36C78620Q0220-003.pdf

ATTACHMENT B – DESCRIPTION OF SERVICES

A.1. DESCRIPTION OF REQUIRED SERVICS

A.2. HOUSTON NATIONAL CEMETERY:

Seventeen (17) large trees (Over 40 feet in height) are to be removed, including stump removal, and removal of waste and debris. Thirty (30) large trees (Over 40 feet in height) are to be trimmed/pruned with removal of waste and debris. Twenty-eight (28) medium trees (40 feet and under in height) are to be trimmed/pruned with removal of waste and debris. Work shall be performed on trees and stumps, as indicated on the accompanying Tree Work Sheet (noted as Attachment A).

A.3. Certified Arborist:

A.3.1. “Certified Arborist” shall serve as the “site manager” for this contract and will be provided by the Contractor for not less than eight (8) hours a day whenever work is being performed - other than trash and debris pick-up. The Certified Arborist must have not less than three (3) years experience as a direct supervisor of a commercial tree maintenance operation that included removal, trimming, and stump removal in commercial, industrial, or public sites. The Certified Arborist shall 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. The certified arborist must be certified by International Society of Arboriculture, or other acceptable national or state certifying agency, society, or association.

A.4. Tree Removal/Stump Grinding:

A.4.1. Existing trees and stumps indicated on the Tree Work Sheet (See Attachment A) for removal shall be cut down under the instruction/guidance of a Contractor provided Certified Arborist.

A.4.2. All trees shall be topped prior to falling and all limbs over 3 ½” in diameter must be lowered to the ground by ropes. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, adjacent plant material or structures

A.4.3. The stumps are to be ground to a minimum of 6” and a maximum of 8" below soil level, or to the lateral roots, if reached before the specific depth. The Contractor shall never grind the stumps to the depth that would interfere with the roots of any adjacent tree(s) that the Government will retain. The cavity of the stump is to be filled with high quality, weed free topsoil and tamped to meet the existing grade.

A.4.4. All wood chip particles and debris from the tree and stump removal shall be cleaned up thoroughly and removed from the cemetery grounds.

A.4.5. Any damage or breakage during the performance of these services by the Contractor shall be repaired, replaced, given remedial and/or corrective treatment and cleaned up by the Contractor at the Government’s satisfaction and at no additional cost to the Government.

36C78620Q0220

A.5. PRUNING/TRIMMING STANDARDS:

A.5.1 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.5.2. 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.5.3. 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 or larger shall be lowered by proper lowering methods, such as using ropes.

A.5.4. The Contractor is responsible to ensure that all trees shall be pruned and shaped to retain the trees natural crown characteristics and patterns.

A.5.5. 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 aesthetic appearance, natural crown characteristics, and growth patterns.

A.5.6. The Contractor is responsible to ensure care when removing living and/or dead crossed or rubbing branches, where practicable, so the removal shall not leave large holes in the aesthetic appearance, natural crown characteristics and growth patterns of the tree.

A.5.7. The Contractor is responsible to ensure that, when pruning trees known to be diseased or susceptible to diseases, tools are disinfected with alcohol after each cut and between trees, where there is known to be danger of transmitting the disease on the tools.

A.5.8. The Contractor is responsible for reporting to the COR all of the following conditions: when old scars are not healing properly; where callus growth is not already established; visible girdling roots, and when there are any structural weaknesses such as but not limited to decayed trunk or branches, and split trunk/branch crotches.

A.5.9. The following methods of pruning are NOT acceptable therefore, the contractor is responsible to ensure that these methods are never performed: topping, stubbing, de-horning, and pollarding.

A.5.10. The Contractor is responsible to ensure that in lifting the bottom branches of the trees for under clearance, care shall be given to symmetrical appearance, esthetic appearance, natural crown characteristics and growth patterns of the trees.

A.5.11. In general, the Contractor shall ensure when reducing the size of a tree and with respect to retaining the tree’s natural crown characteristics and patterns, not more than 1/4 of the total area shall be reduced at a single operation, unless instructed in writing to do so by the COR.

A.5.12. The Contractor is required to dispose of all debris and other waste materials generated by his/her work at a licensed off-site landfill or recycling center, unless otherwise directed in writing by the COR.

NOTE: The Government will NOT provide receptacle(s) for disposal of debris related to this contract.

A.5.13. The contractor shall take all necessary precautions to prevent damage to trees while performing pruning. The use of climbing spikes is prohibited, unless prior permission is obtained from the COR in writing, and on a tree by tree basis. This permission will only be granted in cases where there are no other means to access the work to be performed, as determined by the COR.

A.6. PERIOD OF PERFORMANCE:

The Contractor shall complete these services within a period of 30 calendar days from award of contract and/or notice to proceed with work to completion.

A.7. WORK HOURS AND MEETINGS:

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. When emergency situations are caused by the Contractor, then he/she shall make arrangements with the COR to work on weekends to correct/eliminate the emergency in order to meet the period of performance. The Government shall not compensate the Contractor for emergency situations caused by the Contractor.

A.7.1. After Normal Hours On-Call/Emergency Situations:

The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR.

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 hours situations.

A.7.2. 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 ensure a safe condition. The Contractor shall keep the COR fully informed of the situation and what action will be taken to secure and correct the situation.

A.7.3. The Contractor shall coordinate with the COR daily for the purpose of establishing a work schedule and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. 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. 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 COTR may then do so.

A.7.4. 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. The Contractor shall meet with the COR at the end of each day to determine work completed and ensure that work is on schedule.

A.7.5. In the absence of the COR, the Contractor shall meet with the Alternate COR and/or Grounds Foreman of this contract. The Contracting Officer’s Representative (COR) and Alternate Contracting Officer’s Representative (ACOR) will be designated at the time of award.

A.7.6. The Contractor may be required when deemed necessary by the COR to attend a meeting with the COR or other Government personnel.

A.7.7. The Contractor’s performance will be measured based on how timely and adequately he/she accomplishes and completes the weekly work schedules.

A.8. RECORD KEEPING AND REPORTING:

A.8.1. The Contractor's site manager or his designee shall provide the COR with weekly written accurate reports identifying the following: All trees per species and location that have been removed and the stump removed (stump grinding), and/or all trees per species and location that have been trimmed/pruned to completion. 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 shall also provide upon request a plan of action for the upcoming week, regarding what removal and stump grinding shall occur for specific areas.

A.8.2. 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 these services. The Contractor gaining award shall provide the Contracting Officer copies of these required documents immediately after award of contract.

A.9. UTILITY LINES COMPLIANCE: Where pruning/stump grinding/tree removal conflicts with existing utility/service lines (above ground/below ground), the corresponding utilities company/cemetery staff shall be notified and 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. GENERAL PARAMETERS:

A.10.1. 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.10.2. The Contractor shall be responsible for cleaning any cemetery structures 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 hazardous 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.10.3. At the end of each day the Contractor shall remove all debris from the cemetery site resulting from the work, unless otherwise specified by the COR. 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.10.4. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor for the protection, safety, and warning of all pedestrians and vehicular traffic within the area.

A.10.5. 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. The Contractor is responsible for reporting to the COR 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 shall leave it to the COR to resolve the issue.

A.10.6. The Contractor shall not operate trucks, tractors, and other heavy equipment on any turf area except when authorized in writing by the COR.

A.10.7. 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.10.8. The Government will not be responsible for any loss, damage, or theft of contractor items.

Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affairs facilities used by Contractor's employees.

A.10.9. Electricity and water will be furnished by the Government.

A.10.10. The COR may designate an area for the Contractor to use to store a limited amount of supplies or equipment, if available.

A.10.11. The COR will designate an area for Contractor employees to take lunch and other breaks.