36C78620Q0203-006.pdf

General Information

a) Title Of Project: Cemetery Headstone Install or Replace, Raise and Realign, and Cleaning Maintenance Services

b) Scope of Work: The contractor will provide all resources necessary to accomplish the deliverables described in this Performance Work Statement, except as otherwise specified.

a) This is a service contract for cemetery headstone services at the Ohio Western Reserve National Cemetery, Seville, OH and hereafter referred to as “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities described herein, which are required to maintain an acceptable appearance of the cemetery headstones.

b) National cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration to reflect this nation's concern and respect for those interred there. The National Cemetery Administration (NCA) mission: the NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation.

c) Background:

a) The Ohio Western Reserve National Cemetery is located at 10175 Rawiga Road, Seville, OH 44273. The phone number is (330)335-3069.

b) Site features consist of preset and conventional casket sections.

c) The cemetery’s anticipated burial rate is 2500-3000 per year.

d) National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications is required as well as National Cemetery Administration standards.

d) Performance Period: The term of this contract will be for a period from Award Date- through September 30, 2019 plus 4, One-year options, if exercised. Contractor will submit an invoice at the end of each month. Delivery of all items under this contract is FOB Destination and is subject to inspection and acceptance by the NCA Contracting Officer’s Representative (COR).

e) Type Of Contract: Firm Fixed Price

B. Contract Award Meeting

a) The contractor will not commence performance of the tasks in this Performance Work Statement until the contracting officer has conducted a “kick-off” meeting or has advised the contractor that a “kick-off” meeting is waived.

C. Specific Mandatory Tasks and Associated Deliverables:

a) Description of Tasks and Associated Deliverables: The contractor will provide the specific deliverables described below within the performance period stated in Section C thru F and Attachments A thru E of this Performance Work Statement.

b) NCA Standards and Measures:

a) Standard 6.1: Daily grounds maintenance activities do not detract from the dignity and solemnity of the cemetery.

(1) Measure 6.1: The number of complaints that are received as a result of operations, noise, equipment, etc. that intruded on the visitor’s experience.

(2) Target 6.1: 0 complaints.

b) Standard 6.2: All areas where cemetery operations have been conducted are neat, clean and free of debris and equipment at the end of the workday.

(1) Requirement 6.2a: Debris, equipment, tools and supplies are removed at the conclusion of each task or at the end of the workday.

(2) Requirement 6.2b: Roads, walkways, shelters and burial sections are free of grounds maintenance debris by the end of the workday.

(3) Target 6.2: 100% compliant.

c) Description of Services:

a) The contractor will provide all personnel, equipment, tools, supplies, supervision, and other items and services necessary to ensure that total cemetery maintenance is performed at Ohio Western Reserve National Cemetery in a manner that will maintain the headstone schedule required by NCA Standards.

b) Services include, but are not limited to the alignment and washing of headstones, headstone installation and maintenance.

c) All work will be done during normal Federal workdays. Contractor will accomplish all work in accordance with the technical specifications that have been provided as Attachments A through E to this solicitation.

Overall work will conform to the NCA Operational Standards and Measures.

d) The Contractor will be responsible for:

(1) Headstone Maintenance; Headstone setting, cleaning, correction of headstone misalignment (raise and realign) and headstone replacements, including pulling and setting R2's. (R2’s are headstones that replace the original headstone when the second decedent is interred).

e) Provide a safe working environment for Contractor, cemetery staff and general public.

f) Ensuring all work conforms to the NCA’s established National Standards.

d) Standards of Employee Conduct:

a) Contractor and Contractor personnel will be 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., Part I, Chapter 9, Section 901.

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

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

(3) Will neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in sight of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(4) Contractor personnel will 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.

(5) The only designated smoking area for contract personnel of the Ohio Western Reserve National Cemetery is located by the maintenance building. All other areas are designated as NO SMOKING.

(6) Contracted personnel are required to report the damaging of any cemetery facility, equipment, grounds or headstones to the COR as soon as occurs.

e) Parking and VA Regulations:

a) Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited.

Enclosed containers, including tool kits, will be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

b) All contractor personnel operating vehicles on government property must possess a valid state driver’s license.

f) Use of Cemetery Facilities:

a) The Government will not be responsible for any loss, damage, or theft of Contractor items. Contractor will be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

b) The Government will not furnish a storage building at the cemetery site for use by the Contractor to store supplies and equipment. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor will be responsible for maintaining fire extinguishers and other safety equipment.

c) The Contractor will be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals, with a copy provided to the COR, pesticides, herbicides and cleaning solutions.

Additionally, copies of pesticide applicators license (if required) will be provided to the COR.

d) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area.

However, government will provide all electricity and water used on and for the cemetery facility.

e) Contractor employees will not be allowed to use cemetery staff or public restrooms. Contractor must provide restroom facilities for their employees. COR will determine location of Porta Pot

g) Inspection and Cleaning of Cemetery Facilities:

a) The Contractor will perform a daily inspection. During this inspection the appearance of the cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or his representative (COR).

b) The Contractor will be required to submit daily inspection reports/checklists and work accomplished to the

Contracting Officer Representative daily by 1500 hrs. The Contracting Officer Representative is located at Ohio Western Reserve National Cemetery, Seville, OH. The inspection forms/checklists will be provided to the Contractor.

h) Performance Evaluation Meeting

a) The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the Contracting Officer Representative. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the Contracting Officer Representative will sign minutes of the meeting (s).

b) Should the Contractor not concur with the minutes, he will state in writing to the Contracting Officer within ten calendar days any areas he does not concur and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days.

i) Actions

a) Normally, the Contracting Officer Representative will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

b) If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, a letter must be written to the responsible organizational element requesting corrective action is taken.

c) When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the

Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

d) When a CDR is issued for a service, the Contracting Officer must deduct from the periodic payment, a percentage of that payment as indicated in the Service Delivery System (SDS) as attached hereto.

e) If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR will be issued and the appropriate amount deducted from the periodic payment.

f) A third CDR will be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate.

g) Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

j) Supervision, Work Hours and Training:

a) Project Manager: A competent and experienced “Project Manager” will be provided by the Contractor for not less than two (2) hours per day whenever work is being performed. In the absence of the Project Manager, the Contractor will appoint a crew foreman or employee who will be responsible to ensure that the work is

(i) being accomplished in an expeditious manner, (ii) performed in accordance with the contract specifications, and (iii) progress is being made without undue delay. The Project Manager must have no less than two (2) years’ experience as a direct supervisor of a commercial construction operation that includes surveying, soil excavation, and site construction in industrial, commercial and/or public sites. The Project Manager will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. BOTH

PROJECT MANAGER AND CREW FOREMAN ARE REQUIRED TO BE FLUENT IN ENGLISH. AT

ALL TIMES DURING THE WORK DAY, A PROJECT MANAGER OR CREW FOREMAN ARE TO

BE PRESENT WITH THE ABILITY TO MAKE DECISIONS AS NEEDED AT THE OHIO WESTERN

RESERVE NATIONAL CEMETERY.

b) Work Hours: Work may be performed between the hours of 6:30 a.m. to 3:30 p.m., Monday through Friday unless otherwise directed by the COR. At the Contractor’s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and / or Holidays. In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor will arrange with the COR to work on weekends and/or holidays in order to meet performance time frames.

The Government will not compensate the Contractor for any alternate work schedules needed for the

Contractor to complete all contract work within the specified project duration. No work will be permitted during Memorial Day or Veteran’s Day weekend activities. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (6:30 a.m. to 3:30 p.m. Monday through Friday), the Contractor will request for a deviation in writing to the COR at least 24 hours in advance. The COR will notify the appropriate individuals regarding Contractor's anticipated schedule and will provide written approval or disapproval to the Contractor.

(1) FEDERAL HOLIDAYS

(a) New Year’s Day (January)

(b) Martin Luther King’s Birthday (January)

(c) President’s Day (February)

(d) Memorial Day (May)

(e) Fourth of July (July)

(f) Labor Day (September)

(g) Columbus Day (October)

(h) Veterans Day (November)

(i) Thanksgiving Day (November)

(j) Christmas Day (December)

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

d) The Contractor will also be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards will be observed by the Contractor in all work performed. Appropriate safety equipment will be furnished by the Contractor to Contractor personnel and will be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

(1) National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

(2) Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

(3) Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

k) Work Scheduling and Maintenance During Cemetery Functions:

a) The Contractor will coordinate a work schedule with the COR(s) on a daily basis to ensure that no work is being performed at the immediate site of a scheduled interment. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. Contractor personnel will not operate motorized equipment or conduct other commercial activities during interment services. The COR or his/her representative will furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled internment, and a minimum of three (3) days before any ceremonial events. 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 will meet with the COR at the end of each day no later than 3:30 p.m. to determine work completed and ensure that work is on schedule. In the absence of the COR, the Contractor will meet with the Alternate COR.

l) Historic Preservation:

Where the Contractor or any of the Contractor's employees, prior to, or during the service work, are advised of or discover any possible archeological, historical and/or cultural resources, the Contractor will immediately notify the COR verbally, and then with a written follow up.

D. Schedule For Deliverables

a) If for any reason any deliverable cannot be delivered within the scheduled time frame the contractor is required to explain why in writing to the contracting officer, including a firm commitment of when the work will be completed. This notice to the contracting officer will cite the reasons for the delay, and the impact on the overall project. The contracting officer will then review the facts and issue a response in accordance with applicable regulations.

b) Contract period will consist of a base period from October 1, 2019 through September 30, 2020, with four one-year options to extend the term of the contract through September 30, 2024. Units and services to be in accordance with Performance Work Statement, attached technical specifications, and the terms and conditions contained in this solicitation.

E. Changes To The Performance Work Statement

a) Any changes to this Performance Work Statement will be authorized and approved only through written correspondence from the contracting officer. A copy of each change will be kept in a project folder along with other products of the project. Costs incurred by the contractor through the actions of parties other than the contracting officer will be borne by the contractor.

F. Reporting Requirements

a) The Contractor will meet with the Contracting Officer’s Representative (COR) at the end of each day to determine work completed and ensure that work is on schedule. In the absence of the COR, the Contractor will meet with the Alternate COR. The COR will require documentation of headstones installed from checklists provided by the COR.

b) The contractor is required to provide the COR with daily written progress reports by 1500 hrs.

c) The progressive report will cover all work completed during the day. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation.

G. Government Responsibilities

a) The Government will not provide a staging area on site for contractor operations.

b) The Government will not be responsible for any loss, damage, or theft of Contractor items. Contractor will be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

c) The Government will not furnish a storage building at the cemetery site for use by the Contractor to store supplies and equipment. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor will be responsible for maintaining fire extinguishers and other safety equipment.

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

e) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area.

However, government will provide all electricity and water used on and for the cemetery facility.

H. Contractor Experience Requirements

a) Offers will be considered only from contractors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. All services are expected to be performed by competent technicians, trained and qualified to complete the specific services required. All work performed will be done in a first-class manner and in accordance with good commercial practices.

b) Contractors must provide evidence of their experience and ability to perform the tasks describe in this Performance Work Statement.

a) Cemetery operations that include the handling, setting and maintenance of Headstones.

b) Operation of equipment in the vicinity of headstones.

I. Confidentiality and Nondisclosure

It is agreed that:

a) The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and will be submitted to the contracting officer at the conclusion of the task order.

b) The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information will be released by the contractor. Any request for information relating to this task order presented to the contractor will be submitted to the contracting officer for response.

c) Press releases, marketing material or any other printed or electronic documentation related to this project, will not be publicized without the written approval of the contracting officer.

J. Operations During Cemetery Functions

Contractor personnel will not operate motorized equipment or conduct other commercial activities within a designated area during interment services. The COR will identify the designated area. The COR or his/her representative will furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled interment, and a minimum of three (3) days before any ceremonial events.

H. Contractor’s Responsibilities and Insurance Requirements

The Contractor will obtain all necessary licenses and/or permits required to perform this work. The Contractor will take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor will be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees’ fault or negligence. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, will not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there-from. The Contractor will maintain workmen’s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the state of Ohio, and in accordance with FAR 52.228-5. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.

I. Damage to Government property

The Contractor will be responsible for repair or replacement of any contractor damaged cemetery structure, to include: turf, curb, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, plant beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor and will bear all costs associated with replacement and reinstallation. Any such damage will be brought to the immediate attention of the appointed Contracting Officer’s Representative (COR) prior to repair/replacement/installation. The Contractor will be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained as a result of Contractor’s performance. The Contractor will wash-down with water all soiled or stained structures, headstones, and monuments at the end of each workday. Roadways will be cleaned with a street sweeper each day, as needed, to keep the existing roads free from dirt and mud resulting from all operations. No hazardous chemicals will be used at any time on Government property. The Contractor will bear all costs associated with washing and cleaning. Any such washing/cleaning will be brought to the immediate attention of the COR prior to washing/cleaning.

At the end of each day the Contractor will remove all debris from the cemetery site resulting from the work. The Contractor will ensure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. The Government will not provide receptacle(s) for disposal of debris related to this contract. The Contractor will remove all trash and debris daily.

Adequate warning devices, barricades, guards, flagmen or other necessary precautions will be provided by the Contractor at work site to eliminate hazards and for the protection, safety, and warning of all public visitors, pedestrians, cemetery employees, and vehicular traffic within the area.

The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor will fully cooperate with any other contractors and with Government employees and will carefully adapt scheduling and performance of work, and needing any direction, it will be provided by the COR(s).

The Contractor will be 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 will 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.

The Contractor (including his or her employees, subcontractors, consultants or the like) will not operate trucks, tractors, and other heavy equipment on any turf area except as provided in this contract to perform work or as authorized by the COR. The Contractor will be responsible for repairing turf damage caused by the Contractor’s equipment and staff at no additional cost to the Government.

H. Safety

Matters related to safety, and any actions of the Contractor, will meet all safety requirements of the COR, Safety Officer, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" will also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer at Ohio Western Reserve National Cemetery.

I. Protection of Existing Vegetation, Structures, Equipment, Utilities, and Improvements

The Contractor will preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site. If any limbs or branches of trees are broken during contract performance, or by the careless operation of equipment, or by workmen, the Contractor will trim those limbs or branches with a clean cut and remove and properly dispose of from the site as defined herein.

The Contractor will protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor.

The Contractor will immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

M. Restoration

Upon completion of contract, deliver work complete and undamaged. Existing cemetery features (lawns, paving, roads, walks, etc.) disturbed or removed as a result of performing required new work, will be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. All restoration work will be accomplished without undue delay.

The Contractor will be responsible for restoration and the Contractor will bear all costs associated with restoration.

Any such restoration to service and repair as a result of damage caused by Contractor’s workmen/subcontractors to existing cemetery infrastructure will be brought to the immediate attention of the appointed Contracting Officer’s Representative (COR) prior to restoration.

At no time will any motorized equipment be allowed od turfed areas for any part of this contract.

At no time will any mechanical devises (gas powered augers or such type) machinery be used for headstones installation. All sockets are to be hand dug to the specification.

N. Disposal of Waste

The Contractor will not dispose of any waste materials at any location on the cemetery premises. All waste materials will be removed from cemetery property and disposed of in full accordance with local and state requirements at the contractor’s expense on a daily basis.

List of Attachments

ATTACHMENT A: HEADSTONE REALIGNMENT

ATTACHMENT B: HEADSTONE MAINTENANCE AND CLEANING

ATTACHMENT C: HEADSTONE SETTING AND ALIGNMENT

ATTACHMENT D: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

ATTACHMENT E: WEEKLY INSPECTION REPORTS

ATTACHMENT F: WORK SUMMARY & PROGRESS REPORT

ATTACHMENT G: DAILY HEADSTONE/MARKER VERIFICATION

ATTACHMENT H: CONTRACT DISCREPANCY REPORT (CDR)

ATTACHMENT I: QUALITY ASSESSMENT MONITORING FORM – CUSTOMER COMPLAINT

INVESTIGATION

ATTACHMENT A

HEADSTONE REALIGNMENT

A. SCOPE:

1. NCA STANDARD AND MEASURES:

a) STANDARD 4.2: Proper height, alignment, and plumb of each headstone or marker is maintained.

b) MEASURE 4.2: The percent of headstones and markers that are properly aligned.

2. Work will consist of adjusting alignment of headstones already in place that have shifted out of vertical or horizontal alignment. Fine tuning of headstone alignment, or “Bump and run,” will be ongoing to keep stones plumb and aligned, and those headstones that are below or above allowable grade will be fixed to proper height.

B. GENERAL REQUIREMENTS:

1. Upright headstones for individual graves will be erected on the centerline twelve (12) inches in from the head of the grave with the inscription facing the grave. They will be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves. Measurements will be taken from the selection layout control points and not from headstones previously set. All upright headstones will be set and maintained at a height of 26 inches from the finished grave to the top of the arc or as directed by the COR. Minor deviations in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch may be permissible in the above ground projection when the stone is initially set.

2. Minor realignment, consisting merely of straightening the headstone, is called fine tuning, or bump and run, and may be accomplished by one person by hand or with a wooden tamping/pry stick, but is usually more efficient with one or two others to sight along headstone rows and columns to guide the adjustment.

3. If a headstone needs to be removed from its socket to adjust its height, it will not be removed from the gravesite and will not be left unattended. It will be removed only briefly so an adequate amount of moistened, crushed limestone can be added to and compacted, or removed from, the bottom of the socket for proper height adjustment, then the headstone will be replaced. No more than one headstone will be removed from its socket at one time in a section.

4. The contractor is responsible to protect headstones from damage or being discolored from contact with dirt, soil or other contaminants during realignment or other maintenance operations.

5. HEADSTONES WILL NOT BE REMOVED FROM THEIR RESPECTIVE GRAVESITES.

6. See ATTACHMENT C, HEADSTONE SETTING AND ALIGNMENT for drawing diagrams and layout diagram drawings.

ATTACHMENT B

HEADSTONE MAINTENANCE AND CLEANING

B. SCOPE:

1. NCA Standards and Measures:

a) Standard 4.1: Headstones are clean, free of debris and objectionable accumulations.

b) Measure 4.1a: 95% of headstones covers do not show evidence of debris or objectionable accumulations.

2. Work consists of cleaning all headstones as specified by the Contracting Officers Representative (COR).

3. DEFINITION: “Clean” under this contract means: The headstones will contain NO discoloration due to environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etcetera.

C. GENERAL REQUIREMENTS: All headstones will be cleaned prior to Memorial Day and Veteran’s Day and any other time as determined by the Contracting Officer Representative (COR). The natural surfaces will be retained.

They will not be painted, white washed or calcimined. Any headstones that have any dirt splash up or grass debris from mowing/trimming will be promptly cleaned when found. At no time will any motorized vehicle be allowed in turfed areas. The contractor must have adequate equipment to clean the headstone’s with their equipment parked on none turfed areas. Once a headstone cleaning order is received by the contractor it must be completed within 30 calendar days from receipt.

D. HEADSTONE CLEANING PROCESS

a) All in-ground vases, temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the cleaning of the headstones or flat markers operation will be carefully, and in an orderly manner, moved from and after completion of the work, moved back to all gravesites by the Contractor. Prior to removal, the contractor will verify the numbering sequence and location of the headstone and associated decorations or vases.

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

(1) “D/2 Biological Solution” is the only authorized cleaner for headstones at National Cemeteries.

(Requirement)

(2) Clean water will be used to wet the stone prior to washing, to apply the cleaning product and to rinse the stone after washing. Once the stone is wet, cleaning techniques with water will include low pressure water spraying with the wand affixed with a fan tip. The distance between the fan tip and the headstone surface will be a minimum of 12”.

(3) When water under pressure is used, such pressure will not be greater than 500 psi and work will be accomplished in a manner that does not cause any etching of the stone surface to occur. A test cleaning will be done in an inconspicuous area of a headstone (based on age and or style) and approved by the COR prior to cleaning all like headstones and markers. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended.

(4) Hand scrubbing may be used as needed. If manual agitation is necessary to remove soiling, only a soft bristle (synthetic or natural) brush will be used; metal or stiff plastic will not be used because it can scratch the stone.

(5) Rinsing: Thoroughly rinse the headstone or marker surface using clean, clear water under low pressure or without pressure.

(6) Site disturbance: If water used in cleaning should soften the soil around the base of the headstone or marker so it is loosened, care will be taken not to tip the headstone out of plumb or alignment.

(7) Care will be taken to protect the turf area from damage. Any turf damaged by the contractor will be restored at Contractor’s expense. Upright headstones will be set and anchored firmly in place with no movement from forces subjected by the COR or inspector after cleaning has been completed.

c) APPLICATION OF “D/2 BIOLOGICAL SOLUTION”

(1) After wetting the headstone in accordance with paragraph 2 above, apply a heavy spray application of undiluted “D/2 Biological Solution” cleaner to all sides of the headstone. Do not dilute the cleaner with water.

(2) Do not rinse: allow D/2 to soak into the stone. Do not irrigate for 12 hours, and if significant rain occurs within 12 hours reapply the D/2. Heavy stains or deposits should be scrubbed with a soft bristle brush 10-15 minutes after D/2 application, keeping the surface wet with additional D/2 or a light water mist as needed.

(3) The effect of using D/2 Biological Solution will not be immediate. It will take 2 to 3 weeks for the full appearance of a clean stone to become apparent. For this reason, re-treatment should not occur within

(3) three weeks of the first cleaning and only with the concurrence of the COR.

(4) Headstones that have been cleaned but become marked, discolored, dirt covered, or muddied, etc., after initial cleaning has been completed but prior to overall project completion will be re-cleaned at no additional cost to the government. All headstones will be clean at the time of project completion final inspection.

(5) The result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers, as defined above.

ATTACHMENT C

HEADSTONE SETTING AND ALIGNMENT

A. SCOPE:

1. NCA Standards and Measures:

a) Standard 3.2: Headstones are properly installed.

b) Measure 3.2a: The percent of upright headstones in active burial sections that are installed to be uniform in height (24”- 26” above ground) and horizontally and vertically aligned with inscriptions visible and installed to ensure a pleasing top line while compensating for ground contours. Proper height and alignment of each headstone or marker is maintained.

c) Standard 3.1: Graves in national cemeteries are set in a timely manner after receipt.

d) Measure 3.1a: 95% percent of graves in national cemeteries are marked with a permanent headstone in a timely manner.

2. Work consists of setting new or replacement headstones on gravesites and resetting or realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his authorized representative. Approximately 2000 headstones will require setting annually and approximately 2000 will require realignment annually.

B. GENERAL REQUIREMENTS:

Upright granite headstones are to be used at the Ohio Western Reserve National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery).

Headstones will be installed as soon as possible but always within eight (8) calendar days of delivery to the contractor. Standard upright granite headstones are, approximately, 42 inches long, 13 inches wide, 4 inches thick, 230 pounds in weight. The Contractor will begin installation of headstones immediately after notification from the COR and proceed with continuous daily installation of the entire shipment until all the received headstones have been installed, regardless of shipment quantity. The contractor must complete the installation of each headstone order within 8 calendar days once received. It is required that once a headstone order is received that installation of that order must be completed within 8 calendar days. On Raise and Realign request the order is required to be completed 30 calendar days from the date requested. The contractor will pick up the headstones from the COR designated storage area and deliver the headstones to the roadside area of the proper gravesite section using contractor provided vehicle or equipment. Delivery of the headstone from roadside area to gravesite will only be accomplished with hand dolly or similar type lightweight dolly equipment as needed and appropriate to prevent turf damage and/or rutting from occurring. At no time are there to be motorized vehicle or equipment driven on any turfed areas. No tools or equipment are to be left unattended at any time on a grave site for any reason.

1. PROCEDURE, NEW AND REPLACEMENT HEADSTONES:

a) The responsibility for ordering headstones, checking for proper wording and initial inspection for damages will be that of the Government.

b) Headstones are received at Ohio Western Reserve National Cemetery and after inspection of inscription as correct will be moved by the contractor to a designated area determined by the COR.

c) Headstones will be properly set on the correct gravesites within eight (8) calendar days of delivery to the cemetery. In transporting or storage of headstones, they will be protected from the weather to avoid damage or staining from crating materials. For storage, each stone will be placed so as to rest on its long edge in a vertical freestanding position for easy accessibility. Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting them on their bottom edge and leaning them against the wall at a safe and stable angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor's handling or negligence, the cost for replacement will be borne by the Contractor. The COR will designate a suitable area for storage of the stones at Ohio Western Reserve National Cemetery. An inscription and quality inspection will be accomplished by COR upon receipt.

Defective headstones will not be set. Replacement headstones will be ordered by Ohio Western Reserve National Cemetery staff.

d) Headstones will be lifted and transported or set by at least two (2) people unless special one-person devices are approved.

e) Headstones will be properly set on the centerline of the grave, twelve (12) inches in from the head of the grave, with the inscription facing the grave. Straight Rows: Headstones will be set vertically plumb in all directions, in all cases, in a line vertically and laterally, and transversely, with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line (note: high winds in the area at times, string lines may need to be pinned more frequently at these times to set headstones).

Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks will be 1/8”, or less. All measurements and string line set ups/row layouts will be taken from established burial section layout control point grid monuments, not from previously set headstones.

f) 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 unless otherwise specified by the COR. Headstones will be anchored firmly in place so that they are rigid with no give or play.

g) If there are cases where headstone sockets need to be realigned/shifted, and/or re-dug, the headstone sockets

(holes) to receive headstones will be dug by hand to a sufficient depth so that 26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Contractor will not dig a headstone socket wider than twelve (8) inches, twenty (20) inches in length, or exceed a depth of 20 inches that may cause the headstone to settle below height requirement.

h) 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. Upright headstones in all sections will be firmly set and anchored in place with no movement from forces subjected by the COR.

i) Headstones are to be set in the following manner:

On pre-placed crypts, sockets for headstones are to be dug down to the crypt lid, then, if needed to achieve the correct headstone height, moistened, Crushed Limestone Base Material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be added and tamped to full compaction in the bottom of each socket to the proper depth needed for the headstone to set on and extend 24-26 inches from the surface soil level to the top of the arc on the headstone. After each headstone is placed into its socket and its correct height confirmed, Contractor Provided Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil provided by the contractor. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.

If a headstone is to be installed where there is no pre-placed crypt or headstone containment box, the depth of the socket will be dug in the soil to a maximum depth of 20 inches, and then a minimum of 3 inches of Crushed Limestone Base Material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that 24-26 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. After the headstone is placed into the socket and its correct height confirmed, Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three

(3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil provided by the contractor. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.

The contractor will report at the end of the day on his/her daily headstone settings in writing to the COR no later than 1500 hrs.

j) Any headstones broken or damaged by the Contractor will be reported to the Cemetery Administrator or COR by close of business each working day in order that the grave can be properly marked. The Contractor will 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 will be replaced by the Contractor at his cost. All grid or sectional monuments disturbed, etc., will be properly reset by a licensed land surveyor at Contractor’s expense. 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 will be repaired at the expense of the contractor. Repairs to the above will be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

k) Headstones will be removed from their sockets by using wooden clamps. Use care not to scratch or damage headstones in any manner. Contractor is responsible for the correction and/or restoring to original condition all areas where damages were caused to turf and headstones during performance of this work.

l) Once the COR or his/her designee has identified a headstone for disposal (due to damage, inscription change, or second interment) the Contractor will take the following actions: Move the headstone to an area of the maintenance yard located out of the view of the general public. Break the headstone into pieces using a maul or sledge hammer so that the inscriptions are not legible. Verify with the COR the headstone is completely broken before disposal. Dispose of the broken headstone pieces at the contractor’s expense at a licensed land fill as directed by the COR. Headstones will not be used for any purpose other than their intended use.