36C78620Q0375.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice S208 FY21 -Grounds Maintenance Service Contract - Baltimore NC This requirement will be awarded as a Firm Fixed Price Base and 4 Option Years Service Contract.

22172 36C78620Q0375 10-21-2020 16:00

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

561730 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172 Kenneth Randle

(703) 630-9356 Kenneth.Randle@va.gov 703-630-9356 Baltimore National Cemetery 5501 Frederick Avenue Baltimore

MD

21228

USA

https://www.va.gov Department of Veterans Affairs Kenneth.Randle@va.gov Contracting Officer

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Baltimore, MD 21228

Attachments: A - Baltimore NC Contractor Report Form B - Past Performance C - Wage Determination No.: 2015-4265, Revision 13, Dated 04/22/2020

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78620Q0375

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2020-7.

This is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB).

The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of 8 Million.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to an acquisition approach.

The U.S. Department of Veteran Affairs, National Cemetery Administration anticipates the award of a Firm Fixed Priced Requirement Contract for Grounds Maintenance and Turf Fertilization and Herbicide Applications Services at Baltimore National Cemeteries.

POST AWARD CONFERENCE: Date and time to be determined (TBD) after contract award.

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 at Baltimore and or Loudon Park National Cemetery, YOU MUST CONTACT one of the following cemetery personnel to make arrangements:

Eric Solomon, Cemetery Director……………………………………………… (410) 644-9696 Mike Lecza, Foreman……………………………………………………………(410) 644-9696 Facsimile #............................................................................................................(410) 644-1563

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting officer no later than 16:00 on 21 Oct 2020. Responses to this announcement will result in a Firm-Fixed Priced Requirement Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov.

SOLICITATION QUESTIONS:

Questions pertaining to this announcement must be sent by email to Kenneth.Randle@va.gov. by no later than close of business, 2 Oct 2020. Telephone inquiries will not be accepted.

PRICE SCHEDULE: Contractor shall furnish all supervision, labor, equipment, tools, and materials necessary to provide grounds maintenance services (mowing, trimming, edging, trash / debris removal & fall leaf cleanup ,tree pruning & removal) to the Baltimore National Cemetery located at 5501 Frederick Avenue, Baltimore, MD. Services include mowing cemetery turf on a seven (7) day cycle, trimming upright and flat grave markers trimming of fence lines, curbs & trees, headstone cleaning, trash & debris removal and Fall leaf removal.

Term of Contract: The contract term shall be from December 1, 2020 (or date of award – whichever is sooner) through November 30, 2021 with four (4) one (1) year renewal options. All services described in the Work Statement, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work.

The quantities of services specified in the Price Schedule are estimates only and are not purchased by this contract. The Government reserves the right to add additional line items related to cemetery grounds maintenance. Services can include emergency storm damage cleanup and snow removal. The Government will do so via a modification to the contract and SOW after obtaining fair and reasonable pricing from the contractor.

BASE PERIOD: From December 1st, 2020 or from Date of Award through November 30, 2021

DESCRIPTION

OPTION YEAR I: December 1, 2021 to November 30, 2022

DESCRIPTION

OPTION YEAR II: December 1, 2022 to November 30, 2023

DESCRIPTION

storage containers to the Contractor.

OPTION YEAR III: December 1, 2023 to November 30, 2024

DESCRIPTION

storage containers to the Contractor.

OPTION YEAR IV: December 1, 2024 to November 30, 2025

DESCRIPTION

storage containers to the Contractor.

SUMMARY GRAND TOTAL

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

B.1 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 131 National Cemeteries in 39 states that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following 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.

B.2 TYPE & TERM OF CONTRACT

The VA will award a single “firm-fixed price / requirements service contract” pursuant to this solicitation for commercial items. The contract will contain one (1) base year and four (4) renewable option years. This contract is SUBJECT TO THE AVAILABILITY OF VA FUNDS. No services will be performed by the Contractor after September 30 of each year, until the Contracting Officer authorizes such services in writing.

B.3 GENERAL

Contractor shall furnish all supervision, labor, equipment, tools, and materials necessary to provide grounds maintenance services to the Baltimore National Cemetery.

B.4 PLACE OF PERFORMANCE

Lawn Maintenance Services required under this contract shall be performed at the following locations:

Tree, Sidewalk & Fence Trimming, Headstone Cleaning, Debris & Trash Cleanup & Fall Leaf Removal, Tree Pruning & Removal

B.5 LAWN MAINTENANCE -- MOWING, TRIMMING, EDGING & DEBRIS REMOVAL

B.5.1 MOWING

(a) NCA STANDARD: Turf shall be maintained at a height within one-inch range of that which is professionally recommended for the recommended grass type for that geographic region. Optimally, the height is no more than half an inch above that range. There shall be no signs of turf in any open areas or around headstones being scalped by mowers or string trimmers.

The Contractor shall be responsible for mowing; edging and trimming all grass within the cemetery and outside perimeter enclosure walls as specified by the Contracting Officer’s Representative (COR).

(b) EQUIPMENT:

Mowers: Only rear-discharge riding-mowers are to be used provided they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces. All turf on grounds and boundaries shall be cut at three (3.0 – 4.0) inches in height (4.0 inches in height from June 1st through September 15th) and no less than (6) inches from the face and the rear of the headstone unless otherwise specified by the COR, rotary mowers with floating, mulching decks shall be used for mowing. The design of the mowing decks and the speed of the mowing shall be such that scalping is avoided. All turf areas shall be mowed with sharpened blades so that grass leaves have a clean cut rather than torn appearance.

Trimmers & Edgers: Commercial grade power trimmers and power edgers will be used to trim grass from around headstones, monuments, markers, trees, etc.

Cutting Blades: Mowing and trimming equipment blades must be kept sharp so that grass tips are cleanly cut -- not torn or damaged. Cutting heights of all mowing equipment shall be set according to heights specified below. The height of grass is what is measured to get the correct cutting blade height.

PROCEDURE

(a) Turf shall be cut to maintain heights as set forth below:

The contractor shall meet the proper maintenance requirements of both varieties of grasses. Subsequent mowing’s of the turf grass areas will occur at a mowing height of 3 – 4.0 inches. In the months of June, July, August and early September due to warmer temperatures, usually lower rainfall totals and slower turf grass growth, mowing equipment shall be set to maintain a turf height of four inches (4.0”). At no time will more than one and a half inches (1.5) of new growth be removed at any single mowing. If any mowing event results in clumps of grass clippings lying on the turf grass, the Contractor will immediately remove or disperse those clippings so that the clumps are no longer visible.

(b) Mowing will begin on or about April 1st and continue through November 30th. During this period, VA estimates a total of 34 mowing cycles and 34 associated Trim & Debris Removal Services. Mowing shall be accomplished on a 7 (seven) day cycle unless otherwise directed by the COR. A complete mowing cycle includes mowing all existing cemetery turf once each 7-day cycle with trim & debris removal being performed in conjunction with every mow cycle. The quantities of services specified in the Price Schedule are estimates only and are not purchased by this contract.

During an unusual period of turf dormancy, or period of excessive turf growth, the Government reserves the right to postpone the beginning of a new cycle or increase the quantity of mow / trim cycles. In either instance, the COR shall provide the Contractor with two days written notice of the change.

(c) Any clippings deposited on roadways or other non-turf grass areas will be removed the same day as the mowing event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter areas will be removed at same time mowing work is occurring. Grass clippings are not permitted on roads, walks, plazas, beds, tree basins, headstones or other monuments and must be removed immediately. Windrows will be immediately removed or dispersed throughout the mowing areas.

(d) Contractor shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear providing a cleaner cut. Contractor shall clean all mowing and trimming equipment before unloading at the cemetery. This will minimize the possibilities of weed contaminates to cemetery turf from outside mowing areas. The contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc while performing mowing services.

(e) The Contractor will remove and replace all floral or commemorative items, etc. to their proper place while performing mowing services. The Contractor shall repair or replace all damaged items caused by the contractor at no additional cost to the cemetery as directed by the COR.

(f) New sod will be present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations-this new sod must be hand mowed until it is fully established to the point where it won’t be damaged by riding mowers. All mowing around trees to be accomplished in a manner that prevents “ringing pattern” around the tree and associated damage to turf. In all areas, vary mower wheel width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

Memorial Day & Veterans Day Ceremonies: Unless otherwise requested by the COR, mowing and trimming of cemetery grounds shall be completed within three (3) days prior to the Memorial Day weekend / scheduled Memorial Day services, and three (3) days prior to Veterans Day.

B.5.2 TRIMMING & EDGING:

NCA STANDARD: Turf surrounding headstones, markers, trees and shrubs and along fence and curb lines are trimmed to their recommended height. There are no signs of turf being scalped by mowers or string trimmers.

REQUIREMENTS: The contractor will use commercially acceptable mechanical trimming equipment with nylon string. There will be no damage to any upright or flat grave markers or items requiring maintenance under this contract. All curbs, walkways, roadways permanent building / structure lines, tree wells and shrub beds within the cemetery. COR will conduct random inspections of edging weekly to assure contract compliance.

Trimming & Edging shall be accomplished in accordance with the following criteria:

(a) All un-mowed grass around headstones, monuments, markers, trees and other vertical surfaces shall be trimmed to keep the grass at the prescribed 3.0" to 3.5" height standard. Special care shall be taken to avoid scalping when trimming between and around headstones.

(b) Walkways (inside & outside of cemetery grounds), flagpole bases, interment area, and roads will be cleaned up of grass clippings and leaves after mowing, weed eating, edging and/or trimming.

(c) Trimming will begin approximately April 1st in conjunction with the beginning of turf mowing.

(d) Grass must be trimmed at a height of 3 inches around the perimeter of each upright headstone. The trim extends approximately 12 inches from the headstone. The extended trim area will also include a 5’ band between the upright headstones across the width of the row.

(e) Flat markers will be trimmed so that the grass is 2 ½ inches above the top surfaces of the flat marker (grass will not be scalped). The Contractor shall trim turf at a minimum of 90 degrees (perpendicular to the base/marker) for flat grave markers to remove all grass/vegetation that is growing around or over the entire perimeter of the marker/base. For markers that have sunk below the thatch level of existing turf, the Contractor will avoid scalping the turf and exposing the soil and the 90-degree (perpendicular) cut may be extended to, but will not exceed, 135 degrees away from the base.

(f) Curb & Fence Lines: Trimming around curb lines and fence lines shall be accomplished as follows:

(i) A distance one (1) foot will be trimmed along all curb lines.

(ii) A distance of one (1) foot will be trimmed on each side of fence lines (total: two (2) feet in width).

(g) Trees: Trimming around trees shall be accomplished as follows - - A distance of one (1) foot will be trimmed around the perimeter of all trees.

B.5.3 TRASH & DEBRIS REMOVAL

NCA STANDARD: All turf is free of debris, i.e., leaves, fallen branches and trash. Trash is collected, disposed of and does not detract from cemetery appearance.

Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items include, but are not limited to, fallen twigs and branches that are under ten (10) inches (25.40 cm) in diameter, paper products, cigarette butts, gum, glass and metal products, plastic and any other synthetic items, loose rock and stone over three (3) inches (7.62 cm) in diameter that are not the apparent result of an interment. Also included is the material found within the trash receptacles located throughout Cemetery grounds.

Work consists of collecting and removing all trash, debris, dead or unsightly flowers, tree limbs, as well as any other debris within area defined by the Contracting Officer's Representative (COR), in accordance with the floral regulations of the cemetery.

REQUIREMENTS:

(a) All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs will be removed from the cemetery grounds once per week in conjunction with each mowing cycle unless otherwise requested.

(b) All grave decorations will be removed once a week or as needed.

(c) The Contractor will provide the necessary labor and suitable conveyance each workday for pickup of this debris from cemetery grounds. A dumpster Placement area is not available at this cemetery.

(d) Removal of debris and disposal away from the cemetery grounds shall be the responsibility of the Contractor.

(e) All walkways, roads, and parking areas will be swept prior to interment services or on a weekly basis.

(f) Cemetery area includes all of the cemetery property to include surrounding areas of inside and outside the wall to the road.

B.5.4 FALL / WINTER / EARLY SPRING LEAF CLEANUP & REMOVAL

NCA STANDARD: All turf is free of debris i.e., leaves, fallen branches and trash. Turf areas are cleared of leaves and other natural debris as needed or at least weekly.

REQUIREMENTS:

(a) Due to the high number of deciduous shade trees throughout the cemetery, there is a large volume of fallen leaves that need to be cleaned up and removed from the cemetery throughout the fall and early winter and possibly into the early spring.

(b) Beginning weekly October 15th through December 30th, the Contractor will remove all leaves from the cemetery. Leaves will be hand raked, vacuumed, or blown by backpack style blower or a walk-behind push type machine from all turf areas and along cemetery fence lines onto the roadways and then collected and properly disposed of from the cemetery grounds and the immediate area outside the cemetery (along fence line – Frederick Avenue). Also, any accumulation of mulched leaves on the turf shall be removed from the cemetery. Windrows and piles of leaves in the developed land that have been accumulated due to the Contractors leaf removal operation - particularly on turf or along roads, plazas and walks shall be removed within three (3) hours of their formation. The Contractor shall remove all leaves that have fallen on turf, roads, walks, shrub beds, plazas and the areas behind the lodge along the cemetery wall - and in the gutters of all buildings and the areas between the buildings. Equipment and vehicles weighing over 6,000 lbs. (2721.55 kg) will not be permitted on the turf for leaf removal - unless done so at the discretion of the COR.

(c) Leaf removal at Baltimore National Cemetery includes all areas within the cemetery property lines and cemetery perimeters. This includes any leaves that are accumulated at the front entrance of the cemetery along Frederick Ave.

(d) As leaves on certain cemetery trees (particularly Oaks) may not begin to fall until during the winter months after December 30th, therefore the Contractor will schedule a final weekly leaf removal beginning March 1st to remove all remaining leaves before the beginning of the upcoming mowing season.

B.5.5 HEADSTONE & MARKER CLEANING

NCA STANDARD: Headstones, markers & niche covers are clean, free of debris and objectionable accumulations.

(a) HEADSTONE CLEANING GENERAL INFORMATION: The Contractor shall provide all labor, parts, equipment, supplies, transportation and personnel required to provide headstone/marker cleaning services. All headstones will be cleaned before scheduled Memorial Day services and then will be cleaned again before scheduled Veterans Day services.

(b) DEFINITION: “Clean” under this contract means: The headstones/markers shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc.

(c) CONTRACTOR DUTIES AND RESPONSIBILITIES:

All equipment and supplies maintained and operated by the Contractor shall be consistent and fully compliant with all applicable Federal, State, and County laws, ordinances and regulations and meet State inspection, safety, licensing, registration, and insurance requirements.

(d) RECORD KEEPING AND REPORTING:

The Contractor's Superintendent shall provide the COR(s) with weekly written accurate reports identifying the following:

(i) All headstones cleaned shall be recorded per gravesite location.

(ii) These lists shall be provided on not less than a weekly basis, and shall identify all of the above work that took place within the previous seven calendar days. All headstones should be cleaned prior to Memorial Day.

(e) CLEANING OF HEADSTONES:

CLEANING OF UPRIGHT HEADSTONES:

(i) All temporary markers, floral, commemorative or other types of decorations (arrangements) causing interference with the cleaning of upright headstones /markers will be carefully and orderly moved from and upon completion of the cleaning of the headstones / markers, moved back to the gravesite by the Contractor.

(ii) Cleaning Techniques will demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etcetera and will be consistent and fully compliant with all applicable Federal, State and County laws, ordinances and regulations. General requirements for application of the cleaning product:

(1) As of June 2012, D/2 Biological Solution is the only authorized cleaner of marble headstones and markers at national cemeteries. General background on the use of this product can be found at the following website, but information in that report shall not be submitted for requirements in the contract: http://ncptt.nps.gov/wp-content/uploads/Best-Practices-Final.pdf.

(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 shall 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 COTR 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 shall be used; metal or stiff plastic shall 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 COTR or inspector after cleaning has been completed.

(iii) APPLICATION OF D/2 BIOLOGICAL SOLUTION

(1) After wetting the headstone or marker in accordance with paragraph (ii) above, apply a heavy spray application of “undiluted D2 Biological Solution” cleaner to all sides of the headstone. Do not dilute the cleaner with water.

(2) Allow D/2 to soak into the stone for 20-30 minutes. Then rinse the product from all headstone or marker surface using clean, clear water under low pressure or without pressure.

(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 COTR.

(4) Headstones that have been cleaned but become marked, discolored, dirt covered, or muddied due to subsequent contract work including but not limited to turf reestablishment issues will be re rinsed and scrubbed at no additional cost to the government. Headstones that become discolored, dirt covered, or muddied etcetera 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 are to be clean at the time of project completion final inspection.

(5) The end result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers. The definition of clean is listed above in paragraph A.5.1 - Headstone Cleaning General Information.

B.5.6 TREE PRUNING & REMOVAL

(a) Removal and pruning of all trees shall be accomplished under the direction and guidance of an ISA Certified Arborist provided by the Contractor. All trees shall be topped prior to falling and all limbs over 3 ½” in diameter must be lowered to the ground by ropes. At no time should any branches, tree limbs or sections of the trunk be dropped to the ground or on any headstones. The Contractor will be responsible for any damage to the turf, roads or headstones caused by dropping parts of the tree directly to the ground. Any trees that are to be scheduled for removal or pruning as part of the contract will be identified by the COR to the contractor before work begins.

(b) Deadwood pruning will consist of the removal of all deadwood and broken branches that poses a potential risk which could result in personal injury or property damage. All broken, hanging, dead or otherwise potentially dangerous limbs will be removed to improve the structural integrity of the tree.

(c) All stumps shall be ground to a minimum of 4" below soil level, or to the lateral roots or to a 6” depth, if possible. The Contractor shall never grind the stumps to the depth that would interfere with the roots of any adjacent tree(s) that the Government intends to retain. All grindings will then be removed from the cavity of the stump. Stump cavities will be filled with clean topsoil, firmly compacted and evenly graded. After grading has been completed the top soiled area will have grass seed (70% turf type tall fescue & 30% perennial rye grass) evenly applied and graded.

(d) All wood chip particles and debris from the tree removal shall be cleaned up thoroughly and removed from the cemetery. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, roadways, adjacent plant material or structures.

(e) The Contractor shall be responsible for repair and or replacement to any damaged turf, headstones or other property.

(f) To ensure protection of headstones that are in close proximity to trees being pruned or removed, the Contractor will use covers to place over the headstones while the work is being performed. These covers will be provided by the Contractor.

(g) Utility Lines Compliance: Where pruning / stump grinding / tree removal conflicts with existing utility service lines (above or below ground), cemetery personnel and the appropriate utility company shall be notified by the Contractor. The Contractor shall obtain all necessary permits and cooperate with the utility company to avoid any damage or liability.

(g) Debris & Waste Removal: Removal of debris and waste away from the cemetery grounds shall be the responsibility of the Contractor. At the end of each day, the Contractor will remove all pruning / trimming cuts, tree limbs, dead branches, bush / shrub / hedge clippings and other debris from the cemetery site resulting from the work. The Contractor shall ensure at all times that debris and waste 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.

B.5.7 ON-CALL / EMERGENCY STORM DAMAGE & STUMP REMOVAL SERVICES

(a) The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR or designee. The point-of-contact shall be available on a 24-hour basis during weekends, Federal Holidays and after normal business hours of operation. The Contractor shall provide telephone, pager and cell phone numbers for emergency and after hour’s situations.

(b) Emergency Service Requests may include (but are not limited to) complete tree removal / stump grinding, pruning / removal of damaged tree limbs and branches, general clean-up of debris as a result of storm, wind and/or lightening damage, or any other occurrence of damage beyond the reasonable control of the cemetery (i.e., fires, floods, unusually severe weather, etc.).

(c) Contractor shall respond to all Emergency Service Requests within four (4) hours of the initial call. Work shall be accomplished within twenty-four (24) hours of the initial request or as expeditiously as circumstances permit. Emergency requests shall warrant a more rapid than routine response to ensure timely corrective action and to address any safety issues that may jeopardize employee or pedestrian safety. The Contractor shall keep the COR fully informed of work progress and status of all emergencies.

(d) Procedures: Upon identification of an emergency storm damage situation, the Contractor shall immediately assess the damage and submit a written proposal to the COR estimating the amount of time (hours) necessary to accomplish the work involved. The Contractor’s proposal shall be approved in writing by the COR prior to commencement of work. All emergency work and services shall be performed at the fixed hourly rate indicated in the “On-call Emergency Service” Price Schedule. Services shall be billed in 1/4 (one-quarter) hour increments. VA National Cemetery reserves the right to purchase emergency services from sources other than the Contractor when determined to be in the best interest of the Government.

(e) Tree Removal / Stump Grinding: Where emergency circumstances warrant the complete removal of a tree(s), removal shall be accomplished under the instruction and guidance of a Certified Arborist provided by the Contractor. Procedures for Tree removal/Stump Grinding are as follows:

(i) All trees shall be topped prior to falling and all limbs over 3 ½” in diameter must be lowered to the ground by ropes. Headstones in danger of being damaged shall be covered as designated by the COR prior to falling. The stumps are to be ground to a maximum of 8" below soil level, or to the lateral roots, if reached before the specific depth.

(ii) The Contractor shall not grind stumps to the depth that would interfere with the roots of any adjacent tree(s) the Government intends to retain. The cavity of the stump is to be filled with topsoil and tamped to meet the existing grade.

(iii) All wood chip particles and debris from the tree removal shall be cleaned up thoroughly and removed from the cemetery. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, adjacent plant material or structures.

(iv) All stumps shall be removed using stump-grinding equipment. Stumps and all surface roots shall be ground to at least 8” below the soil surface and all ground stump/root wood shall be removed. The hole shall be filled with topsoil, compacted, and then seeded. All chips and debris from stump removal shall be taken off-site the same day the work is performed and shall be properly disposed of.

B.6 CONTRACT MANAGEMENT

Post Award Conference: Prior to commencement of work, the VA Contracting Officer, COR and Contractor shall schedule a conference to assure that all parties understand all contractual obligations and the role that each party serves.

B.6.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The VA Contracting Officer will designate (or more) representatives to serve as the Contracting Officer’s Representative (COR). A copy of the designation shall be furnished to the Contractor at time of award. Such designation will be in writing and will define the scope and limitations of the designee's authority.

(b) 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, but are not limited to, the following:

(i) Provides contract oversight and technical guidance to the Contractor.

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer.

(iii) Placing orders for services.

(iv) Determining whether contract deliverables meet functional, technical and performance specifications.

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

(vi) 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.

(vii) The COR may not modify the intent or the terms and conditions of the contract.

(c) Inspection & Monitoring Procedures: A record keeping system of Contractor Work Performance shall be established and implemented by the VA COR for the services involved. The COR will inspect all work performed and submitted by the Contractor for acceptance. The Government reserves the right to reject all work that does not meet contract specifications. Work rejected by the COR will be re-performed without cost to the Government.

(d) Weekly Progress Report: On a weekly basis, the Contractor will provide a written progress report to the COR of all work completed at each cemetery location (see Attachments "A" & "B"). If there are problems or issues adversely affecting progress of the contract, a detailed explanation shall be indicated in the report.

(e) Contracting Officer: All administrative functions remain with the VA 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.

B.6.2 SITE MANAGER

(a) The Contractor shall provide an English speaking “Site Manager” who will be responsible for the following:

(i) Directing, overseeing and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and burial activities.

(iii) 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.

(b) The Contractor shall provide the names, telephone numbers, pager numbers and/or cell phone numbers of the Site Manager and alternate to the Contracting Officer for approval at the Post Award Conference. The Contractor shall provide notice, in writing to the Contracting Officer twenty-four (24) hours in advance of any change of the Site Manager or alternate. The Site Manager and alternate shall be able to fluently speak and understand the English language. The Site Manager or alternate shall be available during performance of the work required.

(c) Other Personnel: The Contractor shall furnish supervisory, administrative, and direct personnel to accomplish all work required in strict accordance with contract specifications. The Contractor may not hire any person(s) whose employment would result in a conflict with legal residents of the United States to accomplish all work and services specified herein. All employees shall by physically able to perform the work involved.

(d) Cemetery Activities: To cause the least possible interference with cemetery activities, contract personnel will 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 will 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.

(e) 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.

(f) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.