36C78621Q0147 - Combined Synopsis Notice - Beverly Shrine Project.pdf

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Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice

S208

Raise, realign and clean headstones and renovate turf with sod at the Beverly National Cemetery in Bridgeboro, New Jersey 08010 t

22172

36C78621Q0147

04-28-2021 12:00 pm EASTERN TIME, NEW YORK, USA

N

Tiered

561730

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

Eric Washington

Beverly National Cemetery

916 Bridgeboro Road

Beverly, NJ

08010

USA

https://www.va.gov

Department of Veterans Affairs

Eric.Washington@va.gov

Contract Officer

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Document Type: Combined Synopsis Solicitation

Solicitation Number: 36C8621Q0147

Post Date: 4/16/2021 Site Visit: 4/19/2021

Question Due Date: 4/22/2021 @ noon pm EST

Response Date: 05/03/2021 @ noon pm EST

Applicable NAICS: 561730

Product Code: S208

Set Aside Type: Tiered: SDVOSB, VOSB, Small Business (SB)

Period of Performance: 365 days from date in Notice to Proceed

Issuing Contracting Office: Department of Veterans Affairs National Cemetery Administration 18434 Joplin Rd Triangle, VA 22172

Delivery Location: Beverly National Cemetery

916 Bridgeboro Road Beverly, NJ. 08010

Attachments: A-F at the end of the document

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.603 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78621Q0147.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-05 with an effective date of 3-10-2021.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE:

The (NAICS) code for this procurement is 561730. The business size standard is $8M.

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

The U.S. Department of Veteran Affairs, National Cemetery Administration, anticipates the award of a Firm- Fixed Unit Price contract for services to raise, realign and clean headstones and renovate turf with sod at the Beverly National Cemetery.

SITE VISIT: Offerors are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the price of contract performance.

In no event shall failure to inspect a one or all sites constitute grounds for a claim after contract award.

To ensure accuracy of proposals, it is the Contractor’s responsibility to verify the acreage estimate by onsite inspection and measurement

Date: Monday, April 19, 2021 at 11:00 am.

Location: Beverly National Cemetery

This is the only organized site visit. Vendors unable to be there may inspect on their own time and only by appointment after contacting; one of the following Cemetery personnel to make arrangements:

Greg Whitney, Cemetery Director...............…………………………… (215) 504-5610 Richard McNulty, Cemetery Foreman................................................ (215) 504-5610

There will be no one to give a tour or answer questions.

POST AWARD CONFERENCE: A Post Award Conference will be held before commencement of any work.

RESPONSE TO REQUEST FOR QUOTATION (RFQ): Proposals are due to the Contract Officer no later than NOON pm EST on 05/03/2021. Responses to this announcement will result in a Firm-Fixed Unit Price contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining any and all amendments or additional information concerning this announcement at beta.sam.gov.

SOLICITATION QUESTIONS:

All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than NOON pm EST, 04/22/2021. Questions pertaining to this announcement shall be sent by email to:

Eric.Washington@va.gov . Telephone inquiries will not be accepted.

PRICE SCHEDULE:

The unit price is all-inclusive. Term of the contract shall be one (1) year from date specified on the Notice to Proceed.

ITEM

NO.

DESCRIPTION

EST.

QTY

UNIT UNIT PRICE EST PRICE

Raise, Reset, Lower, Realign & Backfill Upright Headstones Cemetery Sections: K, N, P & R

3,622 Ea. $ $

Clean Upright Headstones Cemetery Sections:

K, N, P & R

3,622 Ea. $ _________ $ ___________

Renovate & Replace Existing Cemetery Turf Sections: K, N, P & R

181,100 Sq.

Ft.

TOTAL ESTIMATED PRICE: $

A. BACKGROUND

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

Beverly National Cemetery is a satellite Cemetery under the supervision of the Director and staff of the Washington Crossing National Cemetery. Cemetery staff are not located at Beverly National Cemetery and grounds maintenance services are performed under contract on a daily basis by a grounds maintenance contractor.

B. CONTRACT DEFINITIONS / ACRONYMS

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

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

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

(d) Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA

Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine.

The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

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

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

C. STATEMENT OF WORK

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

SPECIFICATIONS AND DRAWINGS

Upon request, two (2) additional sets of specifications and drawings shall be provided to the Contractor at time of award

C.1 UPRIGHT HEADSTONE REALIGNMENT, RESETTING AND BACKFILL

Handling of Markers and Headstones

1. Every action by contractor personnel at a National Cemetery must be performed with the special care, reverence, dignity, and respect that acknowledge the Cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

a. Contractors cannot walk, stand, lean, sit or jump on or drive over headstones or markers.

Contractor personnel should use tools approved by the Contracting Officer Representative (COR) or ACOR, such as shovels, pry bars or pinch bars to lift flat markers out of the ground; pick axes are not an acceptable tool.

b. No tools, equipment or other items will be placed or leaned on headstones or markers.

Once headstones/markers are removed from the socket, do not place on dirt piles or mud;

they should be carefully placed on each associated gravesite and protected in such a way as to prevent any soiling and be out of the way of any other work.

c. Headstones shall be removed from their sockets using wooden and/or metal clamps. If metal clamps are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to and marking of the headstone. Clamps may be attached to a skid steer loader (i.e. Bobcat®) or similar machine to extract the headstone from the socket. When headstones are removed from their sockets, they shall be carefully stored on each associated gravesite; do not lean headstones against each other.

Use care not to scratch or damage headstones in any manner. The headstones shall be laid with front inscription side up while the headstone is lying horizontally on the ground.

The headstone shall be protected from direct ground contact while lying horizontally.

The protection method shall be as approved by the COR and shall be free of deterioration in weather. An approved method is to support each headstone with two wood 4X4’s.

Alternate methods can be approved. Cardboard shall not be used. Wood or other suitable appropriate and attractive material shall be used to keep the headstones from contact with the soil while lying horizontally during the construction period. This also shows respect towards the families visiting the gravesites and the remains that are buried.

d. Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

e. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the contractor must contact the COR, ACOR, Director/Assistant Director, or Contracting Officer (CO) for guidance.

2. Any doubts as to proper procedures shall be brought to the attention of the COR, ACOR, Director/Assistant Director, or CO for guidance or resolution.

3. The contractor is required to discuss the guidance with Contractor employees and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

TO ENSURE THE ACCURACY OF HEADSTONE AND MARKER PLACEMENT

DURING THE RAISE AND REALIGNMENT PROJECT, THE FOLLOWING

PROCEDURES WILL BE FOLLOWED BY NORTH ATLANTIC DISTRICT

PERSONNEL, CEMETERY PERSONNEL AND CONTRACTING OFFICER’S

REPRESENTATIVE (COR) BEFORE THE RAISE & REALIGNMENT PROCESS

BEGINS

The NAD will provide each Cemetery with the correct Gravesite Layout Map(s) prior to beginning the Raise & Realign (R&R) project. The Contracting Officer Representative (COR) or Cemetery director/designee as listed in the official contract documents shall conduct an initial gravesite verification survey prior to the (R&R) of any headstone or marker in a VA national Cemetery. The COR will obtain a copy of the Burial Register Report from the Burial Operation Support System (BOSS) and current gravesite layout map(s) obtained from the NAD for the verification survey. The Burial Register Report and gravesite layout map(s) will be used to verify the section, row, grave number, first and last name of each decedent and the condition of the headstone/marker included in the scope of work (SOW). All inconsistencies will be researched, discussed and resolved with the North Atlantic District (NAD) Director prior to the R&R of any headstone or marker. Upon completion of the verification survey and corrective actions as necessary, the COR shall certify the survey by signing the Headstone/Marker Raise & Realign Verification Survey sheet. A copy of the signed Headstone/Marker Raise & Realign Verification Survey sheet shall be forwarded to the Contracting Officer (CO) which will be incorporated into the contract files; a copy of the survey will be maintained by the Cemetery. Additional copies of the survey will be retained by the COR for the official contract files. The CO will give the approval to begin the project.

Prior to the completion of each work day, a Daily Headstone/Marker Raise & Realign Verification Survey will be completed for all headstones and markers raised & realigned. The COR/Cemetery director/designee will verify the accuracy of the placement of headstones or markers on the correct gravesite using the same Burial Register Report and gravesite layout map(s) that were used for the initial headstone/marker verification survey. Daily, the COR will inform the contractor/designee of all identified inconsistencies and ensure corrective actions are completed that day. The Daily Headstone/Marker Raise & Realign Verification Survey will be maintained by the COR for certifying payments for completed work, tracking project progress and other administrative needs.

When site conditions are restrictive and it is not possible to safely operate equipment while keeping the headstones/markers on the gravesite, the contractor will prepare these sites by hand. At no time may headstones/markers be removed from the gravesites.

The contractor is responsible to protect headstones and markers during the realignment & turf renovation process from damage or being discolored from contact with dirt, soil or other contaminants.

HEADSTONES AND/OR MARKERS WILL NOT BE PHYSICALLY REMOVED

FROM THE GRAVESITE DURING THE RAISE AND REALIGNMENT OR TURF

RENOVATION PROJECTS

HEADSTONE SETTING SPECIFICATIONS

1. Headstone/Marker Locations: Upright headstone locations requiring adjustment, realignment, resetting and backfill will be provided to the Contractor by the COR after contract award. The COR shall determine the beginning point and ending point in each Cemetery section.

2. Phasing and Work Sequencing: All work is to be accomplished in a sequential manner, with work limited to no more than two (2) burial sections at any given time in order to minimize overall disruption to the Cemetery. Work cannot begin in subsequent burial section areas until such time that work has been completed in prior burial section areas. The Contractor shall submit a proposed "Project Work Schedule Sequence" to the COR and Contract Officer for review and approval prior to start of project.

3. Record Keeping and Reporting: The Contractor's Project Manager shall provide the COR(s) with weekly written accurate reports detailing the section and range of graves in that specific week.

These lists will be provided on not less than a weekly basis, and shall identify all of the above work that took place within the previous seven calendar days. Upon request, the Project Manager will also provide a plan of action for the upcoming week, regarding headstone/marker locations and specific areas where work is being scheduled to occur.

4. Upright Headstone Specifications: Raise, lower, realign, reset, and backfill of upright headstones shall be accomplished as follows:

(a) Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds.

(b) All temporary markers, floral, commemorative, buried permanent floral vases, or other types of decorations and arrangements causing interference with the raise and realignment of upright headstone operation shall be carefully, and in an orderly manner moved from, and per completion of work, moved back to all gravesites by the Contractor. Prior to removal, the Contractor shall verify the numbering sequence and location of the headstone and associated decorations by using tags and a permanent ink marker indicating from which grave the item was removed.

(c) Headstones will be removed from their sockets by using wooden, and or metal clamps. If metal clamps are used the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to, and marking of, the headstone. Clamps may be attached to a Bob Cat or similar Machine to extract headstone from socket. Extreme care will be used not to scratch or damage headstones in any manner.

Contractor is responsible for restoring all damages caused to turf and headstones during performance of this work. Headstones are to be raised, realigned, and lowered in the following manner:

(i) ALL headstones are to be extracted from the socket. ALL sockets are to be re-dug by hand or mechanical means to allow for a 3” perimeter around all sides of the headstone and to a sufficient depth so that a 3" compacted base can be established, allowing the stone to extend out of the ground at a height of 24-26 inches (20” for the older/smaller headstones) to the top of the arch on the headstone (Note: In areas where smaller than standard size headstones may occur, Contractor shall coordinate specified measurements and dimensions of required work with COR.)

(ii) Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed fines up to ¼" maximum) will be placed around all sides of the headstones and in the bottom of the socket before being thoroughly tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and sod applied. The government will not provide any sod, fertilizer, or base material.

The Contractor is required to provide these materials. (Note: Moist Class II Road Base may be considered as an alternate. Contractor shall obtain approval from the COR for any substitute base material).

(iii) Straight Rows: Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8" or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones, unless otherwise directed by the COR.

In situations whereas there is no monumentation, a top string shall be centered over the arc of the headstone for vertical alignment.

The consistency of the row will be used as the medium. At no time will any headstone be reset in a totally new socket unless otherwise directed by the COR. Raised and realigned headstones in all soil and terrain shall be firmly in place so that headstones are rigid with no give or play.

Measurements will be made from the control markers in the same direction to provide a uniform and consistent appearance.

(iv) Irregular Terrain: When sloping and uneven ground conditions exist in burial sections, all headstones and markers will be set at field approved heights and levels through use of multiple keystones, back strings, top strings and side strings to provide a flowing transition through the uneven terrain. Field guidance will be provided by the COR upon the written request from the Contractor. The established field guidance will overrule the height requirements that will be found in other parts of this specification.

(v) In cases where headstone sockets need to be realigned/shifted, and/or re-dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 20 inches that may cause the headstone to settle below height requirement.

(vi) The measurements between rows of headstones and headstones within each row may differ from one section to the next, discuss with COR where this is found to occur. These measurements must be adhered to as closely as possible. Some variances may be allowed in order to keep a uniform appearance of headstones being aligned. Headstones will be accurately and precisely reinstalled on the correct gravesites with the utilization of temporary grave plotting maps, existing permanent control markers where available and temporary Contractor installed control markers accurately and precisely installed at the ends of each gravesite row.

(vii) The realign crew is to start on a row of headstones close to the center of the section to be realigned. Headstones are chosen to be "key" stones. These keystones are ones that are visibly in line with the majority of the rest of the headstones in the row, and are as close as possible to the proper measurements for that section of headstones. "Key" stones are to be chosen and utilized at a maximum of every 10th headstone (or more frequently in areas of rolling terrain). These keystones are then aligned by leveling front and back and side-to-side, and raised or lowered to a height of 24-26 inches above topsoil level.

(viii) At the start of work in each burial section, the first row of reset/realigned headstones in each burial section is to be inspected by COR for appearance, spacing, depth, alignment, plumbness, height, accuracy, and smoothness in grade transition. No further setting of headstones shall be done until this first row has been inspected and accepted by the COR.

It is the Contractors responsibility to notify the COR 24 hours in advance of when each of these inspections will be needed.

(ix) Tape measures and heavy strings or lines must run along the backs, sides, and tops of these keystones. The Contractor shall mark the lines with the proper measurements for the section being aligned. All remaining headstones in the row are then aligned along the strings front to back and side-to-side even with the measured marks on the line. Each headstone is leveled and plumbed front to back and side-to-side keeping the back of the headstone along the string and the side of the headstone along the measured mark.

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

(x) The alignment of the headstones shall be checked frequently during this process because the tamping may move the headstone out of level or off the mark on the line. This process of raising and realigning is repeated for each row of headstones. Upright headstones in all completed work areas shall be firmly set and anchored in place with no movement from forces subjected by the COR.

(xi) After the headstone has been raised and realigned and the base of the stone tamped, clean topsoil will be placed around the base of the stone covering any holes, depressions or crushed limestone. The soil will then be evenly graded and tamped.

(xii) Any upright headstones broken or damaged by the Contractor shall be reported to the

Cemetery Administrator or COR by close of business each working day in order that the grave can be properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR.

Any grid or sectional monuments disturbed, displaced or broken shall be replaced by the Contractor at his cost. All grid or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor's expense. Curbs, roads, walks, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the Contractor during performance of contract work shall be repaired at the expense of the Contractor. Repairs to the above shall be corrected by the Contractor within fourteen

(14) workdays, unless otherwise agreed to with the COR.

(xiii) Guarantee: The Contractor shall guaranty all work for a period of three months (90 calendar days) after final inspection and acceptance of the entire project by the Government. Any headstone adjust, realign, reset, and/or backfill workmanship that does not meet the specified requirements (including specified tolerance requirements) at the end of this guaranty period is to be reworked, adjusted, and corrected by the Contractor at no additional cost to the government. Remainder of all other work related to this project is to be warranted for a period of one (1) year after final acceptance by the government.

Work performed under the Guaranty shall be corrected within ten (10) workdays from receipt of notification or as directed by the COR.

C.2 CLEANING OF HEADSTONES:

CLEANING OF UPRIGHT HEADSTONES:

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

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

General requirements for application of the cleaning product:

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

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

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

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

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

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

7. Care will be taken to protect the turf area from damage. Any turf damaged by the

Contractor will be restored at Contractor’s expense. Upright headstones will be set and anchored firmly in place with no movement from forces subjected by the COR or inspector after cleaning has been completed.

(c) APPLICATION OF D/2 BIOLOGICAL SOLUTION

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

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

(3) The effect of using D/2 Biological Solution will not be immediate. It will take 2 to 3 weeks for the full appearance of a clean stone to become apparent. For this reason, re treatment should not occur within (3) three weeks of the first cleaning and only with the concurrence of the COR.

(4) Headstones that have been cleaned but become marked, discolored, dirt covered, or muddied due to subsequent contract work including but not limited to turf reestablishment issues will be re rinsed and scrubbed at no additional cost to the government. Headstones that become discolored, dirt covered, or muddied etcetera after initial cleaning has been completed but prior to overall project completion will be re cleaned at no additional cost to the government. All headstones are to be clean at the time of project completion final inspection.

(5) The end result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers.

C.3 SURFACE RENOVATION AND TURF GRASS RE-ESTABLISHMENT

1 SURFACE RENOVATION AND TURF GRASS RE-ESTABLISHMENT: This section outlines operational procedures to be followed in burial sections designated for topsoil surface leveling / renovation and re-establishment of the existing turf / grass land areas.

Burial Sections Upright Headstones

Turf square footage burial section + 10% for section perimeter (approximate)

K 1,042 52,100

N 604 30,200

P 900 45,000

R 1,076 53,800

Grand Total: 3,622 181,100

(a) Collect and submit soil samples to a certified soil-testing laboratory from the site several weeks prior to the intended operation to determine soil fertility and pH adjustment requirements. Test report shall be furnished to the COR upon completion of the laboratory testing...

(b) Mow target area several times removing grass clippings each time. Initial mowing in this sequence shall be at normal maintenance height (i.e. 3 inches) and subsequent mowing 2 or 3 days apart shall be at height approved by the COR.

(c) After a minimum of three or more preparatory mowings, the entire vegetated area shall be sprayed with a glyphosate herbicide (Round Up Pro) or equal. Application rate shall be the maximum label recommended rate for the complete elimination of perennial grass species, contaminant weed grasses (crabgrass, goosegrass, quackgrass & Bermuda grass) and broadleaf weeds (clover, dandelion, curly dock, prostrate spurge, etc). Application will be made by a licensed State of New Jersey pesticide applicator. Allow 7 days after application for herbicide to fully trans-locate throughout all plant parts and effectively kill all treated areas. If after this seven-day period there are still visible signs of any weed growth or turf that was not killed from the first herbicide application, the Contractor shall make a second application of herbicide to any areas that are still growing to sufficiently kill them before the next step in the renovation process takes place. As there are several perennial weed grasses that are found throughout the sections scheduled for renovation, it is imperative that the contractor apply herbicide judiciously to make sure that these grasses are killed. Close monitoring by the COR and Contractor will be required to determine if these contaminants weed grasses are sufficiently destroyed before moving on to the next step of the turf renovation process.

(d) The Contractor will power rake or vertical-cut entire treated area to loosen and remove all residual dead turf, plant debris, rocks, twigs and thatch. Two (2) inches of clean, debris free topsoil will then be applied throughout the entire renovation area along with soil test recommended quantities of starter fertilizer and ground agricultural limestone. This will be spread evenly over entire area using any suitable broadcast application device. The area will be roto-tilled to a minimum depth of 3 inches to uniformly mix fertilizer, lime, and topsoil and to uniformly loosen top surface for re-grading and leveling. The Contractor will finely grade and compact surface of site to achieve desired finished appearance, which is to be smooth and uniformly level down each row and between each row, free of all surface ripples, depressions, high spots, low areas, ridges, etc.

Erosion control methods shall be required for this project. The contractor is to develop a plan to prevent surface sheet erosion during the performance of the contract. The contractor is required to submit his erosion control plan to the COR for approval before startup of the project. The VA reserves the right to reject the contractor’s plan if the VA review indicates that the plan shall result in an undesirable product.

(e) In locations where, existing burial area surface has formed “ridges” between rows, these areas shall be knocked down by grading between high and low surfaces of the rows so that finished surface is uniformly flowing from row to row, and down each row. One inch of clean topsoil will then be applied throughout the entire section and raking / grading will be done to achieve desired smooth and uniformly flowing finished grade. If there are any depressions and low or sunken areas in the existing surface grade, the contractor will import, spread and compact additional high-quality topsoil of similar characteristics and texture to the soil already present on site.

(f) Clean topsoil that will be applied shall be free of foreign matter, any objects bigger than 25 mm (1 inch) and weed seeds. Apply and compact one (1) inche of topsoil through the entire section and eliminate all ripples, depressions, and sunken grave areas as needed to achieve the desired smooth and uniformly level finish grade and appearance. Protect finished areas from damage by vehicular or pedestrian traffic. Install and maintain erosion control material to meet local requirements.

(g) Firm finished seedbed by rolling in several directions with a standard turf grass roller filled with water.

(h) Sod Application: Sod shall be produced from Blue Tag certified seed as classified in the TPI Guideline Specifications to Certified Turf Grass Sod. The composition of the grass species in the sod shall be a mix of 70% Turf Type Tall Fescue and 30 % Perennial Ryegrass ... consisting of a blend of at least 3 regionally adapted cultivars. Prior to delivery of sod, the contractor shall have the COR(s) inspect the work area. Any discrepancies in the ground preparation shall be corrected prior to the laying of sod in the work area.

(i) The sod shall be cut in rolls with the width not varying more than 0.5 inch and should be no more than 0.75 to 1 inch thick to ensure easier installation and a uniform appearance and shall be delivered to the work site the same day of installation. Contractor shall make all necessary arrangements to protect delivered sod from excessive drying and wind damage. Any sod that shows signs of yellow leaves, straw color or signs of mold or mildew may indicate that the sod has remained stacked or on pallets too long, has reduced vigor and may establish poorly. This sod shall be rejected for installation by the project COR. Sod shall be laid in rolls expeditiously without interruption, until the work area is completely sodded. Sod shall be cut and fitted around all headstones and other obstructions, butted tightly together while not overlapping. The Contractor shall also stagger the joints of each piece when installing to help keep the sod stable.

In order to stabilize sod on any slopes or hills during the rooting process and to eliminate the chances of erosion, the Contractor shall use sod pins in adequate amounts during sod installation to secure the sod until rooting has taken place. All sod shall be rolled by the Contractor to smooth the surface and bring the bottom of the sod layer into proper contact with the soil surface.

(j) As sod is a living turf with a limited root system, the Contractor shall make sure to keep the soil bed and sod moist until a new root system develops. The sod shall be watered within 20- 30 minutes of installation with a thorough irrigation to a six-inch depth to keep the sod adequately moist. Until the root system of the new sod begins to develop the sod shall need to be irrigated often enough to keep the sod pad moist. This shall require irrigating 0.25 inch per day for the first week after the installation. After the root system has developed, the Contractor can reduce the irrigation frequency and irrigate to a depth of 4 to 6 inches every 3-4 days depending on current temperature and weather conditions.

2. TURF ESTABLISHMENT PERIOD:

The Establishment Period for turf which is sixty (60) days shall begin immediately after the complete sod installation of a section(s) with the approval of the COR or designee. During that period the Contractor shall:

Eradicate all weeds. Fertilize, re-sod, and perform any other operation necessary to promote the growth of uniform, healthy, high quality turf.

Replant areas void of turf 1 ft (one square foot) and larger in area.

Begin mowing when grass is firmly rooted into the soil and the turf growth is 4 inches in height. Turf shall be mowed to and maintained at a height of 3 inches.

Apply water to the sod immediately after installation and regularly until the sod a root into the soil bed and is healthy.

The contractor shall mow the new grass a minimum of three times once the grass reaches a height of 4”. The final height after each cutting is to be 3”. The VA shall not accept the new turf before the three cuttings have been performed.

Note #1: Water & Irrigation Requirements: It is estimated that by completion of the project, there shall be a total of approximately 181,100 square feet of new turf established with sod by the Contractor. The Contractor is required to acquire and provide water to the newly installed sod and to regularly water the sod during and after installation for a period of sixty (60) days to ensure that the sod has adequately rooted into the soil and is maintained in a healthy state.

Note #2: Initial Sixty (60) Day Sod Installation Watering Requirements: The Contractor is required to provide water and to regularly water the sod during installation and to continue to apply water for a period of sixty (60) days to ensure that sod has adequately rooted into the soil to become established. As an example, if the Contractor installs sod in section 1 on September 1st, then he is responsible to continuing watering the sod as needed to maintain it in a healthy state until November 1st.

Note #3: Acquisition of Cemetery Water: Water is not free for the Contractor if obtained from a Cemetery water source. If a Cemetery water source / fire hydrant is used by the Contractor to obtain water and water the sod, the Contractor shall be responsible to make sure that a water meter is used to measure the amount of water being used. Based on these meter readings, the Contractor shall reimburse Washington Crossing National Cemetery for all water costs associated with the performance of this contract based on the current costs that the Cemetery pays for its water from the local municipality.

If a Cemetery water source is not used or becomes unavailable or unable to be used, then the Contractor shall be responsible to provide water to the turf areas in the SOW via truck.

Note #5: Acceptability. A re-established turf area is “acceptable” when (i) the Contractor’s clearly evidences compliance, without exception, in meeting contract requirements set forth in Section A.6 (Surface Renovation & Turf Grass Re-Establishment), and (ii) 100% turf grass coverage is established to the complete satisfaction of the COR and NAD Regional Agronomist.

Note #6: Acceptance of Re-established Turf Area(s): Acceptance is defined as the point in time which the Government takes back control & physical possession of the re-established turf area(s). The Government has the right either to reject or to require correction when the re-established turf area is not in conformity with contract requirements. Acceptance (in part or whole) shall be in writing.

Note #7: Sod Installation Recommendation: It is strongly recommended that the Contractor begin the turf renovation portion of this contract no earlier than mid August and not install any new sod until early September. By this time of the summer excessive heat and humidity usually begins to lessen, the intensity of the sun is not as great as well as days become shorter w/ cooler nights and the chance for weed invasion into new turf has lessened as well. This shall allow a better chance for newly laid sod to become rooted and thrive and possibly require somewhat less water to become established.

(End of Work Statement)

D. CONTRACT MANAGEMENT

Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Technical Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract.

Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(a) The COR may direct and arrange the Contractor’s work schedule in specific areas of the

Cemetery to coordinate with daily Cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

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

(ii) Placing orders for services.

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

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

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

Project Manager: The Contractor shall provide a “Project Manager” who shall be on-site at all times during contract performance. The Project Manager shall have no less than five (5) years 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 shall speak fluent English as well as the language of the majority of the personnel being supervised. In the absence of the Project Manager, the Contractor shall appoint an Alternate Project Manager (e.g., crew foreman) who shall be responsible for contract oversight.

(a) The Project Manager/Alternate Project Manager shall be responsible for the following:

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

(ii) Ensuring that contract work does not conflict, interfere or compromise any ceremonies, funerals, processions or visitations or otherwise delay, alter or impact the dignity, security or safety of the event or visit.

(iii) Ensuring employees are adequately supervised and proper conduct is maintained.

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

(c) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period (Note: To cause the least possible interference with Cemetery activities, contract personnel shall stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony).

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

E. INSPECTION & MONITORING PROCEDURES

(a) Weekly Progress Report: On a weekly basis, the Contractor shall provide a written progress report to the COR of all work completed. If there are problems or issues adversely affecting progress of the contract, a detailed explanation shall be indicated on the report.

(b) Contract Performance & Quality Assurance: A record keeping system of Contractor work performance shall be established and implemented by the VA COR for the services involved.

The COR shall inspect all work performed and submitted by the Contractor for acceptance. To accomplish this, the COR shall use Attachment B (Contract Performance & Quality Assurance Report) to document & monitor contractor performance and progress. The Government reserves the right to reject any work that does not meet contract specifications. Work rejected by the COR shall be re-performed without cost to the Government.

(c) Payment: The Contractor shall submit a monthly invoice in arrears for all services rendered.

Prior to certification of payment, invoices shall be verified by the COR for accuracy against all Weekly Progress Reports submitted by the Contractor for the billing period.

F. GENERAL REQUIREMENTS

FIRE SAFETY

Applicable Publications: Publications listed below form part of this Article to extent referenced.

Publications are referenced in text by basic designations only.

American Society for Testing and Materials (ASTM):

E84-1998………………Surface Burning Characteristics of Building Materials

National Fire Protection Association (NFPA):

10-1998…………..……Standard for Portable Fire Extinguishers FCLCH-30-1996……...Flammable and Combustible Liquids Code 51B-1999……………….Standard for Fire Prevention during Welding, Cutting and Other Hot Work 70-1999…………………National Electrical Code 241-1996………………..Standard for Safeguarding Construction, Alteration, and Demolition Operations

(i) Occupational Safety and Health Administration (OSHA) 29 CFR 1926…………...Safety and Health Regulations for Construction

(a) Fire Safety Plan: Establish and maintain a fire protection program in accordance with 29 CFR

1926. Prior to start of work, prepare a plan detailing project-specific fire safety measures, including periodic status reports, and submit to COR for review.

(b) 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.

(c) Facilities: Separate temporary facilities, such as trailers, storage sheds, and dumpsters, 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). Onsite staging area to be defined by COR after Award.

(d) Temporary Electrical: Install, use and maintain installations in accordance with 29 CFR 1926, NFPA 241 and NFPA 70. If temporary electrical is required, the Contractor shall notify the COR prior to use of Temporary Electrical Services.

(e) Means of Egress: Do not block exits of occupied buildings, including paths from exits to roads.

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

(g) Flammable and Combustible Liquids: Store, dispense and use liquids in accordance with 29 CFR 1926, NFPA 241 and NFPA 30.

(h) Smoking: Smoking is prohibited except in designated smoking rest areas.

Operations and…