36C78621Q0112.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

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ADDITIONAL INFORMATION

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice S208 875-New requirement for base year and 4 yr option.-New requirement for base year and 4 Option periods.

St. Augustine Ground maintenance contract to begin 4/01/2021 thru 9/30/2025. Subject to the availability of FY21 Funds 32084 36C78621Q0112 03-22-2021 16:00

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

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

(703) 630-9356 Kenneth.Randle@va.gov 703-630-9356 Saint Augustine National Cemetery 104 Marine Street Saint Augustine

FL

32084

USA

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

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Saint Augustine, FL, 32084

Attachments: A – Past Performance Questionnaire B – Wage Determination, Sumter County FL – 21 Dec 2020

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78621Q0112

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-2.

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

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

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

The U.S. Department of Veteran Affairs, National Cemetery Administration anticipates the award of a Firm Fixed Priced Requirement Contract for Grounds Maintenance Services at Cape Canaveral National Cemetery.

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

SITE VISIT: Offerors or quoters are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award. All contractors and attendees shall follow CDC guidelines for COVID-19 on government premises and must practice safe social distancing and wear acceptable facial coverings; in addition to any other required personal protective equipment (PPE) outlined for the state of Florida at the time of the site visit.

If you plan to attend a site visit / inspection at St. Augustine National Cemetery, YOU MUST CONTACT the COR Mr. Larry Feltner via email at Larry.Feltner@va.gov to make arrangements

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Quotes are due to the Contracting officer no later than 16:00 on 22 March 2021. Responses to this announcement will result in a Firm-Fixed Priced Requirement Contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov.

SOLICITATION QUESTIONS:

Questions pertaining to this announcement must be sent by email to Kenneth.Randle@va.gov. by no later than close of business, 12 March 2021. Telephone inquiries will not be accepted.

PRICE SCHEDULE: Contractor shall furnish all supervision, labor, equipment, tools, and materials necessary to provide grounds maintenance services (mowing, trimming, edging, trash / debris removal & fall leaf cleanup ,tree pruning & removal) to the Saint Augustine National Cemetery located at 104 Marine Street. Saint Augustine, FL 32084. Services include mowing cemetery turf on a seven (7) day cycle, trimming upright and flat grave markers trimming of fence lines, curbs & trees, headstone cleaning, trash & debris removal and Fall leaf removal.

Term of Contract: The contract term shall be from April 1st, 2021 (or date of award – whichever is sooner) to March 31st 2022 - This contract shall be awarded in the format of One (1) - 1-year Base Period and four (4) one-year options periods . All services described in the Work Statement, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work.

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

BASE Period - April 1, 2021 to March 31, 2022

Total

OPTION YEAR 1 - April 1, 2022 to March 31, 2023

OPTION YEAR 2 - April 1, 2023 to March 31, 2024

Total

OPTION YEAR 3 - April 1, 2024 to March 31, 2025

OPTION YEAR 4 - April 1, 2025 to March 31, 2026

BASE YEAR

OPTION YEAR 1

OPTION YEAR 2

OPTION YEAR 3

OPTION YEAR 4

Base and 4 Option Year Totals

B.2 PRICE SCHEDULE

1. Title of Project: Cemetery Grounds/Facilities Maintenance Services

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Statement of Work,

a) This is a service contract for cemetery grounds and facilities maintenance services at the St Augustine National Cemetery, St. Augustine, Florida and hereafter referred to as “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities described herein which are required to maintain an acceptable appearance of the cemetery grounds and facilities.

b) National cemeteries are a resting place for our nation's heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration to reflect this nation's concern and respect for those interred there. The National Cemetery Administration (NCA) mission: the NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation.

3. Background:

a) The St Augustine National Cemetery is located at 104 Marine St, St Augustine , FL 32084 .

b) The cemetery is approximately 1.4 acres.

c) The cemetery is closed to new burials, may have subsequent burials.

d) National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications is required as well as National Cemetery Administration standards.

4. Performance Period: The contractor shall complete the work required under this statement of work in __ days or less from the date of award, unless otherwise directed by the contracting officer. If the contractor proposes an earlier completion date, and the government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail.

5. Type of Contract: Firm Fixed Price

B. Contract Award Meeting

1. The contractor shall not commence performance of the tasks in this Statement of Work until the contracting officer has conducted a “kick-off” meeting or has advised the contractor that a “kick-off” meeting is waived.

C. General Requirements

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, together with sub-milestone dates. The contractor’s subtask structure shall be reflected in the technical proposal and detailed work plan.

2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 7 calendar days from the date of receipt. The contractor shall have 7 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

D. Specific Mandatory Tasks and Associated Deliverables:

1. Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverable described below within the performance period stated in Section E and Attachment A of this Statement of Work.

2. NCA Standards and Measures:

a) Standard 6.1: Daily grounds maintenance activities do not detract from the dignity and solemnity of the cemetery.

(1) Measure 6.1: The number of complaints that are received as a result of operations, noise, equipment, etc. that intruded on the visitor’s experience.

(2) Target 6.1: 0 complaints.

b) Standard 6.2: All areas where cemetery operations have been conducted are neat, clean and free of debris and equipment at the end of the workday.

(1) Requirement 6.2a: Debris, equipment, tools and supplies are removed at the conclusion of each task or at the end of the workday.

(2) Requirement 6.2b: Roads, walkways, shelters, and burial sections are free of grounds maintenance debris by the end of the workday.

3. DESCRIPTION OF SERVICES:

a) The contractor shall provide all personnel, equipment, tools, supplies, supervision, and other items and services necessary to ensure that total cemetery maintenance is performed in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout at all times.

b) Services include, but are not limited to maintenance of grounds, regular mowing, trimming, edging, removal of leaves and debris, as well as, sweeping or blowing off roads and sidewalks. Pressure washing of sidewalks, curbing, perimeter wall and fencing and maintenance building. Maintenance of internment sites and headstones, the alignment and washing of headstones, headstone installation and maintenance, turf maintenance, plant and tree maintenance, sunken grave repair, trash removal, Irrigation management, maintenance of Irrigation and janitorial services.

c) All work will be done during normal Federal workdays in daylight hours. Contractor shall accomplish all work in accordance with the technical specifications that have been provided as Attachments B through O to this solicitation. Overall work shall conform to the NCA Operational Standards and Measures.

d) The Contractor shall be responsible for:

(1) Providing all grounds maintenance services including, but not limited to: Regular mowing, edging, trimming, removal of leaves and debris, as well as, sweeping or blowing off roads and sidewalks, and trash removal.

(2) Turf Maintenance: Proper fertilizing, weeding, sodding of turf.

(3) Turf surrounding a headstone or marker is trimmed to its recommended height

(4) Plant and Tree Maintenance

(5) Maintenance of internment sites and headstones

(6) Headstone cleaning and maintenance.

(7) Headstone Setting and Alignment.

(8) Sunken grave repair.

(9) Placement and removal of Avenue of flags Gravesite Flags.

(10) Raise and Lower American Flag (Main Flagpole)

(11) Clean and sanitize restrooms.

(12) Pressure washing of all sidewalks, curbing, perimeter wall and fencing and Maintenance Building.

e) Provide a safe working environment for contractor personnel, cemetery staff and general public.

f) Janitorial service for Committal Room, Maintenance Storage Area to include cleaning and sanitizing all restrooms. Janitorial closet’s will be maintained in a clean and orderly manner. No chemicals will be stored in the janitorial closets.

g) Ensuring all work conforms to the NCA’s established National Standards.

4. STANDARDS OF EMPLOYEE CONDUCT:

a) Contractor and Contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.

(1) Be fully clothed at all times in matching uniforms, to include long slacks or pants and shirt, buttoned up from neck to waist and tucked in at all times. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes/boots will be required in accordance with OSHA requirements. Any outer garments worn by contract personal will not have any objectionable wording or symbols. Contractor employees will maintain personal hygiene.

(2) Shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal services.

(3) Shall neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in site of committal room during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(4) Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments.

(5) The only designated smoking area for the St Augustine National Cemetery is located by the maintenance building. All other areas are designated as NO SMOKING.

(6) Shall not wear any type of ear buds or any type of hearing protection that plays music for safety reasons.

(7) All hats worn by contract personal shall not have any designs or objectionable wording of any kind. Hats may have company logo and name.

5. PARKING AND VA REGULATIONS:

a) Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor’s employees under any conditions. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, vehicles and tool kits shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

b) All contractor personnel operating vehicles on government property must possess a valid state driver’s license.

6. 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. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall be responsible for maintaining fire extinguishers and need to have on file weekly and yearly inspection. Yearly inspections need to be conducted by a certified fire extinguisher technician. Contractor shall inspect all other safety equipment in accordance with manufacture recommendations.

c) The Contractor shall be responsible for safely storing all chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals and cleaning solutions and maintained in three ring binders readily available to all personal in case of emergencies. A copy of all SDS sheets will also be turned in to the COR.

d) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area.

7. INSPECTION AND CLEANING OF CEMETERY FACILITIES:

a) The Contractor will perform a weekly inspection on Wednesday. During this inspection the appearance of the cemetery will be observed, and any deficiencies noted within the scope of the contract and will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or his representative. Contractor will not correct items outside scope of the contract without an official modification to the contract through the Contracting Officer.

b) The Contractor will clean, when applicable, the public restrooms and maintenance building first thing in the morning, and as needed, but not less than daily. Cleaning shall include sweeping and mopping the floor, disposing of trash, removing cobwebs from all areas, emptying trashcans, etc. All items stored in service building shall be in a neat orderly fashion.

c) The Contractor will be required to submit inspection reports and work accomplished to the COR weekly. One day of each week the contractor’s site supervisor or designee and COR will do an inspection of the cemetery to identify any deficiencies. Since there is no NCA Staff onsite, the day of week will depend on COR schedule at Jacksonville National Cemetery. The COR will submit the weekly report to the contractor for signature.

8. SUPERVISION, WORK HOURS AND TRAINING:

a) Project Manager: A competent and experienced “Project Manager” shall be provided by the Contractor for not less than two (2) hours per day whenever work is being performed - other than trash and debris pick-up. In the absence of the Project Manager, the Contractor will appoint a crew foreman or employee who will be responsible to insure the work is (i) being accomplished in an expeditious manner, (ii) performed in accordance with the contract specifications, and (iii) progress is being made without undue delay. The Project Manager must have no less than two (2) year experience as a direct supervisor of a commercial construction operation that includes surveying, soil excavation, and site construction in industrial, commercial and/or public sites. The Project Manager will 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. BOTH PROJECT MANAGER AND CREW FOREMAN ARE REQUIRED TO BE FLUENT IN ENGLISH. The Project Manager and Crew Foreman shall have completed the 30hr OSHA class and provide documentation to the COR for filing.

b) Work Hours: Work shall be performed between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday unless otherwise directed by the Cemetery Director, Foreman, or COR. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete contract requirements. Contractor may need to work certain holidays depending on internment schedule. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday), the Contractor shall request for a deviation in writing to the COR at a minimum three working days in advance. The COR will notify the appropriate individuals regarding Contractor's request and anticipated schedule and will provide written approval or disapproval to the Contractor.

(1) FEDERAL HOLIDAYS

(a) New Year’s Day (January)

(b) Martin Luther King’s Birthday (January)

(c) President’s Day (February)

(d) Memorial Day (May)

(e) Fourth of July (July)

(f) Labor Day (September)

(g) Columbus Day (October)

(h) Veterans Day (November)

(i) Thanksgiving Day (November)

(j) Christmas Day (December)

c) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

d) The Contractor shall also 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. Appropriate safety equipment shall be furnished by the contractor to contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes/boots, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

(1) National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

(2) 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.

(3) 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.

9. PLACEMENT OF ORDERS:

a) Delivery Orders for services at St Augustine National Cemetery will be placed by the COR through the Contracting Officer and may be placed initially via facsimile (fax) or electronic mail (e-mail). Orders may be followed up with a copy forwarded by either U. S. Mail or a commercial courier service, to ensure legibility.

b) Agents/Branches; if the Contractor maintains agents/branches, the Department of Veterans Affairs are to be provided with a list containing any information necessary indicating how and with whom orders are to be placed.

10. WORK SCHEDULING AND MAINTENANCE DURING CEMETERY FUNCTIONS:

a) The Contractor shall coordinate a work schedule with the COR(s) on a daily basis to ensure that no work is being performed at the immediate site of a scheduled interment. These daily meetings are also an opportunity for the contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. These meetings can be conducted by phone at 8:30AM daily, Monday through Friday. Contractor personnel shall not operate motorized equipment or conduct other commercial activities during interment services. The COR/Foreman or his/her representative shall furnish the contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled internment, and a minimum of three (3) days before any ceremonial events. The contractor is 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 is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s). The Contractor shall notify by phone with the COR/Foreman at the end of each day to determine work completed and ensure that work is on schedule. In the absence of the COR, the Contractor shall meet with the Alternate COR/Foreman.

11. HISTORIC PRESERVATION:

a) Where the Contractor or any of the Contractor's employees, prior to, or during the service work, are advised of or discover any possible archeological, historical and/or cultural resources, the Contractor shall immediately notify the COR verbally, and then with a written follow up.

12. PERFORMANCE EVALUATION MEETING:

a. The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).

b. Should the Contractor not concur with the minutes, he will state in writing to the Contracting Officer within ten calendar days any areas he does not concur and 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. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days.

1. ACTIONS:

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.

1. 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.

When the Contractor is not meeting the 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 the limits of satisfactory performance are exceeded.

When a CDR is issued for a service, the Contracting Officer must deduct from the periodic payment, a percentage of that payment as indicated in the Performance of Work Requirements Summary as attached hereto.

If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR will be issued and the appropriate amount deducted from the periodic payment in accordance with the disincentive rate listed in the attached Performance Requirements Summary.

A third CDR will be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

1. CONTRACTOR’S QUALITY CONTROL PLAN (QCP):

The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. This QCP will be forwarded to the CO along with the requested initial quotation. The CO will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

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.

1. 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.

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

1. 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.

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

1. 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.

1. 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.

1. Schedule for Deliverables

1. If for any reason any deliverable cannot be delivered within the scheduled time frame the contractor is required to explain why in writing to the contracting officer, including a firm commitment of when the work shall be completed. This notice to the contracting officer shall cite the reasons for the delay, and the impact on the overall project. The contracting officer will then review the facts and issue a response in accordance with applicable regulations.

1. Contract period will consist of a base period from October 1, 2020 through September 30, 2021, with four one-year options to extend the term of the contract through September 30, 2025. Units and services to be in accordance with Statement of Work, attached technical specifications, and the terms and conditions contained in this solicitation.

1. Delivery Schedule for option years are located in Attachment A.

1. Changes to The Statement of Work

1. Any changes to this Statement of Work shall be authorized and approved only through written correspondence from the contracting officer. A copy of each change will be kept in a project folder along with other products of the project. Costs incurred by the contractor through the actions of parties other than the contracting officer shall be borne by the contractor.

1. Reporting Requirements

1. The contractor is required to provide the Contracting Officer Representative (COR) with monthly written progress reports. These are due to the COR by the second workday following the end of each calendar month throughout the project’s duration. The COR is required to provide weekly reports to the contractor.

1. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved with an explanation.

1. Government Responsibilities

1. The Government will provide a staging area on site for contractor operations.

1. 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.

1. The Government will not furnish a storage building at the cemetery site for use by the Contractor to store supplies and equipment. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment.

1. The Contractor shall be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

1. Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. However, government will provide all electricity and water used on and for the cemetery facility.

1. Contractor Experience Requirements (If Applicable)

1. Confidentiality and Nondisclosure

It is agreed that:

The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the contracting officer at the conclusion of the task order.

The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the contracting officer for response.

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

List of Attachments B – Underground Sprinkler Systems Inspection and Maintenance.

C – Headstone Maintenance and Cleaning.

D – Headstone Setting & Alignment.

E – Lawn Maintenance: Fertilizing and Weeding.

F – Lawn Maintenance: Sodding.

G – Lawn Maintenance: Mowing, Trimming and Edging.

H – Leaf Collection.

I – Plant Material Maintenance.

J – Pruning Standards for Trees.

K – Grounds Repair and Refilling of Sunken Graves.

L – Trash and Debris Removal.

M – Cleaning and Set-up of Committal Room.

N – Janitorial Services.

O – Pressure Washing P- Raise Lower American Flag Q - Interments

Attachment B

UNDERGROUND SPRINKLER SYSTEMS SYSTEM

INSPECTION AND MAINTENANCE

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

B. SCOPE: Work consists of daily, weekly and monthly inspection and maintenance of the installed sprinkler system.

C. GENERAL REQUIREMENTS:

1. DESCRIPTION: The work specified herein shall be provided to facilitate the successful and ongoing operation of an automatically controlled underground landscape irrigation system, including system controllers and control devices, control valves, sprinkler heads, piping and accessible field wiring.

2. INSPECTIONS AND MAINTENANCE:

a) This contract will cover daily, monthly and weekly diagnostic, troubleshooting, and repair service as needed, which includes emergency callback service, periodic inspections and preventative maintenance of all above ground irrigation system components, controllers, control devices, piping from well to irrigation pump, irrigation piping and provide reports to COR/Foreman. The contractor shall be required to perform the following.

(1) Underground Irrigation Systems with Stand-Alone Controllers

(a) Provide monthly examination of irrigation system by walking site and performing a thorough inspection of grounds and irrigation components and provide report to COR/Foreman.

(b) During each inspection, prepare a list of all trouble spots and problem issues that are visibly identifiable. In addition, review system operation with on-site operators to determine and record additional issues experienced during daily operation that may not be readily observable.

(c) In accordance with inspection notes, physically inspect all field controllers, including visible wiring in controller cabinet. Adjust controller programs to reflect site specific requirement, seasonal changes, and cemetery staff needs.

(d) Semi-Annually inspect controller grounding grid for good mechanical connection and provide report to COR/Foreman.

(e) Verify operation of all irrigation valves and spray devices by manually running each station on each controller monthly.

(f) Adjust spray devices weekly to assure proper spray pattern and radius of water pattern.

(g) When necessary, repair or replace broken or malfunctioning spray devices and all broken irrigation pipe.

(h) Repair and replacement parts shall be furnished by the government. A limited amount of repair parts will be kept on hand, all parts required that are not in stock will be requested through the COR in writing. Contractor shall conduct an inventory of all in stock parts bi-monthly and turn report into COR.

(i) If installed, verify that all flow sensors are operating properly. Recalibrate as required to meet manufacturer’s recommendations.

(j) If installed, verify that all system master valves are operating properly. Perform preventive maintenance service to valves to meet manufacturer’s recommendations.

(k) Clean all filtering devices on irrigation system, including but not limited to mainline filters, drip line filter, and spray head filter devices.

(l) At least twice annually, test all controller grounding for proper resistance according to equipment manufacturers recommendations. Provide written report detailing grounding resistance for each controller, highlighting deficient grounding locations and notifying the site manager of required action.

(m) Provide a March Spring Start-Up and October Winterization service for the entire irrigation system or as directed by COR/Foreman.

(2) Underground Irrigation Systems with Computer-based Central Control

(a) Perform all system inspection and maintenance tasks as outlined in the previous section for Underground Irrigation Systems with Stand-Alone Controllers.

(b) Check software event logs daily to verify system has been operating properly. Adjust program settings in the software and make required program modifications to respond to site issues or problems as necessary.

(c) Verify communication is intact between Central Control computer and all field controller devices. Check program schedules for proper operation and adjust if necessary.

(d) Verify system back-up function is programmed and working properly. Perform system back-up, provide back-up storage device to site manager for safe storage in remote locations.

(e) Verify all field controllers have back-up programs, adjust programs as necessary to allow for changing site conditions, seasonal changes, and cemetery staff needs.

(f) Verify that system Weather Station is operating properly. Perform preventive maintenance service to Weather Station to meet manufacturer’s recommendations.

(g) All underground repairs to piping and wiring is the responsibility of the contractor.

3. WORK NOT INCLUDED:

Maintenance service shall not include the performance of any work required as a result of improper use, accidents, or negligence for which the contractor is not directly responsible.

ATTACHMENT C

HEADSTONE MAINTENANCE AND CLEANING

A. GENERAL: All work performed in this section is subject to the General Requirements and contract documents forming a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under.

B. SCOPE:

1. NCA Standards and Measures:

a) Standard 4.1: Headstones, markers, and niche covers are clean, free of debris and objectionable accumulations.

(1) Measure 4.1a: 95% of headstones, markers, and niche covers that do not show evidence of debris or objectionable accumulations.

Work consists of cleaning all headstones as specified by the COR/Foreman to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth.

C. GENERAL REQUIREMENTS: Headstones shall be cleaned as directed and identified by the COR prior to Memorial Day and Veteran’s Day and any other time as determined by the COR/Foreman. The natural surfaces shall be retained. They shall not be painted, whitewashed or calcimined. Any headstones that have any dirt splash up or grass debris from mowing/trimming will be promptly cleaned when found and will not constitute a charge for cleaning of such stones. Contractor will inspect and verify cleaning and turn in list of headstones cleaned to COR.

1. PROCEDURE:

a) When water under pressure is used, the pressure will not exceed 800 psi. Excessive soil may be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

b) If water used in cleaning may soften the soil around the base of the headstone loosening the headstone, care shall be taken not to tip the stone out of plumb or alignment.

c) Care shall be taken to protect the turf area from any damage. Any turf damaged by the Contractor shall be restored at Contractor's cost.

d) A designated cleaning solution approved by NCA will be used to clean headstones.

ATTACHMENT D

HEADSTONE SETTING AND ALIGNMENT

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

B. SCOPE:

1. NCA Standards and Measures:

a) Standard 3.2: Headstones, are properly installed.

(1) Measure 3.2a: The percent of upright headstones in active burial sections that are installed to be uniform in height (24”- 26” above ground) and horizontally and vertically aligned with inscriptions visible and installed to ensure a pleasing top line while compensating for ground contours. Proper height and alignment of each headstone or marker is maintained.

b) Standard 3.1: Graves in national cemeteries are marked within 60 days of the interment.

(1) Measure 3.1a: 100 percent of headstones, are set within 10 workdays of receipt.

2. Work consists of setting new or replacement headstones on gravesites and resetting or conducting fine tune and alignment on those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the COR/Foreman.

C. GENERAL REQUIREMENTS: Upright white marble headstones are to be used at the St Augustine National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery). Headstones shall be installed as soon as possible or as directed by COR/Foreman but within ten (10) calendar days (maximum) of final inspection by COR/Foreman. The Contractor shall submit a daily schedule of setting and alignment prior to start of work to the COR. The schedule will be used in performing inspections on settings and alignments. Once headstones have been set, the contractors who set the headstones will sign headstone sheet, the contractor foreman shall sign sheet verifying headstones and set in proper numerical order and set to proper height and alignment. Provide the signed and dated list to the COR/Foreman of all headstones set that day by 4:00pm so they can be inspected the same day of setting.

1. PROCEDURE, NEW AND REPLACEMENT HEADSTONES:

a) The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the Government.

b) Headstones are received at St Augustine National Cemetery and unloaded by the…