36C78621Q0008 Springfield STATEMENT OF WORK FY 2021.pdf

X.2 Price/Cost Schedule Contractor shall provide all labor, supervision, material, equipment (see Attachment A and Attachment B), tools and supplies to complete grave excavations, interments, and grounds and facility maintenance services to maintain Springfield National Cemetery, 1702 East Seminole Street, Springfield, MO 65804 following National Cemetery Administration standards. Contract period will consist of a base period from October 1st , 2020 (or date of contract award), through September 30, 2021, with four (4) one-year options to extend the term of the contract through September 30, 2025. Units and services to be by Performance Work Statement, Technical Specifications, Performance Incentives/Disincentives, terms and conditions contained in this solicitation.

BASE YEAR (October 1, 2020 through September 30, 2021)

CLIN

ITEM

EST. QTY

UNIT

UNIT PRICE

TOTAL

PRICE

0001 Grounds Maintenance Services (Includes: turf maintenance, plant, and tree maintenance, mowing (improved turf areas and unimproved native turf areas), weed eating, removal of leaves and debris, sweeping or blowing off of roads and walkways, trash removal; floral pick-up;

snow and ice removal

12 MO $ $

0002 Irrigation system maintenance and operation, 9 MO $ $

000 3 Headstone Cleaning and Maintenance (4000 headstones cleaned)

6000 EA $ $

0004 Headstone Setting and Alignment 200 EA $ $

0005 Fine Tune and Alignment 4000 EA $ $

0006 Raise and Re-alignment 1500 EA $ $

0007 Sunken Grave Repair 100 EA $ $

0008 Interment, Grave Excavation and Backfilling (Casket)

60 EA $ $

0009 Interment, Grave Excavation and Backfilling (Cremains)

75 EA $

0010 Placement and Removal of Flags (Grave Flags)

12,000

EA $ $

0011 Placement and Removal of Flags (50 Avenue Flags) (twice yearly) 100 EA $ $

0012 Cleaning and Maintenance of Public Restrooms 270 EA $ $

0013 Storm Cleanup

3 EA

Base Year: OCT 1, 2020 - September 30, 2021

TOTAL

ESTIMATED

PRICE:

OPTION PERIOD 1: OCTOBER 1, 2021 through September 30, 2022

CLIN ITEM EST. QTY UNIT UNIT PRICE TOTAL

PRICE

1001 Grounds Maintenance Services (Includes: turf maintenance, plant and tree maintenance, mowing (improved turf areas and unimproved native turf areas), weed eating, removal of leaves and debris, sweeping or blowing off of roads and walkways, trash removal;

floral pick-up; snow and ice removal

12 MO $ $

1002 Irrigation system maintenance and operation, 9 MO $ $

1003 Headstone Cleaning and Maintenance (4000 headstones cleaned)

6000 EA $ $

1004 Headstone Setting and Alignment 200 EA $ $

1005 Fine Tune and Alignment 4000 EA $ $

1006 Raise and Re-alignment 1500 EA $ $

1007 Sunken Grave Repair 100 EA $ $

1008 Interment, Grave Excavation and Backfilling (Casket)

60 EA $ $

1009 Interment, Grave Excavation and Backfilling (Cremain)

75 EA $ $

1010 Placement and Removal of Flags (Grave Flags)

12,000

EA $ $

1011 Placement and Removal of Flags (50 Avenue Flags) (twice yearly)

100 EA $ $

1012 Cleaning and Maintenance of Public Restrooms

270 EA $ $

0013 Storm Cleanup

3 EA

OPTION ONE PERIOD:

OCT 1, 2021 -September 30, 2022

TOTAL

ESTIMATE

D PRICE:

OPTION PERIOD 2: OCTOBER 1, 2022 through September 30, 2023

2001 Grounds Maintenance Services (Includes: turf maintenance, plant, and tree maintenance, mowing (improved turf areas and unimproved native turf areas), weed eating, removal of leaves and debris, sweeping or blowing off of roads and walkways, trash

12 MO $ $

removal; floral pick-up; snow and ice removal

2002 Irrigation system maintenance and operation, 9 MO $ $

2003 Headstone Cleaning and Maintenance (4000 headstones cleaned)

6000 EA $ $

2004 Headstone Setting and Alignment

200 EA $ $

2005 Fine Tune and Alignment 4000 EA $ $

2006 Raise and Re-alignment 1500 EA $ $

2007 Sunken Grave Repair 100 EA $ $

2008 Interment, Grave Excavation and Backfilling (Casket)

60 EA $ $

2009 Interment, Grave Excavation and Backfilling (Cremain)

75 EA $ $

2010 Placement and Removal of Flags (Grave Flags)

12,000 EA $ $

2011 Placement and Removal of Flags (50 Avenue Flags) (twice yearly)

100 EA $ $

2012 Cleaning and Maintenance of Public Restrooms

270 EA $ $

0013 Storm Cleanup

3 EA

OPTION TWO

PERIOD: OCT 1,

2022 -September 30, 2023

TOTAL

ESTIMATED

OPTION PERIOD 3: OCTOBER 1, 2023 through September 30, 2024

3001 Grounds Maintenance Services (Includes: turf maintenance, plant and tree maintenance, mowing (improved turf areas and unimproved native turf areas), weed eating, removal of leaves and debris, sweeping or blowing off of roads and walkways, trash removal; floral pick-up;

snow and ice removal

12 MO $ $

3002 Irrigation system maintenance and operation, 9 MO $ $

3003 Headstone Cleaning and Maintenance (4000 headstones cleaned)

6000 EA $ $

3004 Headstone Setting and Alignment 200 EA $ $

3005 Fine Tune and Alignment 4000 EA $ $

3006 Raise and Re-alignment 1500 EA $ $

3007 Sunken Grave Repair 100 EA $ $

3008 Interment, Grave Excavation and Backfilling (Casket)

60 EA $ $

3009 Interment, Grave Excavation and Backfilling (Cremain)

75 EA $ $

3010 Placement and Removal of Flags (Grave Flags) 12,000 EA $ $

3011 Placement and Removal of Flags (50 Avenue Flags) (twice yearly)

100 EA $ $

3012 Cleaning and Maintenance of Public Restrooms

270 MO $ $

0013 Storm Cleanup

3 EA

OPTION THREE

PERIOD: OCT 1, 2023 -

September 30, 2024

TOTAL

ESTIMATED

OPTION PERIOD 4: OCTOBER 1, 2024 through September 30, 2025

CLIN ITEM EST.

QTY UNIT UNIT PRICE TOTAL

4001 Grounds Maintenance Services (Includes: turf maintenance, plant and tree maintenance, mowing (improved turf areas and unimproved native turf areas), weed eating, removal of leaves and debris, sweeping or blowing off of roads and walkways, trash removal;

floral pick-up; snow and ice removal

12 MO $ $

4002 Irrigation system maintenance and operation, 9 MO $ $

4003 Headstone Cleaning and Maintenance (4000 headstones cleaned)

6000 EA $ $

4004 Headstone Setting and Alignment 200 EA $ $

4005 Fine Tune and Alignment 4000 EA $ $

4006 Raise and Re-alignment emplace 1500 EA $ $

4007 Sunken Grave Repair 100 EA $ $

4008 Interment, Grave Excavation and Backfilling (Casket)

60 EA $ $

4009 Interment, Grave Excavation and Backfilling (Cremain)

75 EA $ $

4010 Placement and Removal of Flags (Grave Flags)

12,000 EA $. $

4011 Placement and Removal of Flags (50 Avenue Flags) (twice yearly)

100 EA $ $

4012 Cleaning and Maintenance of Public Restrooms

270 MO $ $

0013 Storm Cleanup

3 EA

OPTION FOUR

PERIOD: OCT 1,

2024 -September 30, TOTAL

ESTIMATED

Aggregated total for base and 4 option years: $

DESCRIPTION/ SPECIFICATIONS / WORK STATEMENT

CONTRACT STATEMENT OF WORK

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

1.1 BACKGROUND

The Department of Veterans Affairs (VA), National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 131 National Veterans 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 Cemetery receives from the public, strict adherence to the following specifications is essential.

1.2 PLACE OF PERFORMANCE

The Contractor shall provide all supervision, labor, equipment, materials, and supplies necessary to provide Grounds Maintenance Services at Springfield National Cemetery, hereby known as “The Cemetery”. The specific location, sizes, and services required for the cemetery are as follows:

Cemetery Address Acreage Required Services

Springfield

National Cemetery

1702 East Seminole

Street Springfield, MO

65804

Total 18.1

(Developed 18.1)

Full Grounds

Maintenance Services

The Springfield National Cemetery is located at 1702 East Seminole Street, Springfield, MO 65804. The cemetery is comprised of 18.1 developed and partially irrigated, surrounded by a six-foot stone wall and chain link fence. The cemetery contains the remains of veterans, spouses and dependent children whose graves are identified by approximately 12,000 upright headstones and flat markers. National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications is required as well as adherence to National Cemetery Administration National Standards.

1.3 MAINTENANCE AREAS

The physical area of the contract includes the cemetery proper, structures, maintenance yards, paving, roadways, landscaped grounds, perimeter landscaped areas, and all of its landscape elements.

1.4 CONTRACT OBJECTIVES

1. To use an innovative and creative technical approach to manage the full cemetery operations at the Springfield National Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with the National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 5.1, July 2014) and standard commercial practices.

2. To have our business partner propose a business solution using performance based contracting techniques with incentives and disincentives designed to reward superior performance.

Specifically, we require a business partner to establish a performance plan focusing on criteria such as healthy grass, trees, shrubs, and plants and a clean, neat and professional appearance. The plan will include a performance work schedule, list of materials the contractor plans to use, a detailed list of equipment the contractor plans to provide and use, labor and a quality control plan to monitor the contractor’s performance in meeting the cemetery goals. Award Year Term points will be used as incentives to extend the term of the contract to reward exceptional performance. (The use of surveys to measure customer satisfaction and quality may be used to award incentives or apply deductions.)

3. To determine a contract period of performance in accordance with standard commercial practices. The minimum life of the contract should be one base period with options to extend the term of the contract up to four (4) additional years. The maximum life of the contract, including any options shall not exceed five (5) years.

4. In the event of a Government Shutdown, the contractor will only perform essential work. The government has the right to determine critical processes at the national cemetery. The contractor will be notified by telephone or in writing either by the Contracting Officer or the Contracting Officer Representative in the event of a shutdown. The communication will specify what Contract Line Item Number (CLIN) the national cemetery deems essential during the government shutdown. The contractor will only perform those contract line item number the national cemetery specified are crucial to daily operations. If the contractor completes any contract line item numbers other than what is defined by the National Cemetery, the contractor will incur the cost.

1.5 GENERAL REQUIREMENTS & SPECIFICATIONS

SERVICES PROVIDED: The Contractor shall provide all supervision, labor, equipment, materials, and supplies necessary to perform the following Grounds Maintenance Services at the Springfield National Cemetery. THE CONTRACTOR SHALL PROVIDE THE

MANPOWER & RESOURCES NECESSARY TO PERFORM AND COMPLETE

MULTIPLE JOBS SIMULTANEOUSLY.

Services to be provided include the following:

1.5.0. Grave, Excavation, Backfill and Interments

1.5.1 Headstone Setting and Alignment

1.5.2 Headstone Cleaning and Maintenance

1.5.3 Headstone Raise, Lower, Realign & Reset

1.5.4 Gravesite Maintenance

Cemetery Grounds Management Plan

1.5.5 Turf Maintenance – Fertilization, Weeding

1.5.6 Turf Maintenance – Sodding/Seeding

1.5.7 Turf Maintenance – Mowing, Trimming & Edging

1.5.8 Irrigation System Maintenance & Operation

1.5.9 Plant Material Maintenance

1.5.10 Pruning Standard for Shade Trees

1.5.11 Trash & Debris Removal (Waste Management)

1.5.12 Pavement Sweeping & Cleaning

1.5.13 Structure Maintenance

1.5.14 Leaf Collection

1.5.15 Snow & Ice Removal

1.5.16 Placement of Flags

1.5.17 Janitorial Services

1.5.18 Contractor Responsibilities

1.5.19 Contractor Supervision, Work Hours, and Training

1.5.20 Government Contracts

(End of List)

LIST OF ATTACHMENTS AND EXHIBITS

Attachment A

TECHNICAL SPECIFICATIONS

Attachment B

Equipment List

Attachment C

Floral /Grounds Policy

Attachment D

Performance Work Requirements Summary

Attachment E

Guidance Specifications

Exhibits

A – Burial Layout Diagrams

B – Upright Headstones Installation Details

C – Upright Headstone (Civil War Types) Installation Details

D – Plan View - Upright Headstone Burial Section Layout and Realignment

E – Elevation – Upright Headstone Burial Section Vertical Alignment

F – Flat Marker Installation Details (w/Marker GridTM Grass Paving Material)

G – Flat Marker Installation Details – Full Depth Trench (w/Marker GridTM Grass Paving Material)

H – Plan View – Flat Marker Burial Section Layout and Realignment

I – Elevation View – Flat Marker Burial Section Vertical Alignment

J – Grass Paving Material Specifications - Marker GridTM Information

H – 1st & 2nd Interment Dig Slip/ Chain of Custody

L – Ground Maintenance Checklist/Pesticide Application Data Sheet/ Vertebrate Pest Inspection Sheet

M – Site Plan of Springfield National Cemetery

(End of List)

ATTACHMENT A - TECHNICAL SPECIFICATIONS

1.5.0 GRAVE, EXCAVATION, BACKFILL, AND INTERMENTS

A. GENERAL

1. Any/all work done in this section is subject to the General Requirements that form a part of these specifications.

2. The contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE

1. Work consists of excavation, backfilling, preparing for interments and placing sod as specified by the Contracting Officer Representative (COR). There will be approximately 120 casketed and 85 cremation interments per year. The COR or representative will notify the Contractor 24 hours in advance of the gravesite to be opened. Normally interments will be accomplished Monday through Friday during the hours of 11:00 AM to 1:00 PM However, there may be instances where the Contractor will be required to perform interments on weekends and/or holidays and outside the regular hours.

C. PROCEDURE

1. All gravesite excavations, for casketed or cremated remains (cremains), will be completed no less than one and one-half (1 ½) hour prior to the interment service. If a private concrete vault is to be used, the gravesite excavation will be completed to allow the vault to be pre-set in the grave one (1) hour prior to the service. Each new gravesite or existing will be finished with sod (Rhizomatous Tall Fescue (RTF) and ready for viewing by the next of kin no later than one and one-half (1 ½) hours after the interment service.

2. It shall be the COR's responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavation. Prior to permitting excavation equipment in the burial section, the Contractor shall provide and place turf protection mats/panels along the path of entry to the grave site and the on the turf area surrounding the gravesite to protect the turf from damage from the equipment used to excavate the graves.

3. Gravesites measure 5’ x 10' unless otherwise advised by the COR. The graves shall be excavated to three (3) feet by eight (8) feet and a depth of five (5) feet or seven (7) feet, depending on the number of interments. Graves for cremated remains will be approximately 18 inches square and (3) three feet deep. The COR shall advise the Contractor of the required depth, and position prior to any excavation operation. Contractor should probe all full interments prior to excavation to assure adequate depth for 2nd interment. COR should be notified immediately of insufficient depth to accomplish interment.

4. When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to an existing vault, poly liner, or casket not being deep enough, the Contractor shall notify the COR or Cemetery Director immediately. After notification to the COR and/or the Cemetery Director and with their approval, the remains of the first interment shall be removed and the grave excavated to a depth to accommodate both interments.

5. Additional costs for excavating the grave to a greater depth to accommodate the second interment will be addressed on a case-by-case basis through the changes clause of this contract. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

6. 1st & 2nd Interment Dig Slip/Chain of Custody will be maintained throughout the process and turn-in to the COR at the end of the day for verification of daily burials.

(See Attachment E)

7. Sod should be removed from the gravesite prior to excavation and shall be reused on the gravesite. Sod will be cut 1” to 2” deep to keep roots healthy. All excavated soil shall be removed from the gravesite area prior to the scheduled interment and brought back in to backfill the grave. Any excess backfill shall be hauled and dumped off-site by the contractor.

8. When a grave is opened, the Contractor is responsible for removing any headstone(s) needed to ensure access for the vault and the remains and subsequently reinstalling headstone(s) removed. All open excavated graves shall be properly protected and secured to prevent unauthorized access to the excavation by visitors, NCA staff, or contractor employees.

9. The Contractor will transfer the remains in a dignified manner from the interment shelter to the proper gravesite following all NCA policies. Contractor shall utilize a covered dignified interment vehicle. The Contractor will be required to lower casketed remains into gravesite with a agency approved mechanical lowering device (Contractor furnished) in a safe and efficient manner, with dignity, and without damage to casket.

10. Backfill material (sand/pea gravel or similar compactable fines to avoid bridging and creating voids) surrounding the government furnished concrete liner will be sufficiently pliable to allow voids to be filled for more solid compaction to reduce subsequent ground settlement.

Backfill shall be brought to established grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of an approved mechanical or hand tamper. Backfill should not be mounded but should conform to existing grades. The contractor will remove all unusable dirt, rocks, roots and other types of objects from the cemetery grounds.

11. If the excavation is five feet deep or deeper, a worker is prohibited from entering into the hole until the sides of the grave are shored in a safe manner in accordance with OSHA standards.

12. If the grave has an existing headstone; it shall be removed and carefully placed in an area near the gravesite and covered with proper protection. The headstone will be replaced after the grave is backfilled. A temporary marker for the second interment will be centered directly in front of existing headstone.

13. After backfilling is complete and compacted, the remaining two inches will be filled with topsoil and the sod will be replaced and tamped/rolled to ground level. The sod will be thoroughly watered every few days for two weeks thus reestablishing sod. If the grave does not have usable sod, new sod will be put on the grave.

14. First and second interment are raked and groomed to return the grave to its original state within the same workday.

15. The Contractor or his/her representative shall place the temporary marker on the grave.

Setting the new headstone or marker when it is delivered is part of the new interment.

16. All floral bouquets and arrangements left at the gravesite by the funeral party will be neatly arranged upon the grave and removed when they become unsightly. All stands from floral wreaths will be removed before placing the wreath flat on the grave.

17. See Attachment E, Exhibit A for gravesite diagram and handling of multiple interments.

18. The Contractor will designate a member of his staff to keep visitors away from open gravesite prior to interment service and provide other duties as assigned by the COR.

19. The Contractor will lower flag to half-staff ½ hour before interment services.

20. Contractor will raise flag to full staff 1/2 hour after interment service of the day has completed and all family members have departed.

21. Winter graves reopeners show healthy turf re-establish within 60 days of the start of the growing season.

22. Graves reopeners during the growing season show healthy within 60 days of the interment.

23. No grave will be pre-dug the day before a scheduled interment. Any exceptions must be authorized by COR.

24. The COR shall conduct random inspections.

D. ADDITIONAL GUIDANCE

1. DIAGRAM "D" (in Attachment E, Exhibit A): The conditions shown in "D" will occur only rarely, and usually when the minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family group.

2. DIAGRAM "E" (in Attachment E, Exhibit A): When the remains are in a small casket, they will be placed in the lower corner of the gravesite, at a depth of 5 feet, permitting room for an additional like burial at the head of the first at a depth of 7 feet and the second at five feet.

3. When it is necessary to make side-by-side burials in a single gravesite, extreme care will be exercised to accurately locate the sideline of the site. Where a burial vault or poly liner is used in such cases, it may be necessary to encroach several inches on adjacent site(s). This is permissible provided the site encroached upon has been or will be utilized as shown in "A" or "B" (in Attachment E, Exhibit A).

4. Unusual conditions may require occasional deviations from the methods indicated. For cases not covered herein, the Contractor will consult with the COR for advice on determination of action to be taken.

1.5.1 HEADSTONE SETTING and ALIGNMENT

A. NCA STANDARDS

1. Definition: Headstones include upright headstones, flat markers, and columbaria niche covers.

2. Headstones are properly installed.

3. Headstones are aligned in accordance with the section plan or historic pattern.

4. Proper height and alignment of each headstone is maintained.

5. Headstones are clean, free of debris and objectionable accumulations.

6. Headstone and marker inscription are visible and legible as appropriate for the age and historic significance of the marker.

1. Work consists of setting new or replacement headstones on gravesites and resetting or realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his/her authorized representative. Contractor shall align and level-set an estimated 100 upright headstones; and 10 flat markers 5 memorial markers in the base year with numbers projected to increase in each subsequent year. Contractor shall “fine tune alignment” an estimated 4000 upright headstones in the base year with increasing numbers in each subsequent year.

C. GENERAL REQUIREMENTS

1. The type of headstone to be used shall be determined by the Contracting Officer’s

Representative (COR) through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery).

2. Headstones shall be installed within two (2) days of delivery to the Cemetery as weather and soil conditions permit. Headstones shall be cleaned after setting. Cost for cleaning to be included in work for headstone setting.

3. Acceptability. The "Setting & Alignment" of new or replacement headstones is considered "acceptable" when the Contractor clearly evidences compliance in meeting contract requirements.

4. Inspection & Acceptance: Acceptance is defined as the point in time which the COR has determined the work performed is satisfactory. The Government reserves the right to inspect any/all services rendered and either reject or require correction when headstone setting & alignment are not in conformity with contract specifications.

5. Headstones that are set by the Contractor shall maintain the proper height and alignment for a period of 90 days after being initially set. Any settlement or misalignment of headstones during this 90-day period shall be corrected by the Contractor at no additional cost to the Government. The Government shall require the contractor to re-perform any non-conforming services at no increase in contract price.

6. The COR shall conduct random inspections.

D. PROCEDURE: NEW & REPLACEMENT HEADSTONES

1. The Cemetery is responsible for ordering headstones, checking for proper wording spelling.

2. Headstones are delivered by an outside vendor to the Cemetery and received/unloaded/staged for cemetery staff inspection by the Contractor Staff. Cemetery Staff will inventory and inspect headstones for damage immediately after notification of receipt by contractor.

Cemetery Staff shall inventory and inspect headstones for proper wording within two (2) days after receipt.

3. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. Each stone shall be placed so as to rest flat. If there is any breakage or damage in any form due to the Contractor's handling or negligence, the cost for replacement shall be borne by the Contractor. The COR shall designate a suitable area for storage of the headstones at the Cemetery. Initial inspection shall be accomplished by COR and contractor’s representative upon receipt. Defective headstones shall not be set.

Replacement headstone shall be ordered by the Cemetery.

4. Headstones shall be erected in appropriate places within five (5) calendar days of receipt, or if weather or soil conditions prohibit this time frame, as soon as practicable after receipt. See “Headstone - Raise, Lower, Realign & Reset” for specific procedures for setting each type of headstone.

5. Trees or shrubs obstructing headstones shall be noted and the COR shall determine remedial action, and any modification needed for installation of a headstone.

6. Headstones shall be lifted and transported or set by at least two (2) people unless special one-person lifting devices are approved. Realignment, when consisting merely of straightening the headstone, shall be accomplished by one person.

7. Older markers shall be realigned laterally, transversely and diagonally in the same manner as new headstones.

8. Damaged markers shall be identified and immediately brought to the attention of the COR.

Damaged markers and defective/incorrectly inscribed markers on order would be, upon receipt of the new marker, destroyed by the Contractor by means of breaking the marker with a maul or sledge hammer to be totally unreadable. Resultant debris shall be removed from the cemetery grounds in a lawful manner.

9. Replacement marker(s) shall be set within two (2) days after receipt at the cemetery.

10. The Contractor is responsible for the unloading of headstones from the delivery truck, and the COR is responsible for the initial inspection.

11. The contractor shall report on his/her weekly inspection report to the COR the following:

a. Number of headstones raised and what section _______ (Upright, Flat) ________Section

b. Number of headstones realigned and section

_______ (Upright, Flat) ________Section

12. If there is a problem with realigning a specific marker, a report shall be sent to the COR providing a detailed explanation, the reasons the marker was not realigned.

13. All headstones set by the Contractor shall be warrantied for a period of 90 days; any realignment of headstones during this warranty period shall be at the Contractor’s expense.

14. Adjustment, raising and realigning newly set headstones due to initial settling, improper compaction or Contractor error shall not constitute Headstone Raise, Lower, Realign, Reset, Backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

15. Damaged and defaced headstones/markers will be identified. The Contractor shall notify the

COR of damages and recommend actions taken to replace or repair them.

16. Any work to repair damaged or defaced markers must be approved by the COR, or his/her designee.

E. REMOVAL OF HEADSTONES

1. This process involves the removal of any headstone associated with a second interment or to gain access to an area within an interment area:

a. The COR, or his/her designee, shall identify headstone(s) to be removed.

b. The Contractor shall pull headstone(s) to gain access to the location(s) identified.

c. Once removed, headstones shall not leave the gravesite unless the headstone needs additional inscription work.

d. If additional inscription work is required, the Contractor shall relocate removed headstones to the maintenance yard for destruction or transport them to the inscription yard.

e. Once work is completed in the area, the Contractor shall reset the original or replacement headstone(s) and the 90-day warranty period shall begin.

F. DISPOSAL OF HEADSTONES

1. Once the COR or his/her designee has identified a headstone for disposal the Contractor shall take the following actions:

a. Move the headstone to an area of the maintenance yard located out of the view of the general public.

b. Break the headstone into pieces so that the inscriptions are not legible.

c. Broken headstone pieces will be disposed of and removed off site by contractor expense.

d. Headstones shall not be used for any purpose other than their intended use.

e. The Contractor shall maintain a log of all disposed headstones. This log shall track the

Name, date of disposal and the location of disposed headstone.

2. The COR shall conduct random inspections.

G. HEADSTONE FINE TUNE AND ALIGNMENT

1. Headstone Fine Tune and Alignment is a minor alignment process that does not require the upright headstone to be removed from the original socket. Approximately 4,000 upright headstones shall require Fine Tune and Alignment each year.

2. Fine Tune and Alignment shall be accomplished by a two-person team as follows: A string line will be used to align rows and columns. The string will be position in the (front/back) of headstone to ensure proper alignment. One person shall use a wood lever (such as a 2x4) or metal pry bar to adjust each upright headstone to align vertically with adjacent headstones in the same row and column. Care shall be taken to wrap the bar or tool to ensure it does not damage or mar the headstone. A second person shall stand in the same row/column approximately 10 headstones distant to instruct which direction the subject headstone shall be adjusted. Once the headstone has been satisfactorily adjusted so it is in alignment with the other headstones in the same row and column, a tamping tool shall be used to tamp around the base of the headstone so soil is compacted sufficiently to prevent shifting.

3. The COR shall conduct random inspections.

1.5.2 HEADSTONE CLEANING and MAINTENANCE

1. Upright and flat markers are clean, free of debris and objectionable accumulations.

2. Upright and flat markers are not damaged, marred, or discolored by Contractor operations.

B. SCOPE

1. Work consists of cleaning all headstones as specified by the Contracting Officers

Representative (COR) to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth. There are approximately 12,000 marked gravesites in the Springfield National Cemetery.

2. Headstones and Monuments shall be cleaned prior to Memorial Day and Veteran’s Day and any other times as determined by the Contracting Officers Representative (COR) with a minimal washing of one (1) time per year. The natural surfaces shall be retained. They shall not be painted, white washed or calcimined.

3. Any headstones that have any dirt splash-up or grass debris from mowing/trimming from the grounds maintenance contractor operations shall be promptly cleaned when found at no additional cost to the Government. Work to clean headstones of grass clippings and/or soil residue resulting from turf mowing, edging, and trimming operations does not constitute “headstone cleaning” under this section and shall not be billed for as such.

4. Any headstone that has objectionable accumulations of bird droppings shall be cleaned by dry brushing. Dropping that cannot be removed by the dry brush method shall be removed with a wet brush and rinsed with water. The headstones most affected are those directly beneath trees where birds roost.

5. Headstone, marker inscriptions are visible and legible as appropriate for the age and historic significance of the marker.

6. Damaged and defaced headstones markers, and flat markers have been identified and action taken to replace or repair them.

7. Headstones, markers, and flat markers that are no longer useable are disposed of in a manner that is respectful and prevents unacceptable use.

1. Headstones that become misaligned during contractor cleaning operations shall be realigned per “Headstone Raise, Lower, Re-align & Reset” at no additional cost to the Government

2. Protect the turf area from any damage with protection boards or rubber mats. Any turf that is damaged shall be restored at no additional cost to the Government per “Turf Maintenance”.

3. Turf damage due to grounds maintenance task is identified and corrective action initiated by close of the same business day.

4. Abrasive blasting and abrasive cleaning solutions shall not be used.

5. Contractor shall report the condition of all headstones to the COR monthly the using Headstone Maintenance Checklist. (See Attachment B.). The COR shall train the Contractor in the proper use of this form.

6. The COR shall conduct random inspections.

D. UPRIGHT HEADSTONE BI-ANNUAL CLEANING

1. Government-approved cleaning agent (D2, Weatherzyme) and clean water shall be used to clean headstones. Cleaning techniques with water shall include high pressure spraying, scrubbing and rinsing.

2. When pressure washing is utilized, the pressure shall not exceed 500 psi. Excessive soil shall be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

3. Use a cleaning product specifically designed to clean headstones each year. Acceptable

Products: ‘D/2 Biological Solution by D/2 Biological Solutions, Inc.; or COR-approved equal. Follow manufacturer’s printed instructions for product mixing and application. Protect turf from injury. Avoid contact between cleaning agent and turf exposed to direct sunlight.

Initially clean two headstones using the approved cleaning agent as a test area to determine efficacy of cleaning and to observe for damage done to turf. COR shall inspect and track results. Discontinue use of cleaning agents that are not producing satisfactory results and/or are damaging turf. Continue with cleaning of headstones when directed by COR.

4. Every attempt should be made by the contractor to protect turf around headstone from contacting cleaning agent in the form of plywood or similar.

NOTE: Several headstones at Springfield National Cemetery are experiencing surface de-lamination or flaking. The contractor shall exercise extreme care to prevent further damage to those headstones. Pressure washing of those headstones will not be permitted.

1.5.3 HEADSTONE – RAISE, LOWER, REALIGN & RESET (RAISE AND

REALIGNMENT WITH TURF RENOVATION)

A. NCA STANDARDS

1. Proper height and alignment of each headstone is maintained. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new headstones.

2. All headstone alignments that are not set or reset properly shall be corrected at no additional cost to the Government.

B. SCOPE

1. Work consists of raising, lowering, realigning and resetting existing markers.

2. Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds each.

3. Acceptability: The "Raise, Lower, Realign & Reset" of existing headstones is considered

"acceptable" when the Contractor clearly evidences compliance in meeting contract requirements.

4. Headstones that are set by the Contractor shall maintain the proper height and alignment for a period of 90 days after being initially set. Any settlement or misalignment of headstones during this 90-day time shall be corrected by the Contractor at no additional cost to the Government.

5. Inspection & Acceptance: Acceptance is defined as the point in time which the COR or designee has determined the work performed is satisfactory and meets the criteria set forth in the contract. The Government reserves the right to inspect services rendered and either reject or require correction when Raise, Lower, Realign & Reset are not in conformity with contract specifications.

6. The Government shall require re-performance of non-conforming services at no increase in contract price.

1. Record Keeping and Reporting: The Contractor’s Site Manager shall provide the COR with weekly written accurate reports detailing the burial section and range of graves raised and realigned during that specific week. 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 (7) calendar days. Upon request, the Contractor shall also provide a plan of action for the upcoming week, indicating headstone/marker locations and specific areas where work is scheduled to occur.

2. All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the raise and realignment of upright headstone operation shall be carefully, and in an orderly manner moved from, and upon completion of work, moved back to all gravesites by the Contractor. Prior to removal, the contractor shall verify the numbering sequence and location of the headstone and associated decorations.

3. Any headstones broken or damaged by the Contractor shall be reported to the Cemetery

Administrator or COR by close of business each working day in order that the grave can be properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements shall be coordinated with the COR. Any grid or sectional monuments disturbed, displaced or broken shall be replaced by the Contractor at his/her cost. All grid or sectional monuments disturbed, shall be properly reset by a licensed land surveyor at Contractor's expense. Curbs, roads, walks, turf, trees, utilities existing above and below the ground that are damaged or disturbed by the Contractor during performance of contract work shall be repaired at the expense of the Contractor. Repairs to the above shall be completed by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

D. UPRIGHT HEADSTONES RAISE/LOWER/REALIGN & RESET

1. Overview: This section outlines Upright Headstone realignment requirements. Raise, Lower, Realignment, Reset, and Backfill services consist of extracting, resetting, aligning backfilling and tamping/compacting upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites. The Contractor shall provide all supervision, professional advice/guidance, labor, parts, materials, equipment, and personnel necessary to provide the services defined herein.

2. Removal/Handling/Storage of Headstones: If headstones are to be removed, prior to their removal they shall be verified by the contractor using grave plot maps provided by the COR.

Verify the accuracy of these maps with COR prior to removing any headstones. Headstones shall not be removed from the burial section. Place headstone flat side down on the adjacent row when necessary. Do not lean headstones against any object. Headstones shall be handled and stored in a dignified manner.

3. Headstones shall be removed from their sockets by using wooden and/or metal clamps. If metal clamps are used the area that contacts the headstone shall be protected with a rigid fabric that shall prevent damage to, and marking of, the headstone. Clamps shall be attached to a Bob Cat or similar machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. Contractor is responsible for restoring all damages caused to turf and headstones during performance of this work. Headstones are to be raised and/or lowered in the following manner; (Note: In areas where smaller than standard size headstones shall occur, coordinate specified measurements and dimensions of required work with COR)

4. Shallow and Correct Depth Headstones Set in Earth: Earthen sockets are to be dug to a depth of 21 inches below finished grade. Place minimum 3-inch deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone shall extend from the finish grade to the top of the arc on the headstone.

Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Maintenance”.

5. Deep Headstones Set in Earth: Earthen sockets are to be filled to a depth of 18 inches below finished grade. Place minimum 3-inch deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone shall extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Maintenance”.

6. For Straight Rows: Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8-inch or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones or keystones, unless otherwise directed by the COR. In irregular terrain where sloping and uneven ground conditions exist, all headstones shall be set at proper heights and levels to provide a flowing transition through uneven terrain. Raised and realigned headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play.

7. In cases where headstone sockets need to be realigned/shifted, and/or re-dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Contractor shall not dig a headstone socket wider than twelve

(12) inches, twenty (20) inches in length, or exceed a depth of twenty-one (21) inches that shall cause the headstone to settle below height requirement.

8. The measurements between rows of headstones and headstones within each row shall differ from one section to the next due to the use of differing burial patterns; discuss with COR where this is found to occur. These measurements shall be adhered to as closely as possible.

Headstones shall be accurately and precisely reinstalled on the correct gravesites with the utilization of grave plot maps.

9. Headstones are chosen to be “key” stones. All headstones determined to be keystones are stones identified by the COR that are set off the burial section’s permanent control markers.

All keystones are to be identified at beginning, middle, and the end of 72-feet grids. These keystones are to be aligned by leveling front and back and side-to-side, and raised or lowered to a height of 24-26 inches above topsoil level. Constant quality control is to be maintained and is required on all keys.

10. At the start of work in each burial section, the first row of reset/realigned headstones in each burial section is to be inspected by COR for appearance, spacing, depth, alignment, plumbness, height, accuracy, and smoothness in grade transition. No further setting of headstones shall be done until this first row has been inspected and accepted by the COR. If the first row is rejected by the COR, the contractor shall at no additional cost to the Government reset the rejected stones before proceeding in that section. It is the Contractors responsibility to notify the COR 24 hours in advance of when each of these inspections shall be needed.

11. Heavy strings or lines must run along the backs, sides, and tops of these keystones. The string or line is required to be provided by the contractor and must be approved for use before by the COR before used. These lines are to be marked with the proper measurements (size of section) for the section being aligned. All remaining headstones in the row are then aligned along the strings front to back and side-to-side even with the measured marks on the line.

Each headstone is leveled and plumbed front to back and side-to-side keeping the back of the headstone along the string and the side of the headstone along the measured mark. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8 inch, or less. Each headstone is also raised or lowered as necessary to ensure a uniform measurement of 24-26 inches above topsoil level. The headstone is then aligned along the string front to back and side-to-side even with the measured mark on the line. The headstone is leveled and plumbed front to back and side-to-side keeping the back of headstone along the string and the side of the headstone along the measured mark.

12. The alignment of the headstones shall be checked frequently during this process because the tamping shall move the headstone out of level or off the mark on the line. This process of raising and realigning is repeated for each row of headstones. Upright headstones in all completed work areas shall be firmly set and anchored in place with no movement from forces subjected by the COR. The Government reserves the right to require the contractor to pull suspect stones to verify that the correct base material and specified depths have been achieved. Any stone pulled under this requirement shall be pulled and reset at no additional cost to the Government.

13. The COR shall conduct random inspections.

1.5.4 GRAVESITE MAINTENANCE

A. NCA STANDARDS

1. Gravesites have grades which are level and blend with adjacent grave levels.

2. Sunken graves have been identified and a plan of action developed to re-establish the ground level and cover within 15 calendar days of the date identified.

3. Grave re-openers during the mowing season show healthy turf re-established within 20 days of the interment.

B. SCOPE: SUNKEN GRAVE SITES

1. A sunken grave is defined as any gravesite that has subsided two (2) inches or more from the existing adjacent grade. Standard graves excavated and backfilled are approximately three and one-half feet wide and approximately eight feet long. Cremains graves excavated and backfilled are approximately three by three feet. The Contractor shall identify sunken graves requiring repair.

2. Repair of sunken graves shall be accomplished within 15 days of identification. Work consists of removal of existing turf, refilling sunken graves with approved backfill materials to match existing adjacent graves, and establishment of new turf cover.

3. Approximately 100 grave sites shall be in need of repair per year. The cemetery shall be inspected no less than weekly for holes, washouts and sunken graves.

C. GENERAL REQUIREMENTS

1. SUNKEN GRAVE SITES:

a. Cut and remove turf from the area of subsidence surrounding the sunken grave.

2. Backfill with COR approved soil and tamped to within twelve (12) inches of finish grade.

Amended topsoil shall then be added to bring the gravesite to final grade. The disturbed area shall then be raked free of stones and any debris larger than one-half (1/2) inch measured in any direction.

4. Replant turf on gravesites by sod per “Turf Maintenance”.

5. The COR shall conduct random inspections.

ATTACHMENT A - TECHNICAL SPECIFICATIONS – CEMETERY GROUNDS

MANAGEMENT PLAN

CEMETERY GROUNDS MANAGEMENT PLAN

1.5.5 TURF MAINTENANCE: FERTILIZING, WEEDING

1. GENERAL

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

2. SCOPE

NCA STANDARD: High maintenance areas have a well-established, healthy stand of turf.

Contractors shall be responsible for maintaining the turf area of the cemetery and the immediate area surroundings of the cemetery in a healthy condition by proper application of fertilizers, chemicals (to control weeds, diseases and insect pests) and lime (if soil tests indicate it is needed). Turf in burial areas should be “generally weed-free,” meaning that the population of weeds is very widely scattered and visually insignificant. Likewise, turfgrass should also be generally free of other pests, including diseases, rodents and moles, and insect pests. The turf shall be aerated in September, or as soon thereafter as conditions are appropriate. The turf shall be dethatched as needed in September if thatch layer exceeds one-half (1/2”) inch in depth.

Approximately 18 acres of turf will be treated.

3. EQUIPMENT AND SUPPLIES

A. The Contractor is to supply all necessary applicators, hoses and other equipment.

B. Water for use at the Cemetery shall be furnished by the Government at no cost to the Contractor.

C. The Contractor shall furnish all required chemicals, fertilizers, soil amendments, and any other supplies.