36C78621Q0206 Marion Grounds SOW - ATTACHMENT B.pdf

General Information

a) Title of Project: Cemetery Grounds Maintenance Services

b) Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance

Work Statement, except as otherwise specified.

a) This is a service contract for cemetery grounds and monument maintenance services at the Marion National Cemetery to include total acreage of 68.4 acres which will be 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 by way of mowing the turf, string edging around headstones after every mow, debris removal i.e. grass clippings, leaves, tree limbs or branches and unsightly objects. The contractor shall apply herbicide applications in accordance with seasonal recommended application. The contractor shall perform tree maintenance i.e. trimming and pruning and perform monument maintenance i.e. raise and realignment of headstones.

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.

c) Background:

a) Marion National Cemetery is located at 1700 East 38th Street, Marion, IN 46953.

b) Marion National Cemetery consists of 42.4 acres of conventional caskets and developed land.

c) Marion National Cemetery consists of 26 undeveloped acres.

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.

d) Performance Period: The term of this contract shall be for a period from (1 Base year plus 4 option) August 1, 2021 (or date of award) through July 31, 2022. Should options be exercised it will be through August 1, 2022 through July 31, 2026.

e) Type of Contract: IDIQ

B. Contract Award Meeting

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

C. Specific Mandatory Tasks and Associated Deliverables:

a) Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section C thru P and Attachments A thru P of this Performance Work Statement.

b) 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 because 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) Target 6.2: 100% compliant.

c) 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 at Marion National Cemetery in a manner that will maintain manicured grass and professional appearance throughout.

b) Services include, but are not limited to regular mowing, trimming; edging; herbicide application, fertilizer application, tree maintenance, headstone raise & realign, headstone fine tune alignment, headstone cleaning.

c) All work will be done during normal Federal workdays.

d) The Contractor shall be responsible for:

(1) Mowing services for Marion National Cemetery

(2) Trimming around headstones for Marion National Cemetery

(3) Core Aeration of Turfgrass

(4) Overseeding of Turfgrass

(5) Leaf Removal and Pickup

(6) Herbicide/pesticide/grub control application for Marion National Cemetery

(7) Fertilizer application

(8) Tree maintenance/removal for Marion National Cemetery

(9) Raise & Realign headstones at Marion National Cemetery

(10) Fine tune alignment of headstones

(11) Headstone cleaning

(12) Sunken Grave Repair

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

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

d) 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. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops and short pants as outer garments are prohibited. Shoes/boots will have no holes or loose soles. Steel-toed shoes or equivalent will be required in accordance with OSHA requirements. 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 sight of committal shelter 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 contract personnel of the Marion National Cemetery is located by the maintenance building. All other areas are designated as NO SMOKING.

(6) Contracted personnel are required to report the damaging of any cemetery facility, equipment, grounds or headstones to the COR as soon as occurs.

e) Parking and VA Regulations:

a) Contractor employees may park privately owned vehicles in the area designated for parking by Marion National Cemetery.

It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. Possession of weapons is prohibited.

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

f) 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 other safety equipment.

c) The Contractor will 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, with a copy provided to the COR, pesticides, herbicides and cleaning solutions. Additionally, copies of pesticide applicators license (if required) will be provided to the COR.

d) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. Electricity and water are available for contract use at the Marion site only.

e) Contractor employees will not be allowed to use cemetery staff or public restrooms. Contractor must provide restroom facilities for their employees.

g) Inspection and Cleaning of Cemetery Facilities:

a) The Contractor will perform a weekly inspection. During this inspection the appearance of the cemetery will be observed, and any deficiencies noted within the scope of the contract 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 (COR).

b) The Contractor will be required to submit daily inspection reports/checklists and work accomplished to the Contracting

Officer Representative weekly. The Contracting Officer Representative is located at Marion National Cemetery, Marion, IN. The inspection forms/checklists shall be provided to the Contractor.

h) 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 Contracting Officer Representative. 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 Contracting Officer Representative 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.

i) Actions

a) Normally, the Contracting Officer Representative 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.

b) 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, a letter must be written to the responsible organizational element requesting corrective action is taken.

c) 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.

d) 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 Service Delivery System (SDS) as attached hereto.

e) 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.

f) 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.

g) 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.

j) 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. In the absence of the Project Manager, the Contractor will appoint a crew foreman or employee who will be responsible to ensure that 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) 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 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. AT ALL TIMES DURING THE

WORKDAY, A PROJECT MANAGER OR CREW FOREMAN ARE TO BE PRESENT WITH THE ABILITY TO MAKE

DECSIONS AS NEEDED AT THE MARION NATIONAL CEMETERY AND THE CROWN HILL CEMETERY.

b) Work Hours: Work may be performed between the hours of 7:30 a.m. to 4:00 p.m., Monday through Friday unless otherwise directed by the COR. At the Contractor’s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and / or Holidays. In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor shall arrange with the COR to work on weekends and/or holidays to meet performance time frames. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. No work will be permitted during Memorial Day or Veteran’s Day weekend activities. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (7:30 a.m. to 4:00 p.m. Monday through Friday), the Contractor shall request for a deviation in writing to the COR at least 24 hours in advance. The COR will notify the appropriate individuals regarding Contractor's 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, 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.

k) Work Scheduling and Maintenance During Cemetery Functions:

a) The Contractor shall coordinate a work schedule with the COR(s) daily to ensure that no work is being performed at the immediate site of a scheduled ceremony. 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. Contractor personnel shall not operate motorized equipment or conduct other commercial activities during ceremonies. The COR 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).

l) Historic Preservation:

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.

D. Schedule for Deliverables

a) 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.

b) The term of this contract shall be for a period from (1 Base year plus 4 option) August 1, 2021 (or date of award) through July 31, 2022. Should options be exercised it will be through August 1, 2022 through July 31, 2026.

Schedule of Deliverables

E. Changes to The Performance Work Statement

a) Any changes to this Performance Work Statement 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.

F. Reporting Requirements

a) The Contractor shall meet and communicate regularly with the Contracting Officer’s Representative (COR) 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.

The COR shall require documentation of work completed on forms or checklists provided by the COR.

b) The contractor is required to provide the 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 monthly progress reports to the contracting officer.

c) The progressive 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.

G. Government Responsibilities

a) Marion National Cemetery may designate specific onsite storage area for contractor if necessary, with NO maintenance or security obligation.

b) The Government will 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.

c) 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.

d) The Contractor will 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.

e) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. Electricity and water is available for contractor work at Marion only. There are no water or electric outlets at the Crown Hill properties.

H. Contractor Experience Requirements

a) Offers will be considered only from contractors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. All services are expected to be performed by competent technicians, trained and qualified to complete the specific services required. All work performed shall be done in a first-class manner and in accordance with good commercial practices.

b) Contractors must provide evidence of their experience and ability to perform the tasks describe in this Performance Work Statement.

a) Performing grounds maintenance activities in a high-profile environment.

b) Operation of equipment in the vicinity of headstones.

I. Confidentiality and Nondisclosure

It is agreed that:

a) The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which has 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.

b) 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.

c) Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the contracting officer.

J. Operations During Cemetery Functions

Contractor personnel shall not operate motorized equipment or conduct other commercial activities within a designated area during interment services. The COR will identify the designated area. The COR or his/her representative will 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 interment, and a minimum of three (3) days before any ceremonial events.

K. Contractor’s Responsibilities and Insurance Requirements

The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees’ fault or negligence. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, will not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there-from. The Contractor shall maintain workmen’s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the state of Indiana, and in accordance with FAR 52.228-5. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer.

L. Damage to Government property

The Contractor shall be responsible for repair or replacement of any contractor damaged cemetery structure, to include: turf, curb, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, plant beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor and shall bear all costs associated with replacement and reinstallation.

Any such damage shall be brought to the immediate attention of the appointed Contracting Officer’s Representative (COR) prior to repair/replacement/installation. The Contractor shall be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained because of Contractor’s performance. The Contractor shall wash-down with water all soiled or stained structures, headstones, and monuments at the end of each workday. Roadways shall be cleaned with a street sweeper each day, as needed, to keep the existing roads free from dirt and mud resulting from all operations. No hazardous chemicals shall be used at any time on Government property. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning.

At the end of each day the Contractor shall remove all debris from the cemetery site resulting from the work. The Contractor shall ensure always that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site.

The Government will not provide receptacle(s) for disposal of debris related to this contract.

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

The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, and needing any direction, it will be provided by the COR(s). The Contractor shall be responsible for reporting to the COR(s) any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather shall leave it to the COR(s) to resolve the issue.

The Contractor (including his or her employees, subcontractors, consultants or the like) shall not operate trucks, tractors, and other heavy equipment on any turf area except as provided in this contract to perform work or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor equipment and staff at no additional cost to the Government.

M. Safety

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

"Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer at Marion National Cemetery.

N. Protection of Existing Vegetation, Structures, Equipment, Utilities, and Improvements

The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site. If any limbs or branches of trees are broken during contract performance, or by the careless operation of equipment, or by workmen, the Contractor shall trim those limbs or branches with a clean cut and remove and properly dispose of from the site as defined herein.

The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

O. Restoration

Upon completion of contract, deliver work complete and undamaged. Existing cemetery features (lawns, paving, roads, walks, etc.)

disturbed or removed because of performing required new work, will be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. All restoration work shall be accomplished without undue delay.

The Contractor shall be responsible for restoration and the Contractor shall bear all costs associated with restoration. Any such restoration to service and repair because of damage caused by Contractor’s workmen/subcontractors to existing cemetery infrastructure shall be brought to the immediate attention of the appointed Contracting Officer’s Representative (COR) prior to restoration.

P. Disposal of Waste

The Contractor shall not dispose of any waste materials at any location on the cemetery premises. All waste materials shall be removed from cemetery property and disposed of in full accordance with local and state requirements at the contractor’s expense. The Contractor shall remove all unusable dirt, rocks, roots and other types of objects from the cemetery grounds at the contractor’s expense.

List of Attachments

ATTACHMENT A: LAWN MAINTENANCE: MOWING, TRIMMING, CORE AERATION, OVERSEEDING, LEAF

REMOVAL & PICKUP

ATTACHMENT B: LAWN MAINTENANCE: WEED/PEST CONTROL/FERTILIZER

ATTACHMENT C: TREE MAINTENANCE/REMOVAL

ATTACHMENT D: HEADSTONE MAINTENANCE AND CLEANING

ATTACHMENT E: HEADSTONE FINE TUNE ALIGNMENT

ATTACHMENT F: SUNKEN GRAVE REPAIR

ATTACHMENT G: RAISE AND REALIGNMENT OF HEADSTONES

ATTACHMENT H: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

ATTACHMENT I: WEEKLY INSPECTION REPORTS

ATTACHMENT J: WORK SUMMARY & PROGRESS REPORT

ATTACHMENT K: CONTRACT DISCREPANCY REPORT (CDR)

ATTACHMENT L: QUALITY ASSESSMENT MONITORING FORM – CUSTOMER COMPLAINT INVESTIGATION

ATTACHMENT A

LAWN MAINTENANCE: MOWING, TRIMMING, CORE AERATION, OVERSEEDING, LEAF REMOVAL & PICKUP

(MARION NATIONAL CEMETERY 43 ACRES)

A. SCOPE:

1. NCA Standards and Measures:

a) Standard 2.1: Visually prominent areas have a well-established, healthy stand of turf.

(1) Measure 2.1a: Visually prominent areas are generally weed free.

(2) Measure 2.1b: Visually prominent areas with established turf are generally free of bare areas.

(3) Measure 2.1c: Turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type and region according to the Cemetery Grounds Management Plan.

b) Standard 2.6: Visually prominent areas in the cemetery are properly trimmed and edged.

(1) Requirement 2.6a: Headstones show turf is trimmed to the recommended mowing height. There shall be no signs of turf being scalped by string trimmers.

(2) Requirement 2.6c: Other features on cemetery grounds are trimmed or edged within appropriate limits.

2. The Contractor shall be responsible for mowing, edging and trimming all turfgrass within the cemetery.

3. Turf shall generally be mowed to a three-inch height and be maintained between 3 and 4.5 inches. Turf surrounding a headstone or marker shall be trimmed to the same height as it is mowed. There shall be no signs of “grass burns” or tearing of turf caused by mower tires where mowers turn. There shall be no signs of turf being “scalped” by string trimmers.

4. The contractor shall mow; edge and trim all turfgrass within the Cemetery and outside perimeter enclosure walls as specified by the COR.

B. EQUIPMENT:

1. Rear discharge riding mowers may be used if they are not operated within two (4) inches of headstones, markers, monuments, tree trunks or other vertical surfaces.

2. Commercial grade power trimmers and power edger’s will be used to trim grass from around headstones, monuments, markers, etc.

3. Mower blades must be kept sharp so that grass is properly cut - not torn or damaged.

C. GENERAL REQUIREMENTS:

1. The Contractor shall be responsible for mowing, and trimming all turfgrass within the cemetery as specified by COR.

2. MOWING: In general, turfgrass shall be mowed once per week at a three-inch height of cut.

a) During periods of rapid grass growth, such as is normal in April and May, mowing will be needed more than once per week, but also may be needed less frequently in late fall and during the hot part of the summer.

b) Direction of mowing shall be alternated with each mowing cycle as much as possible.

c) Mowing frequency shall be often enough that: 1- excessive clippings are not generated, and 2- no more than one third of the grass height is removed when mowed.

d) If mowing is delayed by weather or some other reason and grass height becomes excessive, mowing height shall be increased so no more than one third of the grass height is removed, then mowed twice per week at a slightly lower height each time till the three-inch target is again achieved.

e) Any Grass clippings adhering to headstones shall be cleaned off immediately following mowing. Rear discharge or mulching mowers are recommended to reduce this problem, as is mowing grass when it is dry rather than wet.

f) Clippings shall normally be left on the turf if they are well dispersed and don’t inhibit grass growth or detract from the appearance of the cemetery, but excessive quantities or accumulations of clippings shall be dispersed or removed. Windrows or clumps shall not remain after mowing.

3. TRIMMING: After grass has been mowed, all un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the same height that it was mowed. Trimmed grass height shall match that of the mowed grass and be no shorter.

a) Care will be taken near headstones to prevent damage to the headstone.

b) Grass clippings/stains will be removed from headstone bases after trimming is completed.

c) Trimmers will be kept level to prevent scalping between and around headstone.

d) All walkways, tree wells and shrub beds shall be trimmed inside cemetery grounds. No grass or growth is on hard surface.

The COR will conduct random inspections of hard surfaces weekly.

e) Discarded trimmer string shall be removed from the grounds after trimming operations are complete.

4. Extra care should be exercised with these operations when visitors are near operations.

5. CORE AERATION: Core Aeration of turfgrass in Cemetery will be completed once per year, typically, in September when the grass is not stressed, is actively growing, and the soil not too wet or dry. This will be conducted prior to over-seeding.

a) A rotary pull behind Core aerator may be used.

Depth: 3 or more inches Density: 12 or more holes per square foot Core Diameter: 5/8 to 1.0 inch

b) Two or more passes may be required to achieve 12 holes per square foot. Turf in the headstone and grave marker rows one foot along adjacent headstones or grave markers, and to about one foot on either side of the rows of headstones or grave markers or as directed by the COR. This shall reduce the risk of damage to the headstones and markers. Aerification cores are to be left on the turf surface.

c) To prevent importation of weeds or other pest, the equipment shall be cleaned prior to bringing it to the cemetery. COR will inspect aerator prior to performing aeration.

d) The Contractor shall be responsible for any damage to Cemetery property. The Contractor is responsible to prevent damage to Irrigation components, which may require flagging heads and boxes before core aeration begins.

e) The Contractor shall be responsible for removal of any core cylinders (plugs) that land on headstones, monuments, sidewalks, patios, and other like surfaces that occurs as result of aerating operation made by the Contractor.

6. OVERSEEDING TURFGRASS: Contractor shall overseed to increase the density and overall health of the turf.

a) Overseeding turfgrass shall be done within a week following core aeration.

b) Seed shall be provided by the Contractor, and the seed mix shall be the same used at the Cemetery to maintain a consistent appearance. Alternative seed mixes shall be approved in advance by the COR and District Agronomist. Delivery tickets, indicating date, weight, analysis, purity, and vendor’s name, etc., are to be submitted to the COR. State certified blue or gold tagged seed shall be used.

c) The Contractor shall supply all necessary applicators and other equipment.

d) Seed application rate is 4 pounds per 1000 square feet.

e) The seeding application equipment shall be correctly calibrated, and the application made to achieve a uniform distribution of the seed throughout the application area.

f) Care will be taken to ensure that seed lost to areas such as roadways and any other areas where turf is not intended will be kept to a minimum. Any seed on hard surfaces shall be blown back into the turf before moving on to the next area.

7. LEAF REMOVAL AND PICKUP: In fall the cemetery becomes covered in leaves to the point where they will inhibit turf growing.

a) All leaves will be removed from cemetery grounds and disposed of by the contractor.

b) Leaves will not be allowed to build up to more the 1 inch of cover on turf grass.

c) When mowing during this time special care will be taken to ensure that leaf clippings do not build up between headstones.

ATTACHMENT B

LAWN MAINTENANCE: FERTILIZATION, WEED CONTROL

(MARION NATIONAL CEMETERY)

a) Standard 1.1: All maintenance activities are included in a current Cemetery Grounds Management Plan.

(1) Measure 1.1a: The percent of national cemeteries that have a written, current Cemetery Grounds Management Plan that includes all maintenance activities and schedules for that cemetery.

Target 1.1a: 100%

(2) Measure 1.1b: The percent of Cemetery Grounds Management Plans that are reviewed and updated on an annual basis.

Target 1.1b: 100%

(3) Measure 1.1c: The percent of National Cemeteries that are accomplishing all activities in their Cemetery Grounds

Management Plan.

Target 1.1c: 100%

The contractor shall follow the Marion National Cemetery and the Grounds Management Plan, and recommend changes to it as needed, in coordination with the COR and District Agronomist, to reflect current and ongoing needs.

b) Standard 2.1: Visually prominent areas have a well-established, healthy stand of turf.

(1) Requirement 2.1a: Visually prominent areas are generally weed free.

(2) Requirement 2.1b: Visually prominent areas with established turf are generally free of bare areas.

c) Standard 3.2: Grounds are maintained in a manner that avoids safety hazards for visitors and staff.

(1) Measure 3.2a: 100% of safety hazards (holes, pests, hazardous trees and branches, sprinkler heads, etc.) that are identified have corrective action initiated within the same workday in which they are identified.

The contractor shall maintain the turf area of the Cemetery and the immediate area surrounding of the Cemetery in a healthy condition by proper application of fertilizers and other plant health care products (including pesticides, particularly herbicides, as needed). Turf in burial areas shall be generally weed free, meaning “the population of weeds is very widely scattered and visually insignificant when the total expanse of the cemetery is observed. They in no way distract from the visual attractiveness of the landscape.” Attractive, healthy turf shall cover at least 95 percent of the area. The turf is to be aerated with a core aerator in September.

B. EQUIPMENT AND SUPPLIES:

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

2. The contractor shall have soil tested at a certified facility. Copy of results shall be provided to the COR. Test results will show any deficiencies and the needed corrections.

3. The Contractor shall furnish all required chemicals, fertilizers and any other supplies. The Contractor shall determine the necessary formulation of fertilizers and the required amount of lime as indicated by the soil tests.

4. Water will be furnished by the Government for Contractor use at the Cemetery.

C. GENERAL REQUIREMENTS:

1. The Contractor shall be responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones/markers, other cemetery structures or property damaged because of actions by contractor personnel. Any damage must be reported to the COR immediately.

2. Fertilizer: Shall be applied at a rate of one pound of nitrogen per 1,000 square feet three times each year: late May/early June, early September, and late October/early November (or about the time of the final mowing for the season). It shall be applied with a properly adjusted and calibrated spreader. Overlap of spread pattern from adjacent passes shall be adequate to ensure uniform application. Streaks appearing in turf any time during the year because of non-uniform application are not acceptable.

Fertilizer deposited impervious surfaces (walks/pavement) shall be removed or blown onto the turf immediately following application. Fifty percent or more of the nitrogen in the fertilizer shall be in a slow or controlled release form. The fertilizer potash (K) content shall be one third to one half that of the nitrogen content, and the phosphate (P) content shall be one fourth or more that of the nitrogen content, e.g., 24-6-8, or 26-9-13. It shall contain no iron. Variations of this regime may be approved by the COR, in consultation with the District Agronomist, if needed based on soil test results or extreme weather conditions. (See “4. Pre-emergence Herbicide” below for an additional option about the May-June application.)

3. Spraying Broadleaf Weeds: In addition to proper fertilization and mowing to enhance turfgrass competitiveness against weeds, weeds shall also be controlled with appropriate use of herbicides. Broadleaf weeds shall be controlled by spraying turfgrass areas with the proper type and rate of herbicide that will control the weeds present (typically clover, dandelion, plantain, oxalis, chickweed, henbit, etc.). Spraying of all turfgrass areas will be done twice each year: in early-mid May to clean up weeds prior to Memorial Day, and in October to have maximum effect on perennial weeds and reduce winter-annual weed establishment.

Contractor is also expected to spot spray at other times as needed to control localized weed populations that may develop.

4. Post-Emergence Yellow Nutsedge Herbicide: Provide and Apply: Yellow nutsedge and other susceptible weeds in turfgrass shall be controlled by spraying a mix of the following herbicide active ingredients in mid-June:

sulfentrazone at least 0.187 lbs. per acre quinclorac at least 0.562 lbs. per acre For example, the commercial product “Solitaire WG” could be applied at 1.0 lb of product per acre to achieve the specified rates.

5. Pre-emergence Herbicide shall be applied twice per year to prevent annual grassy weed establishment. Applications shall be in April when soil temperature approaches that necessary for crabgrass germination, and again approximately 7 weeks later. Either dithiopyr (e.g., Dimension) or prodiamine (e.g., Barricade) shall be used at the maximum label rate allowed for the site. (If approved by the COR in consultation with the District Agronomist, the spring fertilizer application may be combined with the pre-emergence herbicide applications, if (1) the April application contains less than one half pound of nitrogen per 1,000 square feet, and the overall “late May to early June” fertilizer requirements regarding controlled release and ratio in ‘2.’, above, are met, or (2) the entire “late May to early June” fertilizer quantity may be applied with the April pre-emergence herbicide IF the nitrogen in the fertilizer is 90% or more in an extended controlled release form that will extend its release over 120 days or more.)

6. Insecticide Treatment for Grubs: Grub control insecticide shall be uniformly applied to turf in the spring or early summer, according to label directions, to prevent turfgrass damage by grubs. If a granular product is used, any deposited on impervious surfaces (walks/pavement) shall be removed or blown onto the turf immediately following application. The maximum commercial label rate for the site of one the following insecticides shall be used:

- clothianidin (e.g., Arena)

- imidacloprid (e.g., Merit)

- thiamethoxam (e.g., Meridian)

- Chlorantraniliprole (e.g., Acelepryn)

7. Pesticide Requirements: Contractor will keep records of all pesticide and fertilizer applications and furnish copy to COR within five working days of application. Records will show type, amount, application area, and weather conditions. Signs will be posted as required by law informing the public of pesticides applied to turf areas. State regulations and product label requirements shall be followed for pesticide applications, and applicators will be certified or licensed as required by Indiana law. Up to date Material Safety Data sheets will be maintained by the contractor, and made available to the COR upon request.

ATTACHMENT C

TREE MAINTENANCE/REMOVAL

a) Standard 3.1: Trees and shrubs (including donated trees) are compatible with the geographic region.

b) Measure 3.1: Trees and shrubs, including donations, are compatible with the geographic region per Marion National

Cemetery Grounds Maintenance Plan.

c) Standard 3.2: Trees and shrubs are healthy, and free of pests and disease, and/or are maintained in accordance with the Cemetery Grounds Management Plan.

d) Measure 3.2: Trees and shrubs are healthy and free of pests and disease, and/or are maintained in accordance with the

Cemetery Grounds Management Plan.

2. Trees that are damaged (by weather events, pests, etc., and even general decline) shall be properly repaired by pruning or other means as needed, or by complete removal if necessary. Work includes complete cleanup of broken or fallen branches and other material. If removal is required, it shall include grinding out the stump to a depth of six inches and removing the grindings.

Pruning or other repair of a tree that isn’t to be removed shall be done by an ISA or TCIA certified arborist and according to ANSI A300 Standards. Base bid price for contract purposes shall be for one complete removal of a 36-inch diameter tree from an easily accessible open area of the cemetery. Because each job will be different, when a tree needs to be repaired or removed the Government will determine the percentage of the base bid price from the magnitude of work needed, e.g., simple removal of a broken limb or two may be 10-25% of the base bid price, removal of a 40 inch tree from a difficult site may be 200% of the base bid price.

3. Tree removal will be completed based on recommendation of MWD Agronomist, and COR.

B. EQUIPMENT AND SUPPLIES:

1. Contractor shall supply crane as needed to include all necessary rigging equipment, bucket truck(s), harvester and woodchipper.

2. Contractor shall supply needed ladders, saws, (pole saws, chain saws, ladder saws), helmets, hearing protection, climbing boots, stump grinder, bush hogs, mini skid steer, block trailer, oil cans and orange cones.

ATTACHMENT D

HEADSTONE MAINTENANCE AND CLEANING

C. SCOPE:

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

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

2. Work consists of cleaning all headstones as specified by the Contracting Officers Representative (COR).

3. DEFINITION: “Clean” under this contract means: The headstones will contain NO discoloration due to environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etcetera.

D. GENERAL REQUIREMENTS: All headstones shall be cleaned prior to Memorial Day and Veteran’s Day and any other time as determined by the Contracting Officer Representative (COR). 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.

E. HEADSTONE CLEANING PROCESS

a) All in-ground vases, temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the cleaning of the headstones or flat markers operation shall be carefully, and in an orderly manner, moved from and after completion of the 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 or vases.

b) Cleaning techniques shall demonstrate a…