Fort Michell National Cemetery Complete Grounds Maintenance Services

COMPLETE GROUNDS MAINTENANCE - STATEMENT OF WORK

B.1 DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

GENERAL INFORMATION

This Statement of Work describes the basic objectives of Ft. Mitchell National Cemetery.

B.2 INTRODUCTION

The Department of Veterans Affairs, National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. Ft. Mitchell National Cemetery is a satellite cemetery of Alabama National Cemetery Complex and is one (1) of five

(5) cemeteries administered by the National Cemetery Administration in the State of Alabama that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis.

B.3 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation.

There are approximately 155 National Cemeteries in 39 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. As the final resting place for our nation’s heroes, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there, therefore strict adherence to the following specifications is essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation.

Critically important is the awareness required when scheduling and performing work to not interrupt cemetery operations.

1. The overall responsibility of the Contractor is to plan and perform the activities associated with statements of work as described herein, which are required to maintain an acceptable appearance of the cemetery grounds in accordance with National Cemetery Administration Operational Standards and Measures (Attachment 1).

2. National cemeteries are a resting place for our nation’s heroes, and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there. The NCA mission: “The NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation”.

Fort Mitchell National Cemetery is in Russell County, Fort Mitchell, Alabama. The cemetery’s anticipated burial rate is 650-750 a year.

a. Site features include a Main Entrance with retaining wall and floral beds, Administration Building with floral beds, Maintenance Building with truck entrance, Maintenance Compound, two (2) Committal Shelters, a Flag Assembly Plaza, Columbarium with floral beds, Memorial Trail with floral beds, extensive landscaping with trees, shrubs, and ground cover. While Turf is a mixture of 419, Celebration, and Tiftuff Bermuda, the goal of the cemetery is to have Tiftuff Bermuda only.

b. National Cemeteries are National Shrines, as codified in 38 U.S. Code § 2403 (c), “All national and other veterans’ cemeteries under the control of the National Cemetery Administration shall be considered National Shrines as a tribute to our gallant dead …”.

Therefore, the standards of maintenance and appearance at all Nation Cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications described in this statement, which are based on the National Cemetery Administration, National Shrine Commitment, Operational Standards and Measures, is mandatory.

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

d. The National Cemetery Administration, National Shrine Commitment, Operational Standards and Measures should be considered as goals and requirements for the performance of key operational processes and should be applied at both open and closed national cemeteries where work is done by either a Federal or Contract workforce.

B.3.1 ATTACHMENTS

1. National Cemetery Administration, National Shrine Commitment, Operational Standards and Measures

2. Fort Mitchell National Cemetery Grounds Maintenance Plan

B.4 PLACE OF PERFORMANCE

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

Cemetery Address Acreage Required Services

Fort Mitchell National Cemetery

553 Highway 165

Fort Mitchell, AL 36856

56 developed irrigated acres

Complete Grounds Maintenance Services

B.5 DESCRIPTION OF SERVICES

The National Cemetery Administration (NCA), Fort Mitchell National Cemetery have an immediate need for Grounds, Facilities Maintenance, Interment Support, and Headstone Services. Contractor shall provide all labor, equipment, supervision, and supplies necessary to complete Grounds Maintenance, Facilities Maintenance, Interment Support, and Headstone Services necessary to ensure the services are performed at Fort Mitchell National Cemetery in a manner that will promote and maintain healthy grass, trees, shrubs, and plants while presenting a clean, neat, and professional appearance throughout.

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

All work shall be performed during normal workdays from 8:00am – 4:30pm local time (Monday thru Friday - excluding Federal Holidays). Work performed outside of normal work hours shall be at the discretion and approval of the VA Contracting Officer's Representative (COR).

The Period of Performance for this project shall consist of a Base Period of twelve (12) months and four (4), one (1) year, Option Periods (if exercised).

The contractor shall perform all work utilizing the best management and safety practices.

The contractor shall understand and meet all current applicable NCA Operational Standards and Measures (Attachment 1). Minor changes to standards and measures shall be at no cost to the government (i.e., timeline to perform tasks).

The contractor shall coordinate work in advance with COR to minimize the impact on cemetery operations. COR shall be notified in writing of all completed work by close of business each day, but no later than 10:00am the next business day.

TABLE OF CONTENTS

B.6 HEADSTONE MAINTENANCE

B.6.1 Headstone Receiving, Preparation, and Transportation

B.6.2

Headstone Installation and Setting, All First Interment, Subsequent (R2) and replacement Headstones

B.6.3 Headstone Raise and Realign (Based on Gravesite Assessment Report (GAR)) Results

B.6.4 Headstone Fine Tune Alignment (Based on Gravesite Assessment Report (GAR)) Results

B.7 GROUNDS MAINTENANCE

B.7.1 Gravesite Sod Installation (Casket/Vault)

B.7.2 Mowing Turf Areas

B.7.3 Mowing non-turf area

B.7.4 Edging of Walkways, Curbs, and Other Horizontal Surfaces

B.7.5 Headstone, Marker, Monument and Other Vertical Surface Trimming

B.7.6 Sunken Grave Repair, to include sod installation – includes spot watering of repaired areas during establishment period

B.7.7 Grounds & Turf repair

B.7.8 Top Dressing

B.7.9 Leaf, Trash and Debris Collection and Removal; (Daily occurrence - Invoiced Monthly)

B.7.10 Sweeping/Blowing Off Roadways and Concrete Surfaces (Daily Occurrence – Invoiced Monthly)

B.8 IRRIGATION SYSTEM MAINTENANCE

B.8.1 Pump Monitoring and Maintenance

B.8.2 Irrigation System Operation, Inspection, And Maintenance

B.9 PLANT MATERIAL AND TREE MAINTENANCE

B.9.1 Maintenance of Plant Beds, Shrubs, and Bushes

B.9.2 Mulching – Removal of All Existing Mulch; Placing New, Fresh Mulch in All Mulch Beds

B.9.3 Tree Trimming/Pruning/Maintenance to include Tree Removal

B.9.4 Core Aerification (Aeration) & Dethatching.

B.10

TURF MAINTENANCE

B.10.1 Fertilization

B.10.2 Weed Control: Herbicide Treatment/Application

B.10.3 Gypsum or Dolomitic Lime Application

B.10.4

Insecticide Treatment/Application

B.10.5 Fire Ant Control/Treatment/Monitoring

B.10.6 Fungicide

B.11 Operational Flow Chart Warm Season Turfgrass Areas

B.12 Weather Storm Damage and Debris Clean-up

B.13

FACILITIES MAINTENANCE, CLEANING AND PRESSURE

WASHING

B.13.1

Cleaning of Headstones and Markers

B.13.2 All concrete surfaces, to include, but not limited to curbs, gutters, sidewalks; Flag Assembly Area; bench, floral vase & trash receptacle bases & pads

B.13.3 Entrance Way, Walls, Caps, Columbarium & Memorial Walls

B.13.4 All Buildings and structures

B.13.5 Floral vase & trash receptacles

B.13.6 Maintenance of Benches

B.14 SERVICE SUPPORT ACTIVITIES

B.14.1 Weekend / Holiday Burial Support

B.14.2 Ceremony Event Support

B.15 GOVERNMENT CONTRACT MANAGEMENT

B.15.1 Contracting Officer

B.15.2 Contracting Officer’s Representative (Cor)

B.15.3 Contractor Staffing Requirements

B.15.4 Site Supervisor Requirements

B.15.5 Employee Requirements

B.15.6

Contractor/Employee Code of Conduct

B.15.7 Work Hours/Schedule

B.15.8 Contractor Furnished Items

B.6 Headstone Maintenance

GENERAL REQUIREMENTS

INSPECTION/VERIFICATION/ACCEPTANCE PROCEDURE – ALL HEADSTONES

Headstones are delivered to the Cemetery Maintenance Building and unloaded by the transport company.

The transport company driver shall provide a Bill of Lading (BOL) and/or packing slip to cemetery personnel. Cemetery Personnel shall visually inspect packaging material for signs of obvious damage. If damage is observed, cemetery personnel shall immediately notify the COR and provide photographic evidence of the damage. If damage is present, the Bill of Lading shall indicate that damage was present to the packaging material, and the delivery driver and the receiving cemetery personnel shall sign it and provide signed copy to the COR. The COR shall notify appropriate personnel of damage and initiate the reorder process.

Initially accepted headstones shall have packaging removed but not disposed of until the headstone has been completely inspected and accepted by the COR or designated cemetery personnel. Should damage (scrapes, chips, etc.) be found after removal of packaging material, the contractor shall notify the COR immediately. The COR shall take photographs of the damaged headstone and packaging material and reject the headstone. The COR shall notify appropriate personnel of damage and initiate the reorder process.

Headstones shall be placed against a flat vertical wall, one stone deep, for inspection by the COR or designated cemetery personnel. The delivery date shall be marked in an inconspicuous location towards the bottom of the headstone.

The responsibility for ordering headstones, checking for inscription accuracy, and initial inspection for damages shall be that of the Government. Headstones rejected for any reason shall be marked, with an “X” and not set. Rejected headstones shall be moved by the contractor to a designated area, determined by the COR, and shall be destroyed by cemetery personnel.

Upon inspection and acceptance of headstones, the COR or designated cemetery personnel shall coordinate installation of headstones. The contractor shall transport headstones to the appropriate location for installation.

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

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

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

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

*The contractor shall report daily headstone settings in writing to the COR no later than 2:30pm on the date of setting to ensure proper gravesite placement verification.

EQUIPMENT AND SUPPLIES

The Contractor shall provide all supervision, labor, equipment, tools, applicators, hoses, OSHA approved Personal Protective Equipment (PPE) and other supplies necessary to receive and transport headstones at the Ft. Mitchell National Cemetery.

The contractor shall be responsible for providing all transportation equipment, headstone removal devices (devices must be capable of pulling approximately 250lbs), supervision, labor, supplies, materials, and applicable personal protective equipment (PPE) required to complete the scope of work as outlined below.

Turf tires are required for all vehicles traveling on cemetery turf. Contractors shall board into areas to mitigate turf damage.

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete the job.

Any damage to headstones, cemetery fixtures, grounds or equipment during ground maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility of the Contractor at no cost to the Government.

B.6.1 Headstone Preparation and Transportation to Gravesite

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

SCOPE OF WORK

Work consists of placing headstones against a flat vertical wall, one stone deep, for inspection by the COR or designated cemetery personnel.

Headstones shall be ready for inspection by cemetery personnel no later than the next business day. All Headstones must be inspected by the COR or cemetery designated personnel within four (4) days of delivery. Rejected headstones will be transported, by the Contractor, to the government maintenance yard for destruction by cemetery personnel.

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

B.6.2 Headstone Installation and Setting, All First Interment, Subsequent (R2) and replacement Headstones All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of setting new or replacement headstones on gravesites and resetting or realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the COR. Approximately 600 headstones shall require setting annually.

PROCEDURE, NEW AND REPLACEMENT HEADSTONES

Headstones verified and accepted by Fort Mitchell National Cemetery Personnel shall be properly set on the correct gravesites within ten (10) calendar days of delivery to the cemetery.

When transporting or storing headstones, they shall be protected to avoid damage or staining from weather and crating materials.

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

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

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

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

When setting headstones on in-ground cremation sites the headstone will be centered on the top edge of the gravesite. No twelve (12) inch-off set required. (in-ground cremation sites are 4x4 feet).

After headstone is installed and finished the temporary marker will be placed next to the headstone until installation inspections are completed. Temporary markers will be removed by cemetery staff.

All upright headstones shall be set at a cemetery recommended height of 26 inches from the finished grave (soil surface) to the top of the arc. Where a considerable number of adjacent stones are reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch above cemetery recommended height may be permissible in the above ground projection when the stone is initially set.

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

If there are cases where headstone sockets need to be dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that a recommended 26 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 24 inches that may cause the headstone to settle below height requirement unless approved by the Contracting Officer Representative (COR)

The alignment of the headstones should be checked frequently during the installation/setting process because the tamping may move the headstone out of plumb or alignment. Proper Plumb shall be achieved by inspecting the headstone front to back and left to right with a four (4) foot digital level. Proper Plumb measurements are 89° – 90°. Upright headstones in a section shall be firmly set and anchored in place with no movement from forces subjected by the COR as applied when inspecting installed/set headstones for quality.

Headstones are to be set in the following manner:

On pre-placed crypts, sockets for headstones are to be dug down to the crypt lid, then, to achieve the correct headstone height, contractor supplied stone dust or crushed aggregate (stone) material (graded aggregate sizes ranging from crushed powder fines up to 1/8 inches maximum) is to be added and tamped to full compaction in the bottom of each socket. The proper depth needed for the headstone to set on and extend a recommended 26 inches of the from the surface soil level to the top of the arc of the headstone. After each headstone is placed into its socket and its correct height confirmed. native soil or clay is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.)

If a headstone is to be installed where there is no pre-placed crypt, the contractor shall utilize the pre-placed headstone containment box otherwise known as the “beam system.” The depth of the socket shall be dug in the soil to a depth appropriate to reach the headstone containment box. A minimum of 3 inches of stone dust or crushed aggregate material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 1/8 inches maximum) is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that recommended 26 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. After the headstone is placed into the socket and its correct height confirmed, native soil or clay is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.)

Any headstones broken or damaged by the Contractor shall be reported to the COR immediately to ensure proper marking of the gravesite. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR.

Any grid or sectional monuments disturbed, displaced, or broken by the Contractor shall be reported immediately to the COR and shall be replaced by the Contractor at no expense to the government. All grid or sectional monuments disturbed, displaced, or broken by the Contractor, must be properly reset by a licensed land surveyor at Contractor’s expense.

Curbs, roads, concrete surfaces, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

Headstones shall be removed from their sockets by using wooden, and/or metal headstone lifting device.

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

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

Adjustment (raising, lowering, or otherwise realigning) of newly set headstones due to initial settling, improper compaction or contractor error shall be the responsibility of the Contractor, and shall be at the Contractor’s expense. If there is a problem with realigning a specific marker, a report shall be sent to the COR providing a detailed explanation of the reasons the marker was not realigned.

All headstones set by the Contractor shall be assessed for compliance with standards and measures within two business days of being set. Adjustment, raising, lowering and/or realigning newly set headstones due to initial settling, improper compaction or Contractor error shall not constitute Headstone Raise, Lower, Realign, Reset, and Backfill or Fine Tune Alignment (FTA) as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

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

B.6.3 Headstone Raise/Lower and Realign All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work shall consist of adjusting height and alignment of headstones already in place that have shifted out of vertical or horizontal alignment.

The COR will identify the headstone(s) which are required to be Raised/Lowered & Re-aligned.

Headstones must not be removed from the gravesite. In the event the headstone marker is required to be removed from the socket, the headstone shall be placed on the ground horizontally and propped up at the top and bottom ensuring no damage to turf around gravesite.

Stone Dust, crushed aggregate (stone) or other approved material shall be used in Raise/Lower & Realign projects. Any headstone that is Raised/Lowered & Re-aligned must utilize a top and back string to ensure headstones maintain the appropriate National Cemetery standards and measures.

Contractor Site Supervisor shall assess current condition of upright marble headstones prior to initiating headstone work and make note of any headstones containing damage. The contractor shall provide findings to COR two weeks prior to starting any Raise/Lower & Re-align project.

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

All upright headstones shall be set and maintained at a cemetery recommended height of 26 inches from the finished grave (soil surface) to the top of the arc.

Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch above the cemetery recommended height may be permissible in the above ground projection when the stone is initially set.

Any headstone that is raised or realigned must utilize a top and back string to ensure headstones maintain the appropriate National Cemetery standards and measures.

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

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

*IMPORTANT NOTE: HEADSTONES SHALL NOT BE REMOVED FROM THEIR

RESPECTIVE GRAVESITES.

B.6.4 Headstone Fine Tune Alignment All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work shall consist of adjusting height and alignment of headstones already in place that have shifted out of vertical or horizontal alignment.

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

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

B.7 GROUNDS MAINTENANCE-

A mowing cycle consists of mowing, edging, and trimming all grass throughout the cemetery.

The contractor shall mow, edge, and trim all grass within the cemetery and the perimeter tree line, entry gates, and walls. Mowing shall start at the entrance of the cemetery and progress around the cemetery. Contractor shall alternate the direction of mowing (left and the right), each mowing cycle.

All mowing, trimming, edging, and blowing shall be completed together, for example, the contractor cuts the front entrance, and while they are there, they will string trim, stick edge and blow (or otherwise remove clippings) that area so that it has been completed.

Areas of the cemetery can be combined or otherwise consolidated so that sections of the cemetery are fully completed (mowed, edged, trimmed, and cleaned of clippings, etc.) prior to moving to additional sections.

All damage due to contractors’ equipment or operations shall be repaired and/or replaced by the contractor at no cost to the government. The contractor is responsible for reporting any damage immediately to the COR. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

Note: Turfgrass height shall be maintained at height of cut (H.O.C) 2 inches or as directed by the COR.

Cutting heights shall be established as required in the Turf Maintenance Plan.

Sod shall be square in shape and no less than 12 inches. Replaced sod borders shall be uniform in appearance. All borders of sod squares/sections shall be married, and hand tamped in such a manner as to prevent gaps, trip hazards, and encourage proper regrowth.

The Contractor is allowed to store and maintain sod in the designated contractor area.

If necessary, the Contractor shall be responsible for the removal and disposal of dead turf and shall refill the site with quality topsoil and perform the sodding to include the bare areas to ensure quality turf.

The contractor shall be responsible for purchase, transportation, care, and storage of all sod that is required for gravesites and bare areas throughout the cemetery. Delivery tickets, indicating date, weight, analysis, purity of sod, and vendor’s name shall be provided to the COR.

Scalping is not acceptable for any reason. Where scalping is evident and does not recover the Contractor shall be responsible for repair of the damage at no cost to the Government.

Areas with evidence of non-recovering scalping damage shall have sod cut out and be filled with approved select backfill and tamped to within two (2) inches of established grade. Topsoil capable of growing healthy grasses shall be added. The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction. Sod shall then be replaced as specified to bring the gravesite to established grade.

No thatch layer (excessive grass clippings) shall exist at any time on cemetery grounds. By following the prescribed mowing schedule, the presence of thatch should be eliminated. If thatch is present following a mowing, it must be mulched or raked, collected, and removed from cemetery grounds by close of business on the day it was created.

There shall never be visible rows or clumps of turf clippings allowed to remain on cemetery grounds. All clippings must be removed from the site. No clippings or trimmings shall be left in any of the flower beds, mulch areas, paved areas, and/or concrete surfaces. All clippings and thatch shall be mulched or removed by the end of the workday which they were created.

All walkways (inside and out), flagpole bases, interment area, roads, and storm drain gutters, shall be cleaned up of grass clippings and leaves after mowing, weed eating, edging, and trimming. These areas shall be blown off immediately after completion.

NOTE: Mud striping, race tracking, and/or rutting of Cemetery grounds are strictly prohibited and will not be tolerated. If such turf damage is identified, the Contractor shall repair and/or replace the damage at the Contractor’s expense no more than one (1) business day after identification.

If additional time (weekend or after-hour work) is needed due to scheduling conflicts, negative impacts on cemetery operations, weather conditions etc., the contractor shall submit a written/email request to the COR for approval. Overtime/ weekend work will be at no cost to the Government. A written request/email must be submitted to the COR for consideration, a minimum of 24 hours in advance of requested overtime/weekend work. Approval from the COR is required prior to initiating any after-hours/weekend work or repairs. When after-hours/weekend work is authorized, a minimum of two (2) contractor personnel will be on-site throughout the duration of work/repairs.

Contractor shall supply commercial grade power trimmers and power bladed edgers to be used to trim / edge grass from around the boarders of all streets, curbs, walkways, irrigation control boxes, control markers, manhole covers, crypt field drain clean-out covers, and any other vertical or horizontal structures/fixtures inside and outside cemetery grounds.

A. Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks, irrigation or other vertical surfaces. Some sections may require the use of a push mower or stand-on mower with a deck width of no more than 32 inches.

B. Commercial grade power string trimmers and power bladed edgers will be used to trim/edge (respectively) grass from around headstones, monuments, markers, etc.

C. Cutting blades on mowing and trimming/edging equipment must be kept sharp so that grass tips are properly cut—not torn or damaged. Blades shall be sharpened prior to each mowing cycle. Cutting heights of all mowing equipment shall be set according to heights as specified throughout this statement of work. The height of grass is measured to get the correct cutting height.

D. All mowers shall have mulching decks with mulching blades.

E. All equipment used in the cemetery on any/all inclines that are < 3% (greater 3 percent) shall be rated by equipment manufacturer specifications for such and must meet proper OSHA standards to be allowed for usage at any time on cemetery grounds and surroundings.

F. Mowers and other ground equipment shall be kept away from irrigation control boxes. Stress on boxes causes burst pipes as far as 10" from the box due to flexing and pressure placed on pipes.

Furthermore, contractor employees shall physically inspect areas to be mowed to ensure there are no obstacles, including irrigation heads, protruding above grade. Damage will not be tolerated, and repairs shall be the responsibility of the Contractor and shall be at no cost to the government.

G. Any contractor equipment brought in from third-party vendors, or other job sites, to include other national cemeteries, or used on differing types of turf/grass, must be cleaned with a diluted environmentally approved disinfectant cleaning solution to prevent any cross contamination of diseases, fungi, and/or insect.

All equipment must be cleaned and inspected by COR or designated cemetery staff prior to being allowed to drive on cemetery grounds.

Any cross contamination or associated turf damage resulting from Contractor negligence shall be repaired, treated, or replaced at the Contractor’s expense.

GUARANTEE

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility

B.7.1 Casket/Vault Gravesite Sod Installation All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder

SCOPE OF WORK

Approximately 600-700 casket gravesites shall require sodding annually. Pre-Placed Crypt casketed sites are 3’ x 8’, private vaults are 4’ x 10’, oversized 5’ x 10’. All include sod over the burial area to include sodding around the headstone.

Work consists of sod bed preparation, to include, but not limited to, squaring edges of sites to be sodded, tilling (or otherwise loosening soil) and sodding of areas of the cemetery where the turf has been disturbed or has died. Turf /Grounds repair of non-burial areas is included as a separate task and shall not be included under Casket / Vault Gravesite Sod Installation. Clarification should be sought from the COR if there are questions.

All scheduled interments shall require placement of sod. During the growing season all first and subsequent interment casket gravesites must be sodded no later than thirty (30) days after interment

ADDITIONAL REQUIREMENTS

Any substitution of sod type, weight, or application must be specifically requested and approved by the Contacting Officer Representative in writing. Sod is to be free of all noxious weeds, insects, and diseases.

Tif Tuff Bermuda is the primary turf type to be developed.

The Contractor shall supply sod. Only the cultivars of Tif Tuff Bermuda sod that have been adapted in the State of Alabama and certified by the State Agronomy Testing Laboratory shall be accepted. Any substitution of sod type, weight, or application shall be specifically approved by the COR, in writing. Sod shall be free of all noxious weeds.

The Contractor shall be responsible for mowing and watering all sodded areas and maintaining them in a healthy and vigorous condition. Rather than operating the irrigation system only for individual gravesites where sod is being established, those gravesites shall be spot watered with hoses or other watering methods as needed when routine irrigation or rainfall is insufficient for the new sod.

Water shall be provided by the government through irrigation and quick-disconnects located throughout the cemetery. However, it is the contractor’s responsibility to ensure that newly sodded gravesites receive adequate hydration to establish healthy stands of turf. The Contractor shall supply their own materials, supplies and equipment necessary to accomplish this task.

Newly installed sod shall be watered within ½ hour of installation and then watered daily – to the point of saturation – for the first two weeks. The Contractor shall begin less frequent and deeper watering after the first two weeks. Weather conditions will dictate the amount and frequency of watering.

NOTE: Contractor may need a mobile water tank to effectively water newly sodded gravesites.

NOTE: Newly placed sod shall not be mowed until fully established.

GUARANTEE

All scheduled interment sites shall be sodded within thirty (30) days of burial. Healthy turf shall be re-established within sixty (60) days on all first interment and subsequent interment gravesites during the growing season.

The Contractor shall, at his/her own expense, replace any sod which has died or been damaged during the establishment period for any reason including, but not limited to, insufficient hydration, negligence, proper or improper chemical applications or treatments, damage caused by proper or improper use of equipment.

The Contractor shall be responsible for mowing and watering all sodded areas and maintaining them in a healthy and vigorous condition. Spot watering will be accomplished with hoses or other watering methods; irrigation will not be used for watering individual sites.

B.7.2 Mowing Turf Area All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Turfgrass height shall be maintained at 2 inches or as directed by the COR, but no more one half (1/2) inch above the maximum recommended height. Cutting heights shall be established as required in the Ground Maintenance Plan, with approval from the District Agronomist.

All mowing of turfed areas shall be done a minimum of one time (1x) per week during the growing season, (typically, but not limited to, March through December). The growing season may require mowing more frequently due to favorable weather conditions to keep the turfgrass from growing more than one half (1/2) inch above the maximum recommended height of 2 inches. Advanced Written Notice and COR Approval is required prior to mowing more than twice per week. During dormant periods, mowing shall be done as necessary to maintain National Shrine Quality Standards.

ADDITIONAL REQUIREMENTS

A. Contractor shall be responsible for mowing, edging, and trimming all grass within the cemetery as specified by COR.

B. Turf height of cut (H.O.C) shall be maintained at 2 inches, unless otherwise directed by the COR.

Cutting heights shall be established as required in the Grounds Maintenance Plan/SOW.

Height of Cut (H.O.C) / Inches Turf grass Species Required % Purity

2” Tif Tuff Bermuda 98% - 99%

Grass shall be trimmed on borders. Direction of mowing shall be alternated weekly. When mowing between rows of headstones, each mowing begins at a point that will ensure that each row is mowed in the opposite direction from the previous cycle. The contractor shall indicate mowing pattern on contractor produced weekly report.

Mowing shall be performed often enough so that no more than one-third (1/3) of leafage is removed at any single mowing. Advanced Written Notice and COR Approval is required prior to mowing more than once a week.

Mower operators shall not destroy or otherwise damage floral / grave site decorations. Contractor employees shall take care when operating grounds maintenance equipment in or around burial sections.

Contractor employees shall move floral / grave site decorations, perform the necessary task, and return the floral / grave site decoration to the appropriate location.

Mower operators shall flag with red marker flags and report any sunken graves or turfgrass areas(s) in need of repair to the Contractor on-site supervisor. Contractor shall provide a weekly report indicating any such areas found by contractor personnel. The Contractor on-site supervisor shall coordinate grounds repair with the COR.

Top dressing areas with ruts from turf mowing shall be completed once a year or on an as needed basis, or as requested by the COR. Proper top-dressing techniques shall be utilized (example – sand) and shall be approved by the COR prior to commencement of work. Top dressing required due to improper mowing techniques, e.g. rutting, shall not be construed as a Top Dressing mentioned elsewhere within this Statement of Work.

B.7.3 Mowing of Non-turf areas All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

All mowing of wild, non-turf areas. Mowing height shall be maintained at 2-1/2” to 3-1/2” inches or as directed by the COR. Non-turf areas are generally the areas bracketing section access roads, buffer-zones between visually prominent areas, storm drain outfall areas, and wood lines.

Care shall be taken in these areas, as Fort Mitchell National Cemetery is heavily wooded, and buffer zones of wild grass may contain fallen limbs and sticks, tree roots, rocks, wildlife and other debris that may damage mowing equipment or become projectiles if hit during mowing operations. Buffer zones also may contain areas that are steeply inclined, precluding mowing by machine. These areas should be string trimmed with either a walk-behind trimmer, or power trimmer. Other attachments to equipment may also be necessary, such as a brush cutting attachment.

Mowing of wild, non-turf areas, shall be done, at minimum, bi-weekly during the growing season, (Typically, March through December) or as directed by the COR.

During dormant periods, mowing may be required to maintain National Cemetery Standards- COR shall request if required. Advanced Written Notice and COR Approval is required prior to mowing more than 2x monthly.

B.7.4 Edging of walkways, curbs and other horizontal surfaces All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

All turf edging shall be done a minimum of once per week during the growing season, which is typically March through December, following the approved mowing schedule or as directed by the COR.

All streets, curbs, walkways, irrigation control boxes, control markers, manhole covers, crypt field drain clean-out covers, shall be vertically edged with a bladed edger, referred to as “Stick-edging” inside and outside cemetery grounds. “Soft edging”, with a line type trimmer, is not acceptable.

The desired result will be a ½” wide, clear gap between turf/grass and the horizontal surface.

Tree rings, mulch beds, and planting beds shall be power edged monthly, utilizing a commercial grade power edger, to consistently define bed and tree ring borders and assist with maintenance of the bed/tree ring.

Street edges, with no discernable curbing, shall be edged in such a manner as to eliminate turf/grass from overlapping the roadway.

All turf edging shall begin at the front of the cemetery and progress towards the back so that the freshest cut is in the high visibility areas prior to the weekends. All turf edging for areas shall be performed the same day as mowing and trimming in that area.

All equipment used in cemetery on any/all inclines that are < 3% (greater 3 percent) shall be rated by equipment manufacturer specifications for such and must meet proper OSHA standards to be allowed for usage at any time on cemetery grounds and surroundings.

All edging shall be followed with a string trimmer to dress the top line of the grass.

Turf along the edged areas shall be trimmed to ensure the height of the turf matches the entire turfed area.

Turf shall not be higher near the edged area than the turf in the mow-able area. Optimally, the height should be no more than half an inch (1/2) above specified range of 2 inches for Bermuda.

Inside and outside cemetery grounds, care shall be taken that no clippings are blown into mulch beds. All streets, curbs, walkways, tree wells and shrub beds shall be edged.

Care shall be taken when edging around plastic irrigation control boxes and other plastic surfaces. “Stick edging” my cause damage to these surfaces.

Clippings shall be cleaned from mulch beds by close of business on the day they were created. The walkways and non-grass surfaces (inside and out), flagpole bases, interment area, and roads shall be cleaned of grass clippings and leaves after mowing, string trimming, and edging.

Visibly prominent areas such as administrative offices, public restrooms, committal shelters, pavilions, and columbaria shall have clippings blown or swept from roads and walkways as soon as the operation causing debris is completed.

The COR will conduct random inspections of edging weekly.

The walkways (inside and out), flagpole plaza, committal shelters, and roads shall be cleaned of grass clippings and leaves after mowing, weed eating, edging, and trimming. These areas shall be blown off immediately after completion of mowing, weed eating, edging, and trimming operations.

B.7.5 Headstone, Marker, Monument and Other Vertical Surface Trimming All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of trimming all un-mowed grass around, and in between, headstones, monuments, markers, and other vertical surfaces to the recommended mowing height using line-type trimmers.

Mowing shall be performed prior to trimming or edging. All trimming shall be performed weekly during the growing season (March through December), following the approved mowing schedule. All trimming shall be performed the same day as mowing, or as directed by the COR.

The COR will conduct inspections of trimming weekly.

GENERAL REQUIREMENTS

Trimming shall be completed at minimum once a week during growing season, or as directed by the COR. The growing season may require trimming twice weekly due to favorable weather conditions to keep the turf from growing more than One (1/2”) inch above the maximum recommended height of 2 inches. Advanced Written Notice and COR approval are required prior to trimming more than once a week.

All trimmings shall follow the mowing schedule. All mowing, edging and trimming of areas shall be completed on the same day.

Contractor staff shall not destroy or otherwise damage floral / grave site decorations. Contractor staff shall take care when operating grounds maintenance equipment in or around burial sections.