed from their sockets by using wooden and/or metal clamps. If metal clamps are used the area that contacts the headstone shall be protected with a rigid fabric that will prevent damage to, and marking of, the headstone. Clamps may be attached to a Bob Cat or similar machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. Contractor is responsible for restoring all damages caused to turf and headstones during performance of this work. Headstones are to be raised and/or lowered in the following manner; (Note: In areas where smaller than standard size headstones may occur, coordinate specified measurements and dimensions of required work with COR)

4. Shallow and Correct Depth Headstones Set in Earth: Earthen sockets are to be dug to a depth of 21 inches below finished grade. Place minimum 3-inch deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone will extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Renovation”.

5. Deep Headstones Set in Earth: Earthen sockets are to be filled to a depth of 18 inches below finished grade. Place minimum 3-inch deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone will extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Renovation”.

6. Headstones in Concrete Support System: For headstones set in the concrete support system, remove the headstone as per above. Remove and dispose of all materials from the socket of the precast concrete support block. Replace with clean 1/4-inch minus crushed aggregate base to depth to achieve proper headstone height, and compact. Set stone, fill voids with clean 1/4-inch minus crushed aggregate base and compact.

7. For Straight Rows: 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-inch or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones or keystones, unless otherwise directed by the COR. In irregular terrain where sloping and uneven ground conditions exist, all headstones shall be set at proper heights and levels to provide a flowing transition through uneven terrain. Raised and realigned headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play. Headstone vertical alignment shall be further measured by use of an electronic/digital level, with tolerance between 89-90 degrees plumb. (See Attachment C – Upright Marker Realignment.)

8. In cases where headstone sockets need to be realigned/shifted, and/or re-dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 21 inches that may cause the headstone to settle below height requirement.

9. The measurements between rows of headstones and headstones within each row may differ from one section to the next due to the use of differing burial patterns;

discuss with COR where this is found to occur. These measurements shall be adhered to as closely as possible. Headstones shall be accurately and precisely reinstalled on the correct gravesites with the utilization of grave plot maps.

10. Headstones are chosen to be “key” stones. All headstones determined to be keystones are stones identified by the COR that are set off the burial section’s permanent control markers. All keystones are to be identified at beginning, middle, and the end of 72-feet grids. These keystones are to be aligned by leveling front and back and side-to-side, and raised or lowered to a height of 24-26 inches above topsoil level. Constant quality control is to be maintained and is required on all keys.

11. At the start of work in each burial section, the first row of reset/realigned headstones in each burial section is to be inspected by COR for appearance, spacing, depth, alignment, plumbness, height, accuracy, and smoothness in grade transition. No further setting of headstones shall be done until this first row has been inspected and accepted by the COR. If the first row is rejected by the COR, the contractor shall at no additional cost to the Government reset the rejected stones before proceeding in that section. It is the Contractors responsibility to notify the COR 24 hours in advance of when each of these inspections will be needed.

12. Heavy strings or lines must run along the backs, sides, and tops of these keystones.

The string or line is required to be provided by the contractor and must be approved for use before by the COR before used. These lines are to be marked with the proper measurements (size of section) for the section being aligned. All remaining headstones in the row are then aligned along the strings front to back and side-to-side even with the measured marks on the line. Each headstone is leveled and plumbed front to back and side-to-side keeping the back of the headstone along the string and the side of the headstone along the measured mark. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8 inch, or less. Each headstone is also raised or lowered as necessary to ensure a uniform measurement of 24-26 inches above topsoil level. The headstone is then aligned along the string front to back and side-to-side even with the measured mark on the line. The headstone is leveled and plumbed front to back and side-to-side keeping the back of headstone along the string and the side of the headstone along the measured mark.

13. The alignment of the headstones shall be checked frequently during this process because the tamping may move the headstone out of level or off the mark on the line. This process of raising and realigning is repeated for each row of headstones.

Upright headstones in all completed work areas shall be firmly set and anchored in place with no movement from forces subjected by the COR. The Government reserves the right to require the contractor to pull suspect stones to verify that the correct base material and specified depths have been achieved. Any stone pulled under this requirement will be pulled and reset at no additional cost to the Government.

E. FLAT MARKER HEADSTONES RAISE/LOWER/REALIGN & RESET

1. Overview: This section outlines Flat Marker Headstone realignment requirements.

Raise, Lower, Realignment, Reset, and Backfill services consist of extracting, resetting, aligning backfilling and tamping/compacting flat markers that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites. The Contractor shall provide all supervision, professional advice/guidance, labor, parts, materials, equipment, and personnel necessary to provide the services defined herein.

2. Marker Locations: Exact marker locations where adjustment, realignment, resetting and backfill will begin will be provided to the Contractor by the COR.

The COR will determine the beginning point and ending point in each cemetery section.

3. Work Activity Sequence: In burial sections where work consists of Flat Marker Raise/Realign, Cleaning, and Turf Renovation - The Contractor shall submit proposed sequence of work activities to COR for approval prior to starting work.

Turf renovation work may be requested in conjunction with flat marker raise and realign work in order to achieve the uniformity of flat markers with the leveled burial section surface terrain. When flat markers are removed from any row to complete required work, each end of row shall have a temporary control marker placed by a registered surveyor. The contractor shall create a working drawing showing specific locations of each individual flat marker to facilitate precise flat marker reinstallation in the correct location.

4. Raise, Lower, Realign, Reset, Backfill, Flat Marble Markers onto an Existing Marker Grid Support System shall be accomplished as follows:

a. Full-casketed flat marker gravesites are 5’ by 10’; cremation flat marker gravesites 5’ by 5’; and memorial marker sections are 5' by 5'. Marble markers are 24 inches wide and 12 inches in length. There are two thickness and weights of flat markers: 3-inch thick markers weighing approximately 90 pounds, and 4 inch thick markers weighing approximately 130 pounds.

b. Cemetery Layout Survey Map: The Contractor shall have a temporary control pin marker placed by a registered land surveyor at the ends of each row of the burial section. The Contractor shall create an as-built survey map showing the exact location of each individual flat marker, and annotated by actual gravesite number and decedent name in order to facilitate precise flat marker reinstallation in the correct location.

c. The measurements between rows of flat markers and flat markers within each row may differ from one section to the next; discuss with COR where this is found to occur. These measurements shall be adhered to as closely as possible. Some variances may be allowed in order to keep a uniform appearance of flat markers being aligned. Markers shall be accurately and precisely reinstalled on the correct gravesites with the utilization of temporary grave plotting maps, existing permanent control markers where available and temporary contractor installed control markers accurately and precisely installed at the ends of each gravesite row.

d. Removal/Handling/Storage of Flat Markers: Cemetery Layout Maps shall be verified with the COR prior to removing any flat markers. The Contractor shall pull the flat markers from the flat marker sockets and carefully store the markers on each associated gravesite 2 or 3 feet below the original socket.

All markers shall be placed back in the original socket by close of business each day.

e. Flat markers shall be reset to a depth so that the top surface of the flat marker 1-inch above grade in accordance with Cemetery Master Plan. All measurements and string line set-ups shall be taken from established section control markers and/or from temporary control markers installed by the Contractor around the section and at the end of each grave row, not from previously set flat markers, unless otherwise directed by the COR.

f. All measurements shall be made in ascending grave number order. All markers in flat terrain shall be leveled laterally and transversely using a bubble level. In rolling terrain where sloping ground conditions exist, all flat markers shall be set with top surface at proper heights and levels to provide a uniform flowing transition through the rolling terrain.

g. Markers shall be accurately and precisely reinstalled on the correct gravesites with the utilization of temporary grave plotting maps, existing permanent control markers where available and temporary Contractor-installed control markers accurately and precisely installed at the ends of each gravesite row.

h. Flat markers shall be set in a line laterally, transversely, and diagonally with flat markers of other graves. All measurements and string line set-ups shall be taken from established section layout control markers, not from previously set flat markers, unless otherwise directed by the COR. (See Attachment C – Flat Marker Realignment.)

i. All line set-ups shall be secured to retain proper alignment even in windy conditions.

j. After all work has been completed, the flat markers in all soil and terrain conditions shall be held firmly in place by the compacted soil and crushed aggregate base so that the flat markers are rigid with no give, play, or movement when subjected to forces by the COR.

k. The realign crew starts on a row of flat markers close to the center of the section to be realigned. The contractor shall find the 'key" stones.