36C78621Q0234 Mound City Grounds Maintenance SOW (2.1).pdf

B.3 STATEMENT OF WORK – INTERMENT AND MAINTENANCE - MOUND CITY NATIONAL CEMETERY

B.3.1 GENERAL INFORMATION:

(a) This is a firm, fixed price, indefinite delivery/indefinite quantity contract for cemetery facilities maintenance services at Mound City National Cemetery, Mound City, IL hereafter referred to as “Cemetery.”

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.

(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 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.

B.3.2 INTRODUCTION:

This Statement of Work describes the basic objectives for work at Mound City National Cemetery. Potential offerors may have flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives.

B.3.3 BACKGROUND:

The Mound City National Cemetery is located at HWY Junctions 37 & 51, Mound City, IL 62963. The cemetery is comprised of 16 acres. The cemetery contains the remains of over 9,000 veterans, spouses and dependent children. 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.

B.3.4 DESCRIPTION OF SERVICES:

The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at Mound City National Cemetery in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout. Services include, but are not limited to maintenance of grounds, regular mowing, weed eating, removal of leaves and debris, as well as, sweeping or blowing off roads and sidewalks, maintenance of gravesites and headstones, and the alignment and washing of headstones, headstone installation and maintenance, turf maintenance, plant and tree maintenance, sunken grave repair, grave excavation and backfilling, trash removal, snow and ice removal, placement and removal of flags, and janitorial services. All work will be done during normal Federal workdays in daylight hours. The exceptions are Memorial Day weekend and other special days as requested by the Contracting Officer's Representative (COR).

B.3.4.1 Contractor should also be prepared to provide any emergency ground maintenance assistance as may be necessary due to acts of nature, disaster situations, unusual circumstances, etc. An equitable adjustment will be determined at time of incident and any necessary sub-contracting as required will be permitted.

B.3.5 PROGRAM OBJECTIVES:

(a) The purpose of this Statement of Objectives is to obtain a contractor/business partner to support the Mound City National Cemetery and the National Cemetery Administration. Under this effort, the successful Contractor shall be responsible for full management of the cemetery facilities maintenance services described herein. Technical specifications have been provided as Attachments A through M to this solicitation. The Contractor shall use what method he/she chooses to meet the goals of the Mound City National Cemetery, as long as the end result is of an acceptable quality to the satisfaction of the COR and the Cemetery Director responsible for the Mound City National Cemetery. The Contractor shall submit a detailed performance plan to indicate how the Contractor plans to meet the goals of the cemetery. (i.e., performance schedule, frequency of mowing/trimming, turf maintenance applications, plant and tree maintenance, etc.)

(b) We are seeking to hire a business partner who shall be responsible for:

1. Providing all grounds maintenance services including, but not limited to: Maintenance of Grounds, regular mowing, weed trimming, removal of leaves and debris, as well as, sweeping or blowing off roads and sidewalks, and trash removal. Estimates 16 acres.

2. Turf Maintenance: proper fertilizing, weeding, sodding, and seeding of turfgrass.

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

4. Plant and tree maintenance.

5. Maintenance of gravesites and headstones.

6. Headstone cleaning and maintenance.

7. Headstone setting.

8. Sunken grave repair.

9. Grave excavation and backfilling

10. Snow and ice removal.

11. Placement and removal of flags.

12. Provide a safe environment for Contractor, cemetery staff and general public.

13. Clean and sanitize public restrooms.

14. Clean and organize maintenance building.

15. Operate and maintain the irrigation system.

16. Headstone raise and realignment.

17. Will reference back to and follow the National Standards, a copy of which will be provided by COR.

B.3.6 CONTRACT OBJECTIVES:

(a) To use an innovative and creative technical approach to manage the cemetery facilities maintenance operations at the Mound City National Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with standard commercial practices.

(b) To have our business partner propose a business solution using performance based contracting techniques with incentives and disincentives designed to reward superior performance.

(c) Specifically, we require a business partner to establish a performance plan focusing on criteria such as healthy grass, trees, shrubs, and plants and a clean, neat and professional appearance overall. The plan will include a performance work schedule, list of materials the contractor plans to use, labor and a quality control plan to monitor the contractor’s performance in meeting the cemetery goals (The use of surveys to measure customer satisfaction and quality may be used to award incentives or apply deductions).

1. To determine a pricing structure to accomplish the requirements set forth in this Statement of

Objectives.

2. To determine a contract type pursuant to standard commercial practices.

3. To determine a contract period of performance in accordance with standard commercial practices.

The minimum life of the contract should be one base period with options to extend the term of the contract up to four (4) additional years if exercised. The maximum life of the contract, including any options, shall not exceed five (5) years.

B.3.7 QUALIFICATIONS OF OFFERORS:

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.3.7.1 ACCEPTABLE OFFERS:

(a) Offers should be filled out, executed, and submitted in accordance with the instructions in the invitation [solicitation]. Please utilize the indicated proposal submittal packages (indicated by cover letter) to submit your offer for these Cemetery Facility Maintenance Services, and forward both copies, or hand carry them, expeditiously to ensure they are received at the office indicated on Standard Form 1449, Solicitation/Contract/Order for Commercial Items (front page of solicitation) no later than the date and time indicated. If an offeror uses its own proposal form or a letter to submit the offer, it may be considered only if, (1) the offeror accepts all the terms and conditions of the Request for Proposal (RFP), (2) this acceptance is indicated in writing and,

(3) award on the quotation would result in a binding contract with terms and conditions that do not vary from the terms and conditions of the RFP. However, the Representations and Certifications enclosed with the two (2) copies of quotation packages must be completed, as indicated, and returned to the office designated on Standard Form 1449, Block 9, with your written proposals.

(b) Telegraphic offers (submitted by telegram, email or mailgram) shall not be accepted.

(c) Facsimile offers shall not be accepted.

B.3.8 RESPONSIBILITIES:

The Midwest District Director's Office, Department of Veterans Affairs, NCA Contracting Service, 75 Barrett Heights Road, Suite 309, Stafford, VA 22556, has the responsibility for the National Cemeteries. The administration of this contract will be by the Contracting Officer. The Contracting Officer's Representative (COR) for the contract will be designated in a separate letter under the direction of the Director, Mound City National Cemetery, Mound City, Illinois.

B.3.9 STANDARDS OF EMPLOYEE CONDUCT:

(a) The contractor and contractor’s personnel, to include all contractors’ temporary workers, 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, to include long slacks or pants and shirt, buttoned up from neck to 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 as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required at all times in accordance with OSHA requirements. The contractor’s employees shall maintain personal hygiene.

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

3. Shall not eat or drink beverages except water or non-alcoholic drinks while in work area nor in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

4. The contractor personnel’s shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments.

5. The only designated smoking area for the Mound City National Cemetery is located behind the maintenance building. All other areas are designated as NO SMOKING.

B.3.9.1 PARKING, AND VA REGULATIONS:

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

B.3.10 USE OF CEMETERY FACILITIES:

(a) The Government will not be responsible for any loss, damage, or theft of the contractor’s items, nor will free telephone service be provided. The contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affairs facilities used by the contractor's employees.

(b) The contractor’s employees shall park privately owned vehicles in the area designated for parking by the COR.

(c) The Government may furnish a storage building at the Cemetery site for optional use by the contractor to store supplies and equipment. However, 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 maintain fire extinguishers and other safety equipment. Should the storage building be destroyed, the contractor will be given a minimum of sixty (60) days to find storage off the cemetery’s grounds.

The contractor shall then be responsible for delivering and removing all necessary equipment and supplies on a daily basis.

Inability to use the storage building will in no way alter the contract.

(d) The contractor shall safely store any chemicals, pesticides, herbicides, cleaning solutions, and of the like in accordance with the manufacturer’s recommendations. An MSDS (Material Safety Data Sheet) shall be required for all chemicals, pesticides, herbicides and cleaning solutions.

(e) Electricity and water will be furnished by the Government.

(f) The lodge shall be off limits to the contractor except for necessary work such as snow and ice, leaves and other debris removal.

B.3.11 INSPECTION OF PREMISES:

Offerors should inspect the premises prior to submitting a proposal in order to be fully aware of the scope of services required.

Failure to do so will not relieve the successful offeror from performing in accordance with the strict intent and meaning of the specifications without additional cost to the Government.

B.3.12 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 his employees’ fault or negligence.

Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall 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 North Carolina, and in accordance with FAR 52.282-5, Section B. 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 (30) calendar days prior written notice to the Contracting Officer.

B.3.13 INSPECTION AND CLEANING OF CEMETERY FACILITIES:

(a) The contractor shall 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 documented by the COR on a weekly inspection sheet. Any deficiencies or ratings of marginal or unsatisfactory noted on the weekly inspection sheet shall be corrected by the contractor within the following time:

i. Grounds Maintenance (i.e., mowing, removal of leaves and debris, sweeping or blowing off of roads and walkways, trash removal, headstone and marker setting, and alignment and bump and run) – 2 business days after receipt of weekly inspection sheet. Estimated 13.5 acres of turfgrass to mow. The entire site is 15.7 acres.

ii. Headstone Cleaning and Maintenance – 3 business days after receipt of weekly inspection sheet.

iii. Sunken Grave Repair – 5 business days after receipt of weekly inspection sheet.

iv. Grave Excavation and Backfilling (Casket) – 1 business days after receipt of weekly inspection sheet.

v. Grave Excavation and Backfilling (Cremation) – 1 business days after receipt of weekly inspection sheets.

vi. Placement and Removal of Grave Flags –3 business days after receipt of weekly inspection sheets.

vii. Cleaning and Maintenance of Public Restrooms and Shop Area – 2 business days after receipt of weekly inspection sheets

viii. Lodge Cleaning – 2 business days after receipt of weekly inspection sheets

Items that need correcting within the scope of the contract shall be reported by the contractor to the CO or COR.

(b) The contractor shall clean the public restrooms and maintenance building to NCA Standards and required checklists shall be maintained by the contractor and sent to the COR on a weekly basis.

Cleaning shall include sweeping the floor, disposing of trash, removing cobwebs from all areas, emptying trashcans, mopping floors, sanitizing sinks and toilets, cleaning mirrors and glass tops, and of the like. All items stored in service building shall be in a neat orderly fashion.

(c) The contractor shall submit inspection reports and work accomplished to the COR weekly. The COR is located at Jefferson Barracks National Cemetery, 2900 Sheridan Road., St. Louis, Missouri. The inspection forms will be provided to the contractor by the COR.

B.3.14 SUPERVISION AND TRAINING:

(a) The contractor shall maintain 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.

(b) The contractor shall also be responsible for training and safety precautions for the contractor’s employees performing work under these specifications. Occupational Safety and Health Administration (OSHA) standards shall be observed by the contractor in all work performed. Appropriate safety equipment shall be furnished by the contractor to the contractor’s personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices (Note, this is for construction). 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. 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: The contractor shall maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

B.3.15 REPRESENTATIVES OF THE CONTRACTING OFFICER:

The Contracting Officer's Representative (COR) will be under the supervision of the Director, Mound City National Cemetery.

Inspection and acceptance of contract services are the responsibility of the COR. The Government’s personnel inspecting contract services are not authorized to issue orders or direct the work of the contractor’s employees, but shall provide operational information through the contractor or the chief supervisor of the contractor’s personnel. Only the CO can make changes in the scope of work. The contractor shall contact the CO on all matters pertaining to administration. Only the CO is authorized to make commitments or issue changes, which will affect the price, quantity or delivery terms of this contract.

B.3.16 MAINTENANCE DURING CEMETERY FUNCTIONS:

The contractor’s personnel shall not operate motorized equipment or conduct other commercial activities during interment services. 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.

B.3.17 PERFORMANCE EVALUATION MEETING:

(a) The issuance of a Contract Discrepancy Report (CDR) may be cause for scheduling a meeting with the contractor, CO, COR, and Cemetery Director. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. All attendees of the meeting will sign minutes of the meeting(s).

(b) Should the contractor not concur with the minutes, he will state in writing to the CO within ten (10) calendar days any areas he does not concur and explain the reasons for non-concurrence. The CO will review and consider the reasons submitted for the contractor's non-concurrence and make a decision. The CO will notify the contractor of the decision in writing within ten (10) calendar days.

B.3.17.1 ACTIONS:

(a) Normally, the COR will verbally advise or give a written inspection report to the contractor of discrepancies the first time they occur and ask the contractor to correct the problem. A notation will be made on the COR’s inspection sheet 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, the COR will forward a written notice to the responsible organizational element requesting corrective action be 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 CO may give permission to the COR to deduct from the periodic payment, a percentage of that payment as indicated in the Performance of Work Requirements Summary 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 second CDR will be the cause for a Cure Notice. However, the CO may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

B.3.18 CONTRACTOR’S QUALITY CONTROL PLAN (QCP):

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

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

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

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

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

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

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

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

B.3.19 SPECIAL NOTICE:

Offers for furnishing the supplies or services in the Schedule will be received at the address specified in Block 9 of SF 1449, or if hand carried, to the address shown in Block 9, until the date and time specified in Block 8. CAUTION - Late Submissions, Modifications, and Withdrawals: See provision 52.212-1. All offers are subject to all terms and conditions of this solicitation.

B.3.20 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.

B.3.21 SALES OF COMPANIES OR NAME CHANGES:

The contractor, gaining award of the contract, will notify the Contracting Officer (Attn:_________), Department of Veterans Affairs, National Cemetery Administration, Contracting Service (43C1), 75 Barrett Heights Road, Suite 309 Stafford, VA, 22556, in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. This Contractor shall also, contact the Contracting Officer immediately in writing (at the above referenced address) in the event a company name change will happen, with information as to the reasons and/or determinations causing this action.

B.3.22 GENDER:

For the purpose of equal rights, wherever the masculine gender is used in this solicitation, and the resulting contract, it shall be considered to include both masculine and feminine gender.

ATTACHMENT A

GRAVE, EXCAVATION, BACKFILL, INTERMENTS, and DISINTERMENTS

Work shall consist of excavation, backfilling and preparing for interments (and, rarely, disinterments) specified by the COR.

There will be approximately 50 casketed and 15 cremation interments per year. The COR or representative will notify the contractor 24 hours in advance of gravesite to be opened, when possible. Normally interments will be accomplished Monday through Friday during the hours of 11:00 a.m. to 1:00 p.m. when possible. However, there may be instances where the contractor shall perform interments on weekends and/or holidays and outside the regular hours.

1. GENERAL REQUIREMENTS

A. All gravesites excavations preplaced crypts, traditional casket or cremains, shall be completed within a minimum of one

(1) hour prior to the interment service. If an outer container is to be used, the gravesite excavation shall be completed to allow the vault to be pre-set in the grave one hour and fifteen minutes prior to the service. All gravesites shall be ready for viewing by the next of kin by the end of that workday after the interment service. Interment check list shall be followed and completed by the contractor’s foremen and returned to the COR when interment is completed.

B. When notified of an interment, the contractor shall probe the grave to insure grave will be deep enough for the second interment. The results of the probe as well as the written information on the headstone or markers will be written as shown, front and back and sent to (COR) Jefferson Barracks office as soon as possible but not later than the close of business of day notified.

C. It will be the COR's responsibility to notify the contractor of any underground utilities in the vicinity of gravesite excavation.

D. Graves shall measure 3’ x 8’, 4 x 4, 5 x 4, 4’ x 8’, 5’ x 10’, unless otherwise advised by the COR and shall be excavated to five (5) feet or seven (7) feet, depending on the number of interments. Graves for cremated remains will be approximately 18 inches square and (3) three feet deep. The COR will advise the contractor of the required depth, and position prior to any excavation operation.

E. If there is insufficient depth to permit interment, due to a vault not being deep enough, the COR shall be notified so the remains of the first interment can be removed and the grave excavated to a depth to accommodate both interments. Arrangement and payment for disinterment by the vault company of the vault of the first decedent is the COR’s responsibility.

F. Excavating the grave to a greater depth to accommodate the second interment shall be the responsibility of the contractor; and is considered as a part of the regular grave excavation price. The COR or his representative will be present and will be responsible for insuring the gravesite is deepened to accommodate both interments. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

G. Sod shall be removed from the gravesite prior to excavation and shall be reused on the gravesite.

Any excess backfill or unusable soil, rocks and other debris shall be hauled from site and removed from the Cemetery as soon as possible. Sod shall be cut 4” to 6” deep to keep roots healthy. Soil remains left at gravesite shall be only serviceable soil for backfill and shall be covered with green carpet.

H. When a grave is opened, the contractor shall remove any headstone needed to ensure access for opening of the grave and to set the vault and the remains, then all headstones and markers removed shall be replaced to meet NCA Standards at interment cost.

I. The contractor shall transfer the remains in a dignified manner from the interment shelter to the proper gravesite with clean and appropriate equipment, following all NCA Standards. The contractor shall lower casketed remains into gravesite with a mechanical lowering device in a safe and efficient manner, with dignity, and without damage to casket. The Contactor will supply a lowering device and casket carrier, both will be maintained up to NCA Standards.

J. Backfill material surrounding the liner/container or the contractor’s supplied sand shall be sufficiently pliable to allow voids to be filled for more solid compaction to reduce subsequent ground settlement. Backfill shall be brought to established grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of an approved mechanical or hand tamper. Backfill shall not be mounded, but shall conform to existing grades. The contractor shall remove all unusable dirt, rocks, roots and other types of objects from the Cemetery’s grounds and not store in spoils pile area.

K. If the excavation of the grave is five (5) feet deep or deeper, then the contractor shall have the sides shored before any worker is permitted to enter the hole. Shoring and safety personnel protection equipment shall be in accordance with contract, NCA Standards and OSHA standards.

L. If the grave has an existing headstone, then it shall be removed and carefully placed in an area near the gravesite and covered with proper protection. The headstone shall be replaced after the grave is backfilled to meet contract and NCA Standards. A temporary marker for the second interment shall be centered directly in front of existing headstone.

M. After backfilling is complete and compacted, the remaining two (2) inches shall be filled with topsoil that is capable of growing healthy grasses and the sod shall be replaced. If there is not enough sod to cover the grave, then sod shall be added and tamped to ground level. The sod shall be thoroughly watered every few days for two (2) weeks thus reestablishing the sod. If the grave does not have usable sod, then the new sod shall be put on the grave. If water restrictions are in force, then the Government will negotiate with the contractor to address this issue.

N. Disinterments, if required, shall be handled with utmost dignity, with similar procedures as outlined here. A COR or other cemetery representative will be present for disinterments.

O. The contractor or his/her representative shall place the temporary marker on the grave and setting of new headstone or marker when it is delivered is part of new interment. Any and all headstones and markers removed shall be replaced to meet contract and NCA Standards as part of each interment.

P. All floral bouquets and arrangements left at the gravesite by the funeral party shall be neatly arranged by the contractor upon the grave and removed when the flowers become unsightly. All stands from floral wreaths shall be removed by the contractor before placing the wreath flat on the grave.

Q. The contractor shall refer to the attached sheet for gravesite diagram and handling of multiple interments.

R. The area around interment shelters shall be cleaned and shelter shall be clean, free of webs and any other dirt or debris.

S. The contractor shall designate a member of his staff to keep visitors away from open gravesite and man the gate thirty (30) minutes prior to interment service and provide other duties as assigned by the COR.

T. The contractor shall lower flag to half-mast a minimum of ½ hour before interment services or as requested by the COR or Cemetery Representative.

U. The contractor shall raise flag to full mast 1/2 hour after interment service has completed and all family members have departed.

V. No grave shall be pre-dug the day before a scheduled interment. Any exceptions shall be authorized by the COR

W. The Interment Work Sheet shall be filled out for each step of the interment by the contractor and faxed or otherwise communicated as arranged to the Jefferson Barracks National Cemetery Office as soon as all work has been completed to show completion time line. The Interment Work Sheet will be provided by the COR to the contractor.

ATTACHMENT B

HEADSTONE MAINTENANCE & CLEANING

A. NCA Standard: All headstones shall be clean, free of debris and objectionable accumulations.

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

There are approximately 8100 marked gravesites in the Mound City National Cemetery.

1. GENERAL REQUIREMENTS

All headstones shall be cleaned prior to Memorial Day and Veteran’s Day and any other time as determined by the COR with a washing of two (2) times a year minimal and D2 Biological Solution shall be applied. The natural surfaces shall be retained.

They shall not be painted, white washed or calcimined. Any headstones that have any dirt splash up or grass debris from mowing, trimming, rain and other means shall be promptly cleaned when found.

2. PROCEDURE

A. Clean water shall be used to clean headstone. Cleaning techniques with water shall include high pressure spraying, scrubbing and/or rinsing.

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

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

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

E. Abrasive blasting and cleaning solution shall not be used.

F. The cleaning product D2 Biological Solution with water shall be used on all white headstones on both cleanings each year.

G. The contractor shall pressure wash sidewalks, curbs and entrance gate and fence of cemetery two times each year.

ATTACHMENT C

HEADSTONE SETTING

A. NCA STANDARD: Proper height and alignment of each headstone or marker shall be maintained.

B. Work shall consist of setting new or replacement headstones on gravesites. Bump and run shall be ongoing to keep stones from leaning and those headstones and markers that are below allowable grade shall be fixed to proper height, with proper base and alignment underground maintenance. Any stone needing replacement shall be set as required to NCA Standards.

1. GENERAL REQUIREMENTS

The type of marker to be used shall be determined by the COR through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the Cemetery). Headstones shall be installed within two (2) days of delivery to Mound City National Cemetery as weather and soil conditions permit and the Jefferson Barracks office shall be notified as soon as it is set.

2. PROCEDURE, NEW & REPLACEMENT HEADSTONES

A. The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the COR or his authorized representative.

B. Contractor is responsible to unload headstones from the delivery truck if the delivery truck driver has not been given that responsibility. Headstones shall be erected in appropriate places within two (2) days of receipt, or if weather or soil conditions prohibit this time frame, as soon as practicable after receipt. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. Each stone shall be placed so as to rest on its long edge in a vertical freestanding position for easy accessibility.

Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting on their bottom edge and leaning against the wall at a safe and stable angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the contractor's handling or negligence, then the cost for replacement shall be borne by the contractor.

The COR shall designate a suitable area for storage of the stones at the Mound City National Cemetery. Initial inspection will be accomplished by the COR upon receipt. Defective headstones shall not be set. Replacement stone will be ordered by the Jefferson Barracks National Cemetery.

C. Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. Straight rows: headstones shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on 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/row layouts shall be taken from established burial section layout control point grid monuments, not from previously set headstones.

New and replacement headstones in old sections of National Cemeteries, where such stones have not been and cannot be set at the standard height, shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 24 to 26 inches from the finished grave to the top of the arc. Where headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is unnecessary. The nominal height of 24 to 26 inches given for the current standard of headstone setting shall be the standard height. Minor deviations in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch may be permissible in the above ground projection when the stone is initially set.

D. Headstones are to be set in the following manner:

On pre-placed crypts, sockets for headstones are to be dug down to the crypt lid, then, if needed to achieve the correct headstone height, moistened, Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be added and tamped to full compaction in the bottom of each socket to the proper depth needed for the headstone to set on and extend 24-26 inches from the surface soil level to the top of the arc on the headstone. After each headstone is placed into its socket and its correct height confirmed, Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.

If a headstone is to be installed where there is no pre-placed crypt, the depth of the socket shall be dug in the soil to a maximum depth of 20 inches, and then a minimum of 3 inches of Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that 24-26 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. After the headstone is placed into the socket and its correct height confirmed, Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.

E. Trees or shrubs obstructing headstones shall be noted and the COR shall determine remedial action, and any modification needed for installation of a headstone.

F. Headstones shall be lifted and transported or set by at least two (2) people unless special one-person devices are approved.

Realignment, when consisting merely of straightening the headstone, called bump and run, may be accomplished by one person.

G. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new markers.

H. When replaced by new headstones (due to damage, inscription change, or second interment) the old headstones shall be destroyed by the Contractor in a manner that obliterates the inscription on the same day or by the following day of removal from the grave by breaking them up with a maul or sledge hammer. Resultant debris will be removed from the cemetery grounds.

I. The contractor at Mound City National Cemetery shall unload all deliveries and place them in the Maintenance Building.

ATTACHMENT D

LAWN MAINTENANCE: FERTILIZING, WEED CONTROL

A. NCA STANDARD: High maintenance areas shall have a well-established, healthy stand of turf.

B. The contractor shall maintain the turf area of the Cemetery and the immediate area surroundings of the Cemetery in a healthy condition by proper application of fertilizers, chemicals (to control weeds, diseases and insect pests) and lime (if soil tests indicate it is 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.” Pest and disease free turf shall cover at least 95 percent of the area. The turf is to be aerated in September.

There are approximately 13.5 acres of turfgrass to maintain.

1. EQUIPMENT AND SUPPLIES

A. The contractor shall supply all necessary applicators, hoses and other equipment.

B. Water used at the cemetery will be furnished by the Government at no cost to the contractor.

C. The contractor shall furnish all required chemicals, fertilizers and any other supplies.

2. GENERAL REQUIREMENTS

A. 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 as a result of actions by the contractor’s personnel.

B. Fertilizer: Fertilizer shall be applied at a rate of one pound of nitrogen per 1,000 square feet three times each year: mid-May, early September, and 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 as a result 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, e.g., 24-0-8, or 26-0-13. Fertilizer shall contain no phosphate (P) and 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 “Pre-emergence Herbicide” below for an additional option about the May-June application.)

C. Soil Testing: The Contractor shall collect soil samples and have them analyzed at a qualified university or commercial laboratory once every three years from each cemetery section. Tests shall include at least the basic macronutrients (except nitrogen), CEC, pH, and texture. Approximately one third of the sections shall be tested each year, and results shall be submitted to the COR.

D. 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 three times each year: generally in early-mid May to clean up weeds prior to Memorial Day, in early September, and in early November to have maximum effect on perennial weeds and reduce winter-annual weed establishment. Timing may be changed by the COR as needed, particularly of the “September” treatment which may be directed to be much earlier if needed. Contractor is also expected to spot spray at other times as needed to control localized weed populations that may develop.

E. Pre-emergence Herbicide shall be applied twice per year to prevent annual grassy weed establishment. Applications shall be in late March or early 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 the “Fertilizer” paragraph 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.)

F. Gophers and Moles and any other Pest: Gophers and moles and any other pest shall be controlled with the use of traps or pesticide baits as needed. The contractor shall ensure that soil be tamped into holes and turf replaced or re-sodded to ensure an acceptable appearance at all times.

G. Pesticides, Herbicides and chemicals: All personnel who apply pesticides and/or fertilizer shall be properly licensed by the State of Illinois, and applications will be made according to the law and product labels. 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, then removed when required time has expired. State regulations and product label requirements shall be followed for pesticide applications, and applicators will be certified or licensed as required by Illinois law.

ATTACHMENT E

LAWN MAINTENANCE: SODDING/SEEDING/CORE AERATION/OVERSEEDING

A. NCA STANDARD: Turf used shall be compatible with the geographic region and adheres to the Cemetery Master Plan, where applicable. Guidance from expert sources (e.g. local county agricultural extension agent or arborist, agronomists in Midwest District Office or landscape architects in NCACO) shall be adhered to regarding turf selection.

B. Work shall consist of sod bed preparation and sodding/seeding of areas of the Cemetery where the turf has been disturbed or has died.