36C78619R0001-001.docx

SUPPLIES OR SERVICES & PRICES / COS

PRICE SCHEDULE: The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to Backfill / Repair Sunken Graves and Raise & Realign Headstones at Long Island National Cemetery, Farmingdale, NY.

Site Visit: Offerors or quoters are urged and expected to inspect the site(s) where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect the site constitute grounds for a claim after award. If you are planning to conduct a site visit / inspection at the Long Island National Cemetery, YOU MUST CONTACT one of the following Long Island National Cemetery personnel to make arrangements:

Srey Austin, Cemetery Director........................................................................ (631) 454-4952 Paul White, Assistant Cemetery Director………………………………… (631) 454-4952 Robert Donnelly, Cemetery Foreman............................................................ (631) 454-4953 Facsimile.............................................................................................................. (631) 694-5422

Post Award Conference: Prior to commencement of work contract awardee is required to make an appointment for a conference with the Contracting Officer and/or COR to assure that all parties understand all contractual obligations and the role that each party serves.

Type & Term of Contract: The VA will award a single requirements type contract. The period of performance is from October 1, 2018 or From Date of Award through September 30, 2019, with four (4) one (1) year renewal options. Services shall be provided in accordance with Section A including all specifications, schedules, terms and conditions of the contract.

The aforementioned is intended to briefly describe the services involved. All services described in the Work Statement, including specifications, schedules, addenda, clauses, terms and conditions of the solicitation shall form the complete scope of work. The quantities of services specified in the Price Schedule are estimates only & are not purchased by this contract.

BASE YEAR: From October 1, 2018 or Date of Award thru September 30, 2019

OPTION YEAR I: October 1, 2019 thru September 30, 2020

OPTION YEAR II: October 1, 2020 thru September 30, 2021

OPTION YEAR III: October 1, 2021 thru September 30, 2022

OPTION YEAR IV: October 1, 2022 thru September 30, 2023

SUMMARY GRAND TOTALS

(End of Price Schedule)

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.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 131 National Cemeteries in 39 states and Puerto Rico that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. National Cemeteries are national shrines for our nation's heroes -- the veterans and their family.

Long Island National Cemetery (LINC) is located in the community of Farmingdale on Long Island in Suffolk County, N.Y. Cemetery grounds encompass approximately 350 acres of land. The LINC is a National Shrine that honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery receives visitors, holds ceremonies and conducts committal services. Because of LINC’s special significance and attention it receives from the public, strict adherence to the following specifications is essential.

A.2 SCOPE

The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to Backfill / Repair Sunken Graves & Raise & Realign Headstones at the Long Island National Cemetery. The place of performance and address location for LINC is as follows:

Long Island National Cemetery 2040 Wellwood Ave Farmingdale, NY 11735

A.3 GENERAL REQUIREMENTS

(a) The Contractor shall provide all necessary labor, supervision, equipment and supplies required to perform the required services. All equipment and supplies maintained and operated by the Contractor shall be consistent and fully compliant with all applicable Federal, state, county, town and local laws, ordinances and regulations. Equipment shall meet State of New York inspection, safety, licensing, registration, and insurance requirements.

(b) The Contractor will provide water, topsoil, grass seed to backfill / repair sunken graves raise, realign and clean headstones and markers. The Contractor is responsible for any headstone or marker which is chipped, marred or damaged at the fault of the Contractor and shall bear all costs associated with replacement and installation. Any such damage shall immediately be brought to the attention of the Contracting Officer's Representative (COR).

(c) On an annual basis, the Contractor shall Backfill / Repair approximately 10,000 sunken graves and Raise & Realign approximately 15,000 headstones. As the headstones and sunken gravesites to be addressed may not all be in one particular burial section, the COR will inform the Contractor which headstones are to be raised, realigned and which sunken graves are to be backfilled and repaired. The Contractor will perform the work in the following sequential order --

· 1st: Sunken Grave shall be backfilled / repaired.

· 2nd: Headstone or marker shall be Raised & Realigned.

· 3rd: After being Raised & Realigned, the headstone or marker shall be cleaned.

(d) The Contractor shall coordinate with the COR daily for the purpose of establishing a work schedule and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. Work hours shall be consistent with normal cemetery hours of operation (8:00 a.m. to 4:30 p.m.) -- Monday through Friday. Any deviations from normal work hours shall require written permission of the COR.

A.4 SPECIFICATIONS

A.4.1 HEADSTONES & MARKERS

Upright marble headstones are 42" inches long, 13" wide and 4" inches thick. Weight is approximately 230 pounds. They are erected on 5' foot x 10' foot and 5' foot x 5' foot gravesites.

A.4.2 BACKFILLING / REFILL SUNKEN GRAVE, RAISING AND REALIGNING OF HEADSTONES OR FLAT MARKERS

HEADSTONE REMOVAL – TO ELIMINATE ANY CHANCE OF A HEADSTONE BEING PLACED ON THE WRONG GRAVE DURING THE COURSE OF THE RAISE / REALIGNMENT PROCESS - IT IS NOW STANDARD NCA POLICY THAT HEADSTONES / MARKERS ARE NOT TO BE PHYSICALLY REMOVED FROM THE GRAVESITE. THE FOLLOWING PROCEDURES WILL BE FOLLOWED BY BOTH THE CEMETERY DIRECTOR / COR AND THE CONTRACTOR BEFORE THE RAISE / REALIGNMENT PROCESS BEGINS

The contractor’s Site-Manager (or designee) and COR (or COR’s Representative(s)) shall conduct a joint gravesite inspection and verification prior to the removal of any upright headstones, flat markers and private headstones to document the location and accuracy of all existing conditions. The COR will provide a printout of the burial records (BOSS) for this purpose with the following data fields. Section, Row, First and last name of the deceased. Upon completion of this joint survey, both the contractor’s Superintendent and COR shall certify the accuracy, as noted and initialed, by signing the burial record printout.

Upon completion of the resetting and realignment of the headstones and markers, contractor’s Superintendent and COR re-inspect and verify the accuracy of the placement of headstone and marker on the correct gravesite. Upon completion of this second joint survey, both the contractor’s Superintendent and COR shall certify the accuracy by re-signing the burial record printout.

Headstones are not to be damaged while remaining on the grave and the Contractor will elevate them off of the ground during the realignment process in order to protect them from damage or being discolored from dirt or soil.

(a) 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 per completion of work, moved back to all gravesites by the Contractor. Prior to removal, the Contractor shall verify the numbering sequence and location of the headstone and associated decorations.

(b) Headstones will be removed from their sockets by using wooden and/or metal clamps. If metal clamps are used the area that contacts the headstone must 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. In areas where smaller than standard size headstones may occur, coordinate specified measurements and dimensions of required work with the COR. 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.

(c) Raising, realigning and resetting headstones shall be performed in the following manner:

(d) All shallow and correct depth headstone sockets are to be dug to a bottom depth of 21” below finished grade, and then fill material is to be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing for the headstone to set on prior to the installation of the headstone to the required depth so that 24-26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material is to be placed around all sides of the headstones and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and grass seed applied.

(e) Deep headstone sockets are to be filled at bottom with a minimum of 3” of Fill Material added and tamped to full compaction in the bottom of the socket to achieve a bottom depth of 18” below finished grade for the headstone to set on prior to the installation of the headstone to the required depth, so that 24” - 26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material will be placed around all sides of the headstones and thoroughly tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and grass seed applied.

(f) 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”, or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones, unless otherwise directed by the COR. In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers will 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.

(g) For Curved Rows: Headstones shall be set vertically plumb in all directions. In all cases along the arched rows, headstones shall be set vertically and laterally to maintain a uniform and visually symmetrical arch along the rows, and where possible transversely (coordinate with COR), with headstones of other graves. Maximum vertical tolerance of any headstone shall be 1/8” or less from adjacent headstones in the arched row. Maximum horizontal tolerance from the line of the flowing symmetrical arch of the row shall be 1/4”. In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers will be set at proper heights and levels to provide a uniformly flowing transition through the sloped terrain. Completed raised and realigned headstones in all soil and terrain conditions shall be firmly set in place so that the headstones are rigid with no give or play.

(h) 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.

(i) 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.

(j) 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. When this is found to occur, the Contractor shall inform the COR prior to commencing work. All measurements must be adhered to as closely as possible. Headstones will be accurately and precisely reinstalled on the correct gravesites with the utilization of grave plot maps and existing permanent control markers.

(k) The realign crew starts on a row of headstones close to the center of the section to be realigned. 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’ 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.

(l) 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 will 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.

(m) 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”, 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.

(n) The alignment of the headstones should 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. (Note: 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.)

(o) Any upright headstones broken or damaged by the Contractor shall be reported to the 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 must be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at his cost. All grid or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor’s expense.

(p) Curbs, roads, walks, turf, trees, utilities, etc. 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 corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR in writing.

A.4.3 SUNKEN GRAVESITES: The following procedures shall be used when an individual or limited number of gravesites have settled over time and have created an unsatisfactory appearance and maintenance situation. A sunken grave is defined as any gravesite that has receded two inches (2”) from the existing adjacent grave. Standard graves dug and backfilled are approximately five feet (5’) wide and approximately ten feet (10’) long. Holes 2” in depth shall be classified as sunken graves even if entire grave(s) has not receded. The existing turf grass is not to be removed from the gravesite before the backfill / repair process begins.

(a) When backfilling the sunken grave, the Contractor will use cemetery spoils to fill the sunken grave minus the final four inches of the finished gravesite. The Contractor will make sure to remove any large particles, soil clumps or debris (twigs, stones, etc.) from the spoils before backfilling the grave. The grave will be tamped accordingly while backfilling with the final four inches of the sunken grave being filled with clean, high quality topsoil that is to be provided by the Contractor. Topsoil that is provided by the Contractor shall be well graded and of good, uniform quality and shall be free of subsoil, foreign matter, objects larger than one inch in any dimension, toxic substances, weeds or weed seeds, and will have a pH value of not less than 5.5 and no more than 7.5.

(b) Sunken graves will be filled with approved select backfill and tamped with a power / pneumatic tamper within 2” of established grade of the surrounding gravesites. The tamping process will occur both before and after the topsoil is added. Clean topsoil will be added to bring the gravesite to established grade. Sufficient excess soil shall also be provided to account for forced settling and compacting of the filled gravesites. Area should be tamped level after filling the sunken grave with the gravesite being perfectly square once the entire backfill / repair process has been completed.

(c) The disturbed area will then be raked free of stones and any debris larger than one inch (1”) measured in any direction. The area will then be seeded with a grass seed mixture that consists of 40% Kentucky Bluegrass and 60% Perennial Rye Grass. A 10-10-10 NPK starter fertilizer and soil moisture retention product such as Penn Mulch that will help keep the seedbed from drying out will also be applied after the grave has been properly tamped, leveled and squared to match adjacent gravesites. There will be no tire tracks left in the dirt or surrounding turf areas.

(d) After the gravesite has been raked and seeded, the Contractor will lightly water the refilled gravesite to moisten the seedbed.

A.4.2 CLEANING OF HEADSTONES

As there is a separate contract for headstone cleaning that involves the use of power washing, the cleaning process for this contract will only include light scrubbing with water of the headstone to remove any dirt or soil that may accumulate on the headstone during the raise / realignment process.

(a) Cleaning techniques shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etc., and shall be consistent and fully compliant with all applicable Federal, State, County and Town laws, ordinances and regulations.

(b) Clean water shall be used to clean headstones. Cleaning techniques with water shall include, scrubbing and/or rinsing. .

(c) Excessive soil may be removed with plain water and a stiff brush (no wire brushes, bleach, or abrasive cleaners shall be permitted) followed by rinsing with clear water. If water used in cleaning should soften the soil around the base of the headstone so that the headstone is loose, care shall be taken not to tip the headstone out of plumb or alignment.

(d) After raising and resetting, the base of the headstone may have a visible stain or marking from the soil line that will need to be cleaned. Special attention should be given to this area when cleaning the headstone.

(e) Care shall be taken to protect the turf area from damage. Any turf damaged by the Contractor shall be restored at Contractor's expense.

A.5 GENERAL PARAMETERS

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover, will not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(e) The Contractor shall be aware of performance requirements necessary to meet contract specifications and deadlines. If the Contractor's work force is unionized, the Contractor will ensure the labor agreement has a “no-strike” provision to ensure Government contract requirements are met.

(f) Cooperation with other Contractors: 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 other Contractors and with Government employees.

(g) More than one Contractor may have access to storage areas designated by the COR. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

(h) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf area except as provided in this contract to raise and realign and clean headstones and markers or as authorized by the COR. The Contractor will be responsible for repairing turf damage caused by the Contractor during all weather conditions that is deemed excessive by the COR at no additional cost to the government.

(i) The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(j) At the end of each day, the Contractor shall remove all debris from the cemetery site and store excess soil resulting from work to an area designated by the COR. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

A.6 RESPONSIBILITIES

All contract administration matters will be handled by the Government Contracting Officer. The Contracting Officer's Representative for the contract will be designated in a separate letter to the Long Island National Cemetery Director and/or designee.

A.6.1 STANDARDS OF EMPLOYEE CONDUCT

Contractor and contractor personnel are 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. Section 218. Contractor and Contractor Personnel --

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

(b) Shall not engage in loud or boisterous behavior or use profane or abusive language. Will show proper reverence during committal service.

(c) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

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

(e) SMOKING is not permitted in any buildings within the Long Island National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area.

A.6.2 USE OF CEMETERY FACILITIES

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

(b) The Government will provide limited storage, shop area and utilities. Space offered will be in “as-is" condition. Prior to making any modifications or alterations to the space, Contractor shall obtain written approval from the COR. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and gas utilities at the designated work and storage areas will be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions.

(d) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

(e) Only the Contractor’s equipment, supplies and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on cemetery property without the COR’s approval.

(f) Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

(g) The lodge is off limits except for necessary work such as snow, ice, and other debris removal.

A.6.3 INSURANCE

(a) Workmen's Compensation: The Contractor agrees to procure and maintain for the contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with the laws of the State of New York. The policy shall provide coverage for Public Liability limits of not less than statutory limitations if more than one person is involved.

(b) Evidence Of Coverage

(i) Before commencing work under the contract, the Contractor shall furnish to the Contracting Officer a “Certificate of Insurance” indicating the coverage outlined in this Section A.6.3.

(ii) The insurance certificate shall also contain an endorsement to the effect that cancellation of any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished to the Contracting Officer.

(c) Contractor's Responsibilities

(i) The Contractor shall obtain all necessary licenses and permits necessary to perform the work involved and will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor is responsible for any injury or damage during the performance of this contract including injury to himself/herself, his/her employees, or others.

(ii) Contractor shall be liable for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees' fault or negligence.

(iii) The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of New York.

(d) Liability & Indemnification

(i) The Contractor shall take all necessary precautions to prevent damage to headstones, markers, monuments, flower vases and other cemetery structures during execution of this contract. The Contractor shall be charged current replacement costs for headstones or other property damaged because of actions by Contractor personnel.

(ii) It is agreed and understood that there is no limitation on the Contractor’s liability. In no event shall the Government indemnify and hold harmless the Contractor from any and all damages, expenses or harm incurred by the Contractor, or from any and all damages, expenses, or claims, which may arise from third party claims.

(iii) The Department of Veterans Affairs, shall indemnify and hold harmless the Contractor from and against any and all claims, demands, damages, liabilities or causes of action resulting from the negligent acts or omissions of the Department, its agents, and employees, acting within the scope of their Federal employment, arising from the performance of this contract.

(iv) Contractors shall provide proof of insurance, licenses and permits required for contract performance within ten (10) days of receipt of notification of contract award.

A.6.6 SUPERVISION & TRAINING

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

(b) 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.

(c) 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.

A.7 SPECIAL CONTRACT REQUIREMENTS

A.7.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) The VA Contracting Officer will delegate one (or more) representatives to serve as the Contracting Officer’s Representative (COR). The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Placing orders for services.

(iii) Verification / certification of payments to the Contractor for services rendered.

(iv) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(c) All administrative functions remain with the Government Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

A.7.2 SITE MANAGER

(a) The Contractor shall provide a “Site Manager” who will be responsible for the following:

(i) Directing, overseeing and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and interment activities.

(iii) Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(b) To cause the least possible interference with cemetery activities, contract personnel will stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony.

(c) The Site Manager will re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

(d) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

(e) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

(f) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Representatives.

A.7.3 FEDERAL HOLIDAYS

All work required under this contract will be done during normal cemetery hours of operation. With the exception of Memorial Day and Veterans Day, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays:

(END OF WORK STATEMENT)

ATTACHMENT – A

ATTACHMENT – B

Initial Headstone/Marker Raise & Realign Survey

Station Number: __________ Date: __________

Cemetery: _______________ Cemetery Director: __________________

Contracting Officers Representative: __________________

Instructions: The Contracting Officer’s Representative (COR) /Cemetery Director/Cemetery Foreman/ Work Leader/designee MUST conduct an initial survey of ALL headstones/markers included in the scope of work (SOW) before any work is performed. The COR/Cemetery Director/Cemetery Foreman/Cemetery Work Leader/designee will use the Burial Register Report and the Gravesite Layout Map(s) for the initial survey.

Discrepancy/Issue Identified: Y/N _________ Date: ___________________

All discrepancies/issues resolved Y/N__________ Date: ___________________

I certify that the Initial Headstone/Marker verification survey was completed by the COR/Cemetery Director/Foreman or Work Leader/designee. The Burial Register Report and the Gravesite Layout Map for the cemetery and sections listed in the SOW were used to complete the survey.

COR/Director/Foreman/Work Leader/designee Signature: _______________________

Date: ________

Prior to the completion of the workday, a Daily Headstone/Marker R&R Verification Survey MUST be completed by the COR/Cemetery Director/Cemetery Foreman/Work Leader/designee utilizing the same Burial Register Report and Gravesite Layout Map as used in the initial survey for ALL completed work.

ATTACHMENT – C

Daily Headstone/Marker Raise & Realign Verification Survey

Station Number: ______ Date: __________

Cemetery: _______________ Cemetery Director: ________________

COR: _________________

Instructions: Prior to the completion of the workday, the Cemetery Director/COR/Foreman/Work Leader/designee MUST perform a re-verification survey for ALL completed work of headstones/markers included in the scope of work. The Cemetery Director/COR/Foreman/Work Leader/designee will use the original Burial Register Report and Gravesite Layout Map used for the Initial Verification Survey.

List Sections and Headstones/Markers R&R: _______________________________

List discrepancy/issue: _________________________________________________

All discrepancies/issues resolved: Y/N ______

Cemetery Director/COR/Foreman/ Work Leader/designee informed MSN Director and Contracting Officer of all unresolved discrepancies/issues: Y/N _______

By signing below, I certify the Headstone/Marker re-verification survey was completed.

Daily Headstone Verification:

Date: __________ Time Completed: ______________

COR/Director/Foreman/Work Leader/designee Signature: _____________________ image1.jpeg