36C78621Q0096 0003.pdf

Contract Opportunity

Amendment to a Previous Combined Solicitation

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* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation

S208

FORT SAM HOUSTON GROUNDS MAINTENANCE

2 MONTH GROUNDS MAINTENANCE [BRIDGE]

APRIL THROUGH MAY 2021

22172

36C78621Q0096

03-02-2021 12:00 PM EASTERN TIME, NEW YORK, USA

N

SDVOSBC

561730

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

CONTRACTING OFFICER

KENNETH DOUGHERTY

KENNETH.DOUGHERTY@VA.GOV

703.630.9345

FORT SAM HOUSTON NATIONAL CEMETERY

1520 HARRY WURZBACH RD.

SAN ANTONIO TX

78209

USA

https://www.va.gov//

Dept. of Veterans Affairs, NCA

KENNETH.DOUGHERTY@VA.GOV

CO'S EMAIL

1. The purpose of this amendment to the solicitation is to 1) Address questions received from offerors 2) incorporation of revised Attachment 9 into Attachment-A Performance Work Statement and 2) Extend the solicitation response date to 3/2/2021 at 12:00 pm EST.

2. Questions and Responses:

Question 1: “[w]hy does the government cancel the five-year contract bid solicitation and then do a bridge contract for six months?”

Answer 1: The Fort Sam Houston (FSH) solicitation is only for 2 months. The cancellation of the previous solicitation was based on the need to make significant revisions to the PWS. Once the revisions are finalized, the base plus 4 option period solicitation will be issued under a new solicitation number.

Question 2: “Is this for budgetary reasons?”

Answer 2: No. It is to make revisions to the PWS and to avoid a lapse in services at the FSH cemetery.

Question 3: “This project is typically a base with four options and I have been keeping an eye out. Can you tell me what the plan will be after this two-month project?”

Answer 3: See Answer 1.

Question 4: “Please verify the total headstones and flat markers.”

Answer 4: The estimate is correct. The quantities provided in the schedule are estimates only.

The total number of headstones and markers increases over time due to new burials.

Question 5: “Please clarify the intent of issuing a contract for a two-month period of performance (April 1 to May 31, 2021).

Answer: See Answer 1.

Question 6: “Has a contractor been awarded a contract for these services beginning on June 1, 2021?”

Answer 6: No. June and beyond will be issued under a different and new solicitation number.

Question 7: “Will another solicitation for the same services be advertised with a contract start date of June 1, 2021?”

Answer 7: See response to Question 1.

Question 8: “Please clarify the status of the award for solicitation 36C78621Q0026 issued on October 30, 2020. Was an award made, or will the solicitation be issued?

Answer 8: This solicitation was cancelled in the beginning of February 2021 and will be resolicited under a new solicitation number.

Question 9: “[i]f this contract, once awarded, be re-competed after 2 months or will it be automatically turn into an option year contract?”

Answer 9: See response to Question 6.

3. See Attachment A – Performance Work Statement with revised Attachment 9 incorporated.

See attached document: ATTACHMENT A - PERFORMANCE WORK STATEMENT.

End of Document

ATTACHMENT A – PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

1. GENERAL INFORMATION

1.1. This is a performance-based contract for cemetery grounds maintenance services at Fort Sam Houston National Cemetery, San Antonio, Texas and hereafter referred to as Fort Sam Houston or “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of mowing and trimming; trimming around headstones, edging around flat markers; curb/sidewalk edging; removal of floral arrangements & grave decorations; and associated services described herein required to maintain a healthy and aesthetic appearance of the Cemetery grounds. The Cemetery is located at 1520 Harry Wurzbach Road, San Antonio, Texas, 78209.

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

1.3. THE NATIONAL CEMETERY ADMINISTRATION MISSION.

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

1.4. BACKGROUND.

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

1.4.2. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

2. DESCRIPTION OF CONTRACT OBJECTIVES

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

2.2. Services include, but are not limited to, mowing of all improved turf areas; remove grass clippings, debris, and trash in improved turf areas produced during mowing; clean sidewalks, patios, roadways, curbs, and parking areas of debris produced during mowing;

string trim grass in improved turf areas inaccessible to mowing equipment to include all sidewalks, curbs, driveways, trees, planting beds, monuments, buildings, walls, fences, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes & covers; and other vertical surfaces; remove grass clippings, debris, and trash produced during string trimming; mow and string trim all semi-improved native turf areas; trim headstones and edge flat markers in conjunction with every mowing; remove floral arrangements, floral holders, and decorations placed at gravesites and columbaria areas; remove grass clippings, debris, and trash from headstones and flat markers; blade edge all curbing, sidewalks, and roads; remove grass clippings, debris, and trash produced during blade edging; clean sidewalks, patios, roadways, curbs, and parking areas of debris produced during blade edging; and removal of all trash generated during the performance of services. Scheduling of services shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor. No work shall be allowed during special weekend activities.

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

2.4. CONTRACT OBJECTIVES.

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

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

2.4.3. The minimum life of the contract is planned for two (2) months.

3. DESCRIPTION OF SERVICES:

3.1. CLIN 001: IMPROVED GROUNDS MOWING. The Contractor shall mow all Improved Grounds to look well-manicured, with a neat and professional appearance at all times. Improved Grounds are visually prominent and medium visual impact areas requiring more frequent maintenance, such as burial areas, high visibility specialty areas, and non-burial areas (see Attachment 6, Definitions). All Improved Grounds shall be maintained in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service. This generally requires a complete mow/trim cycle every week during the growing season (March through November).

3.1.1. The Contractor shall maintain grass height at a height within one (1) inch (+/-) of that which is professionally recommended for the recommended grass type for the Fort Sam Houston geographic region and as directed by the COR. Optimally, the height should be no more than one-half an inch (½”) above the recommended range for the type of turf at the Cemetery. The typical acceptable height ranges between 1 and 3 inches; however, the COR, with input from the Continental District (CND) Agronomist, may direct the Contractor on the particular height to mow at any given time depending on weather conditions. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting.

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

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

3.1.4. The Contractor shall keep all headstones, flat markers, monuments, roadways, walkways (inside and out), flagpole bases, public visitor areas including at the Committal Shelter, or other non-turf areas free of clipping or edging deposits.

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

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

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

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

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

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

3.1.9. The Contractor shall be familiar with and utilize different mowing patterns and shall change direction, change patterns, and vary mower wheel width patterns after each mowing thereby reducing turf wear, prevent wheel rutting, and provide a neat appearance. The change in direction and change in patterns also may be referred to as cross cutting, diagonally. All mowing around trees, man-made, and other natural features shall be accomplished in a manner that prevents a “ringing pattern” around the these objects and associated damage to turf.

3.1.10. There may be periods of excessive rainfall when the Contractor cannot access areas for mowing due to excessive wetness. The COR has the authority to disallow mowing services if weather conditions are such that work that day will do more damage than good to the Cemetery grounds. During these periods, the Contractor shall be expected to ensure the grass is within standards within 7 calendar days once grass is suitable for mowing.

3.2. CLIN 002: STRING TRIMMING. The Contractor shall trim grass and vegetation around vertical surfaces or any other structure or area that cannot be maintained by traditional mowing equipment to match surrounding area grass height within Improved Grounds. The Contractor shall not create streaks or irregularities, uneven cutting, plowing, or gouging of the soil or turf. The vertical surfaces to be trimmed include monuments, trees, planting beds, shrubs, buildings, curbs/curbing, fences, walls, poles, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes and covers.

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

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

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

3.3. CLIN 003: SEMI-IMPROVED GROUNDS MOWING AND TRIMMING. The Contractor shall mow and trim all Semi-Improved Grounds to look neat and professional.

The Semi-Improved Grounds at Fort Sam Houston National Cemetery are considered medium visual impact areas and are composed of native grass/plant areas near the Assembly Area, around the irrigation pond, and along the streets exterior to the Cemetery (indicated on Grounds Map) that are generally viewed at a distance and/or meant to be maintained in a neat but natural state.

3.3.1. The Contractor shall maintain grass height between 2.5 and 3.5 inches. This generally requires a complete mow/trim cycle every two weeks during the growing season (March through November). These heights may be adjusted to match the needs of the Cemetery. Any adjustments to the height of the grass will be provided to the Contractor in writing.

3.3.2. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, uneven cutting, and rough cutting.

3.3.3. All areas shall be trimmed concurrent with mowing.

3.3.4. Fences in Semi-improved areas shall be free of vines/vegetation.

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

3.4. CLIN 004: TRIM HEADSTONES AND BLADE EDGE FLAT MARKERS. The Contractor shall trim grass and vegetation around all headstones, flat markers, and section markers, that cannot be maintained by traditional mowing equipment to match surrounding area grass height within Improved Grounds. Flat markers are grouped together in the same burial sections and only blade edgers may be used to trim around them.

3.4.1. The Contractor shall not create streaks or irregularities, uneven cutting, plowing, or gouging of the soil or turf in and around headstones and markers.

3.4.2. The Contractor shall edge turf perpendicular to the outside perimeter (edge) of flat grave markers to remove all grass/vegetation that is growing around or over the entire outside perimeter of the flat grave markers during each mow/trim cycle.

3.4.3. The depth of the vertical cut at the edge of the flat markers shall be 1” to 2” deep and the width of the cut shall not exceed ½”.

3.4.4. There shall be a clean and neat vertical edge left around each flat marker.

3.4.5. No metal blades shall be used to edge around flat markers.

3.4.6. The Contractor shall exercise caution not to chip flat markers with blades.

3.4.7. The Contractor shall trim turfgrass surrounding headstones and flat markers to its recommended height for the type of turf at the Fort Sam Houston National Cemetery after each mowing cycle.

3.4.8. The Contractor shall trim all areas concurrent with mowing.

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

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

3.4.11. The Contractor shall use commercial grade power trimmers and power blade edgers to trim grass from around headstones, monuments, section markers, etc.

3.4.12. The Contractor shall use edgers with a plastic blade attachment to cleanly trim edges around all headstones and flat markers, monuments, section markers, etc.

Equipment or attachments not meeting the descriptions provided under this section require approval for use by COR prior to implementation.

3.5. CLIN 005: BLADE EDGING. The Contractor shall blade edge all streets, curbs, walkways, tree wells, permanent building/structure lines, and planting beds.

3.5.1. Edging shall provide a clear zone ½” to 1” wide by 2” to 3” deep with all vegetation removed from joints and cracks.

3.5.2. Damage to asphalt/concrete shall be avoided to the maximum extent possible.

3.5.3. Blade edging shall be scheduled and ordered by the COR. The first edging cycle will be scheduled at the start of the mowing season; the second cycle will be scheduled one week prior to Memorial Day; the third will be scheduled during the month of July; and a fourth edging will be scheduled during the month of

September. Additional edging events may be ordered and scheduled by the COR on an as-needed basis. The exact dates will be provided by the COR.

3.6. CLIN 006: FLORAL ARRANGEMENT REMOVAL AND DISPOSAL. The

Contractor shall remove and dispose of once a month (starting the first Tuesday of the month or as designated by cemetery staff) all floral arrangements, floral holders, and grave decorations placed at gravesites in accordance with cemetery floral regulations (Attachment 8). During the removal, the following guidance is as follows:

3.6.1. The Contractor shall discard all floral arrangements in trash bags/liners and place in Cemetery-owned flower holders in their designated containers.

3.6.2. The Contractor shall neatly roll all American flags and give to the grounds or maintenance foreman for proper disposal. The Contractor shall not dispose of flags in dumpsters or trash receptacles of any kind.

3.6.3. The Contractor shall be responsible for transporting and disposing of the items picked up at a licensed off-site landfill.

3.6.4. Contractor shall provide the necessary labor, tools, equipment, and suitable conveyance to collect floral arrangements, floral holders, and grave decorations placed at gravesites and remove monthly from the cemetery grounds.

3.6.5. The removal of the floral items and disposal at an off-site landfill shall be included in the monthly price and is the responsibility of the Contractor. The Contractor shall provide his/her own dumpster(s), which shall be in the COR approved “Contractor Lay Down Area” (Attachment E – Contractor Lay Down Area).

4. PERFORMANCE DELIVERY SUMMARY (PRS). The contract service requirements are summarized in performance objectives that relate directly to requirements. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The PRS and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. During the initial 30 days of the contract, two additional errors on each performance objective shall be allowed in an effort to identify normal “phase-in” problems.

4.1. QUALITY CONTROL. The Contractor shall develop, submit for Contracting Officer and COR acceptance, and maintain a Quality Control program to ensure grounds maintenance services are performed in accordance with the requirements of this contract.

4.1.1. The Contractor shall submit a Quality Control Plan (QCP) for Contracting Officer and COR acceptance within fourteen (14) calendar days after contract award. Any changes thereafter must also be provided to Contracting Officer and COR for acceptance.

4.1.2. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the Contractor shall develop Quality Control procedures addressing the areas identified in Section 3.

DESCRIPTION OF SERVICES. The Contractor shall provide at least one (1) full time person dedicated to Quality Control.

4.1.3. The Contractor’s QCP shall include, at a minimum, the following elements:

4.1.3.1. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.

4.1.3.2. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

4.1.3.3. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.

4.1.3.4. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

4.1.3.5. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

4.1.3.6. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.

4.1.3.7. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

4.2. QUALITY ASSURANCE. The COR will evaluate the Contractor’s performance through on-site inspections, evaluation of the Contractor's quality control program and receipt of complaints from Cemetery personnel in accordance with the attached Quality Assurance Surveillance Plan (QASP), Attachment 7.

4.2.1. The COR may inspect each task as completed or increase the number of Quality Assurance inspections if called for by repeated failures discovered during inspections or repeated customer complaints. Likewise, the COR may decrease the number of Quality Assurance inspections if performance dictates.

4.2.2. The COR will also receive and investigate complaints from various customers visiting the Cemetery. The Contractor shall be responsible for initialing validated visitor complaints. The COR will make final determination of the validity of visitor complaint(s).

4.3. SUPERVISION.

4.3.1. Contractor Superintendent: The Contractor shall provide a competent and experienced supervisor who speaks and writes fluent English on site for at least four

(4) hours a day whenever work is being performed, other than trash and debris pick-up.

4.3.2. The Contractor Superintendent must have not less than five (5) years’ experience as a direct supervisor of grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial, or public sites.

4.3.3. The Contractor Superintendent shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained.

4.3.4. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, to included, but not limited to, safety violations; damage to Government property; damage to personal property; the COR may direct the removal of an employee from the premises. The COR will then notify the Contracting Officer (CO) for final determination and resolution. Contractor’s objections to any such action shall be referred to the Contacting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor shall not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless otherwise determined by the CO.

4.3.5. In the absence of the Superintendent, the Contractor shall appoint an English-speaking crew foreman or an employee who shall be responsible to ensure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications, and that the work will progress without undue delay.

4.4. INSPECTION AND CLEANING OF CEMETERY FACILITIES.

4.4.1. The Contractor shall perform a weekly inspection. During this inspection the appearance of the Cemetery shall be observed, and any deficiencies noted within the scope of the contract shall be corrected as soon as practicable. Items related to grounds maintenance services that need correcting and are outside the scope of the contract shall be reported to the COR for their situational awareness.

4.4.2. The Contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The inspection forms will be provided to the Contractor. (See “Work Summary and Progress Report”, Attachment 3)

4.5. REPORTING AND RECORD KEEPING.

4.5.1. The Contractor Superintendent shall report on a daily basis to the COR and log in on days when work is being performed. This DAILY check-in is mandatory and shall be at a time agreed upon by the COR and the Contractor Superintendent. The purpose of the daily meeting is to coordinate and establish the daily work schedule to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony, and to submit the required written reports to the COR.

These daily meetings are for the Contractor Superintendent to ask questions and ensure they understand the off-limit areas, which may vary depending on the event.

The Contractor Superintendent can thus assign tasks accordingly throughout the rest of the Cemetery so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor Superintendent fails to re-direct employees away from an event in a timely fashion, the COR may then assist in doing so.

4.5.2. The Contractor Superintendent shall provide WEEKLY and DAILY work schedules to the COR. The Contractor is required to schedule all required services and is further required to comply with his schedule except for delays beyond their control. Such delays shall be coordinated through the COR. The work schedule shall include deficient work identified by Contractor's quality control inspections and not yet corrected.

4.5.3. The Contractor shall submit the WEEKLY schedule every Friday by 3:00 P.M.

indicating the work to be performed during the following week and the DAILY schedule shall be submitted on a daily basis by 8:00 A.M. indicating work being performed on that day.

4.5.4. The Contractor Superintendent shall provide an accurate written report WEEKLY identifying all work that took place within the previous seven (7) calendar days.

The Contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR.

4.5.5. A list of scheduled ceremonies will be provided to the Contractor Superintendent the week prior to the scheduled events, and a list of scheduled funerals will be provided daily. The Contractor Superintendent shall be solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor shall be solely responsible for staying abreast of all such upcoming events and when in doubt, they shall ask the COR or Cemetery Director, if the COR is unavailable.

4.5.6. The Contractor’s performance and progress on this contract shall be measured weekly based on how timely, accurately, and adequately they accomplish and complete the weekly work scheduled and as needed to systematically accomplish the contract work over the duration of the project. In instances where the COR determines that the work is behind schedule, they will notify the Contracting Officer and the Contractor shall take the appropriate measures, e.g. increase workforce and/or hours of operation, at no additional cost to the Government in order to achieve completion of the contract work within the specified timeframe.

4.5.7. Submittals - The Contractor shall submit the following documents or information in accordance with the table below.

Table 1. Submittal Schedule

Submittal Frequency Submittal Schedule Work Plan/Staffing Plan As Revised With Proposal Quality Control Plan As Revised Within 14 calendar days after award Fire Safety Plan As Revised Within 14 calendar days after award Emergency Contacts As Revised Within 14 calendar days after award Licenses, Permits, Insurance on Vehicles, Liability, Workman’s Compensation Insurance, etc.

As Revised Per Contracting Officer direction

Proposed Weekly Work Schedule

Weekly Preceding Friday by 3:00 p.m.

Daily Work Schedule Daily By 8:00 a.m.

Weekly Report and Rework List Weekly Following Monday or next business day

4.6. PERFORMANCE EVALUATION MEETING.

4.6.1. The issuance of a Contract Discrepancy Report (CDR) found at Attachment 4 may be cause for the scheduling of a meeting among the Contractor, CO, and the COR.

A mutual effort between the Government and the Contractor will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, CO, and the COR will sign minutes of the meeting(s).

4.6.2. Should the Contractor not concur with the minutes, they shall so state their objections in writing to the Contracting Officer, within ten (10) calendar days, and also explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten (10) calendar days of submission of any objections.

4.7. ACTIONS.

4.7.1. Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

4.7.2. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

4.7.3. When the Contractor is not meeting the acceptable limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

4.7.4. When a CDR is issued for a service, the CO may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4 Contract Terms and Conditions-Commercial Items, (a) Inspection/Acceptance.

4.7.5. If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the Contractor is feasible.

ATTACHMENT 1 THROUGH ATTACHMENT 9

Attachment 1 Performance Requirements Summary

Attachment 2 Cemetery Maps

Attachment 3 Work Summary & Progress Report

Attachment 4 Contract Discrepancy Report (CDR)

Attachment 5 General Conditions

Attachment 6 Definitions

Attachment 7 Quality Assurance Surveillance Plan (QASP)

Attachment 8 Floral Policy

Attachment 9 National Cemetery Administration National Shrine Commitment Operational Standards and Measures

ATTACHMENT 1

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1. The purpose of this exhibit is to:

a. List the contract requirements considered most critical to acceptable contract performance.

b. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory.

c. Define the procedure the Government shall use in reducing the Contractor’s monthly payment if satisfactory performance is not rendered.

2. The Government's quality assurance procedures are based on actual performance of the contract and all areas will be reviewed periodically, (e.g. weekly, monthly, quarterly, and semi-annually).

3. The criteria for acceptable and unacceptable performance are as follows:

a. Contract requirements. The criteria for requirements are the level of performance deemed acceptable to the Government.

b. If the quality of work does not comply with the contract requirements the COR will initiate, and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).

c. The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

d. It the level of performance is deemed unacceptable to the Government; payment may be reduced for unsatisfactory performance by the percentage as shown in the table below:

Table 1.

GROUNDS MAINTENANCE FOR FORT SAM HOUSTON NATIONAL CEMETERY

Performance Objective

PWS REF

Minimum Acceptable

Level, MAL (Performance Standard)

Method of Assessment

Remedy

1) Mowing of Turfgrass

Item 3.1.

95% of the turfgrass area is maintained to the following requirements:

Turf is maintained within one inch (1”) of the recommended mowing height.

Periodic surveillance and verified customer complaints

Re-performance within 1 workday of notification.

Document performance in CPARS. 100% of the turfgrass area is maintained to the following requirements:

Turf is maintained within one-half inch (½”) of the recommended mowing height.

2) Trimming of Headstones, Trimming/Edging of Flat Markers, and other vertical surfaces within gravesite sections.

Item 3.2.

Item 3.4.

98% of all un-mowed grass around upright headstones, flat markers, monuments, section markers, and other vertical surfaces within the gravesite sections are trimmed to match the exact height of adjacent mowed turfgrass. Flat Markers are vertically edged correctly.

Periodic surveillance and verified customer complaints

Re-performance within 1 workday of notification.

Document performance in CPARS. 100% of all un-mowed grass around upright headstones, flat markers, monuments, section markers, and other vertical surfaces within the gravesite sections are trimmed to match the exact height of adjacent mowed turfgrass. Flat Markers are vertically edged correctly.

3) Trimming of all other areas inaccessible to lawn mowers

Item 3.3. 98% of all un-mowed turfgrass in all other areas of the Cemetery inaccessible to lawn mowers are trimmed to match the exact height of adjacent mowed turfgrass.

Turfgrass does not extend over the edge of walks, drives, curbs, site structures, and site fixtures.

Periodic surveillance and verified customer complaints

Re-performance within 1 workday of notification.

Document performance in CPARS. 100% of all un-mowed turfgrass in all other areas of the Cemetery inaccessible to lawn mowers are trimmed to match the exact height of adjacent mowed turfgrass. Turfgrass does not extend over the edge of walks, drives, curbs, site structures, and site fixtures.

4) Blade Edging of Curbs and Sidewalks

Item 3.5. 98% of the curb and sidewalk edges are free of turfgrass and are approximately 1/2” to 1” wide and 2” to 3” deep.

Periodic surveillance and verified customer complaints

Re-performance within 2 workdays of notification.

Document performance in CPARS. 100% of the curb and sidewalk edges are free of turfgrass and are approximately 1/2” to 1” wide and 2” to 3” deep.

5) Floral Arrangement Removal and Disposal

Item 3.6. 95% of floral arrangements, floral containers, and decorations have been picked up from gravesites and columbaria areas on time and in accordance with the floral policy after one attempt to correct any deficiencies.

Items have been transported to the dumpster at the contractor staging area and eventually disposed of offsite.

Periodic surveillance and verified customer complaints

100% of floral arrangements, floral containers, and decorations have been picked up from gravesites and columbaria areas on time and in accordance with the floral policy after one attempt to correct any deficiencies. Items have been transported to the dumpster at the contractor staging area and eventually disposed of offsite.

6) Trash Cleanup and Disposal

General Conditions

Para 8

Attachment 5 Item 8.

95% of turfgrass area, roads, walkways, and other Cemetery grounds are free of clippings, dirt, leaves, fallen branches, trash, and debris after one attempt to correct any deficiencies.

Trash generated by other Contractors and VA maintenance activities is excluded.

Periodic surveillance and verified customer complaints

Document performance in CPARS. 100% of turfgrass area, roads, walkways, and other Cemetery grounds are free of clippings, dirt, leaves, fallen branches, trash, and debris after one attempt to correct any deficiencies.

Trash generated by other Contractors and VA maintenance activities is excluded.

7) Report Submittals Item 4.5.

Item 4.5.7.

Turns in all required submittals 95% of the time.

Quality assurance reviews

Document performance in CPARS. Turns in all required submittals 100% of the time.

8) Safety Maintained during operations

Item 3.

Attachment 5 Item 2.

No accidents or incidents due to Contractor’s failure to take safety precautions.

Random quality inspections

Document performance in CPARS. No accidents or incidents due to Contractor’s failure to take safety precautions.

ATTACHMENT 2

CEMETERY MAP

ATTACHMENT 3

WORK SUMMARY & PROGRESS REPORT

Period Covered:

From:

To:

Cemetery Location: Contractor Information:

Fort Sam Houston National Cemetery

Project Title:

Cemetery Grounds Maintenance Services

Contract No:

Inspection / Acceptance: The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test some or all of the services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. The Government shall exercise its post-acceptance rights:

1. Within a reasonable time after the defect was discovered or should have been discovered; and

2. Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

WORK COMPLETED & SUBMITTED FOR ACCEPTANCE

(This form is not to be used as an Invoice)

001 Mowing of Improved Turf Areas Quantity / Unit Acres

Date Completed:

String Trimming of all features within Improved Turf Areas throughout Cemetery (including removal and disposal of grass clippings, trash, and debris)

Quantity / Unit Acres

Date Completed:

003 Mowing and Trimming of Semi-improved Turf Areas Quantity / Unit Acres

Date Completed:

004 Trimming of Upright Headstones & Edging of Flat Markers Quantity / Unit # of HS

Date Completed:

005 Blade Edging of Curbs and Sidewalks Quantity / Unit Linear Feet

Date Completed:

006 Floral arrangement disposal Quantity / Unit Job

Date Completed:

Report below any circumstances which may have adversely affected work progress such as weather, strikes, delays by the Government, etc.

Signature of Contractor: Date Signed Signature of Cemetery

Director / COR Date Signed

Note: Contractor shall sign confirming that services indicated have been completed. Government shall also sign in acknowledgment of receipt of the Progress Report.

Duplicate Form as Necessary

ATTACHMENT 4

Contract Discrepancy Report

Contract Number: Report No. for this Discrepancy:

To: (Contractor/Manager’s Name) From: (Name of COR)

5. Dates 5a. Prepared: 5b. Returned by Contractor: 5c. Action Complete:

Discrepancy or Problem: (Describe in detail. Include reference to PWS Directive; attach additional sheet if necessary.)

Signature of Contracting Officer or COR:

8a. To: (Contracting Officer and/or COR) 8b. From: (Contractor)

9. Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence:

(attach additional sheet if necessary.)

10a. Signature of Contractor Representative: 10b. Date:

11. Government Evaluation: (Acceptance, partial acceptance, reflection; attach additional sheet if necessary.)

12. Government Actions: (Reduced payment, cure notice, show cause, other)

13. Close Out

Name Title Signature Date

Contractor Notified

b. COR

c. CO

ATTACHMENT 5

GENERAL CONDITIONS

GROUNDS MAINTENANCE

1. WORK ENVIRONMENT AND WEATHER CONDITIONS:

a. All work under this service contract will be performed primarily out-of-doors and personnel performing these services will be exposed to wind, heat, sun, cold, dampness, frost, fog and rain. These conditions, may, at times, be extreme. The Contractor shall take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. Weather will not be considered an excusable delay in meeting specifications or project schedule. The Contractor understands that it may be necessary to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines, at no additional cost to the Government. If weather conditions are such the work performed on that day may cause more damage to the Cemetery grounds than good, the COR has the authority to stop work until conditions improve and he/she extends a commence work order.

b. Due to the sensitive mission of the Cemetery, the work could occasionally involve contact with and/or exposure to grieving individuals. Contractor personnel shall exercise and exhibit absolute decorum, composure and stability at all times and refer such individuals to Cemetery Staff.

2. SAFETY AND ENVIRONMENTAL PROTECTION:

a. The Contractor shall be responsible to ensure all work shall be done in a manner that safeguards all VA visitors, employees, and public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees.

Furthermore, the Contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

b. Matters related to safety, and any actions of the Contractor shall meet all safety requirements, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements.

c. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor at all work sites to eliminate hazards and for the protection, safety, and warning of all public visitors, pedestrians, Cemetery employees, and vehicular traffic within the area.

d. Spill Prevention, Containment, and Clean-up: The Contractor shall contain, clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and Local laws and regulations or otherwise stated herein, and the installation spill control plan at no cost to the Government.

e. The Contractor shall be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

1) Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

2) Fire Safety Plan: Establish and maintain a fire protection program in accordance with

29 CFR 1926.

3) Means of Egress: Do not block exits for occupied buildings, including paths from exits to roads. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

4) Situate temporary facilities, such as trailers, storage sheds, and dumpsters, away from existing buildings and new construction by distances in accordance with NFPA 241.

For small facilities with less than 6 m (20 feet) exposing overall length, separate by 3m (10 feet).

5) Fire Extinguishers: Provide and maintain extinguishers in construction areas and temporary storage areas in accordance with 29 CFR 1926, NFPA 241 and NFPA 10.

6) Flammable and Combustible Liquids: No flammable and combustible liquids shall be stored within the Cemetery property. [Store, dispense and use liquids in accordance with 29 CFR 1926, NFPA 241 and NFPA 30.]

7) Smoking: Smoking is prohibited except in designated smoking rest areas approved by the COR.

3. USE OF CEMETERY FACILITIES:

a. The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

b. The Government will not furnish a storage building at the Cemetery site for use by the Contractor to store supplies and equipment.