S02_Attachment 4_Headstone Maintenance Scope of Work JBNC.pdf

STATEMENT OF WORK

NATIONAL CEMETERY ADMINISTRATION

JEFFERSON BARRACKS NATIONAL CEMETERY

HEADSTONE MAINTENANCE SERVICES

DESCRIPTION OF SERVICES

The Contractor shall provide all management, manpower, supervision, equipment, materials and supplies necessary to provide headstone maintenance services as described herein. The Contractor shall comply with all applicable Veterans Affairs, National Cemetery Administration, Jefferson Barracks National Cemetery Complex (JBNCC) Directives, Handbooks, Policies and Standing Operating Procedures (SOP) for all work performed including applicable OSHA safety requirements and NCA Operational Standards and Measures. The Contractor shall also adjust/modify work procedures, as required, to comply with updates, changes or additions to policies, procedures, directives, handbooks, etc., from the VA, NCA, JBNCC and or OSHA. Work on this contract will be performed at Jefferson Barracks National Cemetery. Work under this solicitation is expected to commence on or about April 1, 2025.

BACKGROUND

National Cemeteries are National Shrines that honor our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemeteries conduct both casketed and cremation burials, receiving many visitors, therefore, standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each national cemetery receives from the public, strict adherence to contract specifications, terms and condition 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 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 grave markers that mark those gravesites and memorialize the service of individuals.

PERIOD OF PERFORMANCE

The term of this contract will be for a period from award date – TBD through TBD. Delivery of all items under this contract is subject to inspection and acceptance by the NCA Contracting Officer’s Representative (COR).

GENERAL REQUIREMENTS

(a) All work shall be performed during normal cemetery hours of operation, 8:00am - 4:30pm local time Monday thru Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends at the discretion and approval of the Contracting Officer (CO) and VA Contracting Officer’s Representative (COR). Contractor may make a written request to the CO and COR to work outside of the normal work hours when needed to carry out the specifications of this contract. Contractor must conduct services outlined below and according to the contract during all interment and operational days when the cemetery is open regardless of weather conditions.

(b) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation, which may include Federal Holidays and Weekends. The following is a list of all Federal holidays:

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Fourth of July

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

(c) Place(s) of Performance: Jefferson Barracks National Cemetery.

CEMETERY LOCATION

Jefferson Barracks National Cemetery (hereafter called “JBNC;”

180,000 burial sites with headstones and columbarium niches)

2900 Sheridan Rd St. Louis, MO 63125

(314) 845-8355

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contract requirements.

SECTION DESCRIPTION

A.1.1 Set New Initial Upright Headstones

A.1.2 Set Replacement Upright Headstones

A.1.3 Set New Initial Flat Markers

A.1.4 Set Replacement Flat Markers

A.1.5 Headstone Cleaning

A.1.6 Headstone Raise and Realignment

A.1.7 Headstone Fine Tune Alignment

A.1.8 Haul excess soil material off site

A.1.9 Sunken gravesite repair (Casket)

A.1.10 Sunken gravesite repair (Cremation)

A.1.1 Set New Initial Upright Headstones

Work consists of setting approximately 3,500 new initial upright headstones on gravesites.

Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed. Reference attachments C-G as necessary for guidance specifications.

Upright white marble headstones (provided by NCA/Cemetery) are to be used at JBNC as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Headstones shall be properly set on the correct gravesite within ten (10) calendar days of delivery to the contractor by the COR. 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) Blank headstones are received at JBNC and unloaded by the Government. The Government is responsible for the unloading of headstones from the delivery truck, inspecting the headstones for damage and reporting defects to cemetery staff.

Headstones identified by the COR as damaged or after inspection of inscription (on-site inscriber) as incorrect shall be removed/destroyed by the government.

(C) Headstones shall be properly set on the correct gravesites within (10) calendar days of delivery to the contractor by the COR. In transporting or storage of headstones, they shall be protected by the contractor from damage during transport throughout the cemetery. The COR shall designate a suitable area for storage of headstones to protect the headstones from the weather and avoid damage or staining. The headstones may be stored by resting them on their bottom edge and leaning them against the wall at a safe angle. Several headstones 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. 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 specified by the COR. 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 Pre-placed Crypts (PPC), 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 (approval of material required by cemetery) 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 , ensuring the headstone will not sink, 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 with sod or government provided seed applied, based on COR guidance. 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 with tall fescue sod from a sod farm approved by the cemetery or government provided seed applied, based on COR guidance. 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. The Contractor shall report and provide a written list no later than 12:00pm Central time on their daily planned headstone settings to the COR.

d. The contractor will pick up the headstones from the COR designated storage area and deliver the headstones to the roadside area of the proper gravesite section using contractor provided vehicle or equipment. Delivery of the headstone from roadside area to gravesite will only be accomplished with hand dolly or similar type lightweight dolly equipment as needed and appropriate to prevent turf damage and/or rutting from occurring. At no time are there to be motorized vehicle or equipment driven on any turfed areas. No tools or equipment are to be left unattended at any time on a grave site for any reason.

e. Any headstones broken or damaged by the Contractor shall be reported to the

COR at time of discovery each working day to allow time for JBNC staff to make corrections 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 CO and COR.

f. Headstones will be removed from their sockets by using wooden clamps, 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. 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. 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.

h. 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 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.

1.1.2 Set Replacement Upright Headstones

Work consists of setting approximately 2700 replacement upright headstones on gravesites.

Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed. Reference attachments C-G as necessary for guidance specifications.

Upright white marble headstones (provided by NCA/Cemetery) are to be used at Jefferson Barracks National Cemetery (JBNC) 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 Procedures for setting replacement upright Headstones are the same as outlined in A.1.1 except that the previous headstone socket will be used (unless damaged) for the replacement headstone. Amount of work and time to complete each replacement headstone is significantly less than an initial upright headstone. 5-10 minutes is sufficient due to the headstone socket already being in place.

A.1.3 Set new initial flat markers

Work consists of setting approximately 8 new initial flat markers on gravesites. Contractor shall make every effort to ensure proper square, location, and alignment of all flat markers installed. Flat markers are installed to be uniform in height (parallel with the ground and no more than 1” above ground level) and aligned horizontally, vertically, and diagonally. Reference attachments C-G as necessary for guidance specifications.

Granite flat markers (provided by NCA/Cemetery) are to be used at Jefferson Barracks National Cemetery (JBNC) as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Flat markers 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 granite flat markers are approximately 24 inches long x 12 inches wide x 3 inches thick and weigh approximately 100 pounds.

A.1.4 Set Replacement Flat Markers

Work consists of setting approximately 75 new initial flat markers on gravesites. Contractor shall make every effort to ensure proper square, location, and alignment of all flat markers installed. Flat markers are installed to be uniform in height (parallel with the ground and no more than 1” above ground level) and aligned horizontally, vertically, and diagonally. Reference attachments C-G as necessary for guidance specifications.

Granite flat markers (provided by NCA/Cemetery) are to be used at Jefferson Barracks National Cemetery (JBNC) as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Flat markers 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 granite flat markers are approximately 24 inches long x 12 inches wide x 3 inches thick and weigh approximately 100 pounds. Amount of work and time to complete each replacement flat marker is significantly less than an initial flat marker. 5-10 minutes is sufficient due to the flat socket already being in place.

A.1.5 Headstone Cleaning

Work consists of cleaning 30,000 upright headstones on gravesites. Government-approved cleaning agent (D2, Weatherzyme) and clean water shall be used to clean headstones. Cleaning techniques with water shall include high pressure spraying, scrubbing, and rinsing. “Clean” under this contract means the headstones shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc. Distributing D2 / Weatherzyme on the headstone / marker should be completed within 1-2 minutes. Pressure washing a typical headstone should be completed within 3-5 minutes per headstone / marker. An additional 3-5 minutes may be required for severely soiled headstones / markers.

A) When pressure washing is utilized, the pressure shall not exceed 500 psi at a minimum distance of 12 inches between nozzle and headstone. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended on older headstones. Excessive soil shall be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

B) Use a cleaning product specifically designed to clean headstones each year. Acceptable

Products: ‘D/2 Biological Solution by D/2 Biological Solutions, Inc.; or COR-approved equal.

Follow manufacturer’s printed instructions for product mixing and application. Protect turf from injury. Avoid contact between cleaning agent and turf exposed to direct sunlight. Initially clean two headstones using the approved cleaning agent as a test area to determine efficacy of cleaning and to observe for damage done to turf. COR shall inspect and track results.

Adjust ratio of water to product and retest as stated above. Continue with cleaning of headstones when directed by COR.

A.1.6 Headstone Raise and Realignment

Work consists of raise and realigning 2,000 upright headstones on gravesites. 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. Reference attachments A-G as necessary for guidance specifications.

A) Government personnel will perform an inspection of all headstones utilizing the gravesite layout maps and burial register to verify the exact location of each headstone and name on each headstone prior to any raise and realignment work. Government personnel will also video each headstone. All required raise and realignment verification documentation will be uploaded to the Midwest District (MWD) share site prior to the contractor beginning work.

B) Removal/Handling/Storage of Headstones: If headstones are to be removed, prior to their removal they shall be verified by the contractor using gravesite layout 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.

C) 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. 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)

D) 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”.

E) 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”.

F) 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.

G) 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.

H) 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.

I) 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.

J) 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.

K) 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.

L) 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.1.7 Headstone Fine Tune Alignment (FTA)

Work shall consist of adjusting alignment of 30,000 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 headstones plumb and aligned. Contractor will bring the headstone to plumb (vertical). This may be accomplished by two persons, one to sight along headstone rows and columns to guide plumb adjustment (left/right) while the other remains 10 to 15 headstones ahead (along the row) utilizing a wooden tamping/pry stick to guide the adjustment. A stringline may be utilized to guide the adjustment. Once complete, the contractor will verify plumb of each headstone utilizing an electronic level or torpedo level. Contractor will ensure the initial “Key” headstone is properly aligned prior to using it as a reference to adjust others.

A) Upright headstones in current active burial sections are installed to be uniform in height (24”- 26” above ground); horizontally, vertically, and diagonally aligned; and inscription visible. A deviation from the height requirement is acceptable to ensure a pleasing top line is achieved to compensate for ground contours. In areas where smaller than standard size headstones occur (Civil War type), coordinate the measurements, dimensions, and layout of these headstones with COR. Typically the Civil War type headstones are set at 18-20 inches above grade and located by aligning the faces of the headstones along the rows and aligning the centerline of the headstones down the columns. Minor deviations in the less than nominal height is permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. Contractor will notify the COR of any headstone being adjusted that is visibly extremely short or tall as compared to surrounding headstones.

B) FTA process is non-extrusive and is completed without the use of tools. Typical headstone FTA should take no more than 1 minute per headstone.

C) If a headstone needs a height adjust, the contractor will notify the COR and continue to only adjust the plumb as required. The contractor shall not remove the headstone to make any height adjustments.

D) Headstones shall not be removed from their respective gravesites.

A.1.8 Haul excess soil material off site

The contractor shall remove excess soils material from dirt barn area as designated by the JBNC

COR.

a) Haul up to 2,080 cubic yards (CY) of excess soil material from the JBNC dirt barn area annually. (10 CY per truck load X 208 loads = 2,080 CY)

b) Contractor must ensure that every effort is made to keep roads clean, any dirt spillage shall be the responsibility of the contractor to clean up. Travel route shall be free of any dirt spillage by the end of the workday.

c) Contractor shall be responsible for erosion control in the form of a silt fence installation along the adjacent creek elevation of the excavation.

d) Contractor shall be courteous and respectful to funeral services, funeral processions, and cemetery visitors. COR shall provide daily schedules and disseminate any possible operational delays that might be encountered in daily cemetery operations.

e) Contractor shall provide Jefferson Barracks/COR with a load count at the end of each day.

Pick-up hours shall be from 0800-1530 Monday- Friday.

A.1.9 Sunken gravesite repair (Casket)

An unsightly grave is defined as any gravesite that has subsided two (2) inches or more from the existing adjacent grade or turfgrass has an unsightly appearance. Standard casketed gravesites excavated and backfilled are approximately three (3) and one-half (1/2) feet wide and approximately eight (8) feet long. The COR shall identify unsightly (sunken) casketed gravesites requiring repair and the contractor shall commence gravesite repairs upon COR discretion.

a) Repair of unsightly (sunken) graves shall be accomplished within 15 days of identification.

Work consists of removal (cutting) of existing turf, refilling sunken graves with cemetery provided backfill plus black soil materials to match grade and replacement of original turf.

Backfill portion of gravesites needing repair shall be tamped to standards. Instances where the original turf is unfit for replacement, the COR shall be notified for replacement of turf.

A.1.10 Sunken gravesite repair (Cremation)

An unsightly grave is defined as any gravesite that has subsided two (2) inches or more from the existing adjacent grade or turfgrass has an unsightly appearance. Cremains gravesites excavated and backfilled are approximately three (3) by three (3) feet. The COR shall identify unsightly

(sunken) cremation gravesites requiring repair and the contractor shall commence gravesite repairs upon COR discretion.

Repair of unsightly (sunken) graves shall be accomplished within 15 days of identification. Work consists of removal (cutting) of existing turf, refilling sunken graves with cemetery provided backfill plus black soil materials to match grade and replacement of original turf. Backfill portion of gravesites needing repair shall be tamped to standards. Instances where the original turf is unfit for replacement, the COR shall be notified for replacement of turf.

SECTION B: ROLES AND RESPONSIBILITIES

B.1 USE OF CEMETERY FACILITIES AND UTILITIES

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

b) The Government may provide limited storage, shop area and utilities, if available. Space offered will be in “as-is" condition. Prior to making any modifications or alterations to the space, Contractor shall obtain written approval from the COR. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

c) The Government shall not provide the Contractor with any fuel storage, equipment, or telephones. If available, electric and gas utilities at the designated work and storage areas will be provided for purposes of contract performance only. The contractor will be responsible for the cleaning and maintaining of any Government spaces provided for their use. The Contractor will also be responsible for the cost of any utilities, such as sewer, water, electric, heat(gas), internet services, and trash removal, associated with their use of the Government facility. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, and unsanitary conditions.

d) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, used parts, etc. in accordance with manufacturers recommendations.

e) Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

f) Government buildings, service shelters and customer public restrooms are off limits except for necessary work such as trash or debris removal.

B.2 OPERATIONS AND STORAGE AREAS

a) The Contractor shall store all supplies and equipment at their own off-site facilities unless the Government provides and designates appropriate area(s) on site approved by the

COR.

b) The Contractor shall use only established roadways or use temporary roadways constructed by the Government.

c) When materials are transported in performance of work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads.

d) Contract personnel are subject to the Cemetery rules of conduct. In addition to items listed elsewhere in this contract, the Contractor is responsible for ensuring that no contract work causes any committal service, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

e) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by other contractors. Keep roads clear of materials, debris, stationary equipment, and vehicles at all times.

B.3 UTILITY INTERRUPTIONS

a) No utility services such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of the

COR.

b) Contractor shall submit a request to interrupt any such services to COR, in writing, 48 hours in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption.

c) Contractor will be advised (in writing) of approval of request, or of which other date and/or time such interruption will cause least inconvenience to operations of Cemetery.

Interruption time approved by the cemetery may occur at other than Contractor's normal working hours.

d) To minimize interference of daily operational activities with flow of Cemetery traffic, the

Contractor is to keep roads, walks and entrances to grounds, to parking and to occupied areas of buildings clear of materials, debris and standing equipment and vehicles. At least one lane must be open to traffic at all times.

B.4 PROTECTION & DAMAGE

a) The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) within the cemeteries which are not to be removed and which do not interfere with the work required under this contract. If any limbs or branches of trees are broken during contract performance or by the careless operation of equipment by workmen, the Contractor shall trim those limbs or branches with a clean cut, remove, and properly dispose of from the site as defined herein.

b) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the

Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

B.5 RESTORATION

a) Contractor shall remove, cut, alter, replace, patch and repair existing work as necessary.

Except as otherwise shown or specified, shall not disturb any water, steam, gas, or electric services without prior approval of the COR or designee. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original construction, except as otherwise shown or specified.

b) Upon completion of contract, existing work (lawns, paving, roads, walks, buildings, utilities, facilities, etc.) disturbed, removed or damaged as a result of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR. Lawns, paving, roads, walks, buildings, utilities, facilities, etc. shall be repaired / refinished and left in as good condition as existed before contract commencement. All restoration work shall be accomplished without undue delay and jointly inspected by the COR and Contractor thirty (30) days prior to contract completion.

c) The Contractor, at its own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen/sub-contractors to existing piping, conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone - if applicable), to the work performed under this agreement, which are not scheduled for discontinuance or abandonment.

B.6 CONTRACT ADMINISTRATION

a) Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract. Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

b) Contractor’s work schedule will account for daily cemetery activities and operations and minimize any disruptions. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Schedule services.

(iii) Verification / certification of payments to the Contractor for services rendered.

c) All administrative contract functions are the responsibility of the VA Contracting Officer.

Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

d) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide a list of Government personnel authorized to act as COR.

B.7 CONTRACTOR RESPONSIBILITIES

a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than extreme snow cover, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

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

c) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor will also be responsible for any utilities such as sewer, water, heat(gas), electric, internet services, and trash removal associated with their use. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

d) The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and/or utilities at the designated work areas may be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions.

e) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An accessible SDS (Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

f) No maintenance or repair of Contractor equipment shall be done on cemetery property without the COR’s approval.

g) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

h) The Government is not responsible for any costs associate with repairing or replacing

Contractor(s) property while on cemetery property.

i) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

j) The Contractor shall provide adequate safety warning devices, barricades, and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

k) At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

l) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Missouri.

m) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident.

This shall be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

B.8 STANDARDS OF EMPLOYEE CONDUCT

Contractor and Contractor personnel are required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor and Contractor Personnel --

a) Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

b) Shall not engage in loud or boisterous behavior or use profane or abusive language and show proper reverence during committal service.

c) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

d) Contractor personnel shall not lean, sit or stand on or against headstones or monuments.

No tools, equipment or other items shall be placed or leaned on headstones or monuments.

e) SMOKING is not permitted in any buildings with the National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. The COR will designate an area for smoking.

B.9 ROLES & RESPONSIBILITIES OF KEY PERSONNEL

On Site Manager: The Contractor shall provide an English speaking “On-Site Manager” who shall be on-site at all times during contract performance. The Site Manager shall be responsible for the following:

a) Directing, overseeing and coordinating the work involved while ensuring the planned work is completed correctly and in a timely manner each day.

b) Staying abreast of all upcoming cemetery functions including special holiday events and interment activities

c) Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

d) The On-Site Manager shall re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided.

Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities.

Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

Note: To cause the least possible interference with cemetery activities, contract personnel shall stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony.

a) The Contractor/On-Site Manager shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

B10. QUALITY CONTROL PLAN (QCP)

A COMPLETE QUALITY CONTROL PLAN (QCP) SHALL BE ACCEPTED BY THE CONTRACTING

OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

The contractor shall prepare and implement a written quality control plan as described below. The Contractor must maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity will be maintained. Plans (deliverables) are described as follows:

This paragraph…