36C78621Q0076.docx

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice S208 Grounds Maintenance Services for the Cypress Natl Cemetery 22172 36C78621Q0076 02-15-2021

10AM

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

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

HUGH O'NEIL

(703)630-9353 hugh.oneil@va.gov 703-630-9353

DEPARTMENT OF VETERANS AFFAIRS

NATIONAL CEMETERY ADMINSTRATION

CYPRESS NATIONAL CEMETERY

625 JAMAICA AVENUE

BROOKLYN NY

11208 https://www.va.gov Department of Veterans Affairs

HUGH.ONEIL@VA.GOV

CONTRACTING OFFICER

GENERAL INFORMATION:

Document Type: Combined Synopsis

Solicitation Number: 36C78621Q0076

Post Date: 01/15/2021

Classification Code: S208

National Cemetery Administration, Contract Services 18434 Joplin Road Triangle, VA 22172

Place of Performance: Cypress National Cemetery 625 Jamaica Ave Brooklyn, NY 11208

Attachments: List of Attachments (A through S) Past Performance Questionnaire Wage Determination 2015-4188, Revision 16, Dated: 20 Apr 2020

This procurement is set-aside based on an order of priority as established in 38 U.S.C. 8127.

TIERED EVALUATIONS INCLUDING SMALL BUSINESS CONCERNS: This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternative, a tiered evaluation for VOSB concerns, or in the alternative, a set- aside for other small business concerns and 8(a) participants having priority. If award cannot made, the solicitation will be cancelled, and the requirement resolicited.

Any vendor claiming SDVOSB or VOSB status must be registered as such at https://www.vip.vetbiz.va.gov/ before the solicitation closes. Any offer rendered, of which SDVOSB or VOSB status is claimed are not registered, will be considered and will not be accepted.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-02, eff 23 November 2020.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

The (NAICS) code for this procurement is 561730. The business size standard number of employees is $8.0M.

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 Veteran Affairs, National Cemetery Administration, anticipates the award of a Firm Fixed Priced Requirement Contract for Grounds Maintenance Services at the Cypress National Cemetery.

PRICE SCHEDULE: The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide grounds maintenance services at the Cypress Hills National Cemetery, located at 625 Jamaica Ave. Brooklyn, NY and the Union & Mount of Victory plots within the Cypress Hills Cemetery which is a private cemetery located next to Cypress Hills National Cemetery.

SITE VISIT:

Offerors or quoters are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit / inspection of the Cypress Hills National Cemetery and Union & Mount of Victory national cemetery plots within the private Cypress Hills Cemetery, YOU MUST CONTACT one of the following personnel to make arrangements:

All services described in the Statement of Work, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work. The period of performance is from 29 March 2021 through 28 March 2022.

The Cypress National Cemetery will host a Site Visit on Wednesday, 27 January 2021 at 10:00 AM. All interested Offerors in attending the scheduled Site Visit are requested to RSVP with the Cypress National Cemetery by Monday, 25 January 2021 at 1:00 PM.

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting officer no later than 10AM on 15 February 2021. Responses to this announcement will result in a Firm-Fixed Priced Indefinite Delivery Indefinite Quantity (IDIQ) Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov.

SOLICITATION QUESTIONS:

All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than close of business, Wednesday, 2 February 2021. Questions pertaining to this announcement shall be sent by email to: Hugh.ONeil@va.gov. Telephone inquiries will not be accepted.

PRICE SCHEDULE: The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide grounds maintenance services at the Cypress Hills National Cemetery, located at 625 Jamaica Ave. Brooklyn, NY and the Union & Mount of Victory plots within the Cypress Hills Cemetery which is a private cemetery located next to Cypress Hills National Cemetery.

All services described in the Work Statement, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work. The period of performance is from 29 March 2021 thru 28 March 2022 with four (4) one (1) year renewal options if exercised.

Estimated Quantities: The quantities indicated in the Price Schedule are estimated and not purchased by this contract. Should extreme weather conditions (extreme dry period / drought, or excessive rainfall) result in excessive or minimal turf growth, the Government reserves the right to increase or decrease the quantity of mowing and trimmings required by this contract. Changes in quantity shall not constitute an equitable price adjustment.

PRICE SCHEDULE OF SUPPLIES/SERVICES: CYPRESS HILLS NATIONAL CEMETERY and UNION & MOUNT OF VICTORY PLOTS

BASE YEAR: From March 29, 2021 through March 28, 2022

Mow 18 acres of turf to include collection & removal of leaves, debris / trash and cleaning of sidewalks, driveways & parking areas.

Jb

Trim approximately 18,590 Headstones (in conjunction with every mowing)

Jb

Edge curbs & walkways (every other week)

Jb

Clean all headstones (18,590) before Memorial Day using D2 biological solution headstone cleaner

18,590

Ea.

Fall Leaf Cleanup: Cleanup and removal of leaves, leaf debris & branches. This leaf cleanup will commence October 15th and occur weekly through December 30th (weather permitting) with all leaves being removed from the cemetery. One additional weekly cleanup will commence March 15th and be completed before the start of the mowing season.

Jb

Repair Sunken Graves: Sunken graves will be filled with approved select backfill and tamped with a power / pneumatic tamper within 2” of established grade of the surrounding gravesites. The tamping process will occur both before and after the topsoil is added. Clean topsoil will be added to bring the gravesite to established grade. Sufficient excess soil shall also be provided to account for forced settling and compacting of the filled gravesites. Sunken graves to be repaired will be identified by the COR

Ea.

Tree Pruning / Trimming / Removal: Pruning of trees identified by the COR with all debris being chipped or removed from cemetery premises by the Contractor. Removal of trees identified by the COR will include grinding of stump, removal of grindings, backfilling stump cavity with clean topsoil, tamping and seeding.

Hrs.

Snow Removal of Roads, Sidewalks, Steps, Building Entrances & Walkways: Snow removal from all roads, steps, sidewalks (including sidewalk along the entire front of the cemetery that borders Jamaica Avenue), including areas around the cemetery lodge.

Removal process will include the application of calcium chloride to all sidewalks and steps and rock salt on all asphalt roads which will be provided by the contractor. (Material will be provided by the contractor)

Raising & Lowering of United States Flag (On An As Needed Basis) : Upon Presidential proclamation or by direction of the New York State Governor for any specific occasion or occurrence calling for the flag to be lowered at half-staff, the Contractor will lower the flag for the specified time determined and then raise it to full staff upon completion of the designated time.

Total Estimated Cost:

CYPRESS HILLS NATIONAL CEMETERY and UNION & MOUNT OF VICTORY PLOTS OPTION YEAR I: March 29, 2022 through March 28, 2023

Mow 18 acres of turf to include collection & removal of leaves, debris / trash and cleaning of sidewalks, driveways & parking areas.

Jb

Trim approximately 18,590 Headstones (in conjunction with every mowing)

Jb

Jb

Clean all headstones (18,590) before Memorial Day using D2 biological solution headstone cleaner

18,590

Ea.

Fall Leaf Cleanup: Cleanup and removal of leaves, leaf debris & branches. This leaf cleanup will commence October 15th and occur weekly through December 30th (weather permitting) with all leaves being removed from the cemetery. One additional weekly cleanup will commence March 15th and be completed before the start of the mowing season.

Repair Sunken Graves: Sunken graves will be filled with approved select backfill and tamped with a power / pneumatic tamper within 2” of established grade of the surrounding gravesites. The tamping process will occur both before and after the topsoil is added. Clean topsoil will be added to bring the gravesite to established grade. Sufficient excess soil shall also be provided to account for forced settling and compacting of the filled gravesites. Sunken graves to be repaired will be identified by the COR

Tree Pruning / Trimming / Removal: Pruning of trees identified by the COR with all debris being chipped or removed from cemetery premises by the Contractor. Removal of trees identified by the COR will include grinding of stump, removal of grindings, backfilling stump cavity with clean topsoil, tamping and seeding.

Snow Removal of Roads, Sidewalks, Steps, Building Entrances & Walkways: Snow removal from all roads, steps, sidewalks (including sidewalk along the entire front of the cemetery that borders Jamaica Avenue), including areas around the cemetery lodge.

Removal process will include the application of calcium chloride to all sidewalks and steps and rock salt on all asphalt roads which will be provided by the contractor. (Material will be provided by the contractor)

Raising & Lowering of United States Flag (On An As Needed Basis) : Upon Presidential proclamation or by direction of the New York State Governor for any specific occasion or occurrence calling for the flag to be lowered at half-staff, the Contractor will lower the flag for the specified time determined and then raise it to full staff upon completion of the designated time.

OPTION YEAR II: March 29, 2023 through March 28, 2024

CLIN

Description Est. Qty

Unit

Unit Cost

Total Cost

Mow 18 acres of turf to include collection & removal of leaves, debris / trash and cleaning of sidewalks, driveways & parking areas.

Jb

Trim approximately 18,590 Headstones (in conjunction with every mowing)

Jb

Jb

Clean all headstones (18,590) before Memorial Day using D2 biological solution headstone cleaner

18,590

Ea.

Fall Leaf Cleanup: Cleanup and removal of leaves, leaf debris & branches. This leaf cleanup will commence October 15th and occur weekly through December 30th (weather permitting) with all leaves being removed from the cemetery. One additional weekly cleanup will commence March 15th and be completed before the start of the mowing season.

Repair Sunken Graves: Sunken graves will be filled with approved select backfill and tamped with a power / pneumatic tamper within 2” of established grade of the surrounding gravesites. The tamping process will occur both before and after the topsoil is added. Clean topsoil will be added to bring the gravesite to established grade. Sufficient excess soil shall also be provided to account for forced settling and compacting of the filled gravesites. Sunken graves to be repaired will be identified by the COR

Tree Pruning / Trimming / Removal: Pruning of trees identified by the COR with all debris being chipped or removed from cemetery premises by the Contractor. Removal of trees identified by the COR will include grinding of stump, removal of grindings, backfilling stump cavity with clean topsoil, tamping and seeding.

Snow Removal of Roads, Sidewalks, Steps, Building Entrances & Walkways: Snow removal from all roads, steps, sidewalks (including sidewalk along the entire front of the cemetery that borders Jamaica Avenue), including areas around the cemetery lodge.

Removal process will include the application of calcium chloride to all sidewalks and steps and rock salt on all asphalt roads which will be provided by the contractor. (Material will be provided by the contractor)

Raising & Lowering of United States Flag (On An As Needed Basis) : Upon Presidential proclamation or by direction of the New York State Governor for any specific occasion or occurrence calling for the flag to be lowered at half-staff, the Contractor will lower the flag for the specified time determined and then raise it to full staff upon completion of the designated time.

OPTION YEAR III: March 29, 2024 through March 28, 2025

CLIN

Description Est. Qty

Unit

Unit Cost

Total Cost

Mow 18 acres of turf to include collection & removal of leaves, debris / trash and cleaning of sidewalks, driveways & parking areas.

Jb

Trim approximately 18,590 Headstones (in conjunction with every mowing)

Jb

Jb

Clean all headstones (18,590) before Memorial Day using D2 biological solution headstone cleaner

18,590

Ea.

Fall Leaf Cleanup: Cleanup and removal of leaves, leaf debris & branches. This leaf cleanup will commence October 15th and occur weekly through December 30th (weather permitting) with all leaves being removed from the cemetery. One additional weekly cleanup will commence March 15th and be completed before the start of the mowing season.

Repair Sunken Graves: Sunken graves will be filled with approved select backfill and tamped with a power / pneumatic tamper within 2” of established grade of the surrounding gravesites. The tamping process will occur both before and after the topsoil is added. Clean topsoil will be added to bring the gravesite to established grade. Sufficient excess soil shall also be provided to account for forced settling and compacting of the filled gravesites. Sunken graves to be repaired will be identified by the COR

Tree Pruning / Trimming / Removal: Pruning of trees identified by the COR with all debris being chipped or removed from cemetery premises by the Contractor. Removal of trees identified by the COR will include grinding of stump, removal of grindings, backfilling stump cavity with clean topsoil, tamping and seeding.

Snow Removal of Roads, Sidewalks, Steps, Building Entrances & Walkways: Snow removal from all roads, steps, sidewalks (including sidewalk along the entire front of the cemetery that borders Jamaica Avenue), including areas around the cemetery lodge.

Removal process will include the application of calcium chloride to all sidewalks and steps and rock salt on all asphalt roads which will be provided by the contractor. (Material will be provided by the contractor)

Raising & Lowering of United States Flag (On An As Needed Basis) : Upon Presidential proclamation or by direction of the New York State Governor for any specific occasion or occurrence calling for the flag to be lowered at half-staff, the Contractor will lower the flag for the specified time determined and then raise it to full staff upon completion of the designated time.

OPTION YEAR IV

: March 29, 2025 through March 28, 2026

Mow 18 acres of turf to include collection & removal of leaves, debris / trash and cleaning of sidewalks, driveways & parking areas.

Jb

Trim approximately 18,590 Headstones (in conjunction with every mowing)

Jb

Jb

Clean all headstones (18,590) before Memorial Day using D2 biological solution headstone cleaner

18,590

Ea.

Fall Leaf Cleanup: Cleanup and removal of leaves, leaf debris & branches. This leaf cleanup will commence October 15th and occur weekly through December 30th (weather permitting) with all leaves being removed from the cemetery. One additional weekly cleanup will commence March 15th and be completed before the start of the mowing season.

Repair Sunken Graves: Sunken graves will be filled with approved select backfill and tamped with a power / pneumatic tamper within 2” of established grade of the surrounding gravesites. The tamping process will occur both before and after the topsoil is added. Clean topsoil will be added to bring the gravesite to established grade. Sufficient excess soil shall also be provided to account for forced settling and compacting of the filled gravesites. Sunken graves to be repaired will be identified by the COR

Tree Pruning / Trimming / Removal: Pruning of trees identified by the COR with all debris being chipped or removed from cemetery premises by the Contractor. Removal of trees identified by the COR will include grinding of stump, removal of grindings, backfilling stump cavity with clean topsoil, tamping and seeding.

Snow Removal of Roads, Sidewalks, Steps, Building Entrances & Walkways: Snow removal from all roads, steps, sidewalks (including sidewalk along the entire front of the cemetery that borders Jamaica Avenue), including areas around the cemetery lodge.

Removal process will include the application of calcium chloride to all sidewalks and steps and rock salt on all asphalt roads which will be provided by the contractor. (Material will be provided by the contractor)

Raising & Lowering of United States Flag (On An As Needed Basis): Upon Presidential proclamation or by direction of the New York State Governor for any specific occasion or occurrence calling for the flag to be lowered at half-staff, the Contractor will lower the flag for the specified time determined and then raise it to full staff upon completion of the designated time.

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SERVICES TO BE PROVIDED: STATEMENT OF WORK

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 BACKGROUND

Cypress Hills National Cemetery and the Union Plot and Mount of Victory plot in the Cypress Hills private cemetery are satellite cemeteries under the supervision of the Long Island National Cemetery. Cypress Hills National Cemetery is one of 14 national cemeteries established in 1862 and is listed on the National Register of Historic Places. Cemetery grounds encompass approximately 18.2 acres of land.

Both Cypress Hills National Cemetery and the Union & Mount Victory plots are National Shrines that honor our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Each cemetery receives visitors and standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each cemetery receives from the public, strict adherence to contract specifications, terms and condition is essential.

A.2 CONTRACT DEFINITIONS / ACRONYMS

(a) Business Hours & Days of Operation: Normal cemetery business hours / days of operation are 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays.

(b) Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer will delegate one or more representatives to serve as the Contracting Officer’s Technical Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Technical Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include certification of invoices, placing orders for service, providing technical guidance to the Contractor and overseeing technical aspects of the contract.

(d) Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(e) Contractor: The term “Contractor” as used herein refers to the prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions and provisions.

(f) National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance. A copy of NCA Operational Standards will be provided to the Contractor by the COR.

(g) NCA Turf & Landscape Handbook 3420: Outlines procedures for the proper establishment and care of turf- grass in VA National Cemeteries. A copy of the handbook will be provided to the Contractor by the COR.

A.3 GENERAL REQUIREMENTS

(a) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide mowing, trimming and trash / debris removal services at the Cypress Hills National Cemetery and the Union & Mount Victory plots as specified herein.

(b)

(c) All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday thru Friday - excluding Federal Holidays). Work performed outside of normal work hours will be at the discretion and approval of the VA Contracting Officer's Technical Representative (COR).

(d) The Director of Long Island National Cemetery located at 2040 Wellwood Ave. Farmingdale, NY is responsible for both Cypress Hills and the Union & Mount of Victory plots and will be available to the Contractor for questions and/or clarifications concerning the work requirements this contract.

(e) Places of Performance:

A.4 TECHNICAL SPECIFICATIONS

The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.4.1 MOWING, TRIMMING & EDGING

(a) SCOPE:

The Contractor shall be responsible for mowing, edging, and trimming all grass within the Cypress Hills National Cemetery and the Union & Mount of Victory plots located within the private Cypress Hills Cemetery. Both sites encompass approximately 18.0 acres of lawn area.

(b) NCA STANDARDS:

(i) Standard 2.1c: 95% of turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type of turf and region.

(ii) Standard 2.6: Turf surrounding a headstone or marker is trimmed to its recommended height.

(iii)

(c) PROCEDURES:

(i) Equipment: The Contractor shall use rear-discharge mowers only. Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces. Commercial grade power trimmers and power edger will be used to trim grass from around headstones, monuments, markers, etc.

(ii) Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. The height of grass is what is measured to get the correct cutting height. The cutting height of all mowing equipment shall be set to maintain a turf height of three inches (3.0" – 3.5”). At no time will more than one and a half inches (1.5") of new growth be removed during any single mowing.

(iii) Mowing: The Contractor shall mow all turf areas beginning on April 15th or when turf has come out of winter dormancy and is actively growing. Mowing shall be accomplished on a weekly cycle (or as otherwise directed by the COR). If grass clippings are evident, the Contractor shall remove and dispose of the clippings at no extra cost to the Government. Mowing shall conclude on November 30th.

(iv) Trimming: In conjunction with mowing, trimming of un-mowed grass areas will commence on April 15th or the first workday thereafter. The base of headstones, trees, monuments, markers, buildings walls, fences, signs and other vertical surfaces shall be trimmed weekly (or as otherwise directed by the COR). The trimming shall conclude on November 30th.

Note: All un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the prescribed three inch (3.0") height standard. Special care will be taken not to scalp between or around headstones and other vertical surfaces.

(v) Edging: From April thru November, all streets, curbs, walkways, tree wells, shrub and flower beds shall be edged at a minimum of once monthly (or as otherwise directed by the COR). Edging shall provide a clear zone 1/2 “wide by 1” deep with all vegetation removed from joints and cracks. Damage to asphalt / concrete shall be avoided.

(vi) Memorial Day & Veterans Day Ceremonies: Unless otherwise requested by the COR, edging of cemetery grounds shall be performed within one (1) week prior to the Memorial Day weekend, and one

(1) day prior to Veterans Day (November 11th).

(vii) Any clippings deposited on roadways or other non-turf grass areas will be removed the same day as the mowing event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter areas will be removed at same time mowing work is occurring.

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

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

(x) New seed/sod may be present at any newly buried gravesites, second interment gravesites, and repaired gravesite locations. New sod or seed will be hand mowed until it is fully established to the point where (xi) it will not be damaged by riding mowers. All mowing around trees will be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf. Contractor shall vary wheel-width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

(xii) Turf in burial and public areas should be maintained at a height within one inch range of that which is professionally recommended for the recommended grass type for that geographic region. Optimally, the height should be no more than half an inch above that range. For example, the height of Kentucky Blue / Perennial Rye grass should be between 3.0” and 3.5”. Grass is trimmed on borders.

(xiii) Edging: Edge all curbs, walkways, roadways permanent building / structure lines, tree wells and shrub beds within the cemetery area. COR will conduct random inspections of edging weekly.

(xiv) The walkways (inside and out), flagpole bases, interment area, and roads will be cleaned of any grass clippings and leaves after mowing, weed eating, edging, and trimming.

A.4.2 TRASH, DEBRIS & LEAF REMOVAL

(a) SCOPE:

(i) Work consists of collecting and removing all trash, dead or unsightly flowers, tree limbs, dead leaves, as well as any other debris within Cypress Hills National Cemetery and the Union & Mount of Victory plots.

(ii) Pre-scheduled monthly floral pick-ups will take place at both sites on dates specified in the cemetery Floral Regulations Handout. A copy of the handout will be provided to the Contractor.

(iii) Trash, debris and leaf removal at Cypress Hills National Cemetery and the Union & Mount of Victory plot includes all areas within the cemetery property lines and outside surrounding areas and walkways from the wall to existing roads.

(b) NCA STANDARDS:

(i) Standard (2.3): All turf is free of debris (i.e., leaves, fallen branches and trash).

(ii) Standard (7.2): Trash is collected, disposed of and does not detract from cemetery appearance.

(c) PROCEDURES:

(i) All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs will be removed from the Cypress Hills National Cemetery a minimum of once per week (or as otherwise authorized by the COR not to exceed 3 time per week). All grave decorations will be removed weekly or as needed.

(ii) All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs will be removed from the Union & Mount of Victory plots once per week.

(i) Dumpster placement areas are not available at either cemetery. The Contractor will provide all labor, equipment and transportation necessary for the collection, removal and disposal of trash & debris with each scheduled grounds clean-up.

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

(iv)

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

(vi) Storm Clean-Up (wind, rain, hail, snow, ice, etc): Cemetery should be checked and cleaned up next working day following the storm unless the extent of the storm prompts civil defense authorities to declare emergency movement only. Should this occur, clean-up should be done as soon as emergency restrictions are lifted.

A.4.3 HEADSTONE CLEANING

(a) SCOPE: Work consists of making sure that headstones are clean and free of any objectionable debris or staining.

(b) NCA STANDARDS:

(i) Headstones, markers & niche covers are clean, free of debris and objectionable accumulations.

(c) PROCEDURES:

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

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

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

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

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

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

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

6.

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

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

(iii) APPLICATION OF D/2 BIOLOGICAL SOLUTION

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

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

A.4.4 FALL LEAF CLEANUP

(a) SCOPE: Work consists of making sure that all leaves from deciduous trees that accumulate throughout the cemetery through the fall season are picked up and removed to provide a neat and clean cemetery appearance.

(b) PROCEDURES:

(i) Due to the high number of deciduous shade trees on the cemetery property, there are a great number of leaves and leaf debris that need to be cleaned up and removed from the cemetery during the fall and winter.

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

(iii) As leaves on certain cemetery trees (particularly Oaks) may not begin to be dropped or fall until during the winter months after December 30th, the Contractor will schedule a final weekly leaf removal beginning March 15th to remove all remaining leaves before the beginning of the upcoming mowing season.

A.4.5 TREE REMOVAL / STUMP GRINDING / DEADWOOD TREE PRUNING

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

(b)

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

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

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

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

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

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

(i) Debris & Waste Removal: Removal of debris and waste away from the cemetery grounds shall be the responsibility of the Contractor. At the end of each day, the Contractor will remove all pruning / trimming cuts, tree limbs, dead branches, bush / shrub / hedge clippings and other debris from the cemetery site resulting from the work. The Contractor shall ensure at all times that debris and waste generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The Government shall not provide receptacle(s) for disposal of debris related to this contract.

(i) Communication & Coordination of Work with COTR: Contractor shall participate in regular meetings with Government personnel and other Contractors at the cemetery to coordinate contract work schedules and contract related issues. Communication with the COR is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workers are prohibited from passing through the service area during this period.

(j) Cemetery Activities: To cause the least possible interference with cemetery activities, contract personnel will stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony. The Site Manager will re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely manner, the COR may then do so.

A.4.6 SNOW REMOVAL

(a) The Contractor will be responsible for the removal of snow from all roads, sidewalks, walkways (including sidewalk that runs parallel to the cemetery along Jamaica Avenue), steps, around the lodge, restrooms, committal shelters and flagpole. Removal of snow on all sidewalks, walkways & steps will be done using snow shovels or walk behind (b) mechanical snow throwers. The use of small tractors fitted with snow plows will not be permitted on sidewalks. Snow on cemetery roads will be removed with a truck mounted snow plow.

(c) The Contractor will be notified by the COR when to begin the removal / treatment of these areas for snow. Treatment of these areas will also include weather occurrences that include freezing rain, ice and hail.

(d) The Contractor will apply the proper chemical (calcium chloride only) to all the required surfaces (sidewalks, walkways, steps, building entrances) after complete removal of snow has been accomplished. The product to be applied will be provided by the cemetery and will be applied according to proper standards and specifications. Rock salt only will be applied via a truck mounted spreader to all cemetery roadways after plowing has been completed.

(e) Contractor shall take precautions to prevent damage to buildings, roadways, sidewalks, curbing, trees, headstones and markers by equipment used to remove snow and ice.

(f) Contractor is responsible for repairing any damage caused by equipment in the performance of snow and ice removal.

(g) The Contractor will be expected to remove snow for a maximum of ten (10) occurrences as needed / directed by the COR. An individual occurrence of snow removal begins when the Contractor is notified by the COR to start snow removal operations and ends once snow / freezing precipitation has stopped falling and all required areas are free of snow and or ice and safely passable for employees and visitors. If Contractor employees complete the removal process and have all required areas cleared as expected and freezing precipitation (snow, freezing rain) begins again, then this would constitute a second occurrence for snow removal.

(h) Contractor personnel are expected to begin snow removal operations within two (2) hours after being notified by the cemetery / COR that snow removal is needed. The only reasons that Contractor personnel should be hindered from performing the snow removal operations would be in the case of extreme temperatures / weather conditions that could negatively affect the health and welfare of contract personnel or if a “State of Emergency” is declared by either local or state government requiring that only emergency / essential personnel are allowed to travel on local roads.

A.4.7 RAISING AND LOWERING OF THE UNITED STATES OF AMERICA FLAG

(a) SCOPE: Work shall consist of raising and lowering the United States of America Flag. The flag must be lowered and raised when determined by Presidential proclamation or by the New York State Governor.

(b) REQUIREMENTS

Upon Presidential proclamation or by direction of the New York State Governor for any specific occasion or occurrence calling for the flag to be lowered at half-staff, the Contractor will lower the flag for the specified time determined and then raise it to full staff upon completion of the designated time.

A.5 CONTRACT MANAGEMENT

(a) Representatives of the Contracting Officer: The VA Contracting Officer will designate one (or more) representatives to serve as the Contracting Officer’s Technical Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract. Such designation will be in writing and will define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b)

(c) The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

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

(ii) Placing orders for services.

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

(iv) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(d) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

(e) Site Manager: The Contractor shall provide a “Site Manager” who will be on-site at all times during contract performance. The Site Manager will be responsible for the following:

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

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

(iii) Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(f) The Site Manager will re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

(g) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

Note: To cause the least possible interference with cemetery activities, contract personnel will stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony.

(h) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as COR.

A.6 INSPECTION & MONITORING PROCEDURES

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

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

(c)

(d) Payment: The Contractor shall submit a monthly invoice in arrears for all services rendered. Prior to certification of payment, invoices will be verified by the COR for accuracy against all Weekly Progress Reports submitted by the Contractor for the billing period.

(e) Federal Holidays: All work required under this contract will be performed during normal cemetery hours of operation. With the exception of Memorial Day and Veterans Day, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Fourth of July

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

A.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover, will not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers,…