S02_Attachment 1_Headstone Maintenance Scope of Work Northwoods.pdf

SCOPE OF WORK HEADSTONE MAINTENANCE

NORTHWOODS NATIONAL CEMETERY, 4520 Lakewood Road, Harshaw, WI 54529

NCA MISSION

NCA honors Veterans and their eligible family members with final resting places in national shrines and with lasting tributes that commemorate their service and sacrifice to our Nation.

NATIONAL CEMETERY BACKGROUND AND SOW STANDARDS:

National Cemeteries are National Shrines that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, in addition to the Dignity Clause, the Contractor’s strict adherence to the specifications of the Operational Standards and Measures (please review this additional attached document file) shall be required and shall be 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 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.

GENERAL REQUIREMENTS

(a) All work shall be performed during normal cemetery hours of operation 8:00AM, through 4:30PM local time Monday through Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends. All coordination shall be made through the CO not the COR. Contractor may make a written request to the Contracting Officer (CO), in advance, to work outside of the normal work hours when needed to carry out the specifications of this contract.

(b) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. Except for Memorial Day and Veterans Day, work is normally not conducted on Federal holidays.

The following is a list of all Federal holidays:

FEDERAL HOLIDAYS (Holidays observed by the Federal Government, per the US Office of Personnel Management website, Federal Holidays (opm.gov)

*This holiday is designated as "Washington’s Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law.

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required grounds maintenance services at frequencies agreed upon by the Contractor and, the Contracting Officer Representative (COR), and the Cemetery Director. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services.

BASE YEAR

LINE ITEM

NUMBER

SECTION

DESCRIPTION

A.4.1

Excavate assigned casket gravesite, place and lower casket, backfill grave, tamp grave, place temporary marker on gravesite, and neatly stake straw matting in place to cover exposed soil.

A.4.2

For assigned urn gravesite, remove sod, excavate urn (cremation) gravesite, place and lower urn, backfill grave, tamp grave, place temporary marker on gravesite.

A.4.4

Remove and reset headstone(s) at the head and/or foot of the casket gravesite being excavated. (6 occurrences)

A.4.8

Headstones: Receive, set, & align them (for initial and subsequent interments).

0011 A.4.11 Headstone Raise & Realign 0013 A.4.13 Headstone, niche cover, memorial marker destruction/disposal

A.1.1 Excavate assigned casket gravesite, place and lower casket, backfill grave, tamp grave, place temporary marker on gravesite, and neatly stake straw matting in place to cover exposed soil. Turfgrass sod over cremains and casket burial sites shall be removed by the Contractor, then later placed on the gravesite to conclude the backfill operation. Contractor shall provide new sod in cases where the existing sod/turfgrass is not suitable to be replaced on the gravesite. Care must be taken to keep the final grass surface smooth and graded with the surrounding area, and to best facilitate re-establishment of the turfgrass. The Contractor shall prepare the gravesite with topsoil (tamp, level, and rake). Contractor shall remove sod prior to opening gravesites and set aside (in growing season) for replacement back on gravesite upon closing and dressing of gravesite. Contractor is responsible for taking necessary steps to re-establish sod on gravesites. Sod shall be hand-watered daily until sod is fully established; the irrigation system will not be used for the purpose of establishing sod on individual gravesites. If sod fails to take and blend with adjacent turf within three weeks (21 days), contractor is responsible for providing and replacing sod and ensuring gravesite has well maintained appearance that blends with adjacent turf. No gravesite shall have bare areas. An exception to the sod requirement is during winter/non-growing season; during this time, the contractor shall maintain the appearance of the gravesites by raking the earth over the gravesite and or by placing matting/straw/mulch to reduce mud and an unkept appearance. When the growing season begins, the contractor will be responsible for providing and replacing sod on all winter graves within 30 days on the gravesites where there has not been any sod placed and removing any matting/straw/mulch that was in place.

All gravesite excavations for casketed and cremated remains (cremains) shall be completed by the Contractor no less than one and one-half (1 ½) hours prior to the committal service. Gravesite excavations will not be performed by the Contractor prior to the duty day without prior approval from the CO. 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 (NOK) no later than one and one-half (1 ½) hours after the committal service.

It will be the COR’s responsibility to notify the Contractor of any underground utilities (see ATTACHMENT G) in the vicinity of gravesite excavation. In turfgrass areas, prior to permitting excavation equipment in the burial section, the Contractor shall provide and place turf protection mats/panels along the path of entry to the gravesite and on the turf area surrounding the gravesite to protect the turf from damage from the equipment used to excavate the graves, exceptions will be requested through the CO on a case by case basis.

Gravesites measure 3’ x 8’ for preplaced crypts and 4’ x 10’ for traditional and oversized preplaced crypts, 3’ x 3’ and 4’ x 4’ for in-ground cremation. The COR will advise the Contractor on the required type (See below), depth, and position prior to any excavation or niche opening operation.

Contractor should probe all full interments prior to excavation to assure adequate depth for 2nd interment. COR shall be notified immediately of insufficient depth to accomplish interment.

(A) Caskets, Traditional: The graves shall be excavated to five (5) feet in width by ten (10) feet in length and to a depth of seven (7) feet (first interment) or to five (5) feet (second interment), to be determined by the COR.

(B) Caskets, Crypts (Pre-Placed Crypts -PPCs): The graves shall be excavated to three (3) feet in width by eight (8) feet in length and to a depth sufficient to expose and allow the lifting of the crypt lid.

(C) Cremains, In-Ground (IGC): The graves shall be excavated to approximately 18 inches square and three (3) feet deep, or to a depth to ensure there is at least 18 inches of fill on top of the Urn.

(D) Cremains, Columbarium: The niche cover will be removed momentarily in preparation to receive the cremation urn.

When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to an existing vault, poly or concrete liner, or casket not being deep enough, the Contractor shall notify the COR immediately. After notification to the COR, the remains of the first interment shall be removed.

All excavated soil shall be removed from the gravesite area prior to the scheduled interment and brought back in to backfill the grave. Excess backfill may be stored in the cemetery spoils area;

however, once this area becomes full, it is the Contractor’s responsibility to remove excess backfill and spoils from the Cemetery and properly disposed of at the Contractor’s expense.

For burials in pre-placed crypts (PPCs), the Contractor shall excavate down to the crypt lid and remove the crypt lid using appropriate and safe techniques. All lifting and lowering straps/devices shall be provided by the Contractor and must be inspected and properly tagged/marked according to NCA safety and OSHA regulations. A Contractor-provided spotter MUST be always present during the operation of an excavator or similar heavy equipment within any burial section on cemetery grounds. At least one person with proper Personal Protective Equipment (PPE) shall assist the equipment operator with the lid lifting device and spotting the operation. The spotter shall ensure the strap or chain hooks/vault lid lifting device is/are seated safely to the four attachment points. At that time the spotter shall move safely out of the grave and assist with guiding the lid as the equipment operator carefully lifts the lid off the crypt and to the side of the excavation. The operator shall lift the lid straight up and ensure the lid does not swing excessively while moving it to the side.

When the grave is opened, the Contractor shall be responsible for removing any headstone(s) needed to ensure access for the vault and the remains and subsequently reinstalling headstone(s) removed. All open excavated graves, including pre-placed crypts, shall be properly protected, and secured to prevent unauthorized access to the excavation by visitors, NCA staff, or contractor employees.

The Contractor shall transfer the remains in a dignified manner from the committal service area to the proper gravesite following all NCA policies. The Contractor shall be required to lower casketed remains into the gravesite with a mechanical lowering device (Contractor furnished) in a safe and efficient manner, with dignity, and without damage to the casket. For burials in pre-placed crypts, the Contractor shall lower casketed remains directly down into the open crypt, place the provided inside shelf (divider) and position the concrete lid bevel along the entire perimeter.

The Contractor shall be required to place the government-furnished poly or concrete liner around the casket for a traditional gravesite. Backfill material immediately between the government-furnished poly or concrete liner and the excavation shall be sufficiently non-compressive to allow for more solid compaction without the aid of equipment to reduce subsequent ground settlement.

The material should be relatively uniform in size to aid in self-compaction and large enough to avoid migration into surrounding soils, for example, sand.

Backfill material on top of the government-furnished poly or concrete liner and or on top of the concrete lid shall be sufficiently pliable to allow voids to be filled for more solid compaction to reduce subsequent ground settlement. Backfill shall be brought to established grade in one (1) foot intervals, maximum. Each interval shall be thoroughly compacted by means of an approved mechanical or hand tamper. Backfill should not be mounded but should conform to existing grades. The Contractor shall remove all unusable dirt, rocks, roots, and other types of objects from the cemetery grounds.

If the excavation is five (5) feet or deeper, a worker is prohibited from entering the gravesite until the sides of the grave are shored in a safe manner in accordance with OSHA standards.

If the grave has an existing headstone, it shall be removed and carefully placed in an area near the gravesite on a stand such as 4” x 4” blocks and covered with proper protection. If the gravesite is a casket, then the headstone may be placed on top of the PPC and covered when backfilled. If the site is an IGC, then the headstone shall be removed from the site and destroyed to no longer be recognized or legible in anyway as a headstone and then the fragments disposed of properly. The Contractor must place a new temporary marker with both names (first and second interment in accordance with proper NCA policy), centered and level in place of the previous headstone.

As backfilling is completed and compacted, the remaining three (3) inches shall be filled with topsoil and then place the sod and ensure level and with grade.

The Contractor shall place the temporary marker on the grave so that it is in alignment with other temporary markers and other headstones ensuring an aligned, dignified, and uniform appearance.

All floral arrangements left at the gravesite by the funeral party shall be neatly arranged upon the grave and removed when they become unsightly. All stands from floral wreaths shall be removed prior to placing the wreath flat on the grave.

See below for gravesite diagram and handling of multiple interments. The conditions in diagram “D” will occur only rarely, usually when the minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family group. When the remains are in a small casket (diagram “E”), they shall be placed in the lower corner of the gravesite, at a depth of seven (7) feet, permitting room for an additional like burial at the head of the first at a depth of seven (7) and the second at five (5) feet.

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). This is permissible provided the site encroached upon has been or shall be utilized as shown in diagram “A” or “B” below.

Unusual conditions may require occasional deviations from the methods indicated. For cases not covered herein, the Contractor shall consult with the COR for advice on determination of action to be taken with he approval of the CO. Contractor is responsible for performing the movement of caskets and or vaults and urns where necessary for second/subsequent interments and for the opening and closing of gravesites for the facilitation of dis-interments when requested.

Casket or cremated remains may on occasion be removed from the national cemetery upon request of the next of kin. When this is allowed, the Contractor shall be notified of the name, gravesite number, date, time, and the entity removing the remains.

Special care shall be shown to adjacent graves and headstones to avoid or minimize damage.

Contractor personnel shall reopen the grave to one (1) foot above the top of the casket or casket container. Family-contracted personnel (e.g., Funeral Home), shall complete the disinterment, including removal of liner/vault, removal of casket and or remains. Cemetery contracted staff are prohibited from any activities other than the opening of the grave other than to close the grave in accordance with proper procedures outlined above as when interring remains.

Cremated remains that are inurned may be fully uncovered. Contractor personnel shall not remove urn/liner or otherwise participate in any other aspects of the disinterment operation. Only family contract personnel and or family members are authorized to remove the container.

Following the disinterment, the Contractor shall return the gravesite to normal by backfilling and removing the headstone or marker and conducting proper disposition of the headstone or marker in accordance with NCA and Cemetery Policy.

Damaged urns/containers shall be reported immediately to the COR.

Contractor will also properly document location and take photo using the global positioning system/geographic information system provided in compliance with NCA policy and directives.

A.1.2 For assigned urn gravesite, remove sod, excavate urn (cremation) gravesite, place and lower urn, backfill grave, tamp grave, place temporary marker on gravesite.

Turfgrass sod over cremains sites shall be removed by the Contractor, then later placed on the gravesite to conclude the backfill operation. Contractor shall provide new sod in cases where the existing sod/turfgrass is not suitable to be replaced on the gravesite. Care must be taken to keep the final grass surface smooth and graded with the surrounding area, and to best facilitate re-establishment of the turfgrass. The Contractor shall prepare the gravesite with topsoil (tamp, level, and rake). Contractor shall remove sod prior to opening gravesites and set aside (in growing season) for replacement back on gravesite upon closing and dressing of gravesite. Contractor is responsible for taking necessary steps to re-establish sod on gravesites. Sod shall be hand-watered daily until sod is fully established; the irrigation system will not be used for the purpose of establishing sod on individual gravesites. If sod fails to take and blend with adjacent turf within three weeks (21 days), contractor is responsible for providing and replacing sod and ensuring gravesite has well maintained appearance that blends with adjacent turf. No gravesite shall have bare areas. An exception to the sod requirement is during winter/non-growing season; during this time, the contractor shall maintain the appearance of the gravesites by raking the earth over the gravesite and or by placing matting/straw/mulch to reduce mud and an unkept appearance. When the growing season begins, the contractor will be responsible for providing and replacing sod on all winter graves within 30 days on the gravesites where there has not been any sod placed and removing any matting/straw/mulch that was in place.

All gravesite excavations for cremated remains (cremains) shall be completed by the Contractor no less than one and one-half (1 ½) hours prior to the committal service. Gravesite excavations will not be performed by the Contractor prior to the duty day without prior approval from the CO. 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 (NOK) no later than one and one-half (1 ½) hours after the committal service.

It will be the COR’s responsibility to notify the Contractor of any underground utilities (see ATTACHMENT G) in the vicinity of gravesite excavation. In turfgrass areas, prior to permitting excavation equipment in the burial section, the Contractor shall provide and place turf protection mats/panels along the path of entry to the gravesite and on the turf area surrounding the gravesite to protect the turf from damage from the equipment used to excavate the graves, exceptions will be requested through the CO on a case by case basis.

Gravesites measure 3’ x 8’ for preplaced crypts and 4’ x 10’ for traditional and oversized preplaced crypts, 3’ x 3’ and 4’ x 4’ for in-ground cremation. The COR will advise the Contractor on the required type (See below), depth, and position prior to any excavation or niche opening operation.

Contractor should probe all full interments prior to excavation to assure adequate depth for 2nd interment. COR shall be notified immediately of insufficient depth to accomplish interment.

(A) Caskets, Traditional: The graves shall be excavated to five (5) feet in width by ten (10) feet in length and to a depth of seven (7) feet (first interment) or to five (5) feet (second interment), to be determined by the COR.

(B) Caskets, Crypts (Pre-Placed Crypts -PPCs): The graves shall be excavated to three (3) feet in width by eight (8) feet in length and to a depth sufficient to expose and allow the lifting of the crypt lid.

(C) Cremains, In-Ground (IGC): The graves shall be excavated to approximately 18 inches square and three (3) feet deep, or to a depth to ensure there is at least 18 inches of fill on top of the Urn.

(D) Cremains, Columbarium: The niche cover will be removed momentarily in preparation to receive the cremation urn.

When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to an existing vault, poly or concrete liner, or casket not being deep enough, the Contractor shall notify the COR immediately. After notification to the COR, the remains of the first interment shall be removed.

All excavated soil shall be removed from the gravesite area prior to the scheduled interment and brought back in to backfill the grave. Excess backfill may be stored in the cemetery spoils area;

however, once this area becomes full, it is the Contractor’s responsibility to remove excess backfill and spoils from the Cemetery and properly disposed of at the Contractor’s expense.

For burials in pre-placed crypts (PPCs), the Contractor shall excavate down to the crypt lid and remove the crypt lid using appropriate and safe techniques. All lifting and lowering straps/devices shall be provided by the Contractor and must be inspected and properly tagged/marked according to NCA safety and OSHA regulations. A Contractor-provided spotter MUST be always present during the operation of an excavator or similar heavy equipment within any burial section on cemetery grounds. At least one person with proper Personal Protective Equipment (PPE) shall assist the equipment operator with the lid lifting device and spotting the operation. The spotter shall ensure the strap or chain hooks/vault lid lifting device is/are seated safely to the four attachment points. At that time the spotter shall move safely out of the grave and assist with guiding the lid as the equipment operator carefully lifts the lid off the crypt and to the side of the excavation. The operator shall lift the lid straight up and ensure the lid does not swing excessively while moving it to the side.

When the grave is opened, the Contractor shall be responsible for removing any headstone(s) needed to ensure access for the vault and the remains and subsequently reinstalling headstone(s) removed. All open excavated graves, including pre-placed crypts, shall be properly protected, and secured to prevent unauthorized access to the excavation by visitors, NCA staff, or contractor employees.

The Contractor shall transfer the remains in a dignified manner from the committal service area to the proper gravesite following all NCA policies. The Contractor shall be required to lower casketed remains into the gravesite with a mechanical lowering device (Contractor furnished) in a safe and efficient manner, with dignity, and without damage to the casket. For burials in pre-placed crypts, the Contractor shall lower casketed remains directly down into the open crypt, place the provided inside shelf (divider) and position the concrete lid bevel along the entire perimeter.

The Contractor shall be required to place the government-furnished poly or concrete liner around the casket for a traditional gravesite. Backfill material immediately between the government-furnished poly or concrete liner and the excavation shall be sufficiently non-compressive to allow for more solid compaction without the aid of equipment to reduce subsequent ground settlement.

The material should be relatively uniform in size to aid in self-compaction and large enough to avoid migration into surrounding soils, for example, sand.

Backfill material on top of the government-furnished poly or concrete liner and or on top of the concrete lid shall be sufficiently pliable to allow voids to be filled for more solid compaction to reduce subsequent ground settlement. Backfill shall be brought to established grade in one (1) foot intervals, maximum. Each interval shall be thoroughly compacted by means of an approved mechanical or hand tamper. Backfill should not be mounded but should conform to existing grades. The Contractor shall remove all unusable dirt, rocks, roots, and other types of objects from the cemetery grounds.

If the excavation is five (5) feet or deeper, a worker is prohibited from entering the gravesite until the sides of the grave are shored in a safe manner in accordance with OSHA standards.

If the grave has an existing headstone, it shall be removed and carefully placed in an area near the gravesite on a stand such as 4” x 4” blocks and covered with proper protection. If the gravesite is a casket, then the headstone may be placed on top of the PPC and covered when backfilled. If the site is an IGC, then the headstone shall be removed from the site and destroyed to no longer be recognized or legible in anyway as a headstone and then the fragments disposed of properly. The Contractor must place a new temporary marker with both names (first and second interment in accordance with proper NCA policy), centered and level in place of the previous headstone.

As backfilling is completed and compacted, the remaining three (3) inches shall be filled with topsoil and then place the sod and ensure level and with grade.

The Contractor shall place the temporary marker on the grave so that it is in alignment with other temporary markers and other headstones ensuring an aligned, dignified, and uniform appearance.

All floral arrangements left at the gravesite by the funeral party shall be neatly arranged upon the grave and removed when they become unsightly. All stands from floral wreaths shall be removed prior to placing the wreath flat on the grave.

See below for gravesite diagram and handling of multiple interments. The conditions in diagram “D” will occur only rarely, usually when the minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family group. When the remains are in a small casket (diagram “E”), they shall be placed in the lower corner of the gravesite, at a depth of seven (7) feet, permitting room for an additional like burial at the head of the first at a depth of seven (7) and the second at five (5) feet.

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). This is permissible provided the site encroached upon has been or shall be utilized as shown in diagram “A” or “B” below.

Unusual conditions may require occasional deviations from the methods indicated. For cases not covered herein, the Contractor shall consult with the COR for advice on determination of action to be taken with he approval of the CO. Contractor is responsible for performing the movement of caskets and or vaults and urns where necessary for second/subsequent interments and for the opening and closing of gravesites for the facilitation of dis-interments when requested.

Cremated remains may on occasion be removed from the national cemetery upon request of the next of kin. When this is allowed, the Contractor shall be notified of the name, gravesite number, date, time, and the entity removing the remains.

Special care shall be shown to adjacent graves and headstones to avoid or minimize damage.

Contractor personnel shall reopen the grave to one (1) foot above the top of the casket or casket container. Family-contracted personnel (e.g., Funeral Home), shall complete the disinterment, including removal of liner/vault, removal of casket and or remains. Cemetery contracted staff are prohibited from any activities other than the opening of the grave other than to close the grave in accordance with proper procedures outlined above as when interring remains.

Cremated remains that are inurned may be fully uncovered. Contractor personnel shall not remove urn/liner or otherwise participate in any other aspects of the disinterment operation. Only family contract personnel and or family members are authorized to remove the container.

Following the disinterment, the Contractor shall return the gravesite to normal by backfilling and removing the headstone or marker and conducting proper disposition of the headstone or marker in accordance with NCA and Cemetery Policy.

Damaged urns/containers shall be reported immediately to the COR.

Contractor will also properly document location and take photo using the global positioning system/geographic information system provided in compliance with NCA policy and directives.

A.1.3 Remove and reset headstone(s) at the head and/or foot of the casket gravesite being excavated. (6 occurrences) This section outlines Upright Headstone realignment requirements. Raise, Lower, Realignment, Reset, and Backfill services consist of extracting, resetting, aligning backfilling, and tamping/compacting upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites. (See ATTACHMENT C, HEADSTONE RAISE AND REALIGNMENT for drawing diagrams and layout diagrams.) HEADSTONES SHALL NOT BE REMOVED FROM THEIR

RESPECTIVE GRAVESITES.

A) Removal/Handling/Storage of Headstones: If headstones are to be removed, prior to their removal they shall be verified by the contractor using grave plot maps provided by the COR.

Verify the accuracy of these maps with COR prior to removing any headstones. Headstones shall not be removed from their gravesites. Place headstone flat side down on supports when necessary. Do not lean headstones against any object. Headstones shall be handled and stored in a dignified manner.

B) Headstones shall be removed from their sockets by using wooden and/or metal clamps. If metal clamps are used the area that contacts the headstone shall be protected with a rigid fabric that shall prevent damage to, and marking of, the headstone. Clamps shall be attached to a Bob Cat or similar machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. Contractor is responsible for restoring all damages caused to turf and headstones during performance of this work. Headstones are to be raised and/or lowered in the following manner: (Note: In areas where smaller than standard size headstones shall occur, coordinate specified measurements and dimensions of required work with COR)

C) Shallow and Correct Depth Headstones Set in Earth: Earthen sockets are to be dug to a depth of 21 inches below finished grade. Place minimum 3-inch-deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone shall extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil.

Compact topsoil to 85 percent relative density and seed per “Turf Maintenance”.

D) Deep Headstones Set in Earth: Earthen sockets are to be filled to a depth of 18 inches below finished grade. Place minimum 3-inch-deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone shall extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Maintenance”.

E) For Straight Rows: Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8-inch or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones or keystones, in irregular terrain where sloping and uneven ground conditions exist, all headstones shall be set at proper heights and levels to provide a flowing transition through uneven terrain. Raised and realigned headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play.

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

(21) inches that shall cause the headstone to settle below height requirement.

G) The measurements between rows of headstones and headstones within each row shall differ from one section to the next due to the use of differing burial patterns; discuss with COR where this is found to occur. These measurements shall be adhered to as closely as possible. Headstones shall be accurately and precisely reinstalled on the correct gravesites with the utilization of grave plot maps.

H) Headstones are chosen to be “key” stones. All headstones determined to be keystones are stones identified by the COR that are set off the burial section’s permanent control markers.

All keystones are to be identified at beginning, middle, and the end of 72-feet grids. These keystones are to be aligned by leveling front and back and side-to-side, and raised or lowered to a height of 24-26 inches above topsoil level. Constant quality control is to be maintained and is required on all keys.

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

If the first row is rejected by the COR, the contractor shall at no additional cost to the Government reset the rejected stones before proceeding in that section. It is the Contractors responsibility to notify the COR 24 hours in advance of when each of these inspections shall be needed.

J) Heavy strings or lines must run along the backs, sides, and tops of these keystones. The string or line is required to be provided by the contractor. These lines are to be marked with the proper measurements (size of section) for the section being aligned. All remaining headstones in the row are then aligned along the strings front to back and side-to-side even with the measured marks on the line. Each headstone is leveled and plumbed front to back and side-to-side keeping the back of the headstone along the string and the side of the headstone along the measured mark. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8 inch, or less. Each headstone is also raised or lowered as necessary to ensure a uniform measurement of 24-

26 inches above topsoil level. The headstone is then aligned along the string front to back and side-to-side even with the measured mark on the line. The headstone is leveled and plumbed front to back and side-to-side keeping the back of headstone along the string and the side of the headstone along the measured mark.

K) The alignment of the headstones shall be checked frequently during this process because the tamping shall move the headstone out of level or off the mark on the line. This process of raising and realigning is repeated for each row of headstones. Upright headstones in all completed work areas shall be firmly set and anchored in place with no movement from forces subjected by the COR. The Government reserves the right to require the contractor to pull suspect stones to verify that the correct base material and specified depths have been achieved. Any stone pulled under this requirement shall be pulled and reset at no additional cost to the Government.

A.1.4 Headstones: Receive, set, & align them (for initial and subsequent interments).

Work consists of setting new or replacement headstones on gravesites and realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the COR. Approximately 175 headstones will require setting annually and approximately 175 will require removal/replacement and destruction. Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed.

Upright white marble headstones (provided by NCA/Cemetery) are to be used as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Headstones shall be installed within ten (10) calendar days of delivery or within the sixty (60) day period from date of order, whichever comes first. Standard upright marble headstones are approximately 42 inches long x 13 inches wide x 4 inches thick and weigh approximately 230 pounds.

The Procedure for Headstone Setting and the replacement of Headstones is as follows:

(A) The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the Government.

(B) Headstones/niche covers are received and unloaded by the contractor via forklift provided and operated by the contractor. Contractor personnel are responsible for the unloading of headstones from the delivery truck, inspecting the headstones for damage (documenting any damage and reporting to the COR immediately). Additionally, they are responsible for breaking down the pallet of headstones onto staging area racks and shall remove glue, cardboard or crating material from the headstones that has adhered to the surface for COR quality and inscription inspection. Contractor is responsible for removal of all packing material and pallets from Cemetery property at contractor cost.

Headstones identified by the COR as damaged or after inspection of inscription as incorrect shall be moved by the contractor to a designated area determined by the

COR.

(C) Headstones shall be properly set on the correct gravesites within (10) calendar days of delivery to the cemetery. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting them on their bottom edge and leaning them against the wall at a safe angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor’s handling or negligence, the cost of replacement will be borne by the Contractor. The COR shall designate a suitable area for storage of the stones. An inscription and quality inspection will be accomplished by the COR upon receipt. Defective headstones will not be set.

Replacement headstones will be ordered by Cemetery staff.

(D) Headstones shall be lifted and transported or set by at least two (2) people.

(E) 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 or at a distance designated by the COR. Headstones shall be set vertically plumb in all directions in all cases – in line vertically (top line), and laterally as well as diagonally with headstones of adjacent graves using top string line, front of headstone string line, and a side of headstone string line. Maximum vertical, lateral and diagonal (traverse) tolerance of any headstone off the alignment string lines and or marks shall be less than 1/8”. All measurements and string line set ups and row layouts shall be taken from established burial section layout control point grid monuments, not from previously set headstones.

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

(G) If there are cases where headstone sockets need to be realigned/shifted, and or re-dug, the headstone sockets to receive headstones shall be dug by hand and or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the grade level to the top of the arc of the headstone. The Contractor shall not dig a headstone socket wider than twelve (12) inches x twenty (20) inches in length or deeper than twenty (20) inches with aggregate that may cause the headstone to settle below height requirements.

(H) The alignment of the headstones should be checked frequently during this process because the tamping may move the headstone out of level or off the mark on the line.

Upright headstones in all section shall be firmly set and anchored in place with no movement from forces subjected by the COR.

(I) Headstones are to be set in the following manner:

a. On PPCs, sockets for headstones are to be dug down to the crypt lid, then, if needed to achieve the correct height, moistened, crushed limestone base material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) is to be added and tamped to full compaction in the bottom of each socket to the proper depth needed for the headstone to set on and extend 24-26 inches from the top of grade to the top of the arc on the headstone. After each headstone is placed into its socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (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, and ultimately achieved with each headstone rigidly set.

b. If a headstone is to be installed where there is no PPC or headstone containment box, the depth of the socket shall be dug to a maximum depth of twenty (20) inches and then a minimum of three (3) inches of crushed limestone base material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) supplied by the contractor is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that 24-26 inches of the headstone extends from top of grade to the top of the arc of the headstone. After the headstone is placed in the socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (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 and ultimately achieved with each headstone rigidly set.

c. On a precast concrete urn crypt, the precast headstone containment box is to be uncovered and lid removed. The filter fabric lining within the containment box shall be kept in place to cover the weepholes in the bottom. Ice (if present) shall be removed by and at the contractor’s expense with either heat or de-icer, but not to damage the containment box (hammer, chisels, such tools not to be used to remove ice considering the damage they may cause to the containment box).

Moistened Crushed Limestone Base Material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be added and compacted at the bottom, if needed for proper headstone height. After the headstone is placed into the socket and its correct height confirmed, Moistened Crushed Limestone Base Material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be placed around all sides of the headstone and tamped to full compaction at each three (3) inch vertical interval to the top of the containment box. Care must be taken during installation or compaction to not break or crack the containment box. 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.

d. The Contractor shall report at the end of the day on their daily headstone settings in writing to the COR.

e. Any headstones broken or damaged by the Contractor shall be reported to the Cemetery Director or COR at time of discovery each working day to allow time for staff to make correction and to ensure the grave is properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at the Contractor’s expense. All grid or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor’s expense. Curbs, roads, walks, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

f. Headstones will be removed from their sockets by using wooden, and or metal clamps. If metal clamps are used the area that contacts the headstone must be protected with a rigid fabric that will prevent damage and marking of the headstone. Clamps may be attached to a Bob Cat or similar Machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. Contractor is responsible for the correction and restoration to original condition all areas where damages were caused to turf and headstones during performance of this work.

g. Once the COR or his/her designee has identified a headstone for disposal (due to damage, inscription change, or second interment) the Contractor shall take the following actions: Move the headstone to an area of the maintenance yard located out of the view of the public. Break the headstone into pieces using a maul or sledgehammer so that the inscriptions are not legible. Dispose of the broken headstone pieces at the contractor’s expense as directed by the COR.

Headstones shall not be used for any purpose other than their intended use.

The Contractor shall maintain a log of all disposed headstones. This log shall track the Name, date of disposal and the location of disposed headstone.

h. Adjustment (raising, lowering, or otherwise realigning newly set headstones due to initial settling, improper compaction or contractor error will be the responsibility of the Contractor, and will be at the Contractor’s expense.

i. If there is a problem with realigning a specific marker, a report shall be sent to the COR providing a detailed explanation, 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 install and compliance by the COR; any adjustment, raise, lower or realignment of headstones during this warranty period shall be at the Contractor’s expense. Adjustment, raising, lowering and/or realigning newly set headstones due to initial settling, improper compaction or Contractor error will not constitute Headstone Raise, Lower, Realign, Reset, backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

A.1.5 Headstone Raise & Realign This section outlines Upright Headstone realignment requirements. Raise, Lower, Realignment, Reset, and Backfill services consist of extracting, resetting, aligning backfilling, and tamping/compacting upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites. (See ATTACHMENT C, HEADSTONE RAISE AND REALIGNMENT for drawing diagrams and layout diagrams.) HEADSTONES SHALL NOT BE REMOVED FROM THEIR

RESPECTIVE GRAVESITES.

L) Removal/Handling/Storage of Headstones: If headstones are to be removed, prior to their removal they shall be verified by the contractor using grave plot maps provided by the COR.

Verify the accuracy of these maps with COR prior to…