36C78619R0001-027.rtf

SUPPLIES OR SERVICES AND PRICES/COSTS

PRICE SCHEDULE: The Contractor shall furnish all labor, equipment, materials and supplies necessary to provide Grave Excavation, Backfill & Interment Preparation Services to the Hampton National Cemetery located at Cemetery Road & Marshal Avenue, Hampton, VA 23669.

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 Hampton National Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements:

Janice Hill, Cemetery Director .................................. (757) 723-7104 (Office) .................................. (757) 728-3144 (Facsimile)

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.

The VA will award a single requirements type contract. The period of performance shall be from Date of Award through September 30th, 2009, with four (4) one-year renewal options. Services shall be provided in accordance with contract requirements including all schedules, specifications, terms and conditions of the contract.

Estimated Quantities: VA National Cemetery anticipates ordering and the Contractor furnishing the quantities & types of services stated in the Price Schedule. The Government, at its sole discretion, reserves the right to increase or decrease estimated quantities based on current cemetery workload. Except as this contract may otherwise provide, if the Government's requirements result in decreased or increased estimated quantities, that fact shall not constitute a basis for an equitable price adjustment.

Base Year: Date of Award through September 30, 2019

CLIN

Description Est Qty Unit Unit Cost Total Cost Excavate, backfill and prepare for approximately forty-five (45) casketed second interments annually.

Ea.

Excavate, backfill and prepare for approximately forty-five (45) cremations.

Ea.

Set-up greens, chapel tent and six (6) chairs for approximately eighty (80) funerals annually.

Ea.

GRAND TOTAL EST. COST:

Option Year I: October 1, 2019 through September 30, 2020

CLIN

Description Est Qty Unit Unit Cost Total Cost Excavate, backfill and prepare for approximately forty-five (45) casketed second interments annually.

Ea.

Excavate, backfill and prepare for approximately forty-five (45) cremations.

Ea.

Set-up greens, chapel tent and six (6) chairs for approximately eighty (80) funerals annually.

Ea.

GRAND TOTAL EST. COST:

Option Year II: October 1, 2020 through September 30, 2021

CLIN

Description Est Qty Unit Unit Cost Total Cost Excavate, backfill and prepare for approximately forty-five (45) casketed second interments annually.

Ea.

Excavate, backfill and prepare for approximately forty-five (45) cremations.

Ea.

Set-up greens, chapel tent and six (6) chairs for approximately eighty (80) funerals annually.

Ea.

GRAND TOTAL EST. COST:

Option Year III: October 1, 2021 through September 30, 2022

CLIN

Description Est Qty Unit Unit Cost Total Cost Excavate, backfill and prepare for approximately forty-five (45) casketed second interments annually.

Ea.

Excavate, backfill and prepare for approximately forty-five (45) cremations.

Ea.

Set-up greens, chapel tent and six (6) chairs for approximately eighty (80) funerals annually.

Ea.

GRAND TOTAL EST. COST:

Option Year IV: October 1, 2022 through September 30, 2023

CLIN

Description Est Qty Unit Unit Cost Total Cost Excavate, backfill and prepare for approximately forty-five (45) casketed second interments annually.

Ea.

Excavate, backfill and prepare for approximately forty-five (45) cremations.

Ea.

Set-up greens, chapel tent and six (6) chairs for approximately eighty (80) funerals annually.

Ea.

GRAND TOTAL EST. COST:

SUMMARY GRAND TOTAL ESTIMATED COST (Base + All Opt. Yrs.):

(End of Price Schedule)

DESCRIPTION I SPECIFICATION I WORK STATEMENT

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 125 National Cemeteries in 39 states 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.

Hampton National Cemetery is located in Hampton Virginia. Cemetery Grounds encompass 27.1 acres of land and is closed to new interments. Though the cemetery is closed to new interments, it receives visitors and standards of maintenance and appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention it receives from the public, strict adherence to contract specifications 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.

SCOPE

Contractor shall furnish all labor, equipment, materials and supplies necessary and incidental to the provision of Grave Excavation, Backfill & Interment Preparation Services to the Hampton National Cemetery including the Phoebus addition located at Cemetery Road & Marshal Avenue and Phoebus on County Street, Hampton, VA 23669. Work shall be performed in strict accordance with all terms, conditions, specifications, schedules and drawings.

Work consists of excavating, backfilling and preparing for interments, installation of new and replacement headstones, and setting-up greens, chapel tents and chairs for funeral services. On an annual basis, Hampton National Cemetery conducts approximately 45 casketed second interments and 45 cremations. The Cemetery Director and/or designee (hereon COR) shall notify the Contractor no later than the close of business of the day prior to each second interment.

INTERMENT PROCEDURES

All gravesite excavation shall be completed no later than a minimum of one (1) hour prior to the interment service and shall be in presentable condition for viewing by the next of kin within two (2) hours after the interment service.

It shall be the responsibility of the COR to notify the Contractor of any underground utilities near gravesite excavation.

Each grave shall measure 5 ft x 9 ft unless otherwise advised by the COR and shall be excavated to 5 ft or 7ft depending on the number of interments in the grave. Graves to receive cremated remains shall be 18 inches wide by 18 inches long by 3 ft deep. The COR shall advise the Contractor of the required depth, width and length prior to any excavation operation or whether the interment shall be side-by-side.

When a grave is opened to receive a second interment and is found to be of insufficient depth to permit the second interment, the remains of the first interment shall be removed and the grave deepened to accommodate both interments. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

Sod must be removed from the gravesite prior to excavation and shall be reused on the gravesite. Any excess backfill shall be hauled and dumped at the spoils pile and away from the cemetery when a sufficient amount has been accumulated for a full dump truck load.

When a grave is opened by the Contractor using power equipment and it is necessary to remove the headstone, it shall be done by the Contractor and subsequently replaced. Some areas, due to location, size and weather conditions, may prevent the use of machinery to excavate graves. In these instances, the Contractor shall be required to manually excavate the grave.

If the excavation is 5 ft or deeper, Contractor personnel shall be prohibited from entering into the hole until the sides of the grave are shored in a manner which shall preclude the sides from caving in.

If grave has an existing headstone, it shall be removed and carefully placed in an area near the gravesite and covered with a mound cover or grass greens and re-set by the Contractor after the grave is backfilled.

After backfilling is complete and sod is replaced, sod shall be watered thoroughly.

A temporary marker shall be placed at the grave by the COR.

All floral bouquet arrangements, etc., left at the gravesite by the Funeral Party shall be neatly arranged upon the grave by the Contractor.

Contractor shall use, and transport from section to section within the Hampton National Cemetery, as necessary, a casket carrier or a cremation stand for interment services. The Contractor shall be responsible for transporting remains from the cemetery’s committal area to the grave. All caskets shall be lowered using a casket-lowering device provided by the VA. Only in those instances when, in the judgment of the COR, use of the casket lowering device would create a hazard, casket lowering shall be accomplished manually with hand-held straps.

The government shall provide set-up greens, chapel tent and approximately 6 chairs for each interment service. Set-up greens, chapel tent and chairs shall be clean, dignified and suitable for an interment service and similar to those used throughout the cemetery industry.

ALL HEADSTONES THAT ARE SOILED DURING GRAVE EXCAVATION SHALL BE CLEANED PRIOR TO THE SCHEDULED INTERMENT. All headstones that are soiled during backfilling shall be cleaned prior to departing for the day.

The Contractor shall lower flag to half-staff (½ ) hour before interment, and raise flag to full staff (½) hour after interment.

Tamping Procedure In Refilling Graves

When the casket has been lowered into the ground or set in a graveliner and the lid closed, sand is placed in the opening (if sand is not available, silt loam or screened sub-soil can be used). The material is then shoveled into the voids between the casket(s) and the sides of the grave. A wooden stud is used to tamp the soil to obtain compaction. It is preferable that the filling material be slightly moist to obtain better compaction. The procedure is followed until the material is compacted to the level of the casket or liner.

The excess sub-material from the grave is then placed to a depth of 2 feet. This material is tamped by either an electrical, gas or manual hand-operated tamper. The material is also tamped at this point, consideration has to be given to whether the gravel is to be seeded or sodded. If existing sod is suitable as determined by the COR, the grave shall be sodded. If existing sod is not suitable as determined by the COR, it shall be seeded. If it is to be seeded, the soil should be level with the existing grade. If it is to be sodded, the soil should be lower than the existing grade so that when the area is sodded, the sod shall blend with the surrounding sod. The Contractor shall be responsible for providing all topsoil.

Strict adherence to this method in backfilling gravesites shall reduce the settlement of soil thereby reducing maintenance costs.

Attachments & Diagrams

Diagrams and specifications contained in Attachment - A (Raise, Realign, & Reset Upright Headstones and Markers) and Attachment - B (Burial & Interment Specifications) are furnished to assist the Contractor in performance of the services required. As site conditions may greatly differ from cemetery to cemetery, any inconsistencies between the contract specifications and Attachments A and/or B (i.e., realigned headstone height, width/depth of interment, etc.) shall be resolved by giving precedence to the contract specification or specific directions provided by the COR.

A.6 GENERAL PARAMETERS

The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover, shall 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.

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 shall ensure the labor agreement has a “no-strike” provision to ensure Government contract requirements are met.

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.

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.

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 shall 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.

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.

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.7 RESPONSIBILITIES

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

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 --

Contractor employees 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. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA.

Contractor employees shall present a neat / professional appearance and maintain personal hygiene. (i.e., clean shaving, facial hair properly trimmed, clean work clothes, etc.).

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

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.

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

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

USE OF CEMETERY FACILITIES

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.

If available, the Government shall provide shop area and utilities. Space offered shall 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.

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 shall 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.

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.

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.

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

INSURANCE

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 Virginia. The policy shall provide coverage for Public Liability limits of not less than statutory limitations if more than one person is involved.

Evidence Of Coverage

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

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.

The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Virginia.

Liability & Indemnification

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.

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.

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.

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

SUPERVISION & TRAINING

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

The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

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.

SPECIAL CONTRACT REQUIREMENTS

REPRESENTATIVES OF THE CONTRACTING OFFICER

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 shall be in writing and shall 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.

The VA Contracting Officer shall delegate one (or more) representatives to serve as the Contracting Officer’s Technical 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:

Providing contract oversight and technical guidance to the Contractor.

Placing orders for services.

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

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.

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.

SITE MANAGER

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

Directing, overseeing and coordinating the work involved.

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

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.

To cause the least possible interference with cemetery activities, contract personnel shall 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.

The Site Manager shall 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.

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.

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 shall 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 shall 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.

Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall 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 Technical Representatives.

FEDERAL HOLIDAYS

All work required under this contract shall 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)