36C78621Q0267_1.docx

36C78621Q0267

GENERAL INFORMATION

National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

POINT OF CONTACT*

Contract Specialist Paul N Zagaruyka Paul.Zagaruyka@va.gov 703-630-9366

PLACE OF PERFORMANCE

Richmond VA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice See attached document: RFQ FOR COMMERCIAL ITEMS Abridged.

Combined Synopsis/Solicitation Notice

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9.

ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE

WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15

CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTA

CHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNAT

URE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

F363345-22-0000001 36C78621Q0267 08-24-2021 Paul Zagaruyka 703-630-9366 09-17-2021 15:00

EDT

36C786 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172 X X 561730 $8 Million N/A X Department of Veterans Affairs National Cemetery Administration Richmond National Cemetery Complex 1701 Williansburg Road Richmond VA 23231 36C786 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172 http://www.tungsten-network.com/customer -campaigns/veterans-affairs/

1-877-752-0900 See CONTINUATION Page The National Cemetery Administration is soliciting quotes for Grounds Maintenance Services at the Richmond National Cemetery Complex.

Please see below for information in regards to the requirement and instructions on submitting a quote.

This RFQ is set aside 100 percent for Service Disabled Veteran Owned Businesses.

Wage Determination 2015-4331, Revision 16, dated 7/21/2021 applies.

See CONTINUATION Page X Joselito Roman Page 1 of

RFQ FOR COMMERCIAL ITEMS

GENERAL INFORMATION

Attachments: Wage Determination 2015-4331, Revision 16 dated 7/21/2021

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C78621Q0267.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2021-01 eff 10/01/2020.

This is 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) The applicable North American Industrial Classification System (NAICS) code for this procurement is 561730, with a business size standard of $8 million.

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

The U.S. Department of Veterans Affairs, National Cemetery Administration, anticipates the award of an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract.

Department of Veterans Affairs, National Cemetery Administration, Contracting Service (43C1), is the only activity authorized to issue orders under this contract.

Any vendor claiming SDVOSB status must be registered as such at https://www.vip.vetbiz.va.gov/ before the solicitation closes. Any offer rendered, of which SDVOSB or VOSB status is claimed which are not registered, will be considered non-responsive and will not be accepted.

Scope: The contractor shall be responsible for furnishing all equipment, personnel, labor, materials and services necessary to provide grounds maintenance services to the Richmond National Cemetery Complex, per the statement of work below.

Responses to this Request for Quotation (RFQ) are due to the Contracting Officer no later than 3:00 pm on 9/17/2021. Responses to this announcement will result in an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract and the Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government. Offerors are responsible for obtaining all amendments or additional information concerning this announcement at beta.sam.gov.

All questions regarding this solicitation are to be submitted to the contracting officer, via email, no later than 3:00 PM on 9/7/2021. Questions will not be addressed using the telephone. Answers to questions will be posted on the vendor portal.

Proposal Format and Submission Information:

PRICE SCHEDULE: Contractor shall provide all labor, supervision, material, equipment, tools and supplies to complete grounds, tree and maintenance services for New Albay National Cemetery following National Cemetery Administration standards. Units and services to be in accordance with Performance Work Statement, Technical Specifications, Performance Incentives/Disincentives, terms and conditions contained in this solicitation.

The schedule price shall be all-inclusive, including all labor, equipment, materials, and supplies to complete the Contract Line Items (CLINs). Offerors shall enter unit price and total amounts for each CLIN as indicated in the schedule. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended price and the total of the CLINs will be recomputed accordingly.

Offers must be submitted on company letterhead. All offerors shall include the following information as part of their quote:

· Legal Business/Company Name (as listed in beta.sam.gov)

· DUNS Number

· Point of Contact Name

· Telephone number

· Email Address

· Company Capability Statement

· Proof of current System for Award Management (SAM) account

· For SDVOSB and VOSB concerns, proof of active/current Vendor Information Pages (VIP) certification (CVE letter is acceptable).

· One (1) signed copy of Acknowledgement of any Solicitation Amendments

· One (1) copy of Completed FAR Clause 52.223-3 Hazardous Material Identification Material Safety Data” (if applicable)

· One (1) copy of Completed FAR Provision 52.212-3 “Certifications and Representations” or indicate whether contractor has completed the annual representation and certifications electronically at https://beta.sam.gov/ (copy of current SAM status)

-Pricing shall be submitted as requested in the Schedule of Supplies/Services -Technical Package for Evaluation -Past Performance Questionnaire

Proposals shall be submitted via the Vendor Portal. See below for registration and submission information.

VENDOR PORTAL USAGE INFORMATION

· The Vendor Portal is a module of the Electronic Contract Management System (eCMS) that serves as a central location that allows for communication between VA Acquisition Staff and potential vendors.

· Vendors will need to visit the Vendor Portal (https://www.vendorportal.ecms.va.gov) to register.

· In the event an Offeror is unable to register for a user account and/or submit a proposal through the Vendor Portal prior to the proposal closing date, the vendor is to contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov.

· If the deadline hits as you are uploading your documents, the portal will shut without giving notice it is doing so. The upload appears to be happening however, it never finishes.

· Once registered, vendors will be able to access/edit their profile, view solicitations/awards and submit bids/proposals as instructed.

· Vendors can submit questions via the Vendor Portal which can be answered directly within the Vendor Portal.

· Submission of Quotes: All quotes must be submitted through the Department of Veterans Affairs – Electronic Management System (eCMS) Vendor Portal website to be considered for Award.

Quote transmission/uploads must be completed by the deadline for submission of Quotes.

Offerors unable to submit a quote through VA eCMS Vendor Portal, may submit their quotes via email to: Paul.Zagaruyka@va.gov provided the VA eCMS Vendor Portal registration requirements have been fulfilled AND Offerors have contacted the VAAS helpdesk for assistance in their quote submission.

A copy of the email correspondence with the VAAS helpdesk shall be forwarded to the Contracting Officer Paul Zagaruyka via email at Paul.Zagaruyka@va.gov as proof of email correspondence. If a request for assistance with the VAAS helpdesk proves unsuccessful in an Offeror’s ability to submit a quote prior to the closing date, via the Vendor Portal, the Offeror shall submit to the Contracting Officer correspondence that contains the date, time, and name of helpdesk representative the Offeror contacted to include the reasons why the Offeror could not submit a quote via the Portal. This document shall be submitted with the Offeror’s quote.

In the event an Offeror has not requested quote submission assistance from the VAAS help desk prior to the closing date, nor has submitted correspondence that identifies reasons why the Offeror could not submit a quote via Vendor Portal, the Offeror will be considered technically non-responsive and the quote, if late, will not be accepted.

FYI: If after documents have been submitted, the Offeror decided to revise a document and resubmit it, the instructions in the VENDOR PORTAL GUIDE must be followed or risk all original documents being deleted.

Any proposals not received through the vendor portal in response to this announcement will be rated as technically unacceptable and removed from consideration.

Questions pertaining to this announcement shall be sent by email to: Paul.Zagaruyka@va.gov. Telephone inquiries will not be accepted.

Evaluation Process:

The Government intends to award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation that provides the best benefit to the Government, price and other factors considered. Offers will be evaluated by performing a comparative evaluation in accordance with FAR 13.106-2(b)(3) to determine which response represents the “best” as a whole.

Quotes will be evaluated by performing a direct comparison of one offer with another in a uniform manner to determine which quote provides the government with its needs, as identified in the RFQ. The government reserves the right to consider a response that offers more than the minimum and select that response if it provides a benefit to the government. The government has the discretion to accept other than the lowest priced offeror that provides additional benefits. The government also has the has the discretion to make an award based on whether the lowest priced of the quotations/offers having the highest past performance rating possible represents the best benefit to the government.

The following factors shall be used to evaluate offers:

Technical Approach and Understanding of the Work:

Offer shall be evaluated in accordance with the criteria contained in the Statement of Work and on how well the technical approach meets the Government requirements. Technical approach shall include the following:

1. A narrative that details and demonstrates the Contractor’s understanding of the complexity and magnitude of the requirement. This includes:

a. The level of experience the offeror has in similar type of work at Federal/State or Private Cemeteries.

b. Magnitude (dollar range), complexity, period of performance.

Failure to provide the required narrative will result in the Contractor being considered non-responsive.

Technical Package for Evaluation

The following shall be included as part of the offeror’s submission:

· Experience of company and subcontractors anticipated to perform work under this contract

· Managerial & Technical Qualifications of key personnel

· Qualifications of any proposed sub-contractors and the percentage of work they will be performing.

Past Performance:

Past performance shall be evaluated based on the Offer’s technical qualifications on projects within the last 5 years that are comparable in size, complexity, and scope, with emphasis on work performed at National Cemeteries. Past Performance information shall be obtained by the following methods.

1. The Contracting Officer’s knowledge of previous experience with the supply or service being acquired.

2. Customer past performance questionnaire replies.

3. The Governmentwide Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov.

4. Any other reasonable basis.

-Past Performance. The offeror is responsible for providing three (3) references of their choosing. The three references are to be returned to the Contracting Officer for review. The completed questionnaires shall be sent to: Paul.Zagaruyka@va.gov no later than the solicitation’s closing date and time. The references chosen by the offeror should be selected based on past projects of the same or similar work.

Pricing:

The sum of all the CLINs will represent the total evaluated price. Proposed price must be determined to be fair and reasonable to be eligible for award. Pricing shall be submitted as requested in the Schedule of Supplies/Services.

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C786 Department of Veterans Affairs National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

http://www.tungsten-network.com/customer -campaigns/veterans-affairs/

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C78621Q0267

Page 1 of Page 1 of Page 1 of Page 1 of

SUPPLIES OR SERVICES & PRICES / COSTS

Scope: The Richmond Cemetery Complex is comprised of six (6) National Cemeteries: Fort Harrison, Glendale, Richmond, Cold Harbor, City Point and Seven Pines in Richmond, VA. The Contractor shall furnish all supervision, labor, transportation, equipment, supplies and materials to simultaneously complete Cemetery Grounds, Interment and Janitorial Services at the six National Cemeteries located within the Richmond National Cemetery Complex.

All work shall be performed in accordance the Description/Specifications/Statement of Work, contained in this contract; National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 5.1 July 2014 or the most current version); Handbook 3120: Interment Area Layout; Handbook 3410: Integrated Pest Management Procedures for VA National Cemeteries; Handbook 3420: Turfgrass Maintenance in VA National Cemeteries; the most current Organizational Analysis and Improvement Guide (OAI); and in accordance with the NCA Environmental Management System (EMS). Copies of these documents may be obtained from the cemetery director, Michael Faust (email: michael.faust@va.gov); or online at: http://vaww.nca.va.gov/leg_reg/leg_reg_dirhand.asp

SITE VISIT: Offerors / quoters are required to inspect all sites where services are to be performed to verify the work involved and satisfy them regarding all general and local conditions that may affect the cost of contract performance. Failure to inspect the sites does not constitute grounds for a claim after contract award. Visits to the site by bidders may be made only by appointment with the Director of the Richmond Cemetery Complex.

Michael Faust, Cemetery Director….................................................. (757) 395-9441

Term: The contract period will consist of one base period from 1 October 2021 through 30 September 2022, and four (4) one-year options.

Estimated Quantities: The quantities of services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated" in the Schedule - that fact shall not constitute the basis for an equitable price adjustment.

POST AWARD CONFERENCE: Prior to commencement of work, contract awardee is required to make an appointment for a conference with the Director, COR and Contracting Officer. This meeting will assure that all parties understand all contractual obligations and the role that each party serves.

DESCRIPTION / SPECIFICATION / WORK STATEMENT

NCA BACKGROUND & MISSION

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 147 National Cemeteries in 40 states and Puerto Rico as well as 33 Soldiers’ Lots and monument sites that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. National Cemeteries are national shrines for our nation's heroes -- the veterans and their family. The standards of maintenance, appearance and operational procedures performed by the Contractor at these cemeteries shall reflect this nation’s concern for those interred there. For this reason, the Contractor’s strict adherence to the contract specifications is required and essential.

Richmond National Cemetery Complex is a National Shrine and all measures will be taken to uphold our commitment to our nation’s veterans and their families in perpetuity. The National Cemetery Administration follows the National Shrine Commitment Operational Standards and Measures. The purpose of these standards is to provide guidance and direction for maintaining national cemeteries as the shrines they are intended to be and as defined below:

A national shrine is a place of honor and memory that declares to the visitor or family member who views it that, within its majestic setting, each and every Veteran may find a sense of serenity, historic sacrifice and nobility of purpose. Each visitor should depart feeling that the grounds, the gravesites and the environs of the national cemetery are a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

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

CONTRACT DEFINITIONS / ACRONYMS

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

2. Contracting Officer (CO): VA official with the authority to administer, and/or terminate contracts and make related determinations and findings.

3. Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR Responsibilities include certification of invoices, placing orders for service, providing technical guidance and overseeing technical aspects of the contract. Responsibilities and duties of the COR are further defined under Section A.5.

4. Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director is the overall customer for contracted work at the assigned National Cemeteries.

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

6. NCA Operational Standards / NCA Handbook 3420: A copy of NCA Operational Standards and Turf & Landscape Handbook 3420 will be provided to the Contractor by the VA National Cemetery Director or COR.

7. Applicable Publications: Every contractor and subcontractor shall comply with the Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

GENERAL REQUIREMENTS

1. To use an innovative and creative technical approach to manage the grounds maintenance operation at the Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with the National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 5.1 July 2014) and standard commercial practices.

2. Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide cemetery Grounds, Interment & Janitorial services at the Richmond Cemetery Complex as specified herein.

3. All work shall be performed during normal cemetery hours of operation (8:00am – 4:30pm local time / Monday thru Friday). Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends at the discretion and approval of the VA Contracting Officer’s Representative (COR). Contractor may make a written request to the COR to work outside of the normal work hours when needed to carry out the specifications of this contract.

4. The place of performance includes the following six (6) National Cemeteries which constitute the “Richmond Cemetery Complex”:

City Point National Cemetery 10th Avenue and Davis St.

Hopewell, VA 23860 Established in 1866 Wall length 2,380 ft

Mechanicsville, VA 23111 Established in 1866 Wall length 940 ft

Richmond, VA 23231 Established in 1866 Wall length 1,130 ft

Glendale National Cemetery 8301 Willis Church Rd.

Richmond, VA 23231 Established in 1866 Wall length 1,040 ft

Richmond National Cemetery 1701 Williamsburg Rd.

Richmond, VA 23231 Established in 1866 Wall length 2,530 ft

Sandston, VA 23150 Established in 1866 Wall length 980 ft

RICHMOND CEMETERY COMPLEX - SITE DATA

Interment, Headstone & General Maintenance Requirements

(Initial & Replacement)

STANDARDS OF EMPLOYEE CONDUCT

1. 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. Section 218.

2. Contractor's employees shall be required to wear organizational clothing displaying the name of their company.

3. Contractor personnel shall show proper reverence during committal service or a family member visiting a gravesite.

4. Contractor personnel shall not engage in loud or boisterous behavior, use profane or abusive language nor use personal radios.

5. Due to the sensitive mission of the Cemetery, Contractor employees shall exercise courtesy and respect while within the cemetery. If inquiries are received from visitors Contractor Employees are to identify themselves as such and assist the visitors to the best of their ability by referring them to cemetery personnel via phone or onsite.

6. Breaks and lunch periods shall be taken at areas designated by the COR, not in the cemetery.

ORIENTATION FOR CONTRACTOR EMPLOYEES

1. The Hampton National Cemetery Complex (HNCC) Director will provide an orientation to Contractor leadership and employees upon request to explain appropriate cemetery protocols and provide any general expectations in the performance of this contract upon request. The primary and alternate COR’s must be present during this orientation.

2. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive complete information on each of these subjects:

· Safety and Environmental Protection, and Fire Safety.

· Project Work Schedule.

· Rules Pertaining to Workers.

· General Parameter Job Related Issues.

· Disaster procedures.

· All technical requirements of the project.

3. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

4. The Contractor shall be responsible to ensure that his/her employees (including contractor’s consultants, subcontractors, etc.) are aware of all the terms and conditions set forth above in this solicitation package regarding their performance and conduct during the performance period of this contract. Each contractor and subcontractor employee shall sign a Statement of Compliance, (Attachment I); the Contractor shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds.

TECHNICAL SPECIFICATIONS

1. The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

NOTE: The quantities given are only estimates of work to be performed. The Contractor shall be paid only for services approved by the COR and rendered or performed. The Contactor shall meet with the COR at least weekly to plan and approve the work to be performed as indicated on the Cemetery Grounds Management Plan. The COR will provide the Contractor with the interment schedule as necessary. The Contractor shall not be compensated for work unauthorized by the COR.

A.4.1 GRAVE EXCAVATION & BACKFILLING OF CASKETED REMAINS

A. SCOPE

Work consists of excavation, backfilling and preparing for interments specified by the Contracting Officer’s Representative (COR). The COR or representative will notify the Contractor by noon working day prior to interment of the gravesite to be opened. The National Scheduling Office will schedule committal services (i.e. services held at the committal service area) Monday through Friday. The Contractor shall provide interment services described herein, with preparation services performed before these times and interment services accomplished after the committal service is complete. As a service to all Veterans and their families, a National Cemetery will never go more than two days without offering interment times and the NCA will accommodate interments when there is a three-day federal holiday. Therefore, there may be instances where the Contractor shall be required to perform interments on weekends and/or holidays and outside the regular hours.

B. GENERAL REQUIREMENTS

1. A copy of the HNCC Accountability of Remains Standard Operating Procedure (SOP) will be provided to the contractor specifying HNCC cemetery operational requirements. The Director reserves the right to edit and update this document to ensure NCA compliance.

2. Overall dimensions of a casket gravesite measure approximately 3’ wide x 8’ in length, 4’ wide x 8’ length or 5’ wide x 10’ in length unless otherwise advised by the COR.

3. Grave shall be excavated to 5 ft, 7ft or 9ft depending on the number of interments in the grave or to be determined by the COR.

4. All casketed interments are traditional in-ground.

5. Contractors must verify 100% accuracy of interment location by utilizing the 9-point verification documentation provided by the cemetery staff.

6. If any obstructions exist to prevent use of a poly-liner, the contractor will notify the COR to determine the course of action for the interment.

7. All gravesite excavations for casketed remains, shall be completed no less than one hour prior to the committal service.

8. Contractor is responsible for transporting the casketed remains to and from the committal service area.

9. Completion of interment operations must be completed for viewing by the next of kin prior to 4:00 PM the day of the interment service. Presentable condition is suitable soil freshly raked that is even with the grade of the existing turf. The gravesite must be a perfect rectangle in appearance of the excavation.

10. Government will supply a poly-liner/vault except when NOK purchases a private vault. Contractor will excavate grave prior to private vault company arrival.

11. It is the COR’s responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavation.

12. The COR will determine new sod or seeding for turf replenishment.

13. All interment tools, equipment and material, etc will be provided by Contractor at no cost to the Government.

14. All excavations and interment operations are to take place the day of the service unless authorized otherwise by the Director.

15. Prior to excavation, the contractor will protect adjacent headstones. Any damage to headstones will be at Contractors expense.

16. Any removed headstone will be carefully placed ON the gravesite flat on two 4x4” wooden blocks in the same site or adjacent site (COR must be notified if headstone is placed in adjacent site due to requirement for equipment and work area).

17. Open headstone sockets will be covered with 3x3 sheet of plywood or plugged. If it is necessary to remove any headstones for interment operations from a gravesite due to equipment/space issues; no headstones will be placed outside of original site or adjacent site without the Director’s approval. All headstone(s) shall be replaced and reset to proper height and alignment after the grave is backfilled by the Contractor.

C. PROCEDURES

1. All gravesites will be probed by Contractor with metal probing device at minimum of 4 corners and middle of grave to confirm depth and location of preexisting vault/liner. Contractor will complete Cemetery Interment Notice (Dig Slip), 9-point verification and chain of custody paperwork.

2. Cemetery staff will provide Temporary Marker, Casket Tag for polylinear/vault and Interment Notice with required depth, width, length and position prior to any excavation operation for all casket or cremated interments.

3. Contractor may be required to probe, open and close any scheduled or unscheduled grave(s) for identification or operational needs. COR will notify Contractor if lifting or removing lid is required. Utilization of a pump to remove water from vault or grave for Cemetery Staff to identify remains may be required. All tools will be provided by the Contractor.

4. Contractor shall provide and place turf protection i.e. plywood or fiberglass mats/panels for heavy equipment and attachments and must remain on mats/panels during interment operation to prevent turf damage. Including excavators, dumpers, stabilizer pads, attachments i.e. excavator bucket or any other attachments used for interment operations. Plywood or fiberglass boards will be laid along turf routes for all equipment and vehicles to prevent turf damage. Fiberglass or plywood will be laid out with a two-inch overlap to avoid gapping of the material. Contractor will repair turf damage caused along route to/from interment.

5. The Temporary Marker for the grave that received remains will remain in place, centered 1” in front of headstone, until the new headstone is received. All decedents must be listed on the temporary marker for that site.

6. Existing turf will not be reused, it is to be removed with a sod cutting machine/device. COR will confirm if turf or seed is required.

7. For graves excavated 1 hr before interment, any soil removed during excavation may not be placed on bare ground around adjacent graves or pile in-between adjacent headstones. Contractor must provide sufficient pieces of equipment to hold soil until reused for closure of grave. Any excess backfill shall be hauled and dumped away from the cemetery at Contractors expense.

8. If the excavation is 5 ft or deeper, Contractor shall use OSHA approved shoring device if personnel need to enter gravesite. No personnel shall be permitted to enter a grave as a standard practice and the COR must be notified if a circumstance arises that requires entry.

9. Contractors will use 36-inch cemetery style bucket, buckets without teeth, when excavating grave to protect prior interment containers i.e. polylinear s/vaults. Except when ground is frozen and 36-inch-wide heavy-duty bucket (toothed bucket) can be used to loosen up soil without damaging any existing vaults or caskets.

10. When a grave is opened to receive a second interment and is found to be of insufficient depth to permit the second interment due to an existing vault, poly or concrete liner, or casket, the Contractor shall notify the COR immediately. The Cemetery Director will determine the best course of action for the interment. The gravesite shall be screened from the public view during the removal of a casket and re-interment of any remains that may take place. Contractor is responsible for any careless damage caused to casket or vault. Any standing water will be pumped out of grave by Contractors prior to an interment.

11. When it is necessary to make side-by-side burials in a single gravesite, extreme care shall be exercised to accurately locate the sideline of the site. Where a burial vault or poly or concrete liner is used in such cases, it may be necessary to encroach several inches on adjacent site(s). The Cemetery Director will provide guidance of placement.

12. Any unattended open gravesite will be securely covered, marked “Caution Open Grave” with additional appropriate safety barriers/chains and cones to fulfill OSHA requirements 29 CFR 1019 subpart D (b)(3)(ii).

13. In rare circumstances, some areas due to location, size and weather conditions, may prevent the use of machinery to excavate graves. In these instances, the Contractor shall be required to manually excavate the grave.

14. Jackhammers or other mechanical means may be used during frozen ground conditions.

15. Cemetery will affix the prefilled Label (Casket/Vault Tag) permanently via on the top of the polylinear or vault prior to closing the grave. Packing tape will be utilized.

16. After the committal service, Cemetery Staff will tag the head of the casket and take GIS/GPS data photo of casket take at shelter prior to Contractor moving away from Committal Shelter (see HNCC SOP 001). Contractor will verify casket tag with Cemetery providing chain of custody documents and sign document prior to loading into casket carrier vehicle. Contractor will retrieve cemetery approved floral arrangements and transport to grave. Floral arrangements will be neatly arranged until grave is closed.

17. Contractor shall provide covered transportation of both casket and cremated remains within the Richmond Complex in a safe and dignified manner. Cemetery staff will maintain visual custody until interment completion. At no time will remains be left unattended.

18. Prior to the interment, Contractor will verify casket tag with temporary marker ensuring it matches with Cemetery provided chain of custody documents and sign the document prior to lowering the casket.

19. The Cemetery will take GIS/GPS data collection prior to the interment.

20. Contractor will then place casket on the Contractor provided, cemetery industry standard lowering device and safely lower casketed remains directly into the open grave into either a vault or by utilizing a government issued poly-liner. Contractor shall provide cemetery industry mechanical lowering device, shall be annually calibrated and in working order, lowering straps replaced when worn, safety straps shall be placed under the casket and never on casket handles. Contractor will lower casket(s) in safe and efficient manner, with dignity, and without damage to the casket. Any damage to the casket is responsibility of Contractor to replace at contractor’s expense. Lowering device must receive annual certification and be provided to the COR. Only in emergency/hazardous situations, with Director approval, will Contractor lower casket(s) manually with hand-held straps utilizing four people.

21. Once casket is lowered into assigned gravesite, Cemetery will take GIS/GPS data collection photo prior to placement of government-furnished polylinear or private vault lid.

22. The Contractor shall be required to place the government-furnished polylinear or concrete lid on the casket/vault using proper chains/clamps/straps. Chains/clamps will be annually certified by Contractor and documentation will be provided to COR for verification.

23. After polylinear /concrete lid set, Contractor will fill the space between the container and grave with sand/pea gravel, approximately 1” on top of polylinear /vault and use a hand tamp/wooden stud to ensure compaction around edges PRIOR to using backfill soil.

24. Soil backfill shall be filled in one (1) foot lifts to 4’ depth. Each lift thereafter shall be thoroughly compacted by means of a mechanical tamper. Amount of soil backfill must allow for 4” of suitable topsoil to be leveled at the grade of turf. The Contractor shall remove all unusable dirt, rocks, roots and other types of objects in backfill from the Cemetery grounds.

25. All turf must be reestablished within 30 days from interment during the growing season. The COR will determine the use of new sod or seeding.

26. During the winter season when the Cemetery turf is going into or is in dormancy and new sod cannot be established, the Contractor shall layer the gravesite with natural fine shredded hardwood mulch on top of the gravesite to prevent washout and shall keep the gravesite weed-free. New sod or seed shall be installed on the grave at the earliest opportunity, during the next growing season when the Cemetery turf is coming out of dormancy.

27. Where headstones were pulled for interment operations, Contractor will reset headstone using string lines. Headstones are to be vertically plumbed at 90% and aligned by leveling the front, back, and sides while raising or lowering the upright headstone as required to achieve a height of 24-26 inches above grade and clean. The back of the headstone should be flush with adjacent headstones not to exceed 1/8”. Old style and Confederate Upright marble headstones reset must meet same requirements above but not exceed 16” & 18” in height. (See Attachment D.)

28. Floral arrangements will be placed flat on the grave and not to stand higher than the headstone. Cemetery floral policy dictates number of floral arrangements. COR will provide Contractor Cemetery floral policy.

29. Temporary markers are set 1” and centered in front of existing headstone and pushed down far enough so they don’t blow over. Each temporary marker will be neatly aligned with adjacent headstones vertically, horizontally and diagonally and set to same distance above grade as other temporary markers.

30. Cemetery staff will verify placement of headstone reinstallation and temporary marker (mandatory for all interments).

A.4.2 GRAVE EXCAVATION & BACKFILLING OF CREMATED REMAINS

A. SCOPE

Work consists of excavating and backfilling gravesites for cremated remains. The COR shall notify the Contractor one (1) day in advance of any gravesite to be excavated.

B. PROCEDURES

1. Cremation(s): Overall dimensions of a gravesite measure approximately 3’ wide x 8’ in length, 4’ wide x 8’ length or 5’ wide x 10’ in length or 3’ x 3’ unless otherwise advised by the COR. All cremation interments are in-ground and will be open at minimum of 1’x1’.

2. All gravesite excavations for cremated remains (cremains), shall be completed no less than one hour prior to the committal service. If a private concrete vault is to be used, the gravesite excavation shall be completed to allow the vault to be pre-set in the grave one (1) hour prior to the service. Each new gravesite shall be finished and ready for viewing by the next of kin by 4:00PM the day of the service or interment.

3. It shall be the COR’s responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavations.

4. All in-ground cremations will be probed before excavating grave.

5. First interment cremation burials will measure 2.5’ from head of center of grave. Then facing the head, measure 12 inches to the right and excavate 12”x12” square at the depth of 3’.

6. Second interment cremation burial, where 1st interment was a cremation, shall measure 2.5’ from head of center of grave, then facing head, and measure 12 inches to the left and excavate 12”x12” square at a depth of 3’. The COR will measure the depth and dimensions.

7. Subsequent interment cremation burial where 1st interment was casketed burial, and with no additional interments, will measure 4’ from the head of the center of grave and excavate 12”x12” squared at depth of 3’. The COR will measure the depth and dimensions.

8. When double burial, 1st and 2nd cremation on same day in the same grave, follow the above measurements. i.e. 1st interment (Veteran) right half/ 2nd interment (Dependent) left half.

9. Multiple decedents may require bottom half, extreme right half, extreme left half or as directed by the COR. All interments must remain within the boundaries of the gravesite. Urns will never be interred on the backside of the headstone.

10. Contractor may use an auger if probing does not make contact with any vault/container past 3’. If probing makes contact with anything at 3’, The COR and Director will be notified.

11. Jackhammers or other mechanical means may be used during frozen ground conditions.

12. Contractor will remove sod plug using square shovel at a minimum dimension of 1’x1’. COR will notify Contractor if urn exceeds 1’x1’. If using existing turf or new sod, Contractor will keep minimum of 2” of sod with roots from existing grave. If using seed to establish turf, then Contractor will use method of 16” backfill with 4” of topsoil, rake and seed. Strict adherence to above method in backfilling gravesites shall reduce the settlement of soil thereby reducing maintenance costs.

13. Removal of backfill shall fill 2 ½ to 3 Five (5) gallon buckets of soil. These buckets will be placed on a tarp to collect spillage during excavation and removed until time to close grave. If grave is unattended at any time, the open grave will be covered with plywood to cover the open grave. The 1’x1’ sod plug will set on top of the plywood and all tools will be removed until urn is placed into grave.

14. After the committal service, Cemetery Staff will tag the urn while maintaining custody until interment. Contractor verify paperwork at the shelter and retrieve any floral arrangements. Cemetery staff will transport urns to the gravesite.