36C78621Q0007.pdf

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Document Type: Combined Synopsis Solicitation

Solicitation Number: 36C78621Q0007

Post Date: 8/19/2020

Original Response Date: 9/4/2020 at 4:00 pm

Applicable NAICS: 561730

Classification Code: S208

Set Aside Type: 100% Service-Disabled Veteran Owned Small Business Set Aside (SDVOSB) Pursuant to 38 USC 8127(d)

Period of Performance: October 1, 2020 through September 30, 2021 plus 4, one-year Option periods, if exercised

Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration, Contract Services 18434 Joplin Rd.

Triangle, VA 22172

Place of Performance: Kerrville National Cemetery VAMC 3600 Memorial Blvd.

Kerrville, TX 78028

Attachments: A – Performance Work Statement B - Technical Specifications C – Exhibits D – Wage Determination E – Business Management Questionnaire

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; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78621Q0007. This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2020-08 Effective August 13, 2020.

The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of $8.0 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 a particular acquisition approach.

The U.S. Department of Veterans Affairs, National Cemetery Administration, anticipates the award of a Firm Fixed Priced Requirements Contract.

Scope: The contractor shall be responsible for providing grounds maintenance services at Kerrville National Cemetery for the period of October 1, 2020 through September 30, 2021 plus four, one-year option periods, if exercised.

PRICE SCHEDULE: Contractor shall provide all labor, supervision, material, equipment, tools and supplies to complete grounds maintenance services for Kerrville National Cemetery following National Cemetery Administration standards. Units and services to be in accordance with Performance Work Statement, Technical Specifications, terms and conditions contained in this solicitation.

The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Items (CLINs). Offerors shall enter unit price and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended bid price and the total of the CLINs will be recomputed accordingly.

Offeror is to understand the quantities stated in the schedule are estimates for pricing purposes only.

Period of Performance: October 1, 2020 through September 30, 2021, plus four, one-year option periods, if exercised.

Base Year - Oct 1, 2020 thru September 30, 2021:

CLIN Description:

Grounds Maintenance Services

Est. Qty Unit Unit Cost Total Cost

0001 Mow all improved turf. 87 Acre

0002 String trim grass in improved turf areas inaccessible to mowing equipment

87 Acre

0003 Trim headstones 22,176 Each

0004 Fine Tune 462 Each

0005 Headstone cleaning 924 Each

0006 Pruning and trimming large trees

9 Each

0007 Pruning and trimming medium trees

1 Each

0008 Pre-emergent herbicide application

4 Acre

0009 Post-emergent herbicide application

5 Acre

0010 Fertilizer application 5 Acre

0011 Fire ant control 5 Acre

0012 Irrigation maintenance 8 Job

Grand Total Estimated Cost: $

Option Year I - October 1, 2021 thru September 30, 2022:

CLIN Description:

Grounds Maintenance

Services

Est. Qty Unit Unit Cost Total Cost

1001 Mow all improved turf. 87 Acre

1002 String trim grass in improved turf areas inaccessible to mowing equipment

87 Acre

1003 Trim headstones 22,176 Each

1004 Fine Tune 462 Each

1005 Headstone cleaning 924 Each

1006 Pruning and trimming large trees

9 Each

1007 Pruning and trimming medium trees

1 Each

1008 Pre-emergent herbicide application

2 Acre

1009 Post-emergent herbicide application

3 Acre

1010 Fertilizer application 3 Acre

1011 Fire ant control 3 Acre

1012 Irrigation maintenance 8 Job

Option Year II - October 1, 2022 thru September 30, 2023:

Grounds Maintenance

Services

Est. Qty Unit Unit Cost Total Cost

2001 Mow all improved turf. 87 Acre

2002 String trim grass in improved turf areas inaccessible to mowing equipment

87 Acre

2003 Trim headstones 22,176 Each

2004 Fine Tune 462 Each

2005 Headstone cleaning 924 Each

2006 Pruning and trimming large trees

9 Each

2007 Pruning and trimming medium trees

1 Each

2008 Pre-emergent herbicide application

2 Acre

2009 Post-emergent herbicide application

3 Acre

2010 Fertilizer application 3 Acre

2011 Fire ant control 3 Acre

2012 Irrigation maintenance 8 Job

Grand Total Estimated Cost:

Option Year III - October 1, 2023 thru September 30, 2024:

Grounds Maintenance

Services

Est. Qty Unit Unit Cost Total Cost

3001 Mow all improved turf. 87 Acre

3002 String trim grass in improved turf areas inaccessible to mowing equipment

87 Acre

3003 Trim headstones 22,176 Each

3004 Fine Tune 462 Each

3005 Headstone cleaning 924 Each

3006 Pruning and trimming large trees

9 Each

3007 Pruning and trimming medium trees

1 Each

3008 Pre-emergent herbicide application

2 Acre

3009 Post-emergent herbicide application

3 Acre

3010 Fertilizer application 3 Acre

3011 Fire ant control 3 Acre

3012 Irrigation maintenance 8 Job

Option Year IV - October 1, 2024 thru September 30, 2025:

Grounds Maintenance

Services

Est. Qty Unit Unit Cost Total Cost

4001 Mow all improved turf. 87 Acre

4002 String trim grass in improved turf areas inaccessible to mowing equipment

87 Acre

4003 Trim headstones 22,176 Each

4004 Fine Tune 462 Each

4005 Headstone cleaning 924 Each

4006 Pruning and trimming large trees

9 Each

4007 Pruning and trimming medium trees

1 Each

4008 Pre-emergent herbicide application

2 Acre

4009 Post-emergent herbicide application

3 Acre

4010 Fertilizer application 3 Acre

4011 Fire ant control 3 Acre

4012 Irrigation maintenance 8 Job

SUMMARY ESTIMATED TOTALS

Estimated Total

Base Year – Oct 1, 2020 thru September 30, 2021: $

Option Year I - October 1, 2021 thru September 30, 2022:

Option Year II - October 1, 2022 thru September 30, 2023:

Option Year III - October 1, 2023 thru September 30, 2024:

Option Year II - October 1, 2024 thru September 30, 2025:

Summary Grand Estimated Total (Base + all Option Years):

Services to be Provided: See Attachment A – Performance Work Statement

SITE VISIT: Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Kerrville National Cemetery (supervised by Fort Sam Houston National Cemetery), YOU MUST CONTACT one of the following personnel to make arrangements:

Fort Sam Houston National Cemetery, POC: Mr. Steve Gonzales Phone: 210-376-0340

Responses to this Request for Quotation (RFQ) are due to the Contracting Officer no later than 3:00 pm on 09/04/2020. Responses to this announcement will result in a Firm-Fixed Price Requirements Contract and 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 https://fbo.gov.

All questions regarding this solicitation are to be submitted to the contracting officer, via email, no later than (5) calendar days before the closing date of the solicitation. Questions will not be addressed using the telephone.

Proposal Format and Submission Information:

Offers must be submitted on company letterhead. Commercial format is encouraged. All offerors shall include the following information as part of their quote:

Legal Business/Company Name (as listed in www.sam.gov) DUNS Number Point of Contact Name Telephone number Email Address

-Pricing shall be submitted as requested in the Schedule of Supplies/Services -Technical Package for Evaluation -Business Management Questionnaire (Attachment E)

Proposals shall be submitted via email or via mail to the following addresses:

Email: KENNETH.DOUGHERTY@va.gov Mail: National Cemetery Administration

Contract Services 18434 Joplin Rd.

Triangle, VA 22172

Questions pertaining to this announcement shall be sent by email to: kenneth.dougherty@va.gov .

Telephone inquiries will not be accepted.

EVALUATION PROCESS:

In accordance with FAR 52.212-2, The Government will award a contract to the responsible offeror whose offer conforms to solicitation requirements and provides the best benefit to the Government, price and other factors considered. Offers will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3). A comparative evaluation is the act of comparing either two or more offers in response to this RFQ.

1. The Government reserve the right to consider a response that offers more than the minimum requirement and select that response if it provided the best benefit to the Government.

2. The Government has the discretion to accept other than the lowest priced offeror that provides additional benefits.

The Government has the discretion to make an award based on whether the lowest price and past performance of the quotations/offers, having the highest past performance rating possible represents the best value when compared to any lower priced quotation or offer.

TECHNICAL APPROACH: Offer shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements.

Technical approach shall include the following:

1. Contractor’s or sub-contractor’s experience in performing the work as described in the solicitation.

2. Contractor’s Work Plan and Staffing Plan to include proposed man hours, methodology, list of equipment /vehicles to be used, licenses, permits, and insurance information.

3. Contractor’s Managerial Qualifications of Key Personnel to include information on key personnel with relevant experience, identification of any sub-contractor’s) to be used in the performance of this contract.

PAST PERFORMANCE: Past performance shall be evaluated based on the quote’s technical qualifications on projects within the last 5 years that are comparable in size, complexity, and scope.

(Offerors shall complete and provide Attachment E - Business Management Questionnaire for no more than three past projects of similar size and scope related to this requirement)

Evaluation of other factors, such as past performance-

(i) Does not require the creation or existence of a formal data base; and

(ii) May be based on one or more of the following:

(A) The contracting officer’s knowledge of and previous experience with the supply or service being acquired;

(B) Customer surveys, and past performance questionnaire replies;

(C) The Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov;

or

(D) Any other reasonable basis.

PRICE: Quoted price will be evaluated for Reasonableness. The Government reserves the right to reject all quotes if doing so is in the best interest of the Government.

PROPOSAL CONTENTS:

Two volumes should be submitted. Volume 1 is Technical, and Volume 2 is Pricing.

VOL 1 - Technical Package for Evaluation

Documentation to evaluate the technical ability of Offeror:

Explain the technical approach on how your company will perform the project.

Include how the company and subcontractors will assign and perform work under this contract.

Explain past experience in performing similar work.

Proposed Key personnel with resumes.

Business Management Questionnaire.

o The offeror is responsible for providing at least three (3) references of their choosing. The references chosen by the offer should be selected based on past projects of the same or similar work

VOL 2 - Pricing

Offer letter on Company letterhead which includes the following:

o Legal Business/Company Name (as listed in www.sam.gov ) o DUNS Number o Point of Contact/Authorized Negotiator o Telephone number for contact o Email address for contact person o List any exceptions to the requirements.

VA letter CVE verifying SDVOSB Status

Completed Price Schedule for all Contract Line Item Numbers (CLIN) with Quoted amounts.

End of Document

Solicitation Provisions and Contract Clauses

The full text of FAR/VAAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

https://www.va.gov/oal/library/vaar/

The following solicitation provisions apply to this acquisition:

FAR 52.212-1 Instructions to Offerors – Commercial Items (Jun 2020) FAR 52.204-7 System for Award Management (Oct 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (Jul 2016) FAR 52.232-38 Submission of Electronic Funds Transfer Information with Offer (Jul 2013) VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008) VAAR 852.215-70 VA Notice of Total Service-Disabled Veteran-Owned Small Business Evaluation Factors

FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (Jun 2020) Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 “Offerors Representations and Certifications – Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following solicitation clauses apply to this acquisition:

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018) applies to this acquisition.

Addendum to FAR clause 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018):

FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) FAR 52.204-13 System for Award Management Maintenance (Oct 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (Jul 2016) FAR 52.216-18 Ordering (Oct 1995) (date of award through September 30, 2021, plus four, one-year option periods, if exercised) FAR 52.216-19 Order Limitations (Oct 1995) ($250.00 | $15,000.00 | $50,000.00 | 30 days | 10 days) FAR 52.216-21 Requirements (Oct 1995) (September 30, 2021) FAR 52.217-8 Option to Extend Services (Nov 1999) (15 days) FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) (15 days | 30 days | five years) FAR 52.228-5 Insurance – Work on a Government Installation (Jan 1997) CL-120 Supplemental Insurance Requirements FAR 52.232-18 Availability of Funds (Apr 1984) FAR 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) FAR 52.237-3 Continuity of Services (Jan 1991) VAAR 852.203-70 Commercial Advertising (Jan 2008) VAAR 852.204-70 Personal Identity Verification of Contractor Personnel (May 2020) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business (Jul 2019)

(DEVIATION)

VAAR 852.219-74 Limitations on Subcontracting – Monitoring and Compliance (Jul 2018) VAAR 852.232-72 Electronic Submission of Payments Requests (Nov 2012) VAAR 852.270-1 Representatives of Contracting Officers The clause at 52.212-5 “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (Aug 2020) applies to this acquisition. The following subparagraphs of FAR 52.212-5 are applicable: (b)(1), (b)(2), (b)(4), (b)(8), (b)(22)(i), (b)(27), (b)(29), (b)(30)(i), (b)(31)(i), (b)(32)(i), (b)(33), (b)(35)(i), (b)(44), (b)(51), (b)(58), (c)(1), (c)(2), (c)(3), (c)(7), and (c)(8).

(c)(3) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67)

Employee Class

Monetary Wage – Fringe Benefits

Laborer, grounds maintenance WG 3-1 $13.87 + $4.54 Laborer, grounds maintenance WG 3-3 $15.03 + $4.54 Laborer, grounds maintenance WG 3-5 $16.18 + $4.54

End of Addenda

End of Document

ATTACHMENT A – PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

1. GENERAL INFORMATION

1.1. This is a performance-based contract for cemetery grounds maintenance services at Kerrville National Cemetery, Kerrville, Texas and hereafter referred to as Kerrville or “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of mowing and trimming; trimming around headstones, edging around flat markers; curb/sidewalk edging; weed control; providing fertilizer; and associated services described herein required to maintain a healthy and aesthetic appearance of the Cemetery grounds. The Cemetery is located on Spur Rt. 100, approximately ½ mile north of Highway 27 in Kerrville Texas 78028.

1.2. This Performance Work Statement describes the basic objectives of the Kerrville National Cemetery Grounds Maintenance Program. The Performance Based Service Contract provides potential Offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the Offeror’s understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained on the Statement of Work that the Government traditionally provides to prospective Offerors. Minimum acceptable levels of performance to meet the minimum requirements are outlined in the “Services Delivery Summary” contained in Exhibit 1.

1.3. The National Cemetery Administration Mission.

1.3.1. The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the Performance Work Statement, Performance Work Requirements Summary and Guidance Specifications shall be required and shall be essential.

1.4. Background.

1.4.1. In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.

1.4.2. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the

36C78621Q0007 visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

1.4.3. The Kerrville National Cemetery contains the remains of approximately 515 veterans, spouses and dependent children. National Cemeteries are National Shrines. The standards of maintenance and appearance at the cemeteries must reflect this nation’s concern for those interred there. For this reason, strict adherence to the specifications is required as well as the National Cemetery Administration standards.

2. DESCRIPTION OF CONTRACT OBJECTIVES

2.1. The Contractor shall furnish all labor, supervision, professional expertise, vehicles, tools, equipment, materials, and services necessary to ensure that grounds maintenance is performed in a manner that shall meet or exceed the requirements to maintain healthy turf grass and that presents a clean, neat, professional and aesthetic grounds appearance throughout the Cemetery. The Contractor’s performance will be based on the Contracting Officer’s (CO) and Contracting Officer’s Representative (COR) evaluation and of the results required by the Service Delivery Summary (SDS) and not the method of performance. It is at the Contractor’s discretion to determine the methods to attain the level of service at the best value. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. The Contractor shall comply with applicable federal, regional, state, local laws, and commercial standards.

2.2. Services include, but are not limited to, mowing, trimming (features and headstones), edging (features and flat markers), weed control, providing fertilizer, removal of trash (generated by the Contractor), as well as sweeping or blowing off grass from sidewalks, roads and headstones. Scheduling of services shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor. No work shall be allowed during special weekend activities.

2.3. The Contractor shall be responsible for full management of the facility’s grounds maintenance services described herein. The Government’s objectives are described in the NCA’s “Operational Standards and Measures” (given upon request of the Contracting Officer), the Performance Work Statement (PWS), and other requirements identified herein, as they are applicable to the services required in the Pricing Schedule. The Contractor shall develop a “Performance Work Plan” that contains solutions to accomplish the Government’s objectives. The Contractor may use whatever method it chooses to meet the objectives, as long as the end result satisfies the minimum acceptable levels of performance as defined in Services Delivery Summary (SDS).

2.4. Contract Objectives.

2.4.1. To use an innovative and creative technical approach to manage the Cemetery grounds maintenance operation at the Kerrville National Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.

2.4.2. To have the Contractor perform to its Technical Performance Approach focused on criteria designed to maintain healthy grass and a clean, neat and professional grounds appearance overall.

3. DESCRIPTION OF SERVICES:

3.1. Improved Grounds Mowing. The Contractor shall mow all Improved Grounds to look well-manicured, with a neat and professional appearance at all times. Improved Grounds are visually prominent and medium visual impact areas requiring more frequent maintenance, such as burial areas, high visibility specialty areas, and non-burial areas (see Exhibit 6, Definitions). All Improved Grounds shall be maintained in the same manner as a high quality residential lawn under contract from a professional lawn maintenance service.

This generally requires a complete mow/trim cycle every week during the growing season (February through November). Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting.

3.1.1. The Contractor shall maintain grass height within one (1) inch (+/-) of that which is professionally recommended for the predominant grass type at the Cemetery (Bermuda) or as directed by the COR. Optimally, the height should be no more than one-half an inch (½”) above the recommended range for the type of turf at the Cemetery as directed by the COR. The typical acceptable height ranges between 2 and 4 inches (optimal height of 2.5 inches); however, the COR, with input from the District Agronomist, may direct the Contractor on the particular height to mow at any given time depending on weather conditions.

3.1.2. The Contractor shall be required to pick up, collect and dispose of debris and trash (see Exhibit 6, Definitions), natural and manmade, prior to and after mowing/trimming any area.

3.1.3. The Contractor shall identify, move and replace all floral or commemorative items, etc. to their original locations as necessary while performing mowing/trimming services.

3.1.4. The Contractor shall keep all headstones, monuments, roadways, flagpole bases, public visitor areas or other non-turf areas free of clipping or edging deposits.

Clippings shall be mechanically blown or swept onto nearby turf areas when possible, or collected and disposed of on the same day as the mowing, trimming, or edging event that produced them. At no time is freshly mowed grass to be blown onto headstones

3.1.5. The Contractor shall immediately remove and dispose of, or mulch clearly visible clumps of grass clippings on top of the turf to prevent the appearance of windrows.

3.1.6. The Contractor shall use commercial grade rear-discharge mowers or commercial grade mowers with mulching decks only. The Contractor shall use properly maintained and adjusted cutting equipment to prevent streaks or irregularities, uneven cutting, plowing, or gouging of the soil. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. Riding mowers may be used if they are not operated within two

(2) inches of markers, monuments, tree trunks or other vertical surfaces.

3.1.7. All mowing equipment shall be cleaned before unloading or mowing at the Cemetery to reduce the risk of introducing contaminant weed seeds into the Cemetery turf. No equipment shall be cleaned on Cemetery property.

3.1.8. The Contractor shall hand mow new seed/sod areas (present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations) until they are fully established to the point where they will not be damaged by riding mowers.

3.1.9. The Contractor shall be familiar with and utilize different mowing patterns and shall change direction, change patterns, and vary mower wheel width patterns after each mowing thereby reducing turf wear, prevent wheel rutting, and provide a neater appearance. All mowing around trees will be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf.

3.1.10. There may be periods of excessive rainfall when the Contractor cannot access areas for mowing due to excessive wetness. The COR has the authority to disallow work in the event that weather conditions are such that work that day will do more damage than good to the Cemetery grounds. During these periods, the Contractor shall be expected to ensure the grass is cut in less than seven calendar days once grass is suitable for mowing.

3.2. Trimming. The Contractor shall trim grass and vegetation around vertical surfaces or any other structure or area that cannot be maintained by traditional mowing equipment to match surrounding area grass height within Improved Grounds. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. The vertical surfaces to be trimmed include headstones, section markers, monuments, trees, planting beds, shrubs, curbs/curbing, fences, walls, poles, signs, fire hydrants, boulders, utility/valve boxes and covers.

3.2.1. The Contractor shall trim turfgrass surrounding headstones to its recommended height for the type of turf at the Kerrville National Cemetery after each mowing cycle.

3.2.2. The Contractor shall trim all areas concurrent with mowing. Trimming operations of all non-mowed turf areas shall be considered a part of mowing. The Contractor shall mow first, followed by trimming.

3.2.3. The Contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area.

3.2.4. The Contractor shall exercise caution to avoid contact with headstones, markers, monuments, walls, trees, shrubs, flowers, any other desirable plant materials, etc. or any other structure than can be damaged by contact with the trimming device’s cutting instrument.

3.2.5. The Contractor shall use commercial grade power trimmers and power edgers to trim grass from around headstones, monuments, section markers, etc. The Contractor shall use trimmers with a plastic blade attachment to cleanly trim edges around all headstones and monuments, section markers, etc. or as otherwise approved by the COR.

3.3. Feature Edging. The Contractor shall blade edge all streets, tree wells, permanent structure lines, and planting beds. Edging shall provide a clear zone ½” to 1” wide by 2” to 3” deep with all vegetation removed from joints and cracks. Damage to asphalt/concrete shall be avoided. Edging events shall be completed as ordered by the COR. The first edging cycle shall be completed approximately at the start of the mowing season, the second cycle one week prior to Memorial Day, the third during the month of July, and a fourth edging during the month of September. Additional edging events may be scheduled by the COR. The exact dates will be provided by the COR.

3.4. Weed Control. The Contractor shall control broadleaf and grassy weeds through execution of a weed control program appropriate for the area, in accordance with NCA Handbook 3410, Integrated Pest Management Procedures for VA National Cemeteries, and current federal, state, and local regulations. The Contractor shall comply with all applicable parts of 29 Code of Federal Regulations (CFR) 1910, Labor, Occupational Safety and Health Standards; 29 CFR 1925, Labor, Safety and Health Standards for Federal Service Contracts; 40 CFR 150-189, Protection of Environment, Pesticide Program; and 49 CFR 171, Transportation, General Information, Regulations, and Definitions.

3.4.1. The Contractor shall control weeds through broad and selective applications of herbicide. The herbicide program, in general, shall consist of two (2) pre-emergent herbicide applications and three (3) post-emergent herbicide applications per contract year. The table below serves as a guideline for when the herbicide applications shall be made:

Table 3.5. General Schedule for Herbicide Applications

Pre-Emergent Application #1

Late Winter/Early Spring – exact timing of application based on soil temperature and weather conditions. Prior approval from COR required before application.

Pre-Emergent Application #2

Late Summer/Early Fall – exact timing based on soil temperature and weather conditions. Prior approval from COR required before application.

Post-Emergent Application #1

Early Spring/Mid-Spring – exact timing based on weed development. Prior approval from COR required before application.

Post-Emergent Application #2

Early Summer/Mid-Summer – exact timing based on weed development and residual period of Post-Emergent Application #1. Prior approval from COR required before application.

Post-Emergent Application #3

Late Summer/Fall – exact timing based on weed development and residual period of Post – Emergent Application #2. Prior approval from COR required before application.

3.4.2. The Contractor shall be responsible for repeat, follow-up, and/or spot spray herbicide applications between scheduled sprays, which are deemed necessary by the COR due to an ineffective application, in order to control and maintain a generally weed-free Cemetery. These repeat, follow-up, and spot spray treatments shall be provided at no additional charge to the Government.

3.4.3. The herbicides used by the Contractor shall be specifically labeled for control of weeds in the turf at the Cemetery. The Cemetery turf is pre-dominantly Bermuda

419. The herbicide shall be selected and applied in a manner that does not harm, damage, or kill the turf in any way.

3.4.4. The choice(s) of herbicide and surfactants are up to the Contractor, however their uses are subject to prior approval by the COR and District Agronomist.

3.4.5. The herbicide applications shall be applied directly by or under the supervision of a current commercially licensed State Certified Pesticide Applicator. All applications shall be performed as per the Rules and Regulations of the Texas State Department of Agriculture.

3.4.6. Either the COR will notify the Contractor prior to each application as needed or the Contractor shall contact the COR (in person, in writing, or by telephone) for permission to spray at least three (3) days in advance of each and any application.

The COR will coordinate each spray application with the Contractor. The Contractor shall be responsible for the proper timing of each application so that the highest resulting weed control for that application will be attained.

3.4.7. The Contractor shall be responsible for specifically following all label directions on the bag/container of herbicide at all times. This includes, but is not limited to, all safety, mixing, weather conditions, and application directions and information.

3.4.8. The Contractor shall always mix and apply herbicide so as to provide optimum control of target weeds, according to label directions.

3.4.9. The Contractor shall provide to the COR, in writing, a list of all herbicides, mixes, and related surfactants or other chemicals, along with the amount of product per acre, percentage of solution, and/or application rate per 1,000 square feet (and/or per acre), prior to any and all applications being performed. The Contractor shall also provide the COR with a copy of the label and the Safety Data Sheet (SDS) for any and all herbicides and other chemicals or surfactants, prior to any and all applications being performed. The Contractor shall NOT begin any application without providing this information to the COR, and obtaining the approval of the COR to proceed.

3.4.10. A written record of the application shall be delivered to the COR immediately following the application, whether completed or not, before leaving the Cemetery on the day of any application. The written record shall show the following information:

3.4.10.1. The name of the company and the names and titles of the company’s staff that performed the application.

3.4.10.2. All areas treated on that particular day of application.

3.4.10.3. The chemicals used on that particular day of application.

3.4.10.4. The temperature during the time of application, and the average wind speed during the time of application.

3.4.11. All Contractor personnel shall be properly clothed and wearing proper safety equipment during any and all applications.

3.4.12. All mixing of chemicals and filling of tanks shall be performed off-site or only in appropriate area(s) of the Cemetery as determined by the COR.

3.4.13. Performance of work shall not impede nor disturb any burial or memorial service, or burial operation at any time or during a ceremony in the Cemetery.

3.4.14. The Contractor shall coordinate with the COR any watering requirements to activate chemicals, as needed. The Cemetery will schedule and perform this watering requirement.

3.5. Fertilizer Application and Delivery. The Contractor shall provide and deliver 50-pound, labeled bags of slow release turf fertilizer in three (3) approximately equal deliveries in March, June, and September, unless an alternate timeframe is agreed to in writing by the

COR.

3.5.1. The fertilizers shall have an analysis of 21-07-14 (N-P-K) with 50% slow release nitrogen (Polyplus) and 4.5% iron (Fe). The fertilizer shall be a free flowing, granular form. The fertilizers shall contain micro nutrients. The Contractor may propose a different analysis than 21-07-14 as long as it is approved by the COR and District Agronomist prior to delivery. The District Agronomist may make adjustments to the analysis for subsequent orders if soil testing warrants an adjustment.

3.5.2. The Contractor shall be responsible for unloading and neatly stacking the bags. The Contractor shall be responsible for immediate clean-up of any spills with their own emergency spill kit and shall notify the COR or Cemetery Director immediately following.

3.5.3. The Contractor shall provide to the COR, in writing, a list of all fertilizer chemicals with their Safety Data Sheet(s) (SDS). The Contractor shall also provide the COR with a copy of the label for any and all fertilizer chemicals and the recommended application rate per 1,000 square feet (and/or per acre) upon delivery.

3.5.4. All fertilizer application will only be applied after being ordered by the COR. The contractor will schedule to apply on the timeframe ordered and agreed by the COR and the District Agronomist. The fertilizer application equipment will be correctly calibrated and the application made to achieve a uniform distribution of the treated area.

3.5.5. The contractor will ensure that the fertilizer is properly watered in by coordinating the watering schedule with the COR.

3.5.6. The contractor will make sure that all headstones, monument, patios and other like surfaces are free of granules immediately after the application and before watering in of fertilizer occurs. The contractor will be responsible for the removal of any staining, marking, of headstones, monuments, patios and other surfaces that occurs as result of a fertilizer application made by the contractor.

3.6. Fire Ant Control Treatment Program:

3.6.1. Contractor shall make three (3) applications of a broadcast treatment for native and imported fire ant control per contract year. Each treatment will cover all turf areas within the perimeter boundaries of the National Cemetery site. These applications will be performed upon order of the COR. One (1) broadcast application will be performed in Spring, One (1) broadcast application will be performed in Late Summer/Early Fall and One (1) as directed by the COR.

3.6.2. The Contractor shall apply a broadcast granular type Fire Ant Control bait product containing the following two (2) active ingredients:

Hydromethylon – for quick kill of worker ants.

Methoprene – an IGR (insect growth regulator) that the worker ants will feed to the queen for sterilization of egg production.

The product used to accomplish fire ant control that contains these two active ingredients will be the brand name Extinguish Plus (manufactured by Wellmark International) or similar product that is acceptable by the COR and the District Agronomist.

3.6.3. The Contractor shall make any repeat applications or spot treatments as deemed necessary by the COR to achieve control of fire ants in the National Cemetery at no additional expense to the government.

3.6.4. The Contractor will follow all label directions in the use of any pesticide products.

3.6.5. The Contractor will abide by all Rules and Regulations in mixing, loading, and applying pesticide as set forth by the Texas Department of Agriculture. The applicator shall be a Licensed Pesticide Applicator as regulated by the Texas Department of Agriculture and any other applicable state agency.

3.7. Irrigation System Maintenance

3.7.1. The cemetery is an improved area requiring irrigation and shall receive sufficient amounts of water as necessary to present a uniform green color without browning, or barren areas resulting from lack of water. The government shall provide general training on the use of the cemetery irrigation system. The contractor’s use of the cemetery irrigation system shall be mandatory. The contractor shall coordinate with the COR prior to the cemetery charging up the irrigation system. The cemetery will commence charging of systems (weather permitting) no earlier than March 1, with all irrigation lines charged by March 30. The government does not guarantee 100 percent coverage by irrigation systems. The contractor shall ensure all improved areas receive water and shall further prevent runoff into the streets or drainage ditches, or accumulation of water in low areas. The government retains the right to operate all irrigation systems, to include the timers or main valves. The contractor shall adjust watering times such that all systems have adequate pressure to function properly and do not reduce pressure in water mains such to cause operational problems.

3.7.2. Sprinkler heads and riser connections shall be maintained, repaired, or replaced by the Contractor as necessary to eliminate obstructions, leaks, and other defects which would prevent proper operation, at no additional cost to the Government. Sprinkler heads shall be maintained clear of dirt and other debris for approximately 1 inch around their outside circumference. Replacement sprinkler heads shall be of the same make, manufacturer, and model as existing. The Contractor will provide all required maintenance to the installed sprinkler system, to include, valve systems, underground piping, sprinkler heads and riser connections. Any damage to such systems caused by the Contractor shall be repaired or replaced by the Contractor at no expense to the Government. The Contractor shall promptly report damage to or malfunction of any sprinkler system to the COR. The contractor shall operate and maintain the irrigation systems in good working order and repairable condition at all times. Hoses, portable sprinklers, portable pipe, and similar irrigation equipment shall be removed from lawn areas at the end of each workday or when not actually in use. All valves, covers, and valve box covers shall be kept closed at all times except when in actual use.

3.7.3. The contractor shall repair the sprinkler system by locating and repairing or replacing defective and broken electric and manual valves, valve control boxes, irrigation valve pit covers, controller, controller boxes, electrical wiring (between timer and valves), controller pedestals, sprinkler heads, risers, water lines, automatic and manual drains, backflow preventers, air vacuum breakers, all types of fittings (tees, unions, ells, nipples, clamps, etc.), and pipes. Sprinkler heads and valve control boxes shall be flush with the ground and level. The contractor shall clean out sprinkler heads and nozzles when plugged with debris. The contractor shall repair or replace lines at no additional cost to the Government when water lines break or debris accumulation occurs. The contractor may be required to flush out the systems with either water pressure, air pressure, or both to remove accumulation of debris from the water lines as a result of water line breaks. Faulty water main supply valves are the Government’s responsibility.

3.7.4. The contractor shall respond within thirty (30) minutes during business hours and within two hours during non-duty hours, after notification, for repairing leaks, breaks, faulty controllers, valves not completely shut off or controllers identified as being stuck in the "on" position. The contractor shall maintain the irrigation system;

however, due to certain functions, events and practices, special request for timers and sprinkler systems adjustments may be required to meet these activities.

3.7.5. The contractor shall seek to improve the efficiency of the irrigation system. Irrigation heads shall be adjusted whenever their coverage or volume is inadequate or too plentiful. The Contractor shall abide by any local, state, or other water agency regulations or controls in force at the time of this contract.

3.8. Headstone Maintenance and Cleaning

NCA Standard: All upright headstones (hereafter referred to as “headstones”) shall be clean, free of debris and objectionable accumulations. The headstones located within the Cemetery are currently marble.

Work consists of cleaning all headstones as specified by the Contracting Officer’s Representative (COR) to remove objectionable material and discoloration, such as environmental deposits, accumulations of bird droppings or dirt/mud, tire and hose markings, grass stains, residue from trees, mold, mildew, moss, algae, lichen, fungus, and so forth.

3.8.1. GENERAL REQUIREMENTS

3.8.1.1. All headstones shall be cleaned prior to Memorial Day and Veteran’s Day and any other time as determined by the COR, with a washing of two (2) times per year minimal. The Contractor shall pressure wash entrance gate and fence of the Cemetery. The natural surfaces shall be retained. They shall not be painted, white washed or calcimined. Any headstones that have any dirt splash up or grass debris from mowing/trimming shall be promptly cleaned when found.

3.8.1.2. 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.

3.8.2. PROCEDURE

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

3.8.2.2. Clean water shall be used to clean headstone. Cleaning techniques with water shall include high pressure spraying, scrubbing and/or rinsing.

3.8.2.3. When water under pressure is used, the pressure shall not exceed 600 psi.

Excessive soil, staining and/or discoloration may be removed with plain water and a stiff brush (no wire brushes, bleach, solvents, or abrasive cleaners/blasting shall be permitted), followed by rinsing with clear water.

3.8.2.4. The toning or patina of the stone will not he removed unless as a result of cleaning accomplished to remove the accumulations previously noted. In this instance the stone should be cleaned in its entirety so as to present a uniform appearance.

3.8.2.5. If water used in cleaning should soften the soil around the base of the headstone so that the headstone is loosened, care shall be taken not to tip the headstone out of plumb or alignment. Headstones shall be set and anchored firmly in place with no movement from forces subjected by the COR or inspector after cleaning has been completed.

3.8.2.6. In turfgrass areas, care shall be taken to protect the turf area from any damage.

Any turf damaged by the Contractor shall be restored at Contractor's cost in accordance with “KERRVILLE GROUND MAINTENANCE PLAN.”

3.8.2.7. UPRIGHT MARBLE HEADSTONES ONLY: After cleaning upright marble headstones, apply a final undiluted spray application of “D/2 Biological Solution” cleaner (or approved equal) per manufacturer’s recommendations to all sides of the headstone: Apply to WET stone surface using a sprayer; gently agitate with a soft bristle brush, and RINSE thoroughly with water. Contractor shall submit the required Safety Data Sheets (SDS) to the COR prior to use of any chemicals including but not limited to D/2 Biological Solution. DO NOT

USE D/2 BIOLOGICAL SOLUTION ON UPRIGHT GRANITE, FLAT

GRANITE, OR BRONZE MARKERS

3.9. Headstone Fine Tune Alignment

3.9.1. Specific headstones in each burial section shall be chosen and designated to be “Key” stones (keystones) for use throughout the headstone fine tune alignment (FTA) process. See Exhibit A. All keystones are to be vertically plumbed and aligned by leveling the front, back, and sides while raising or lowering the headstone as necessary to achieve a height of 25 inches above the mean (average) topsoil level.

These keystones are headstones that are visibly in line with the majority of the rest of the headstones in both the rows and the columns and are as close as possible to the proper measurements for that particular section of headstones. Keystones shall be at a maximum spacing of every 10th headstone or at a more frequent spacing as required in areas of sloped or rolling terrain in order to achieve a flowing transition between the rows and columns.

3.9.2. Install heavy string lines along the front, sides, tops, and transversely of all applicable Keystones. The string lines shall be laid out to the correct dimensions as determined by Keystones and the rows and columns are evenly spaced. All headstones shall be vertically plumbed and aligned by leveling the front, back, and sides while raising or lowering the headstone as required to achieve a height of 25 inches above the mean (average) topsoil level. IMPORTANT: To meet the requirement of a smooth, flowing transition, the Contractor may be required to set the headstone at a height other than at the required 25 inches above grade with approval by the COR. These measurements shall be adhered to as closely as possible and may be adjusted to suit unique site conditions with approval by the COR. See Exhibit B.

3.9.3. All remaining headstones in the rows, columns, and transverse directions are then aligned along the string lines front to back, side-to-side, transversely, and match the required row and column spacing for the section. All remaining headstones are to be vertically plumbed and aligned by leveling the front, back, and sides while raising or lowering the upright headstone as required to achieve a height of 25 inches above grade (or 20 inches for Civil War type headstones) with approval by the COR. See Exhibit B. The installation, adjusting, and setting of the remaining headstones shall meet all requirements of this contract.

3.9.4. The Contractor shall use a wooden tamper to bump the headstone into alignment of the string line to the maximum extent possible without having to remove the headstone from the socket, while maintaining plus/minus (+/-) 1/8 inch maximum tolerance shall be maintained in the vertical, lateral, and transverse directions in accordance with the dimensional requirements. The alignment of the headstones should be checked frequently during this process because the tamping of the headstones may move the headstone out of level or off the mark on the line.

3.9.5. Headstones shall be installed to within one degree of fully vertical when measured on front and…