Attachment B- Irrigation Maintenance Performance Work Statement (SOW) .docx

Statement of WORK

IRRIGATION MAINTENANCE AND REPAIR

FORT SNELLING NATIONAL CEMETERY

7601 34TH Avenue south, Minneapolis, Minnesota, 55450

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 honor 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.

PERIOD OF PERFORMANCE

This is an Indefinite-Delivery, Indefinite Quantity requirement. The term of this contract shall be for a period from Date of contract award through 365 calendar days plus four (4) 1-year Options if exercised. Contractor shall submit an invoice electronically, in arrears, at the end of each month.

GENERAL REQUIREMENTS

a) All work shall be performed during normal cemetery hours of operation 7:30 AM through 4:00 PM local time, Monday through Friday. Work performed outside of normal work hours may be required, coordination must be made in advance for these instances.

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.

FEDERAL HOLIDAYS National Holiday’s shall be recognized in accordance with OPM guidance located at https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/SECTION A: TECHNICAL

SUMMARY OF WORK

Fort Snelling National Cemetery currently irrigates 180 acres along with 15 functional satellites, 352 zones, controlled by 371 valves, with approximately 4,250 sprinkler heads. Additionally, there are 82 standpipes and approximately 170 quick connects. The contractor shall furnish all resources (i.e. supervision, labor, transportation, parts, supplies, material, and equipment) necessary to fulfill all requirements and satisfactorily perform all services described in the SOW in a safe, orderly, timely, efficient, and workmanlike manner.

PERFORMANCE REQUIREMENTS

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

b) Work will primarily take place during spring and fall during start up and blowdown with the possibility of an occasional repair request in between those times.

c) The irrigation system starts at the first gate valve outside of the pump houses and is comprised of all piping, controllers, control valves, sprinkler heads and accessible field wiring.

d) During spring start up and fall blowdown work shall be continuous from the beginning of the process until the government has verified the job is complete. Any days that work will not be performed during the process will require prior approval.

e) The contractor shall:

· Provide a written plan for the systematic startup, repair, and blowdown of irrigation system during the onsite start up meeting no later than 1 week prior to beginning work in the spring.

· Provide COR and/or CO as appropriate with a daily report of work completed in the last 24hrs and planned work for the next 24hrs.

· Provide a final report of all work, repairs, materials used and discrepancies following both the spring startup/repair, and the winterization/fall blow down.

· Every effort should be made to complete all repairs as early in the irrigation season as possible but must be completed no later than May 23rd.

· Perform all work in such a way as to minimize disruption to the cemetery and daily operations.

· Ensure that by the end of the business day all work areas are cleaned and free of debris, tools picked up, excavations and valve boxes are covered.

· Make every effort to minimize the use of hand tools (i.e. pliers, channellocks etc.) when opening and closing zone valves.

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 irrigation maintenance services at frequencies specified by the government.

CLIN 0001 Full system blow-out/winterization in the fall of the irrigation/sprinkler system: Fall winterization shall be performed sometime between Sept 23 and Oct 15. The exact start date will be determined by the COR or CO as appropriate. Winterization shall include the following procedures that shall be performed in each zone.

· Blowout water using appropriate size air compressor. The contractor shall take measures to ensure to preclude excessive friction and heat buildup due in part, to rapid induction of forced pressurized air into the irrigation system during blowout.

· All valves should be opened a sufficient number of times to ensure water is completely expelled from the system.

· Reseal piping to prevent infiltration of ground water.

CLIN 0002 Full system start-up in the spring of the irrigation/sprinkler system: Spring start-up shall be performed as early in the season as possible once the threat of frost has passed. This could take place as early as April 1st but will be later than May 15th. The exact start date will be determined by the COR or CO as appropriate. Spring start-up shall include the following procedures that shall be performed in each zone.

· Check the system for obvious external damage and missing heads.

· Satellites shall be used to test for functionality to all irrigated areas. Manual operation of the valves to test the functionality of the system should only take place in the event that the satellite is unable to actuate the valve and must be annotated and reported to the COR.

· Fill the system and check for breaks, leaks, proper operation, and water distribution in all irrigated, and supply areas.

· Follow best practices regarding excavation, safely securing, proper storage or disposal of spoils and turf repair of any disturbed areas.

· Make the best possible attempt to keep repairs localized to as small an area as realistically possible.

· Fix or repair all breaks or leaks to the entire irrigation system.

· Recalibrate and adjust all aspects of each system and zone ensuring complete coverage of irrigated sections.

· Irrigation heads shall be checked for proper function, complete coverage and orientation. Any heads not meeting these criteria must be adjusted or repaired to ensure complete coverage. No head or valve shall be replaced until every effort has been made to repair and adjust it.

· Provide service within 24 hours for any repairs that can be attributed to winter frost damage after start-up has been completed.

CLIN 0003 Sprinkler head replacement in association with start-up or winterization: Any heads, valves, or other parts that cannot be repaired must be brought to the attention of the COR or CO as appropriate prior to replacement.

· Any heads, valves or other parts being replaced must be approved prior to replacement.

· All replacement parts must be of the same make, model, and manufacturer as the part being replaced.

· The system is primarily made up of, but not limited to:

· Toro 220 irrigation valves

· Toro 252 irrigation valves

· Toro 640 irrigation heads

· Toro 252 irrigation heads CLIN 0004 Water supply leak repairs: Water supply leak repairs are considered repairs to PVC/Poly pipe and or fittings that cannot be attributed to warrantee work due to improper blowdown.

There are no construction CLINS in the requirement.

Dignity Clause The Contractor and Contractor personnel are required to adhere to the following standards of dress and conduct while performing work in at Fort Snelling National Cemetery.

a) National Cemeteries are shrines. As such, Contractor personnel appearance and conduct shall always be professional and unobtrusive.

b) The Contractor is required to provide a matching uniform for each employee. Contractor personnel shall be fully clothed at all times, including long slacks or pants. Long or short sleeved shirt buttoned up from neck to waist. All clothing must match, and no off-colored, non-matching clothing will be allowed. This includes personal shirts, jackets, pants and hats or caps that are noticeable to the public and cemetery staff. Clothing shall be clean each day. Any soiled clothing may be cemetery work-related. T-shirts and/or tank tops as outer garments are prohibited. Boots shall have no holes or loose soles. Steel-toed boots shall be required in accordance with OSHA standards. Ear and eye protection will be required for contractor specific activities and will be in accordance with OSHA standards.

c) Contractor personnel shall not engage in loud or boisterous behavior or use profane or abusive language and show proper reverence during committal service. Contractor personnel will behave with appropriate decorum, courtesy, and respect while within the cemetery or at its’ perimeter or entrances. Shouting, cursing, use of personal radios, angry outbursts, sleeping, intoxication, smoking, spitting, unsafe driving of private or company vehicles, and violence or criminal acts of any kind shall not be tolerated and are cause for immediate removal from the cemetery.

d) Garments displaying a “message” or slogan” other than the Contractor’s business name is prohibited. Offensive tattoos shall be covered.

e) Contractor personnel 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. All trash left on cemetery grounds or roads will be cleaned up immediately by the Contractor.

f) 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.

g) Smoking is not permitted in or around any buildings within Fort Snelling National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. Nor is it allowed in burial sections, roadways or in contractor vehicles while on cemetery grounds. The COR and/or CO as appropriate will designate an area for smoking.

h) Questions from Cemetery visitors shall be politely answered by Contractor personnel or referred or directed to Cemetery personnel.

i) Contractor personnel shall not utilize cellphones or any device that will hinder safety while operating vehicles inside FSNC property. Texting and driving equipment are STRICTLY PROHIBITED and will be highly monitored.

j) Public restrooms at the cemetery are for visitors only. The Contractor is responsible for either providing a portable toilet that is maintained and kept clean or using restroom facilities off-site.

k) The Contractor will not dispose trash on cemetery grounds. Contractor shall use Contractor’s trash and recycle services to throw their trash away. This includes water bottles.

l) Failure to comply with the listed Dignity Clause may result in immediate removal of contractor personnel from cemetery grounds IAW 38 CFR 1.218(b), administrative fine(s), imprisonment, contract termination, and/or adverse past performance rating.

ROLES & RESPONSIBILITIES OF KEY PERSONNEL

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

a) Directing, overseeing, and coordinating the work involved.

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 coordinate 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 FSNC shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen or workwomen are prohibited from passing through the service area during this period.

a) To cause the least possible interference with cemetery activities, contract personnel shall stop (cease) all work in areas where services 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.

b) 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.

QUALITY CONTROL PLAN (QCP)

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 for how this service continuity will be maintained.

This paragraph establishes the minimum requirements for a quality control system to be provided and maintained by the Contractor. The Contractor shall ensure that the required services specified in this contract, meet the quality standards outlined in the contract. All work performed under this contract shall be of the highest quality, consistent with best industry practices, to assure timely provision of services, optimum tenant agency satisfaction, and adequate protection of Government assets. The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor work performed to ensure compliance with contract requirements. The results of all quality control inspections conducted by the Contractor shall be documented in inspection reports (warranted as presented) and provided to the COR and/or CO as appropriate as required. It is also applicable for subcontractors where Government inspection is required. In such cases, it is the Contractor’s responsibility to include in writing in each subcontract the use of this standard by his/her subcontractor. The Contractor must revise the plan at no additional cost to the Government during the life of the contract as necessary to ensure that contract objectives are met. All revisions must be accepted by the COR and/or CO as appropriate. The Quality Control Plan shall include, but not be limited to:

a) Task and Frequencies: A plan which indicates tasks to be performed and the frequency associated with each task, including all daily and periodic tasks.

b) Inspection Methods and Frequencies: An inspection system, which shall include all requirements listed in the Statement of Work and inspection procedures such as some or all the following methods: Type of inspection, frequency of inspection, acceptance/rejection criteria, disposition of rejected services, corrective action, error rate, and procedure for recording results of inspections. Specify areas to be inspected when inspections will occur and titles of individuals performing inspections. The QCP must identify how the Contractor will correct noted deficiencies immediately. Any changes to the inspection systems during the life of the contract must be accepted by the COR and/or CO as appropriate. The administrative methods the Contractor will use for identifying, correcting, and preventing defects in the quality of service performed before such a level of performance becomes unacceptable to the COR and/or CO as appropriate. The Contractor should include plans for revising job schedules as new and better ways are found to perform given tasks.

c) Roles and Responsibilities of Key Personnel: This must include the Contractor’s staffing levels (including supervision) depicting various job classifications. A roster by name and job title must also be provided. Roles and responsibilities of key personnel must be clearly identified as well as addressing responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts must be identified. Job descriptions including tasks are also required.

d) Records and Files: A description and/or samples of the forms, records, reports, and files the Contractor intends to utilize and keep on-site, which will indicate both the inspections conducted by the Contractor and necessary corrective action taken (as appropriate). Copies of all QCP related inspection reports and other documents shall be made available to the COR and/or CO as appropriate when requested. All such documents shall be maintained at the service location for the life of the contract, unless this requirement is waived in writing by the COR.

e) Employee Training: The Contractor must identify how quality training of his employees at the facilities specified in this contract will take place. The Contractor must specify when and where training will take place, as well as the proposed content of training classes.

f) Safety: The Contractor is responsible for safety / precaution training of Contractor employees performing work under the contract. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor-to-Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety boots such as steel-toe, safety glasses, hearing protection devices, and other required Personal protective equipment (PPE), as coordinated by the COR and/or CO as appropriate.

QUALITY ASSURANCE PLAN

a) General: The procedures and methods established in this Quality Assurance Plan will serve as a guide for all parties involved to ensure that the VA/NCA receives the services paid for and specified in this contract.

b) Records: A record keeping system of Contractor work performance shall be established and implemented by the COR and/or CO as appropriate for the services involved. The COR and/or CO as appropriate shall inspect work performed and submitted by the Contractor for acceptance after Contractor has approved the work from its workers. The Government reserves the right to reject any work that does not meet contract specifications. Work rejected by the COR and/or CO as appropriate shall be re-performed without cost to the Government.

c) Daily Activities or Progress Report: Daily, the Contractor shall provide a written progress report to the COR and/or CO as appropriate of all work completed at Fort Snelling National Cemetery. If there are problems or issues adversely affecting the progress of the contract, a detailed explanation shall be given in the report.

d) Payment: The Contractor shall submit an invoice in arrears for all services rendered after acceptance of the work performed. Prior to certification of payment, invoices shall be verified by the COR and/or CO as appropriate for accuracy against all Daily Progress Reports submitted by the Contractor for the billing period.

e) Partnering: To have an effective contract administration program that also ensures a successful business relationship between VA/NCA and the Contractor, all parties involved in the service delivery process must work as a team and always foster open and honest communication. Close coordination and active cooperation on a continuous basis between the Contractor and those representing the Contracting Officer are necessary to ensure a clean, safe, and healthy working environment, and a well-maintained national cemetery.

f) NCA/Contractor Meetings: An initial step in avoiding disputes and claims is to settle minor problems and misunderstandings at the lowest possible level. Accordingly, the Contractor or the Contractor's on-site representative shall bring all concerns to the COR and/or CO as appropriate as soon as the concern becomes known. A mutual effort shall be made to resolve all problems identified during these meetings.

g) Performance Evaluation: Both the Contractor and the Government, at the time of contract award, have agreed upon all terms and conditions as stated in the contract. During the life of the contract, contractor performance will be documented by means of written inspections, minutes of meetings, visitor surveys and records which will be retained as part of the official contract file.

h) Effectiveness of Quality Control: The COR and/or CO as appropriate shall assess the effectiveness of the Contractor's Quality Control Program through review of reports required of the Contractor, service delivery information, customer interaction, and by means of visual inspections.

i) Service Delivery: The quality and timeliness of the Contractor's performance of the scheduled program will be used to assess the overall service delivery. If the Contractor's performance remains less than satisfactory or fails to adhere to the contract specifications, the Government may contract for the services and charge the Contractor for all costs incurred, including administrative costs.

j) Performance Objectives/Inspection Methods and Frequencies: NCA representatives will make tours and inspections through the Grounds and other areas covered by this contract with the COR and/or CO as appropriate, to ascertain the level of services being performed. The Contractor will be informed of satisfactory, marginal, unsatisfactory performance or not completed by the COR and/or CO as appropriate. The inspections will be carried out in the following manner:

a. Random Sampling: The COR and/or CO as appropriate will inspect daily/weekly progress through random inspections of a section or job.

b. Periodic Work: All areas identified for periodic work will be inspected by the COR and/or CO as appropriate upon completion.

c. Visual Observations of work processes and progress.

INSPECTION AND ACCEPTANCE

Criteria for evaluative performance:

a) If Government inspection reports indicate performance deficiencies, the COR and/or CO as appropriate may require the Contractor to explain, in writing, why performance was unacceptable, how performance will be returned to acceptable levels at no additional cost to Government, and how recurrence of the problem(s) will be prevented in the future. The COR and/or CO as appropriate will evaluate the Contractor's explanation.

b) Upon notification by COR and/or CO as appropriate, the Contractor may be required to re-perform or perform late any or all defective work disclosed by Government inspection, including incomplete performance. Where the Government so elects, the Contractor shall be notified promptly after inspection that specified defective services must be re-performed or performed late, and completed within a reasonable time, as specified by the Government. In such cases, the Government shall re-inspect the work designated for re-performance or late performance, and the Contractor may be liable for any damages sustained by the Government including, for example, the costs associated with re-inspection. All re-performance by the Contractor will not be a reimbursable cost.

c) Re-performance, and the acceptance of re-performance (or late performance), will be determined by the CO or COR on an individual service work item basis.

d) The Government reserves the right to have any or all the existing deficiencies corrected by other means. Unless expressly excused by COR and/or CO as appropriate, the Contractor shall be financially liable for the full cost/expenses associated with having these deficiencies corrected (e.g., deducted from monthly payment, withholding from future payment, etc.).

e) In accordance with FAR clause 52.212-4, invoices will not be approved until any performance deficiencies have been corrected to acceptable standards.

USE OF CEMETERY FACILITIES

1. The Government will not be responsible for any loss, damage, or theft of Contractor items.

1. The Government will not furnish a storage building for use by the Contractor to store supplies and equipment. The cemetery has an unsecured lot reserved for contractors that will be available for temporary storage. No utilities of any kind will be provided.

1. The Government will NOT furnish a rest room facility to include temporary port-o-pots. Public restrooms are available.

PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT, UTILITIES, AND IMPROVEMENTS

1. Restore any areas disturbed in performance of this contract which may require restoration (as deemed appropriate by the COR and/or CO as appropriate); and will be deemed incidental to the contract. Areas outside of the service limits impacted by operations of the contract shall be returned to the state it was found prior to the service areas. All adjacent disturbed surfaces shall be repaired to the same quality standards of the existing work and shall also match the adjacent areas.

1. Damage to Government property: The Contractor (including Contractor’s employees, subcontractors, consultants or the like) shall be responsible for repair or replacement of any Contractor damaged cemetery structure, to include turf, curb, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, plant beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor. The Contractor shall bear all costs associated with replacement and reinstallation. All adjacent disturbed surfaces shall be repaired to the same quality standards of the existing work and shall also match the adjacent areas. Any such damage shall be brought to the immediate attention of the COR and/or CO as appropriate prior to repair, replacement, or installation.

Irrigation zones:

Cemetery map:

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