Attachment B- SOW Alabama NC - FY23 Grounds Maintenance Revised 2-21-2023.pdf

Scope of Work

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

I. GENERAL INFORMATION

1. This is a performance-based service contract for cemetery grounds and facilities maintenance, interment operation support and headstone setting services at Alabama National Cemetery, 3133 Highway 119, Montevallo, AL, 35115; hereafter referred to as “Cemetery”. The overall responsibility of the Contractor is to plan and perform the activities associated with statements of work as described herein, which are required to maintain an acceptable appearance of the cemetery grounds in accordance with National Cemetery Administration Operational Standards and Measures.

2. 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 (NCA) to reflect this nation’s concern and respect for those interred there. The NCA mission: The NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation.

II. INTRODUCTION

This Performance Work Statement describes the basic objectives of Alabama National Cemetery. The

Performance Based Service Contract provides potential offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the offeror's understanding of all aspects of the effort to be performed.

III. BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 39 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. As the final resting place for our nation’s heroes, the standards for management, maintenance and appearance of these cemeteries have been established by the

National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there, therefor strict adherence to the following specifications is essential.

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 when scheduling and performing work to not interrupt cemetery operations.

IV. PLACE OF PERFORMANCE

Alabama National Cemetery is in Shelby County, Montevallo, Alabama. The cemetery’s anticipated burial rate will be 1100-1200 a year.

The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to provide Grounds Maintenance Services to the Alabama National Cemetery. Specific location, size and services required for the cemetery are as follows:

Cemetery Address Acreage Required Services

Alabama National

Cemetery

3133 Highway 119, Montevallo, AL 35115

68 acres developed and 411 acres undeveloped

Grounds Maintenance

Services

V. GENERAL REQUIREMENTS & SPECIFICATIONS

a. SERVICES PROVIDED

The contractor shall provide all supervision, personnel, equipment, tools, and other items and/or services necessary to ensure that grounds maintenance is performed at Alabama National Cemetery in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout.

b. DESCRIPTION OF SERVICES

The National Cemetery Administration (NCA), Alabama National Cemetery has an immediate need for

Grounds, Facilities Maintenance, Interment Support, and Headstone Services. Contractor shall provide all labor, equipment, supervision, and supplies to complete Grounds Maintenance, Facilities

Maintenance, Interment Support, and Headstone Services necessary to ensure the services are performed at Alabama National Cemetery in a manner that will promote and maintain healthy grass, trees, shrubs, and plants while presenting a clean, neat, and professional appearance throughout.

Services include, but are not limited to, maintenance of grounds, regular mowing, weed eating, edge trimming of roadways, removal of leaves and debris, as well as, cleaning and pressure washing of headstones, storm debris clean-up, turf maintenance, chemical turf applications/treatments, core aerification, the maintenance and upkeep of mulching beds, columbarium and committal shelter cleaning, holiday support services, sweeping or blowing off cemetery roadways and sidewalks, maintenance of gravesites by cleaning and trimming around headstones. Turf maintenance, plant and tree maintenance, sunken grave repair, trash removal, removal of Floral arrangements as required from graves, maintenance of gravesites and headstones, and the alignment and washing of headstones, headstone maintenance, and irrigation maintenance.

All work shall be performed during normal workdays from 8:00am – 4:30pm local time (Monday thru

Friday - excluding Federal Holidays). Work performed outside of normal work hours shall be at the discretion and approval of the Cemetery Leadership in conjunction with the VA Contracting Officer's

Technical Representative (COR).

The Period of Performance for this project shall consist of a Base Period of twelve (12) months and four

(4), one (1) year, Option Periods (if exercised).

Contractor shall perform all work utilizing best management and safety practices.

Contractor shall understand and meet all current applicable NCA Operational Standards and Measures

(Attachment or Appendix). Minor changes to standards and measures shall be at no cost to the government (i.e., timeline to perform tasks).

Contractor shall coordinate work in advance with COR to minimize the impact to cemetery operations.

COR shall be notified in writing of all completed work by COB or no later than 10:00am the next business day.

5b DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

5b.1

HEADSTONE RECEIVING, PREPARATION AND TRANSPORTATION, SETTING

AND RAISE & REALIGN

5b.1.1 Headstone receiving, preparation, and transportation, CLIN X001

5b.1.2 Headstone Installation and Setting, All First Interment, Subsequent (R2) and replacement Headstones

CLIN X002

5b.1.3 Headstone Raise and Realign, Fine Tune Alignment (Bump and Run) CLIN X003-X004

5b.2 GRAVESITE MAINTENANCE

5b.2.1 Sunken Grave and Grounds Repair CLIN X005

5b.2.2 Gravesite Florals, Decorations, Trash and Debris Pick-up/Removal CLIN X006

5b.2.3 Mass Gravesite Floral, Decorations, Trash and Debris Pick-up/Removal CLIN X007

5b.3 POND MAINTENANCE

5b.3.1 Pond Algae Treatment CLIN X008

5b.3.2 Pond Equipment Maintenance (Timers, Fountains, Aerators, Cables, etc.) CLIN X009

5b.4 GROUNDS MAINTENANCE

5b.4.1 Pump House Monitoring and Maintenance CLIN X010

5b.4.2 Irrigation CLIN X011-X017

5b.4.3 Mowing (Bermuda) CLIN X018

5b.4.4 Mowing Non-turf area CLIN X019

5b.4.5 Headstone Trimming/Edging CLIN X020

5b.4.6 Leaf, Trash and Debris Removal CLIN X021

5b.4.7 Extreme Weather Storm Damage and Debris Clean-up CLIN X022

5b.4.8 Sweeping/Blowing Off Roadways CLIN X023

5b.4.9 Maintenance of Benches and Rocked Areas CLIN X024

5b.5 PLANT MATERIAL AND TREE MAINTENANCE

5b.5.1 Maintenance of Plant Beds, Shrubs, and Bushes CLIN X025

5b.5.2 Tree Maintenance CLIN X026

5b.5.3

Install and Replenish Mulch to include all planting beds, tree rings, bushes, shrubs, and other designated areas as defined in the SOW

CLIN X027

5b.6 TURF MAINTENANCE

5b.6.1 Casketed Gravesite Sod Installation (Contractor supplied sod) CLIN X028

5b.6.2 Core Aerification (Aeration) CLIN X029

5b.6.3 Dethatching CLIN X030

5b.6.4 Fertilization CLIN X031

5b.6.5 Weed Control: Herbicide Treatments/Applications CLIN X032 – X033

5b.6.6 Gypsum Application CLIN X034

5b.7 PEST CONTROL

5b.7.1 Insecticide, Fungicide Treatment/Application CLIN X035-X036

5b.7.2 Daily Fire Ant Control/Treatment CLIN X037

5b.8 FACILITIES MAINTENANCE, CLEANING AND PRESSURE WASHING

5b.8.1 Cleaning of Headstones and Markers CLIN X038

5b.8.2 Curbs, Sidewalks, and Composite Enclosures CLIN X039

5b.8.3 Entrance Ways, Walls, Caps, Brick Pylons, Areas under signs and

Trash/Floral Receptacles

CLIN X040

5b.8.4 Flag Assembly Area CLIN X041

5b.8.5 Columbarium Walls and Memorial Walls CLIN X042

5b.8.6 Committal Shelters CLIN X043

5b.8.7 Buildings and Surrounding Concrete Walkways, Sidewalks, and Hardscape CLIN X044

5b.8.8 Floral Vase and Trash Receptacle Cleaning CLIN X045

5b.9 SUPPORT SERVICES

5b.9.1 Daily Committal Shelter Set-up, Tear Down and Cleaning CLIN X046

5b.9.2

Weekend/Holiday Burial Support CLIN X047

5b.9.3 Ceremonial for Special Event Support to include set-up and tear-down CLIN X048

5b.1 HEADSTONE RECEIVING, PREPARATION

5b.1.1 Headstone Receiving, Preparation, and Transportation (CLIN X001)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of removing headstones from delivery truck, transporting to the designated area located in the contractor yard for storage, and removal of packing material. Headstones shall be placed against a flat vertical wall, one stone deep, for inspection by the Cemetery Contracting Officer Representative

(COR) or designated cemetery personnel. Contractor must deliver packing list to the COR on day of delivery for verification of delivered Headstones.

Headstones shall be ready for inspection no later than the next business day. Rejected headstones will be transported, by the Contractor, to the government maintenance yard for destruction by cemetery personnel.

All packing material must be disposed of by Contractor personnel in a contractor provided dumpster.

GENERAL REQUIREMENTS

INSPECTION/VERIFICATION/ACCEPTANCE PROCEDURE – ALL HEADSTONES

The responsibility for ordering headstones, checking for inscription accuracy, and initial inspection for damages shall be that of the Government.

Note: Headstones identified by the COR as damaged or, after inspection of inscription, incorrect, shall be moved by the contractor to a designated area determined by the COR. Rejected headstones shall not be set and shall be destroyed by Alabama National Cemetery personnel. Replacement headstones will be ordered by Alabama National Cemetery administrative staff.

EQUIPMENT AND SUPPLIES

Contractor shall be responsible for providing a forklift, or equipment able to lift and unload upwards of

3000 lbs. (US) of freight and/or supplies to include, but not limited to: OSHA approved Personal

Protective Equipment (PPE) gloves, steel toe/safety shoes safety glasses rain gear, hearing protection, eye protection as required.

5b.1.2 Headstone Installation and Setting, All First Interment, Subsequent (R2) and replacement

Headstones (CLIN X002)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. Work consists of setting new headstones on gravesites.

Approximately 800-930 headstones shall require setting annually.

GENERAL REQUIREMENTS

Upright white marble headstones are to be used at the Alabama National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery).

Headstones shall be installed as soon as possible, but no later than ten (10) calendar days of receipt at the cemetery. Standard upright marble headstones are, approximately, 42 inches long, 13 inches wide, 4 inches thick, 230 pounds in weight.

HEADSTONE INSTALLATION/SETTING

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. Headstones verified and accepted by Alabama National Cemetery Personnel shall be properly set on the correct gravesites within ten (10) calendar days of delivery to the cemetery. When transporting or storing headstones, they shall be protected from the weather to avoid damage or staining from crating materials.

The cost to replace any headstone damaged due to the Contractor's handling or negligence, shall be at

Contractor’s expense.

Headstones shall be lifted, transported, and set by at least two (2) people, unless special one-person devices are approved in writing by the COR.

Headstones shall be properly set on the centerline of the grave, twelve (12) inches in from the head of the grave, with the inscription facing the grave. Headstones shall be set vertically plumb on all sides and aligned vertically, laterally, transversely, and diagonally with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8”, or less.

For all newly established interment sections, all measurements and string line set-ups/row layouts shall be taken from established burial section layout control point grid monuments. For all active interment sections, all measurements and string line set-ups/row layouts shall be taken from existing section keystones.

All upright headstones shall be set at a cemetery recommended height of 25.5 inches from the finished grave (soil surface) to the top of the arc. Minor deviations 24-26” in height may be permissible to provide a uniform appearance in the top line (“pleasing topline”) or to compensate for slight ground rises or depression within an interment section. Where a considerable number of adjacent stones are reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch above cemetery recommended height may be permissible in the above ground projection when the stone is initially set.

***Note: Metal tape measures and digital levels are the only approved devices to assess headstone measurements.

In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers shall be set at proper heights and levels to provide a flowing transition or pleasing topline through uneven terrain unless otherwise specified by the COR. Headstones shall be anchored firmly in place, so they are rigid with no give or play.

If there are cases where headstone sockets need to be dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that a recommended 25.5 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. As previously stated, minor deviations, 24-26 inches in height, may be permissible to provide a uniform appearance in the top line or to compensate for slight ground rises or depression within an interment section. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 24 inches that may cause the headstone to settle below height requirement unless approved by the

Contracting Officer Representative (COR)***Note: Metal tape measures and digital levels are the only approved devices to assess headstone measurements.

The alignment of the headstones should be checked frequently during the installation/setting process because the tamping may move the headstone out of plumb or alignment. Upright headstones in a section shall be firmly set and anchored in place with no movement from forces subjected by the COR as applied when inspecting installed/set headstones for quality.

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, to achieve the correct headstone height, contractor supplied stone dust or crushed aggregate

(stone) material (graded aggregate sizes ranging from crushed powder fines up to 1/8 inches maximum) is to be added and tamped to full compaction in the bottom of each socket. The proper depth needed for the headstone to set on and extend a recommended 25.5 inches of the from the surface soil level to the top of the arc of the headstone. As previously stated, minor deviations 24-26 inches in height may be permissible to provide a uniform appearance in the top line or to compensate for slight ground rises or depression within an interment section. After each headstone is placed into its socket and its correct height confirmed. native soil or clay 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.) ***Note:

Metal tape measures and digital levels are the only approved devices to assess headstone measurements.

If a headstone is to be installed where there is no pre-placed crypt, the contractor shall utilize the pre-placed headstone containment box otherwise known as the “beam system.” The depth of the socket shall be dug in the soil to a depth appropriate to reach the headstone containment box. A minimum of 3 inches of stone dust or crushed aggregate material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 1/8 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 recommended 25.5 inches of the headstone extends from the surface soil level to the top of the arc of the headstone.

Again, minor deviations 24-26 inches in height may be permissible to provide a uniform appearance in the top line or to compensate for slight ground rises or depression within an interment section. After the headstone is placed into the socket and its correct height confirmed, native soil or clay 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.)

***Note: Metal tape measures and digital levels are the only approved devices to assess headstone measurements.***

***Note: The contractor shall report daily headstone settings in writing to the COR or

Cemetery Leadership by no later than 3:30pm on the date of setting to ensure proper gravesite placement verification.***

Any headstones broken or damaged by the Contractor shall be reported to the Cemetery Leadership and/or COR by close of business each working day to ensure proper marking of the gravesite. The

Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR.

Any grid or sectional monuments disturbed, displaced, or broken by the Contractor shall be replaced by the Contractor at their expense. All grid or sectional monuments disturbed, etc., must be properly reset by a licensed land surveyor at Contractor’s expense.

Curbs, roads, concrete surfaces, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen

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

Headstones shall be removed from their sockets by using wooden, and or metal headstone lifting device. If metal lifting devices are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to, and marking of, the headstone. The Contractor shall use care not to scratch or damage headstones in any manner. Contractor is responsible for all damages to turf and/or headstones caused during performance of this work.

Adjustment (raising, lowering, or otherwise realigning) of newly set headstones due to initial settling, improper compaction or contractor error shall be the responsibility of the Contractor, and shall be at the

Contractor’s expense. If there is a problem with realigning a specific marker, a report shall be sent to the

COR providing a detailed explanation of the reasons the marker was not realigned.

All headstones set by the Contractor shall maintain the proper height and alignment for a period of 365 days from date of installation and verified compliance by the COR; any adjustment, raise, lower or realignment of headstones during this warranty period shall be at the Contractor’s expense.

All headstones set by the Contractor shall be assessed for compliance with standards and measures within two business days of being set. Adjustment, raising, lowering and/or realigning newly set headstones due to initial settling, improper compaction or Contractor error shall not constitute

Headstone Raise, Lower, Realign, Reset, and Backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

Ongoing compliance with standards and measures shall be assessed by the COR through random quality control checks and Cemetery Leadership through the completion of the semi-annual gravesite assessment report (GAR).

EQUIPMENT AND SUPPLIES

Contractor shall be responsible for providing all transportation equipment, headstone removal devices

(devices must be capable of pulling approximately 250lbs), supervision, labor, supplies, materials, and applicable personal protective equipment (PPE) required to complete the scope of work as outlined above. Turf tires are required for all vehicles traveling on cemetery turf.

5b.1.3 Headstone Raise and Realign and Fine Tune Alignment (Bump and Run) (CLIN X003 – X004)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. The COR or Cemetery Leadership will identify the headstone(s) which are required to be Raised & Re-aligned. Headstones must not be removed from the gravesite. In the event the headstone marker is required to be removed from the socket, the headstone shall be placed on the ground horizontally, and propped up at the top and bottom ensuring no damage to turf around gravesite. Stone Dust, crushed aggregate (stone) or other approved material shall be used in Raise & Realign projects. Any headstone that is Raised & Re-aligned must utilize a top and back string to ensure headstones maintain the appropriate National Cemetery standards and measures.

Work shall consist of adjusting alignment of headstones already in place that have shifted out of vertical or horizontal alignment. Fine tuning of headstone alignment, or “Bump and run,” shall be ongoing to keep stones plumb and aligned, and those headstones that are below or above allowable grade shall be fixed to proper height.

Upon award, the COR/Cemetery Leadership shall conduct a walk through with the Contractor Site Supervisor to address current condition of upright marble headstones prior to initiating headstone work.

GENERAL REQUIREMENTS

Upright headstones for individual graves shall be erected on the centerline twelve (12) inches in from the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves.

All upright headstones shall be set and maintained at a cemetery recommended height of 25.5 inches from the finished grave (soil surface) to the top of the arc.

Minor deviations in height, 24 to 26 inches, 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 above the cemetery recommended height may be permissible in the above ground projection when the stone is initially set.

Minor realignment, consisting merely of straightening the headstone, is called fine tuning, or bump and run, and may be accomplished by one person by hand or with a wooden tamping/pry stick, but is usually more efficient with one or two others to sight along headstone rows and columns to guide the adjustment. Any headstone that is raised or realigned must utilize a top and back string to ensure headstones maintain the appropriate National Cemetery standards and measures.

If a headstone needs to be removed from its socket to adjust its height, it shall not be removed from the gravesite and shall not be left unattended. In the event the headstone is required to be removed from the socket, the headstone shall be placed on the ground horizontally, and propped up at the top and bottom ensuring no damage to turf around gravesite. It shall be removed only briefly so an adequate amount stone dust/crushed aggregate can be added to and compacted, or removed from, the bottom of the socket for proper height adjustment, then the headstone shall be replaced. No more than one headstone shall be removed from its socket at one time in a section.

The contractor is responsible to protect headstones from damage or being discolored from contact with dirt, soil or other contaminants during realignment or other maintenance operations.

***IMPORTANT NOTE: HEADSTONES SHALL NOT BE REMOVED FROM THEIR RESPECTIVE

GRAVESITES.

No gravel placed up the sides of the socket. Only native soil or clay.

5b.2 GRAVESITE MAINTENANCE

5b.2.1 Sunken Grave Repair and Turf Repair (CLIN X004)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

REFILLING SUNKEN GRAVES AND GROUNDS REPAIR

SCOPE OF WORK

Work consists of compacting and leveling sunken grave sites and/or inground cremation burial sites with suitable material (soil) to match existing adjacent graves and reestablishing the turfgrass. The cemetery will be checked for holes and washouts, which when found, must be filled immediately. Sites must be visually appealing with no gaps or exposed soil between turf sections and level with adjacent sites.

GENERAL REQUIREMENTS

Damage to the grounds occurs due to pests and can be the cause of injury to visitors and personnel. The cemetery will be checked for pest holes regularly and when found they shall be filled as soon as possible but no later than the close of business on the day of discovery.

A sunken grave is defined as any gravesite that has receded one (1) inch from the existing adjacent grade. Standard graves excavated and backfilled are approximately three and a half feet wide (42”) and approximately eight feet long (96”) in standard pre-crypted areas. In the oversize vaulted area, and traditional (private vaults) area, the excavated and backfilled gravesites are approximately four feet

(48”) in width by ten feet (120”) in length. In the In-ground cremation area, gravesites are excavated and backfilled approximately four feet (48”) by four feet (48”).

The Contracting Officer Representative (COR) will identify sunken graves requiring repair and shall provide a detailed list for the Contractor to repair. Once identified, all sunken graves must be secured with safety barriers, cones, or covered with grave boards until repairs can be completed to prevent injury to visitors and personnel.

Refilling of sunken grave sites shall be accomplished as soon as possible but no later than two (2) business days after notification by the COR.

**NOTE: If repairs are not completed once identified due to weather conditions, extensive cemetery operations, and/or cemetery events, gatherings, or meetings the Contractor shall provide a traffic cone/safety marking device to ensure no injuries or accidents are sustained by cemetery staff, contractors, or customers prior to repair being completed. **

Partially sunken graves may occur after weather events. This can appear as a small to medium hole outlining the grave or headstone setting. This type of grade issue can cause injury to visitors and staff and must be repaired as soon as possible, but not later than one (1) business day after notification by the COR.

Small holes caused by pests shall be repaired no later than one (1) business day after discovery due to the danger they pose to personnel visiting or working on the grounds. Repaired holes shall be filled and hand tamped. The area shall then be sodded, with married edges as required.

PROCEDURE

Sunken grave sites shall have sod cut out and be filled with approved select backfill and tamped to within two (2) inches of established grade. Topsoil capable of growing healthy grasses shall be added.

The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction. Sod shall then be replaced as specified to bring the gravesite to established grade.

All edges of sod/turf on ALL graves sunken or bordering the sunken grave shall be brought together, edges married together and tamped.

**NOTE: COR and/or cemetery leadership shall inspect sunken grave repair, to ensure it meets the

National Cemetery standards and measures.

All damaged graves must be secured with safety barriers by grave boards and cones to prevent injury to visitors and personnel until repairs are completed.

Whenever possible, sod should be removed and replaced.

Area should be tamped level after filling.

Any damage to headstones, cemetery fixtures, grounds or equipment during Contractor-lead grounds maintenance operations must be reported to the COR immediately.

5b.2.2 Daily Gravesite Florals, Decorations, Trash and Debris Pick-up/Removal (CLIN X005)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of daily collecting and removing dead or unsightly floral arrangements, unauthorized gravesite adornments/decorations, trash, and debris from the interment sections, in accordance with the floral regulations of the cemetery.

GENERAL REQUIREMENTS

All artificial floral arrangement, flags, and/or decorations collected and removed from gravesites, shall be clearly labeled with a section and gravesite number, and retained by the Contractor for a minimum of thirty (30) days after removal. The Contractor shall be responsible for designating an artificial floral/gravesite decoration retention area in the Contractor Yard in such a manner that enables

Contracting and/or cemetery staff to assist inquiring families retrieve recently removed/relocated arrangements/decorations.

The Contractor shall provide all the necessary labor, equipment, and transportation necessary for the collection, removal, and disposal of all trash and debris.

The Contractor is responsible for supplying a dumpster for placement in the contractor maintenance yard to include trash removal services. Dumpster and trash removal/waste management services shall be at the expense of the Contractor.

The Contractor supplied dumpster must be onsite no later than fourteen (14) days after contract award and arrival on site. Exceptions must be approved in writing by COR or Cemetery Leadership.

For clarity, “unsightly floral arrangements” refers to artificial floral arrangements that are severely faded, ripped, torn, or strewn about the cemetery in such a manner that their designated location cannot be readily identified and/or floral arrangements that have died or withered and detract from the beauty and dignity of the cemetery.

Unauthorized gravesite adornments/decorations include flat-bottomed vases, balloons, solar lights, glass of any kind, pinwheels, unsecured items left on the gravesite, and decorations that are secured to the headstone or stand higher than the top of the headstone. A complete list of unauthorized gravesite adornment/decorations shall be provided by the COR upon Contractor arrival onsite.

All unauthorized items other than unsightly floral arrangements (i.e., glass vases, solar lights) removed from gravesites shall be delivered to the Cemetery Administrative Office for accountability. Every effort shall be made to return labeled arrangements to the appropriate gravesite whenever possible.

5b.2.3 Mass Gravesite Floral, Decorations, Trash and Debris Pick-up/Removal (CLIN X006)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of collecting, labeling, and removing all flags, grave decorations, and floral arrangements in preparation for special events or chemical turf treatment. During times of mass pick-up, all live floral arrangements shall be discarded. Cemetery provided floral vases that are clean and in serviceable condition upon removal of live floral arrangements shall be returned in the floral vase containers near the burial sections and administrative office. All other floral vases/containers shall be placed in the floral/gravesite decoration retention area in the Contractor yard.

All artificial floral arrangement, flags, and/or decorations collected and removed from gravesites, shall be clearly labeled with a section and gravesite number, and shall be retained by the Contractor for a minimum of thirty (30) days after removal. The Contractor shall be responsible for designating an artificial floral/gravesite decoration retention area in the Contractor Yard in such a manner that enables

Contracting and/or cemetery staff to assist inquiring families retrieve recently removed/relocated arrangements/decorations.

The Contractor shall provide all the necessary labor, equipment, and transportation necessary for the collection, removal, and disposal of all trash and debris.

The Contractor is responsible for supplying a dumpster for placement in the contractor maintenance yard to include trash removal services. Dumpster and trash removal/waste management services shall be at the expense of the Contractor.

The Contractor supplied dumpster must be onsite no later than fourteen (14) days after contract award and arrival on site. Exceptions must be approved in writing by COR or Cemetery Leadership.

SPECIAL GUIDANCE

In preparation for Memorial Day, Veteran’s Day, and Holiday Wreath Laying Ceremonies, the

Contractors shall be responsible for repositioning gravesite florals/decorations in such a manner that all florals/decorative items are placed to left of the gravesite headstone and flags are placed on the right.

Gravesite floral/décor relocation shall be completed two (2) days prior to Memorial Day, Veteran’s Day, and Holiday Wreath Laying Ceremonies unless otherwise directed by the Contracting Officer

Representative (COR) or Cemetery Leadership.

The Contractor shall return repositioned florals/décor and flags to the front of the headstone immediately following flag or wreath pick up unless otherwise directed by the Contracting Officer

Representative (COR) or Cemetery Leadership.

5b.3 POND MAINTENANCE

5b.3.1 Pond Algae Treatment (CLIN X007)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of maintaining the irrigation pond on cemetery property by making sure that it is free from algae, aquatic weeds, fungi, and debris. Pond maintenance shall begin in March and shall continue monthly through November. There shall be no pond maintenance conducted in December, January, or

February.

GENERAL REQUIREMENTS

The Contractor shall provide solutions to remove algae and aquatic weeds, shoreline grass control to the water's edge, water chemistry testing, and trash and debris removal from the pond. The Contractor shall provide a list of all chemicals used in the pond. Contractor must provide their boat and necessary equipment to maintain the pond.

Personnel must be properly trained, licensed, and insured in the operations they are to perform. If chemical treatments are required, the on-site person in charge of the chemical application must be licensed by the State of Alabama and a copy of license kept on file by contractor and COR.

A detailed treatment plan with all chemicals listed along with their appropriate Safety Data Sheets (SDS) must be submitted to the COR, and/or Cemetery leadership for further review prior to any chemical application.

If any additional time, weekend, or after-hours work is needed, due to scheduling conflicts, impacts to cemetery operations, weather conditions etc., the contractor shall submit a written/email request to the

COR and/or Cemetery Leadership for approval. After-hours/weekend requests must include specific dates, times, and a list of all onsite personnel for safety and accountability purposes and must be at no cost to the Government.

**NOTE: All requests are subject to review and must be approved by the COR and/or Cemetery

Leadership prior to initiation of any after-hour or weekend work.

5b.3.2 Pond Equipment Maintenance (Timers, Fountains, Aerators, Cables, etc.) (CLIN X008)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of maintaining, inspecting, and repairing all pond equipment to include, but not limited to, Timers, Fountains, Aerators, and Cables in such a manner to ensure a constant flow of water within the irrigation pond. Pond equipment maintenance is vital in keeping all the algae, slime, pond scum, fungi at a manageable level.

The Contractor shall inspect, maintain, and/or repair all pond equipment and associated components to ensure functionality. Timers shall be adjusted if necessary for seasonal operation.

The Contractor shall ensure that aerators, and fountain operate daily and are maintained as needed.

There are steel guide cables attached to the aerators, and fountain for repositioning, and pulling in for maintenance.

Personnel shall be properly trained in the operations they are to perform. If electrical components require specialized maintenance or repair, a licensed and insured electrician must be onsite to facilitate or oversee the repairs. A copy of the license must be kept on file by contractor and COR. The Contractor shall be responsible for all subcontractors and services performed in conjunction with required repair services.

Any damage to cemetery grounds, structures, or equipment shall be reported immediately to the COR and/or Cemetery Leadership. All damage caused by the Contractor, or their Subcontractors shall be repaired or replaced at the contractor’s expense.

5b.4 IRRIGATION SYSTEM MAINTENANCE

5b.4.1 Pump House Monitoring and Maintenance (CLIN X009)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

GENERAL REQUIREMENTS

The work specified herein shall be provided to facilitate the successful and ongoing operation of an automatically controlled underground landscape irrigation system.

This contract will cover quarterly diagnostic, troubleshooting, and repair service, which includes emergency callback service, periodic inspections, and preventative maintenance of all above ground irrigation system components, controllers, control devices, pump stations and provide reports to COR/Facility Maintenance Worker no later than the 5th of each month.

The contractor shall be required to perform the following:

Perform all system inspection and maintenance tasks for the irrigation pump house. Daily computer monitoring during the irrigating season and once monthly during the fall and winter seasons. Check software event logs weekly to verify system has been operating properly. Adjust program settings in the software and make required program modifications to respond to site issues or problems as necessary.

Verify communication is intact between Central Control computer and all field controller devices. Check program schedules for proper operation and adjust if necessary. Verify system back-up function is programmed and working properly. Perform system back-up, provide back-up storage device to site manager for safe storage in remote locations. Verify all field controllers have back-up programs, adjust programs as necessary to allow for changing site conditions, seasonal changes, and cemetery staff needs. Verify that system Weather Station is operating properly. Perform preventive maintenance service to Weather Station to meet manufacturer's recommendations.

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

5b.4.2 Irrigation System Operation, Inspection and Maintenance (CLINs X010 – X017)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

UNDERGOUND SPRINKLER SYSTEM OPERATION, INSPECTION, AND MAINTENANCE: 12 MONTHS

SCOPE OF WORK

Work consists of operation and minor maintenance of the installed sprinkler system. Alabama National

Cemetery has approximately 27 acres of irrigated turf. The Contractor shall assume responsibility for the irrigation system “as is “; as irrigation system is operational and fully functional as per manufacturer specifications.

GENERAL REQUIREMENTS:

DESCRIPTION

The work specified herein shall be provided to facilitate the successful and ongoing operation of an automatically controlled underground landscape irrigation system, including system controllers and control devices, control valves, sprinkler heads, solenoids, accessible field wiring, and startup in the spring and shutdown in the fall. All underground pipe and wire required for irrigation system operation.

INSPECTIONS AND MAINTENANCE

This contract includes irrigation system startup and operation, as well as shutdown and winterization in the fall if required. It also includes regular diagnostic and repair service, including emergency callback service, and periodic inspections and preventative maintenance of all above-ground system components, controllers, control devices, and pump stations.

System shall be operated efficiently to keep turfgrass and other landscape plants healthy, without being over-watered or drought stressed. The contractor shall be required to perform the following:

Underground Irrigation Systems with Stand-Alone Controllers

• The Contractor shall provide detailed monthly report outlining the status of ongoing, completed, and upcoming repairs. The Government may request copies of receipts, and/or expenditures to verify ongoing maintenance is being completed in a timely and efficient manner. Additionally, the Contractor shall provide a monthly examination of irrigation system by walking site and performing a thorough inspection of grounds and irrigation components. Contractor shall observe the sprinkler for 2 full rotations in all zones. Ensure all irrigation heads are watering with a 40-foot overlap.

• During each inspection, the Contractor shall prepare a detailed list of all trouble spots and problem issues that are visibly identifiable. Additionally, review system operation with on-site operators to determine and record additional issues experienced during daily operation that may not be readily observable.

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

• Visibly inspect controller grounding grid for good mechanical connection.

• Verify operation of all irrigation valves and spray devices by manually running each station on each controller.

• When necessary, adjust spray devices to assure proper spray pattern and radius of water pattern. In the event of or in areas with known irrigation deficiencies, the Contractor shall manually operate the system by opening and closing the valves within the irrigation boxes located throughout the cemetery to ensure the Cemetery Turf remains well irrigated.

• When necessary, repair or replace broken or malfunctioning spray devicesdEC. Repair and replacement parts shall be furnished by the government. When replacing malfunctioning spray devices ensure the inserted spray nozzle corresponds to the correct spray pattern.

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

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

• As required, clean all filtering devices on irrigation system, including but not limited to mainline filters, drip line filter, and spray head filter devices.

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

• Provide annual Spring Start-Up and Fall shut down for the entire irrigation system. **Note:

Irrigation system and pump is operational year-round; however, it is typically not used during the dormant season for this region of Alabama, seasonal weather conditions (Typically November through February). Dormant season has historically been the most advantageous time to do preventive maintenance and conduct repairs as the system operation and is strictly for preventative maintenance and repairs.

• Ensure irrigation heads are ground level and do not present a safety concern/trip hazard.

The Contractor shall raise or lower irrigation heads as necessary.

• Repair and replace all PVC irrigation leaks/irrigation breaks in all irrigation pipes with a diameter of 6-inches or below.

Underground Irrigation Systems (Hunter ICC) Computer-based Central Control

Underground Irrigation Systems with Hunter ICC Computer-based Central Control. Shall be performed monthly when in operation, and specific items also addressed as needed when problems are noted, or more frequently if recommended by the manufacturer. Note** Contractor employees requiring access to the Rain Bird Irrigation Computer shall be required to sign in and sign out of the Maintenance

Building. A member of the Cemetery Staff must always escort Contractor employees.

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

• Ensure irrigation heads are ground level and do not present a safety concern or trip hazard. The Contractor shall raise or lower irrigation heads as necessary

When notified by the COR of possible damaged, broken, or inoperable irrigation turf rotors and irrigation box lids, the contractor shall schedule an inspection of the identified damaged, broke, or inoperable irrigation turf rotors and irrigation box lids within 72 hours. The contractor shall supply the

COR a written report as to his or her finding no more than five (5) days after being notified. The contractor shall furnish exact replacement items and equipment for any item needing to be replaced.

The contractor shall coordinate with the COR for a service repair start date and time range.

WORK NOT INCLUDED

Maintenance service shall not include the performance of any work required because of improper use, accidents, or negligence for which the contractor is not directly responsible. Maintenance shall not include the pump house or filters located inside the pump house.

Any work determined to still be under warranty from another entity shall be identified to the COR immediately. Remedial action may be taken to mediate damage to government property.

The COR may request contractor to make irrigation repairs as listed as identified. These repairs shall be separate from system maintenance and inspection.

5b.4.3 Mowing and turf edging, Weekly (CLIN X018)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

GROUNDS MAINTENANCE

SCOPE OF WORK

The contractor shall mow, stick edge, and trim all sodded areas within the cemetery and the perimeter tree line and walls.

GENERAL REQUIRMENTS

Bermuda Grass height of cut (H.O.C) shall be maintained at 2” inches or as directed by the COR. Cutting height shall be established as required in the Turf Maintenance Plan, with approval from the District

Agronomist.

MOWING: Typically, 38 to 43 weeks per year weather determined

SCOPE OF WORK

All Mowing shall be done a minimum of once a week during the growing season, (Typically Mid-February through November) or as directed by the COR. The growing season may require mowing twice weekly due to weather conditions to keep the turf from growing more than One half (1/2) inch above the maximum recommended height of 2” (Two) inches for Bermuda.