36C78619R0001-008.docx

SUPPLIES OR SERVICES AND PRICES / COSTS

PRICE SCHEDULE: The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide complete grounds maintenance services at the Salisbury Historic National Cemetery, located at 202 Government Road, Salisbury, North Carolina 28144. Services provided under this contract include the following:

· Turf fertilization, pre / post -emergent crabgrass and broadleaf weed control

· Mowing services (including trimming, edging)

· Trash & debris removal

· Headstone setting, headstone raise & realign, headstone bump & run & headstone cleaning

· Sodding of newly dug & refilled graves

· Repairing sunken graves

· Unloading of blank headstones

· Fall Leaf Removal

· Maintenance of all cemetery planting beds

· Deadwood pruning & removal of trees

· Snow & ice removal

· Placement & removal of flags at gravesites for Memorial Day.

· Placement & removal of Avenue of Flags for Memorial Day & Labor Day

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

SITE VISIT: Offerors or quoters are urged and expected to inspect all sites 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 a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Salisbury Historic National Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements:

Steve Fezler – Director, Salisbury National Cemetery……………………………… (704) 636-2661 Tim Blume, Foreman, Salisbury National Cemetery................................................ (704) 636-2661 Allison Gennusa, Program Support Assistant - Salisbury National Cemetery……… (704) 636-2661 Facsimile #.................................................................................................................................. (704) 636-1115

All services described in the Work Statement, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work. The VA will award a single requirements type contract. The period of performance is from October 1, 2018 (or date of award / whichever is sooner) through September 30, 2019, with four (4) one year renewal options.

SALISBURY HISTORIC NATIONAL CEMETERY

Base Period: October 1, 2018 of from Date of Award thru September 30, 2019

Qty.

GROUNDS MAINTENANCE SERVICES

INTERMENT SERVICES

HEADSTONE CLEANING & MAINTENANCE

TURF MAINTENANCE (FERTILIZATION / HERBICIDE APPLICATIONS / AERATION)

This application will be a pre-emergent control for annual weed grasses focusing mainly on crab grass and will be applied in granular form per manufacturers recommended label rate. The product to be used will be specified for safe use on Celebration Bermuda turf grass.

JANITORIAL SERVICES

PLACEMENT & REMOVAL OF FLAGS AT GRAVESITES / AVENUE OF FLAGS

ON CALL EMERGENCY STORM DAMAGE / STUMP REMOVAL

SALISBURY HISTORIC NATIONAL CEMETERY

Option Year I: October 1, 2019 of from Date of Award thru September 30, 2020

Qty.

GROUNDS MAINTENANCE SERVICES

INTERMENT SERVICES

HEADSTONE CLEANING & MAINTENANCE

TURF MAINTENANCE (FERTILIZATION / HERBICIDE APPLICATIONS / AERATION)

This application will be a pre-emergent control for annual weed grasses focusing mainly on crab grass and will be applied in granular form per manufacturers recommended label rate. The product to be used will be specified for safe use on Celebration Bermuda turf grass.

JANITORIAL SERVICES

PLACEMENT & REMOVAL OF FLAGS AT GRAVESITES / AVENUE OF FLAGS

ON CALL EMERGENCY STORM DAMAGE / STUMP REMOVAL

SALISBURY HISTORIC NATIONAL CEMETERY

Option Year II: October 1, 2020 of from Date of Award thru September 30, 2021

Qty.

GROUNDS MAINTENANCE SERVICES

INTERMENT SERVICES

HEADSTONE CLEANING & MAINTENANCE

TURF MAINTENANCE (FERTILIZATION / HERBICIDE APPLICATIONS / AERATION)

This application will be a pre-emergent control for annual weed grasses focusing mainly on crab grass and will be applied in granular form per manufacturers recommended label rate. The product to be used will be specified for safe use on Celebration Bermuda turf grass.

JANITORIAL SERVICES

PLACEMENT & REMOVAL OF FLAGS AT GRAVESITES / AVENUE OF FLAGS

ON CALL EMERGENCY STORM DAMAGE / STUMP REMOVAL

SALISBURY HISTORIC NATIONAL CEMETERY

Option Year III: October 1, 2021 of from Date of Award thru September 30, 2022

Qty.

GROUNDS MAINTENANCE SERVICES

INTERMENT SERVICES

HEADSTONE CLEANING & MAINTENANCE

TURF MAINTENANCE (FERTILIZATION / HERBICIDE APPLICATIONS / AERATION)

This application will be a pre-emergent control for annual weed grasses focusing mainly on crab grass and will be applied in granular form per manufacturers recommended label rate. The product to be used will be specified for safe use on Celebration Bermuda turf grass.

JANITORIAL SERVICES

PLACEMENT & REMOVAL OF FLAGS AT GRAVESITES / AVENUE OF FLAGS

ON CALL EMERGENCY STORM DAMAGE / STUMP REMOVAL

SALISBURY HISTORIC NATIONAL CEMETERY

Option Year IV: October 1, 2022 of from Date of Award thru September 30, 2023

Qty.

GROUNDS MAINTENANCE SERVICES

INTERMENT SERVICES

HEADSTONE CLEANING & MAINTENANCE

TURF MAINTENANCE (FERTILIZATION / HERBICIDE APPLICATIONS / AERATION)

This application will be a pre-emergent control for annual weed grasses focusing mainly on crab grass and will be applied in granular form per manufacturers recommended label rate. The product to be used will be specified for safe use on Celebration Bermuda turf grass.

JANITORIAL SERVICES

PLACEMENT & REMOVAL OF FLAGS AT GRAVESITES / AVENUE OF FLAGS

ON CALL EMERGENCY STORM DAMAGE / STUMP REMOVAL

(End of Price Schedule)

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 BACKGROUND

Historic Salisbury National Cemetery was established as a National Cemetery in 1863. Original burials were 11,700 unknowns and 3 known Union prisoners of war buried in tiers in 18 trenches, 140’ long. The cemetery is listed on the National Register of Historic Places and is a satellite cemetery under the supervision of the Director and staff of the Salisbury National Cemetery which is located at 501 Statesville Boulevard, Salisbury, NC. 28144.

Historic Salisbury National Cemetery is a National Shrine that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery conducts both casketed and cremation burials, receiving many visitors therefore, standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each national cemetery receives from the public, strict adherence to contract specifications, terms and condition is essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

A.2 CONTRACT DEFINITIONS / ACRONYMS

(a) Business Hours & Days of Operation: Normal cemetery business hours / days of operation are 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays.

(b) Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer shall delegate one or more representatives to serve as the Contracting Officer’s Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include certification of invoices, placing orders for service, providing technical guidance to the Contractor and overseeing technical aspects of the contract.

(d) Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(e) Contractor: The term “Contractor” as used herein refers to the prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions and provisions.

(f) National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance. A copy of NCA Operational Standards shall be provided to the Contractor by the COR.

(g) NCA Turf & Landscape Handbook 3420: Outlines procedures for the proper establishment and care of turf-grass in VA National Cemeteries. A copy of the handbook shall be provided to the Contractor by the COR.

(h) Applicable Publications: Every contractor and subcontractor shall comply with the Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

A.3 GENERAL REQUIREMENTS

(a) Contractor shall furnish all supervision, labor (minimum of two employees onsite at all times to properly conduct grounds maintenance operations), materials, tools, supplies and equipment necessary to provide cemetery interments and grounds maintenance services at the Historic Salisbury National Cemetery as specified herein.

(b) All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday thru Friday). Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends at the discretion and approval of the VA Contracting Officer’s Representative (COR). Contractor may make a written request to the COR to work outside of the normal work hours when needed to carry out the specifications of this contract.

(c) Place of Performance:

A.4 TECHNICAL SPECIFICATIONS

The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.4.1 GRAVE EXCAVATION & BACKFILLING OF CASKETED REMAINS

Upon receiving notice of an interment/inurnment, the contractor has the responsibility to obtain instructions from the COR, cemetery director or cemetery-designated personal (CDP) prior to opening a gravesite. The contractor has the responsibility to review and confirm with the CDP that the contractor has been provided accurate mapping documentation for the opening/closing of the interment/inurnment and the setting of the temporary marker.

The contractor has the responsibility to validate with the CDP the decedent paperwork provided by the funeral home, next of kin, or representative (and any labeling on the container) to the schedule, Temporary Grave Marker, mapping documentation, and cemetery-prepared casket/container label that confirms the gravesite number/location/depth is accurate and the decedent information is consistent with the gravesite location.

(a) SCOPE: Work consists of excavating and backfilling gravesites. The COR shall notify the contractor one day in advance of any gravesite to be excavated. Contractor shall be compensated for the exact number of interments accomplished.

(b) NCA STANDARDS:

(i) Standard 3.1: Each gravesite is excavated to assure uniformity with other gravesites in that burial section.

(ii) Standard 3.2: Integrity of existing graves, grave markers and other objects around the worksite shall be preserved.

(iii) Standard 3.3: Open graves are identified and protected by guards and markers appropriate to cemetery operations.

(iv) Standard 3.1: Outer burial receptacles awaiting installation are placed in an orderly manner.

(v) Standard 4.1: Committal services are conducted in clean and orderly shelters that provide for the safety, privacy, and special needs of the family.

(vi) Standard 5.1: All remains shall be handled in a manner that assures accurate placement and validation, and causes no damage to the casket or urn.

(vii) Standard 6.1: Each day’s burials are covered, initially groomed, marked and presentable for visitors before close of business each day.

(c) PROCEDURES:

(i) All gravesite excavations shall be completed within a minimum of one (1) hour prior to the interment service, and backfilled within one (1) hour after the interment service. When a grave liner is to be used, gravesite excavation shall be completed to allow the vault to be pre-set in the grave one (1) hour and fifteen (15) minutes prior to the service. The gravesite must be available for visitation within one (1) and one-half (½) hours after the interment service. There will be approximately sixty (60) casketed and forty (40) cremation interments per year

(ii) When notified of an internment, the Contractor will probe the grave to insure that it is deep enough for the second internment. The results of the probe as well as written information on the headstone or marker will be written as shown, front and back and sent to the COR as soon as possible but no later than the close of business on the day notified.

(iii) It shall be the COR’s’ responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavations.

(iv) Gravesites measure approximately 5’ wide x 10’ in length unless otherwise advised by the COR, and shall be excavated to five (5) feet or seven (7) feet, depending on the number on interments. Prior to the start of the interment process, the COR shall advise the Contractor of the required depth, width, and length prior to any excavation operation and/or whether the interment shall be placed side by side.

(v) When a gravesite is excavated to receive a second interment and is found to be of insufficient depth to permit the second interment, the COR shall be notified before any remains are lowered or moved within the gravesite location. The COR shall decide whether the existing remains shall be removed so that the grave can be dug at the proper depth to accommodate both interments or if the second remains shall be placed in the right or left half of the gravesite. The COR shall inform the Contractor on which procedure to follow. Arrangement and payment for the disinterment of remains from previous burials is the COR’s responsibility. Excavating the grave to a greater depth to accommodate an additional interment shall be the responsibility of the Contractor, and is considered as a part of the regular grave excavation price. The COR shall be present and shall be responsible for insuring the gravesite is deepened to accommodate the additional interment. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

(vi) Contractor shall ensure that excess backfill is retained for other grounds operations and removed from the cemetery grounds when storage area is full.

(vii) When the Contractor using power equipment excavates a grave and it is necessary to remove the headstone, it shall be done by the Contractor and replaced as specified by the COR.

(viii) When an excavation is five (5) feet deep or deeper, a worker is prohibited from entering the hole until the walls of the grave are shored in a safe and acceptable method as per OSHA Standards.

(ix) The burial service shall take place at the interment shelter, unless the COR approves a request from the next-of-kin for a gravesite service. After the service, the Contractor shall transfer the remains in a dignified manner to the proper gravesite following all NCA policies. The COR shall approve the mode of transportation for the remains. The Contractor shall be required to lower the casketed remains into the gravesite using a mechanical lowering device in a safe and efficient manner with dignity and without damage to the casket. If any damage occurs to either a casket or grave liner, the Contractor shall reimburse the Government for all incurred costs.

(x) For gravesite services, the Contractor shall neatly set-up greens in an orderly manner. All services shall require seating that shall consist of approximately six (6) to twelve (12) chairs dependant on the forecasted size of the funeral. These items shall be in place at least one (1) hour prior to the burial service.

(xi) The Contractor will arrange twelve (12) chairs with covers at the interment shelter with chairs being stored in the bier for each interment service. The area where the burial service is to take place shall be clean, free of cobwebs, and any other dirt or debris.

(xii) The Contractor shall bring the flag of the United States of America to half staff one half hour before the start of the first committal service and raise it to full staff one half hour after the conclusion of the last committal service each day. The Contractor shall request additional flags from the Government as needed to ensure that the flag being flown is always in a presentable, “like new” condition.

(xiii) The Contractor shall designate a member of his staff to keep visitors away from the open excavation and provide other duties as assigned by the COR.

(xiv) Backfill shall be brought to establish grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of a mechanical tamper. Care shall be taken to fill and compact all voids surrounding the burial case to reduce subsequent ground settlement. Backfill should not be mounded but conform to existing grades. Established turf shall be removed from the gravesite prior to excavation with the use of a sod cutter with the intent for it to be reused on the gravesite once the burial is completed. The Contractor shall be responsible for watering all re-used sod to ensure that it roots properly and that it is maintained in a healthy, vigorous weed free condition. In instances where the sod may not be able to be reused, the gravesite shall be top soiled and seeded in accordance with the procedures outlined in the Lawn Maintenance Applications portion of this contract. Any excess backfill shall be removed at the direction of the COR from the cemetery premises at the Contractors expense.

(xv) When the grave is a second interment, the existing headstone shall be removed and carefully placed in an area near the gravesite and covered with a grass green fabric, then properly disposed of after the service. A temporary marker shall be centered at the head of the gravesite directly against the headstone.

(xvi) The cemetery allows a maximum of (3) three floral bouquets, arrangements etc at the grave. The floral bouquets, arrangements, etc. left at the gravesite by the funeral party shall be neatly arranged upon the grave. Fixtures and stands from floral wreaths shall be removed before placing the wreath flat on the grave.

(xvii) Interment flowers shall be removed three (3) days after the interment and the gravesite fan raked clean of all debris.

(xviii) No grave will be pre-dug the day before a scheduled interment. Any exceptions must be authorized by the COR.

(xix) The Interment Worksheet will be filled out for each step of the interment by the Contractor and faxed the cemetery office as soon as all work has been completed to show completion time line.

(xx) During all scheduled casketed burials, the contractor will have a minimum of three (3) employees’ onsite to be able to move the casket from the committal shelter to the lowering device at the gravesite.

Diagram “D” – The conditions shown in Diagram “D” will occur only rarely and usually when minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family member.

Diagram “E” – When remains are in a small casket, they will 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 second at five (5) feet.

INTERMENT PROCESS/PROCEDURES TO VERIFY ACCURACY

· When the Program Support Assistant/Cemetery Representative is notified of an interment, they will verify the information in BOSS to confirm the site and previous interment.

· Program Support Assistant/Cemetery Representative will forward the interment notice and checklist(s) to the Contractor. This will be completed as soon as possible.

· The Contractor will probe interment site to ensure it is clear and verify that the previous interments in the adjacent sites are not encroaching on the site to be used.

· Contractor will verify…