36C78619R0087-002.pdf

PERFORMANCE WORK STATEMENT (PWS)

TREE MAINTENANCE SERVICES – BEAUFORT NATIONAL CEMETERY

A.1. GENERAL INFORMATION: The Department of Veterans Affairs, National Cemetery Administration intends to award a contract for the procurement of general arboreal maintenance of approximately 303 trees to include crown cleaning, crown thinning, crown restoration crown raising, tree removal and stump grinding.

The primary emphasis during completion of the work shall be to preserve and improve the health of the older growth trees without compromising the safety of the public or cemetery personnel. All work must be done within one 1-year and without disturbing or damaging existing gravesites and must be completed according to the specifications and ANSI A300 (Part 1) –2001 (American National Standard Institute) requirements for tree maintenance pruning.

Period of Performance: September 23, 2019 through September 22, 2020.

A.1.1. Detailed Scope

1. Crown Cleaning: The contractor shall perform crown cleaning on all trees designated for crown cleaning in the Attachments. Crown Cleaning shall meet ANSI A300 standards and shall include selective removal of all dead, dying, and diseased branches from each tree requiring this action. Trees requiring this service range from about 10 feet in height to over 100 feet tall. Branch sizes range from less than ½ inch in diameter to over 10 inches in diameter. In many cases branches must be lowered in a controlled manner to avoid damaging existing gravesites.

2. Crown Thinning: The contractor shall perform crown thinning on all trees designated for crown thinning in the Attachments. Crown thinning shall be conducted in two steps.

The first step shall be the removal live branches to increase light penetration, air movement, and reduce weight. The second step will be general shaping of the crown to balance the removal branches in step one. Crown thinning shall meet ANSI A300 standards and shall include selective removal of all weak branches; water sprouts (suckers) and live branches from each tree requiring this action. Trees requiring this service range from about 10 feet in height to over 80 feet tall. Branch sizes range from less than ½ inch in diameter to over 10 inches in diameter. In many cases branches must be lowered in a controlled manner to avoid damaging existing gravesites.

3. Crown Shaping/Restoration: The contractor shall perform crown restoration pruning to improve the structure, form and appearance of trees, which have been severely headed, vandalized or storm damage identified in the Attachments.

4. Crown Raise: The removal of the lower branches (large and small) of a tree in order to provide clearance of vehicles and allow more sunlight for turf. Branches may be 2 to 20 inches in diameter.

5. Tree Removal: The contractor shall remove all trees designated for removal. Removal shall constitute complete removal, to include grinding of the stump and replacing the disturbed area with topsoil.

A.2. Type of Contract: The work will be done as a Indefinite Delivery/Indefinite Quantity contract. Although this specification provides detailed requirements for all work to be performed, all interested contractors should perform a site visit at the cemetery to ensure they understand the full scope of the work and site conditions. The site visit will afford the contractor sufficient time to make certain that he can determine the exact extent of work required for each tree. Trees were also evaluated for required maintenance, and the data was recorded to form the basis of this contract. This information is presented as Attachments.

A.3. CEMETERY LOCATION: The services will be performed at the following location:

Beaufort National Cemetery, 1601 Boundary Street, Beaufort S.C 29902.

A.4. THE NCA MISSION: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation.

National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, the contractor’s strict adherence to the specifications shall be required and shall be essential.

A.5. INSPECTION OF PREMISES: Offerors should inspect the premises prior to submitting quotes in order to be fully aware of the scope of services required. Failure to do so will not relieve the successful bidder from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government.

A.6. CONTRACTOR DUTIES AND RESPONSIBILITIES:

A.6.1. An International Society of Arboriculture (ISA) certified arborist or experience tree specialist shall serve as the “site manager” for this contract and will be provided by the Contractor for no less than eight (8) hours per day whenever work is being performed -other than trash and debris pick-up.

The site manager must have not less than five (5) years experience as a direct supervisor of a commercial tree maintenance operation that included removal, trimming, and stump removal in industrial, commercial or public sites or will possess a degree in Forestry with a minimum of 5-year experience. The site manager will ensure that all specifications are being met, contract work does not conflict with ceremonies and funerals, and that employees are adequately supervised, and proper conduct is maintained.

A.6.2. Performance Period: The contractor shall complete the work required under this statement of work in 364 days or less from the date of award, unless otherwise directed by the contracting officer. If the contractor proposes an earlier completion date, and the government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail. The work shall begin within 14 calendar days of award. Contractor is to prune three (3) typical trees in the presence of the “Contracting Officer’s Representative” or his representative, at which time a level of acceptability will be established for completion of the balance of the trees to be pruned.

A.6.3. Work Hours: All work shall be performed during the normal working hours (8:00 a.m. to 4:30 p.m.), Monday through Friday, except with the written permission of the COR or his representative(s). When emergency situations are caused by the Contractor, then he/she shall make arrangements with the COR(s) to work on weekends to correct/eliminate the emergency in order to meet the period of performance. Work at the Cemetery shall not take place on Federal holidays. The Government shall not compensate the Contractor for emergency situations caused by the Contractor.

A.6.4. After Normal Hours On-Call/Emergency Situations: The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR(s).

The point-of-contact shall be available on a 24-hour basis during weekends, Federal Holidays and after normal hours of operation. The Contractor is to provide phone, pager and cell phone numbers for emergency and/or after hour’s situations.

A.6.4.1. The Contractor shall respond to all emergency requests within one (1) hour of the initial emergency call. Repairs shall be made as expeditiously as circumstances allow and/or within (24) hours upon initial emergency call. Emergency requests warrant more rapid than routine response in order to safeguard the situation and secure the parameters to a safe condition. The Contractor shall keep the COR(s) fully informed of the situation and what action will be taken to secure and correct the situation.

A.6.4.2. The Contractor shall coordinate with the COR(s) 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. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understand the off-limit areas, which may vary, depending on the event. The site manager can thus assign tasks accordingly 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(s) may then do so.

A.6.4.3. A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided the day prior to the service. The Contractor is solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s). The Contractor shall meet with the COR(s) / Grounds Foreman at the end of each day to determine work completed and ensures that work is on schedule.

A.6.4.4. In the absence of the COR, the Contractor shall meet with the Alternate COR and/or Grounds Foreman of this contract. COR names and phone numbers to be provided upon award of contract.

A.6.4.5. The Contractor may be required when deemed necessary by the COR(s) to attend a meeting with the COR(s) or other Government personnel.

A.6.4.6. The Contractor’s performance will be measured based on how timely and adequately he/she accomplishes and completes the weekly work schedules

A.7. RECORD KEEPING AND REPORTING:

A.7.1. The Contractor's site manager or his designee shall provide the COR(s) with weekly written accurate reports identifying the following: All tree pruning actions to include crown cleaning, thinning, shaping, removal, cabling/bracing etc,). These lists will be provided on not less than a weekly basis and shall identify all of the above work that took place within the previous seven days. The site manager will also provide upon request a plan of action for the upcoming week, regarding what removal and stump grinding shall occur for specific areas.

A.8. REQUIRED DOCUMENTATION: The Contractor shall be responsible for obtaining all necessary and current licenses, permits, vehicular insurance and registration, Workman’s Compensatory Liability Insurance, property liability insurance etc., prior to the start date of this service. The contractor shall provide the Contracting Officer copies of these required documents with his/her proposal. Contractor must provide references past and/or present on jobs where tree pruning was the primary task. At least three (3) references must be provided. Contractor must provide a number of workers who will perform the actual work (pruning) at the cemetery on a daily basis. Also, contractor will provide the name, address and telephone numbers for past performance; also include a statement providing a brief description of the tree pruning that was accomplished if that will help you.

A.9. UTILITY LINES COMPLIANCE: Where pruning/stump grinding/tree removal conflicts with existing utility/service lines (above ground/below ground), the corresponding utility company shall be notified by the contractor. The Contractor shall obtain any necessary permits/ blue prints and cooperate with the utilities company/cemetery staff to avoid any damage or liability and provide a safe work environment for his/her employees.

A.10. PRUNING STANDARDS:

A.10.1. Existing trees to be pruned are listed on the Price/Cost document (Attachment C)

A.10.2. All pruning work will be performed under the supervision of a certified Arborist or experience tree specialist in accordance with these specifications and ANSI A300.

A.10.3. The Contractor is responsible to ensure that all pruning cuts shall be made just outside the collar or shoulder ring (branch bark ridge/swollen trunk collar) close to parent stem so that healing can readily start under normal conditions.

A.10.4. The Contractor is responsible to ensure that when reducing the tree height and spread, he/she shall retain the natural shape of the tree by removing the entire lateral branches back to their point of origin also known as drop crotching or thinning.

A.10.5. The Contractor is responsible to ensure that all limbs one inch in diameter or over must be precut to prevent splitting. All branches and/or tree material 3 1/2" in diameter shall be lowered by proper lowering methods such as using ropes.

A.10.6. The Contractor is responsible to ensure that all trees shall be pruned and shaped to retain the trees natural crown characteristics and patterns.

A.10.7. The Contractor is responsible to ensure that all trees shall have the live branches removed to permit penetration of sunlight and circulation of air through the canopy in conjunction to the esthetic appearance, natural crown characteristics and growth patterns, also known as thinning.

A.10.8. The use of climbing spurs or spiked shoes shall not be permitted except on trees to be totally removed.

A.10.9. Under no circumstances remove more than one-third (1/3) of the crown.

A.10.10. Do not use equipment or practices that would damage bark or cambium beyond the scope of the work. This includes the use of wound paint.

A.10.11. Do not leave cut limbs in the crown of a tree upon completion of pruning, at times when the tree would be left unattended, or at the end of the workday.

A.10.12. Remove dead wood 13 mm (1/2 inch) or more in diameter, branches interfering with or hindering the healthy growth of the trees, and diseased branches with a clean cut.

Cut back or remove branches as necessary to give the trees proper shape and balance.

A.10.13. The Contractor is responsible to ensure that when removing living and/or dead crossed or rubbing branches where practicable, so the removal will not leave large holes in the esthetic appearance, natural crown characteristics and growth patterns of the tree.

A.11. GENERAL PARAMETERS:

A.11.1. The Contractor is responsible to ensure that all work shall be done in a manner that safeguards all VA visitors, employees, and public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees.

Furthermore, the contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

A.11.2. Damage to Government property: Contractors shall be responsible for replacement of any cemetery structure, to include: turf, curb, road pavement, headstone or marker, valve boxes, control markers, sprinkler heads, which is chipped, marred, damaged and/or ruined at the fault of the Contractor. The Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed “COR” prior to repair/replacement/installation.

Contractor shall obtain guidance from contracting officer or their representative on the use of heavy equipment that will be used to prune the trees throughout the cemetery.

A.11.2.1. At the Government's discretion, the Contractor shall either repair or replace the property, or reimburse the Government the full amount for all property damage(s). The Contractor shall be aware that Government property - beyond standard structures and equipment - also includes headstones, monuments, trees, beds, and turf i.e. - wounded trees or scalped turf - as well as headstones - shall be repaired or replaced.

A.11.2.2. Contractors shall be responsible for cleaning any cemetery structure that are soiled or stained as a result of contractor’s performance. The Contractor shall wash-down with water all soiled or stained structures and grounds at the end of each workday. No chemicals are to be used at anytime on Government property. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the “COR” prior to washing/cleaning.

A.11.2.3. At the end of each day the Contractor shall remove all debris (including all tree branches and limbs) from the cemetery site resulting from the tree work on a daily basis.

The Contractor shall ensure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The Government shall not provide receptacle(s) for disposal of debris related to this contract.

A.11.2.4. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor for the protection, safety, and warnings all pedestrians and vehicular traffic within the area.

A.11.2.5. The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, needing any direction, it shall be provided by the COR(s). The Contractor is responsible for reporting to the COR(s) any problems or questions that may arise with any other personnel on site during the period of performance of this contract.

The Contractor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather will leave it to the COR(s) to resolve the issue.

A.11.2.6. The Contractor shall not operate trucks, tractors, and other heavy equipment on any turf or interment area except when authorized in writing by the COR(s).

A.12. WORK ENVIRONMENT: All work under this service contract will be performed primarily out-of-doors and personnel performing these services will be exposed to wind, sun, cold, dampness, frost, fog and rain. These conditions, may, at times, be extreme.

The contractor shall take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. Inclement weather will not be considered an excusable delay in meeting specifications. The Contractor shall work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines, at no additional cost to the Government.

A.12.1. Due to the sensitive mission of the cemetery, the work often requires contact with, and exposure to, grieving individuals. Contractor personnel must exercise and exhibit absolute decorum, composure and stability at all times.

A.13. CONTRACTOR-FURNISHED ITEMS:

A.13.1. The contractor is responsible for supplying all equipment, personnel, tools, supplies and materials to perform these services. Including portable restroom facilities if these facilities are not available on cemetery grounds.

A.13.2. Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained and operated by the contractor and shall be consistent and fully compliant with all applicable Federal, State, County, City laws, ordinances and regulations.

A.13.3. Materials and supplies procured for the performance of the contract by the contractor shall be consistent and fully compliant with all applicable Federal, State, County, and City laws, ordinances and regulations.

A.13.4. The contractor is responsible for the supply, maintenance and repair of all contractor-owned equipment. This includes, minor maintenance/repair and minor operating parts for equipment such as lubrication, oil changes, spark plugs, gaskets, cotter pins/keys, electric extension cords, etc., to keep all equipment in good operational condition throughout the period of performance of this contract.

A.13.5. The Contractor is responsible for ensuring that all of his/her motor vehicles and equipment meet State’s inspection, safety, licensing, registration, and insurance requirements.

A.13.6. In case the Contractor requires water and/or electricity to perform these services, the Contractor shall provide and maintain at his/her expense, the necessary service lines from the Government outlets if available to the site of work in order to accomplish these services. The “hook-ups” to the work site may require the Contractor to run electrical cords or water hoses.

A.13.7. The contractor shall provide his/her own REFUSE FACILITIES. The contractor is required to dispose of all debris and other waste materials generated by his/her work at a licensed off-site landfill unless otherwise directed by the COR (S) The Government shall not provide receptacles for disposal of debris as a result of the services provided under this contract.

A.14. CONTRACTOR CONDUCT: Contractor personnel shall:

A.14.1. Be required to adhere to the following standards of dress, conduct, supervision and training while performing work on Government property. It shall be subject to immediate enforcement action by the Contracting Officer if these standards are not adhered to during the period of performance of this contract. Contractor shall be responsible for training and safety precautions prescribed by OSHA regarding safety equipment and devices.

A.14.2. Be fully clothed at all times, to include upper garment to cover body from the waist to the neck and long pants or slacks. Garments, which have a message, slogan or printing of any kind other than the Contractor’s business attire, are prohibited. Uniforms are acceptable.

A.14.3. Maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas. Matching uniforms for all employees are required.

A.14.4. The Contractor shall not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at anytime on Government premises. Playing radios and/or electronic games/devices smoke or chew tobacco products, shall only be done at lunchtime and in a designated work area. Due to the sensitive mission of the cemetery, Contractor employees will come into daily contact with grieving individuals, therefore Contractor employees will exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from cemetery visitors shall be politely referred to Government cemetery staff. Gratuities of any kind are strictly prohibited.

A.14.5. Consume food and beverage only within areas designated by the COR(s).

Intoxication, and violence or criminal acts of any kind will not be tolerated - and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited.

A.14.6. Contractor employees shall only take breaks/rest periods and lunch breaks at areas designated by the COR(s), not in the field. The Government will provide restroom facilities if available at areas designated by the COR(s). If restroom facilities are not available, the contractor is responsible to secure a portable facility. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.

A.14.7. The Contractor shall be responsible to ensure that his/her employees are aware of all the terms and conditions set forth above in this solicitation package regarding their performance and conduct during the performance period of this contract.

A.15. LABOR FORCE AND EQUIPMENT. The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications.

Inclement weather - other than prolonged rainfall is not an excuse for not 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 use any additional resources necessary to meet or return to specify work requirements after an event such as Memorial Day and Veterans Day. The

Contractor shall determine the number of employees and the amount and kinds of equipment needed throughout the year.

A.16. SAFETY/SAFE: Matters related to safety, and any actions of the Contractor, must meet all safety requirements of the National Cemetery's Safety Officer, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer of the National Cemetery.

A.17. Submittals

A.17.1. Licenses/Certification: The Contractor shall comply with all State, Local and federal licenses/certifications required to perform the work.

A.18. Applicable Publications

A.18.1. The publications listed below, form a part of this specification to the extent referenced. The publications are referenced in the text by basic designation only.

A.18.1.1. American National Standards Institute (ANSI) Publications: ANSI A300: Tree Care Operations-Pruning, Trimming, Repairing Maintaining Removing Trees and Cutting Brush- Safety Requirements

A.19 RESTORATION AND CLEAN-UP: Remove excess and waste material daily. In areas where planting and turf work have been completed, clear the area of all debris, spoil piles and containers. Where existing or new turf areas have been damaged or scarred during planting and construction operations, restore disturbed area to their original condition. Keep at least one paved pedestrian access route and one paved vehicular access route to each building and burial section clean at all times. Clear all other paved areas when work in adjacent areas is completed.

A.6. CONTRACTOR DUTIES AND RESPONSIBILITIES: