A P09 A SOW.pdf

PERFORMANCE WORK STATEMENT

GROUND MAINTENANCE SERVICES

GREAT LAKES NATIONAL CEMETERY, 4200 Belford Road, Holly, MI

48442

January 24, 2025

INTRODUCTION

This is a performance-based service contract for grounds maintenance services at Great Lakes National

Cemetery in Holly, Michigan, and hereafter referred to as the “Cemetery.” This Performance Work

Statement (PWS) describes the basic objectives of the Maintenance Contract.

NATIONAL CEMETERY BACKGROUND AND STANDARDS:

National Cemeteries are National Shrines that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the service and sacrifice that service members, Veterans and their families made for our

Nation.

For this reason, in addition to the Dignity Clause found in this PWS, the Contractor’s strict adherence to the specifications found in the National Cemetery Administration’s Operational Standards and Measures

(please review this additional attached document file) shall be required and shall be essential.

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 niche covers that mark those gravesites and memorialize the service of individuals.

GENERAL REQUIREMENTS

Performance Period: 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.

(a) The majority of all work shall be performed during normal cemetery hours of operation

8:00AM, through 4:30PM local time Monday through Friday , with a few exceptions. (**See exception in specific CLINs).

(b) Other work performed outside of normal work hours may be required due to interments or ceremonies on Federal Holidays or weekends. Contractor may make a written request to the

Contracting Officer Representative (COR), in advance, to work outside of the normal work hours when needed to carry out the specifications of this contract.

(c) Federal Holidays: All work required under this contract that can be performed during normal cemetery hours of operation, should. (With the exception of Memorial Day and Veterans

Day) Work is normally not conducted on Federal holidays. The contractor shall reference the

OPM website https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ for holidays as it covers “presidential holidays.”

The following is a list of all typical Federal holidays:

(a) New Years Day, January 1st

(b) Birthday of Martin Luther King, Jr.

(c) Washington’s Birthday*

(d) Memorial Day

(e) Juneteenth National Independence Day, June 19th https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

(f) Independence Day, July 4th

(g) Labor Day

(h) Columbus Day

(i) Veteran’s Day, November 11th

(j) Thanksgiving Day

(k) Christmas Day, December 25th

*This holiday is designated as "Washington’s Birthday" in section 6103(a) of title 5 of the United States

Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law.

PLACE OF PERFORMANCE

Cemetery Address Services Required

Services

Great Lakes National

Cemetery

4200 Belford rd., Holly

MI 48442

544.3 Acres

117 +/- Turf Acres (Current)

80 +/- Irrigated Acres

4 +/- Columbarium Acres expected for early turnover

FY29

Grounds

Maintenance

Services

4.29 +/- Miles of Roadways

4 parking lots

13800 +/- linear feet of walkways

1 +/- mile of roadway expected to be added FY29

1500 +/- linear feet of walkways expected for turnover with new columbarium FY29

Snow and Ice

Removal

Services

SECTION A: TECHNICAL OBJECTIVES & SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required grounds maintenance services as ordered through individual task orders and coordination as appropriate. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services.

The Contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that Grounds Maintenance at the Cemetery is done in a manner that shall maintain proper decorum and respect; and grounds maintenance operations are performed at the Cemetery in a manner that shall maintain healthy grass, trees, shrubs, and plants; and present a groomed, clean, neat, and professional appearance. Services to include:

BASE YEAR

LINE ITEM

NUMBER

SECTION

DESCRIPTION

CLINs 1-10 & 13-14 are subject to SCA wage Rates. CLINs

11-12 are subject to DBA wage rates.

0001 A.1.01 Mow all turf areas (117 acres)

0002 A.1.02 String Trimming (33,700 Headstones)

0003 A.1.03 Blade Edge All Curbing and Sidewalks (52,000 Linear Feet)

0004 A.1.04 Core Aerate

0005 A.1.05 Overseeding

0006 A.1.06 Spillway Mowing/Maintenance

0007 A.1.07 Snow and Ice Mitigation

0008 A.1.08 Headstone Installation Subject to Davis Bacon Wage Rates

0009 A.1.09 Replacement of Headstones Subject to Davis Bacon Wage Rates

A.1.10

Fine Tune Alignment (2,000 Headstones) Subject to Davis Bacon Wage

Rates

0011 A.1.11 *Mow, Trim, Edge Additional Expansion Acreage

0012 A.1.12 *Snow Removal for Phase Expansion *Phase expansion is expected to be acquired in late 2028 or 2029. See correlated sections for further information.

A.1.01 Mow ALL turfgrass areas including between headstones (110 acres).

The Contractor shall mow all turfgrass areas to present a well-manicured, neat, professional appearance always, in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service and in accordance with NCA Operational Standards and Measures Guidebook. A complete mow cycle is usually required each week during the growing season and to be considered a complete mow event, all turfgrass areas must be completely mowed and removed of debris within a one-week (Monday-Friday) time period. Each burial section shall be mowed and cleared of debris prior to moving to the next section. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting. (Please see Attachment C for maps of different mowable areas, to include size restricted areas due to narrow headstone placement)

(a) Mowing height shall generally be 3 inches +/- ½ an inch.

(b) Mowing frequency shall be often enough that:

1) Excessive clippings are not generated, and

2) No more than one third of the grass height is removed per mowing.

If mowing is delayed by weather or some other reason and grass height becomes excessive, then mowing height shall be increased so no more than one third of the grass height is removed, and it shall then be mowed twice per week at a slightly lower height each time till the specified target height is again achieved.

(c) Clippings shall normally be left on the turf if they are well dispersed and don’t inhibit grass growth or detract from the appearance of the cemetery, but excessive quantities or accumulations of clippings shall be dispersed or removed. Windrows or clumps shall not remain after mowing but shall be promptly dispersed or removed. Any grass clippings on headstones, flat markers, monuments, mulch beds, or impervious surfaces such as walks and roads shall be blown or swept onto adjacent turf, or collected and disposed of, before workers leave the section being mowed. Any clippings or edgings deposited on sidewalks or at public visitor areas including the Committal Shelter areas shall be removed (by sweeping or mechanical blower) at same time mowing work is occurring.

(d) Contractor is responsible for collection and disposal of all unsightly flowers, debris, and trash before and after each mowing and trimming event within the Cemetery. Debris and Trash is any item, material, or foreign object not permanently attached to or planted within the

Cemetery grounds and boundaries. Items include, but are not limited to, fallen twigs and branches that are under ten (10) inches (25.40 cm) in diameter, paper products, cigarette butts, gum, glass and metal products, plastic and any other synthetic items, loose rock and stone over three (3) inches (7.62 cm) in diameter that are not the apparent result of an interment. Trash items that are collected from the headstones may be placed in government furnished trash receptacles.

(e) Mowers shall be commercial grade and designed to produce a professional, high-quality cut, and they shall be properly maintained and adjusted. Rear or Mulching decks are required on all mowers to assist in keeping headstones free from debris.

(f) Mulching blades shall be used and shall be kept sharp, so grass is cut cleanly, not torn, or shredded. Push mowers shall be used in selected locations, per attached map, where there are numerous monuments or other obstacles.

(g) Mowing path shall be changed or reversed from one mowing cycle to the next, wherever doing so is practical. Mowers shall not be operated within four inches of monuments, tree trunks, or other vertical surfaces.

(h) Mowing patterns in open areas shall be deliberate, precise (straight lines), and attractive to enhance the cemetery’s appearance. Mowing path shall be alternated between mowing events to prevent rutting/grooving.

(i) Mower ground speed (and turning) shall be slow enough to provide a complete, clean cut, without turf damage. At turning areas, such as at ends of grave rows and around trees and other objects, mower operators shall reduce ground speed and exercise care to prevent tearing or otherwise damaging turfgrass or creating turn or ring patterns in turf from the mower tires.

This is especially critical when soils are wet. Any damage to turf from mower tires at these turn points shall be repaired within 1/2 day of identification by COR.

(j) Other floral and commemorative items on grave sites that are NOT unsightly (see (d)) shall be removed prior to mowing, and then replaced afterward in their same locations by the

Contractor.

(k) Cleaning of mowing equipment shall NOT be done on Cemetery property, and only clean equipment shall be brought to the Cemetery to reduce the risk of introducing contaminant weed seeds in the cemetery turf.

(l) Newly repaired turf areas (newly sodded or seeded) shall be mowed with a push mower until the turfgrass is well enough established that it shall not be damaged by riding mowers.

(m) Unsuitable mowing conditions are likely at times due to heavy rain, lightning, or other extreme conditions. The COR, Cemetery Foreman, or Cemetery Director has authority to stop work if conditions are such that work that day shall do more damage than good to the

Cemetery grounds or is dangerous to workers.

(n) The Contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, and irrigation equipment while performing mowing and trimming services.

(o) Contractor is responsible for removal and replacement of all lawn, shrubs, and trees due to damage by the Contractor. Contractor shall provide replacement plants and shall be of the same type and size. The Cemetery is responsible for plants damaged by the Cemetery or third parties, storms, flood or frost damage and trees beyond their normal life span.

(p) The Government shall not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft, etc. while on site.

(q) Contractor must immediately report to the COR/CO any damage to cemetery property that may have occurred while performing mowing operations, example: damage to sprinkler heads may result in contractor liability.

A.1.2 String Trimming:

The Contractor shall trim Turf and vegetation around upright headstones (approx.33,700), monuments, trees, flagpoles, landscape boulders, section markers, street signs structures, and any additional areas that the mower cannot reach. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. Note that since the cemetery is active, the amount of headstones is subject to increase by about 2,500 each year.

(A) Trimming height shall be the same as mowing height, and no shorter or higher. There shall be no scalping, (defined as cutting the grass so short that the green leaf cover has been eliminated and the stems are left exposed).

(B) Trimming frequency shall run concurrently with , the mowing cycle but their mowing shall be done first so trimming height can be matched to the mowed height. Cemetery Headstone

Markers of each section shall be trimmed before progressing through the cycle to the next section. headstones of a section must be trimmed by COB if contractor staff have mowed that section.

(C) Clippings shall be dispersed or removed if visually objectionable after trimming, and before proceeding with work in other sections or areas. Mechanical means of removal maybe required when excess clippings are abundant.

(D) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces. All fuel storage containers and storage must meet OSHA requirements.

(E) Caution shall be exercised to avoid any damage to headstones, markers, monuments, building walls, trees, other desirable plant materials, or any other assets. Any damage shall be immediately reported to COR.

(F) Equipment - commercial grade string trimmers shall be used.

(G) String Litter - Trimmer string pieces (longer than short pieces of perhaps an inch or two in length that break off with regular wear) shall not remain on the grounds. COR reserves the right to have Contractor pick up and dispose of excessive trimmer strings left on the site

A.1.3 Blade Edge All Curbing and Sidewalks (approx. 52,000 linear feet):

The Contractor shall blade edge all streets, curbs, walkways, permanent building/structure lines, flagpoles, monuments, columbaria, and planting beds. Edging shall provide a clear zone ½” wide by 2” to

3” deep (approx.) with all vegetation removed from joints and cracks. Damage to asphalt/concrete shall be avoided. The first edging cycle is to be completed at the start of the mowing season, and subsequently monthly thereafter. All debris shall be blown into the turf before moving on to next site. Uneven cutting, plowing, scalping, or gouging of the soil is unacceptable.

(A) Equipment - commercial grade blade edgers shall be used.

(B) Clippings shall be dispersed or removed if visually objectionable after edging, and before proceeding with work in other sections or areas. Mechanical means of removal maybe required when excess clippings are abundant.

(C) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces. All fuel storage containers and storage must meet OSHA requirements.

(D) Caution shall be exercised to avoid any damage to headstones, markers, monuments, building walls, trees, other desirable plant materials, or any other assets. Any damage shall be immediately reported to COR.

A.1.4 Core Aeration of Turfgrass:

Once a year during the fall (Mid-August through Mid-September) the Contractor shall perform a broad core aeration of all turf areas.

(A) Contractor shall coordinate aeration dates with COR incase of ongoing cemetery operations or unfavorable conditions.

(B) Aeration shall remove at least nine 3-inch plugs per square foot.

(C) Care shall be taken to ensure that no damage is done to turf grass, irrigation heads, control points, headstones, or cemetery property. All damage shall be immediately reported to the

COR and repair operations shall be initiated before COB.

A.1.5 Provide and Apply Overseed to Turfgrass:

Contractor shall provide seed and apply overseeding operations to all turfgrass. Overseeding shall commence immediately after aeration operations (Sept-Oct).

(a) Each section must be mowed to 3 inches (+/- half an inch) before overseeding operation commences. Slit seeders or broadcast spreaders may be used. Commercial equipment shall be utilized with blades capable to set at ¼ inch deep enough to penetrate the soil, and no greater than

½ inch deep.

(b) Contractor shall coordinate with the COR and/or CO as appropriate and apply 60% Perennial

Ryegrass/40% Kentucky Blue Grass (Or other seed variants and compositions at COR and/or CO as appropriate, discretion), at a rate of 3 pounds per 1,000 sq. feet and 6 pounds per 1,000 sq feet for bare areas.

(c) Contractor shall provide sufficient evidence that this rate has been achieved for all established turfgrass (Delivery and receivables must be verified by the COR and/or CO as appropriate).

(d) Care shall be taken to ensure that seed lost to areas such as roadways and any other areas where turf is not intended shall be kept to a minimum. Any seed on hard surfaces shall be blown back into the turf before moving on to the next site.

A.1.6 Spillway Mowing:

Consists of monthly cutting of the grass and weeds that grow in the spillway area from the lake to the spoils shelter road (Refer to Attachment D - Maps). Spillway area is approximately 25,000 square ft. It cannot be mowed with ride on type mowers due the steepness of the banks. Contractor shall coordinate with COR due to the vicinity of a committal shelter.

A.1.7 Snow Removal & Ice Mitigation

(a) Snow removal services will be effective November 1st to March 31st of each FY.

(b) A zero-tolerance trigger will be in effect. This means snow removal services will commence with any depth of snow.

(c) Snow removal will occur at any depths for all roads, parking lots, sidewalks, committal shelters, columbaria areas, entrance and exit roadways, and gates.

(d) During regular weekday services, where snowfall has occurred overnight, the following areas shall be prioritized:

a. Areas to be cleared by 7:30am: Main entrance and road from main entrance to administrative building including its walkways and parking areas. All cortege lanes on west side of administrative building. The access road to the Maintenance Building, it’s walkways and employee parking.

b. Areas to be cleared by 9:00am: Committal Shelter #1, #2, and #4 including cortege lanes at these shelters. Honor guard parking lot, and all main roads within the cemetery.

c. Areas to be cleared by 10:00am: Committal Shelter #3 , walkways and sidewalks in 1st internment Columbaria area, Memorial Path, and Scatter Garden.

(e) All remaining streets, parking areas, and columbarium courts can be cleared after the above listed areas are completed.

(f) No piling of snow around monuments, flagpoles, landscaping, and walkway areas.

(g) Piling snow on street corners above 3 ft will be prohibited. This could impede traffic and reduce visibility to visitors.

(h) Any excessively high piles of snow (higher than 3 ft) shall have to be spread and or removed by the contractor.

(i) Snowplowing will be curb to curb. Where there are areas without a curb, plowing will be from the edge of the road to the other edge of the road.

(j) The Contractor will be responsible for placing high visibility snow stakes (provided by contractor) on sidewalks, roadways, corners, sewer drains and other areas of concern on or before October 31st. Snow stakes will be used for visual waypoints of street corners, sewer drains, curb lines and areas where turf or roadways could be damaged by a plow. Contractor will replace or remove broken / damaged snow markers during the snow season.

(k) The Contractor will be responsible for any damage to turf, monuments, signage, concrete, or pavement caused by snowplowing. Any turf damage by mechanical brooms, two-cycle or four cycle snowblowers on turf will also be repaired at the Contractors expense. All other snow removal damages will be repaired by the Contractor at contractor expense.

(l) The Contractor will avoid active services at committal shelters and funeral processions when plowing. A daily schedule will be provided each day.

(m) Overnight and weekend snow removal will be required when necessary. Roadways must always be kept clear of snow and ice no matter the day of the week for visitors.

(n) De-icer products will be used regularly at on roadways, columbarium areas, committal shelters and sidewalks. Any area with high traffic will be treated and checked frequently.

(o) Ice mitigation will be required at all, committal shelters, sidewalks, parking lots and public bathrooms.

(p) The Contractor shall treat roadway, parking lots and concrete walkway surfaces prior or immediately after a snow or ice event with an anti-icing solution that shall not stain or damage turf, shrubbery, trees, walkways, and driveways. The Contractor shall apply the proper chemical

(calcium chloride) or similar to all required concrete surfaces and roads after complete removal of snow has been accomplished. All ice melting products shall be provided by the contractor.

(q) All chemicals or products will be approved by the COR and FSNC.

(r) Excessive salt or sand damage/buildup on turf will be repaired at the Contractor’s expense. These areas will be determined by the COR.

(s) In the spring, the contractor shall be responsible for removing all snow markers and repairing any damage caused by equipment in the performance of snow and ice removal.

A.1.08 Install Headstones Headstones – receiving shipments, storage, initial setting within 10 calendar days.

Work consists of setting new headstones on gravesites. It includes reporting physical defects to the COR.

Approximately 2750 headstones shall require setting annually. Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed.

Upright white marble headstones (provided by NCA/Cemetery) are to be used as determined through coordination with 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 receipt.. . 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 is as follows:

(a) Government personnel are responsible for the ordering headstones, checking for proper wording and initial inspection for damages.

(b) Government personnel are responsible for unloading headstones from the delivery truck and inspecting the headstones for damage. Additionally, Government personnel are responsible for breaking down the pallet of headstones onto staging area racks and shall remove glue, cardboard or crating material from the headstones that has adhered to the surface. An inscription and quality inspection shall be accomplished by the cemetery staff upon delivery. Defective headstones shall be reordered by cemetery staff and shall not be set.

(c) Contractor shall properly set headstones on the correct gravesites within (10) calendar days of being received by the cemetery. In transporting of headstones, they shall be protected to avoid damage. If there is any breakage or damage in any form due to the Contractor’s handling or negligence, the cost of replacement shall be borne by the Contractor.

(d) The Contractor shall report on their daily headstone settings in writing to the COR by 3:30pm to allow time for inspection. COR shall inspect headstones that were set that day with the contractor’s site manager. COR shall inspect for proper headstone placement, any damage to headstone, that headstone is clean, and that any damage to surrounding turf by the contractor has been repaired.

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

(f) Headstones shall be properly set , per headstone installation guidance. 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.

(g) 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 through uneven terrain, per headstone installation diagram guidance. Headstones shall be anchored firmly in place so that they are rigid with no give or play.

(h) If there are cases where headstone sockets need to be reinstalled, 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.

(i) 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, per headstone installation diagram guidance.

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

1. On Pre-Placed Crypts (PPCs), sockets for headstones are to be dug down to the crypt lid, then, if needed to achieve the correct height, moistened, crushed limestone base material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) is to be added and tamped to full compaction in the bottom of each socket to the proper depth needed for the headstone to set on and extend 24-26 inches from the top of grade to the top of the arc on the headstone.

After each headstone is placed into its socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three

(3) inch interval, leaving the last four (4) inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected, and ultimately achieved with each headstone rigidly set.

2. If a headstone is to be installed where there is no PPC, the depth of the socket shall be dug to a maximum depth of twenty (20) inches and then a minimum of three (3) inches of crushed limestone base material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) supplied by the contractor is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that 24-26 inches of the headstone extends from top of grade to the top of the arc of the headstone. After the headstone is placed in the socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (4) inches at the top to have tamped topsoil and sod applied.

During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected, and ultimately achieved with each headstone rigidly set.

3. 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 staff to make correction and to ensure the grave is properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at the Contractor’s expense. All grid or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at

Contractor’s expense. Curbs, roads, walks, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor.

Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

4. Adjustment (raising, lowering, or otherwise realigning 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.

5. If there is a problem with realigning a specific marker, a report shall be sent to the

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

(k) All headstones set by the Contractor shall maintain the proper height and alignment for a period of 365 days from date of install and shall be tracked for compliance by the COR for any deviations from proper height and alignment for a period of 365 days from date of install.

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 shall not constitute

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

A.1.09: Headstone Replacement All procedures and standards for setting and replacement headstones are the same as above. Additional guidance for replacement of Headstones is as follows:

1. When headstones are identified for destruction (due to replacement or re-order) the

Contractor shall take the following actions: Move the headstone to an area located out of the view of the public. Break the headstone into pieces using a maul or sledgehammer so that the inscriptions are not legible. Dispose of the broken headstone pieces in government provided dumpster.

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

3. The Contractor shall report on their daily headstone settings in writing to the COR by 3:30pm. COR shall inspect headstones that were set that day with the contractor’s site manager. COR shall inspect for proper headstone placement, any damage to headstone, that headstone is clean, and that any damage to surrounding turf by the contractor has been repaired.

A.1.10 Headstone- Fine Tune Alignment:

The Contractor shall submit a proposed project work schedule sequence for the COR and/or CO as appropriate, for review and coordination prior to start of project.

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

(b) Upright headstones for individual graves shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves.

(c) Minor realignment, consisting merely of straightening the headstone, is called fine tune alignment with a wooden tamping/pry stick, string line, and level.

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

A.1.11: Mow, Trim, Edge Additional Expansion Acreage

All standards listed in A.1.1 – A.1.3 are applicable. Due to several outside and extenuating circumstances effecting the activation of this CLIN, CLIN will be exercised as a per acre event for the complete landscaping care.

For example: if the cemetery gains One acre of land for the FY29 mowing season, and that acre is mowed

33 times, the vendor would charge for 33 additional acreage of maintenance.

The current projection of additional acreage is not guaranteed and subject to change. Early turnover of additional columbarium by FY29 (approx. 4 acres of columbaria) is anticipated.

A.1.12: Snow Removal for Phase Expansion

All standards listed in A.1.7 are applicable. The cemetery is anticipating less than one mile of roadway, approximately 1800 sq ft of walkways, and one additional parking lot to be added to the cemetery in

FY29.

Due to the uncertainty of phase expansion, this CLIN should be billed per push and will be discussed with the COR prior to any work commencing.

Installation Details

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 equipment, supplies, items, or personal property. 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 shall provide limited space following coordination with the COR and/or CO for setup/staging, as appropriate. Staging area provided will be approx. 60’ x 60’ and is subject to change as cemetery phase expansion occurs. Space offered shall be in “as-is" condition. Any such modifications or alterations are not authorized unless agreed upon by

Cemetery Director. Upon completion of the contract, the area 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 equipment, supplies, fuel storage, or telephone and utility services.

(d) The Contractor shall be responsible for the cleaning and maintaining of any Government spaces provide for their use. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearances, and unsanitary conditions.

(e) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, hazardous materials, used parts, etc. in accordance with manufacturers recommendations, OSHA standards, State and Federal regulations.

(f) Contractor employees may park privately owned vehicles in the area designated for contractor use.

(g) Government buildings, service shelters and customer public bathrooms are off limits.

B.2 OPERATIONS AND STORAGE AREAS

(a) The Contractor shall confine all operations (including storage of materials) on Government premises to areas through coordination with the COR and/or CO as appropriate.

(b) Due to the location of the GREAT LAKES NATIONAL CEMETERY, building of temporary shelters for use by the Contractor is not allowed.

(c) Upon request and coordination with the Cemetery Director, COR and/or CO, a space may be made available for the contractor to place temporary restrooms (such as porter potties) for its employees. The temporary restrooms will be the sole responsibility of the contractor, including the maintenance, cleaning, delivery, and removal. The temporary restrooms will be subjected to NCA standards and are expected to be kept in neat appearance and out of the public eye, as much as possible. If the Cemetery Director requests the temporary restrooms be relocated due to expansion efforts, the contractor will relocate it as requested.

(d) Upon request and coordination with the Cemetery Director, COR and/or CO, a space may be made available for the contractor to place a storage container (such as a Conex box or similar) for storing equipment and materials. The contractor will be solely responsible for their container and all its contents, as well as, all costs for the delivery and removal of the container. The container will be subject to National Cemetery standards and will be kept in neat appearance and outside of the public eye. If the Cemetery Director requests the Conex box be relocated due to expansion efforts, the contractor will relocate it as requested.

(e) The Contractor shall use only established roadways or temporary roadways constructed by the Government. 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 that has been caused by the Contractor.

(f) 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.

(g) 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, standing equipment and vehicles at all times.

(h) Materials and equipment shall not be stored in other than assigned areas.

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 notification to the COR and/or

CO as appropriate.

(b) Contractor shall submit a notice to and shall coordinate with the COR and/or CO as appropriate regarding the interruption of any such services, in writing, 48 hours in advance of interruption. Notification shall state reason, date, exact time of, and approximate duration of such interruption.

(c) Contractor shall be advised (in writing) of concurrence or rejection of request or of which other date and/or time such interruption shall cause least inconvenience to operations of

Cemetery. Interruption time 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, parking and occupied areas of buildings clear of materials, debris, and equipment. At least one lane must be always open to traffic.

B.4 PROTECTION & DAMAGE

(a) The Contractor shall preserve and protect all structures, equipment, grounds, and vegetation

(such as trees, shrubs, gravesites, 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, apply tree bandage spray to tree stub, and properly dispose of broken limb from the site as defined herein.

(b) The Contractor shall preserve all grounds (such as turf, gravesites etc.). For example, Contractor shall not create or produce tire ruts with equipment in cemetery property. driving over recently dug gravesites. All damage caused by Contractor to cemetery property shall be repaired at Contractor’s expense.

(c) 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 and/or CO as appropriate 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) Except as otherwise shown or specified, contractor shall not disturb any water, steam, gas, internet, telephone, electric or other services. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR and/or CO as appropriate 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 and/or CO as appropriate. 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/or CO as appropriate 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 coordinating 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 position. A copy of the designation(s) shall be furnished to the

Contractor at time of award.

(b) Contractor’s work schedule shall 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.

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 provided 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 designated 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 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 Property : The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor shall be responsible for the cleaning and maintaining of Government spaces provided for their use.

The Contractor shall also be responsible for any trash/recycling 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, trash/recycling, electricity, telephones, or utilities. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearance, and unsanitary conditions.

(e) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations, and Federal and

State guidelines. A SDS (Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor shall comply with State of Michigan pesticide regulations and is responsible for obeying all Federal & State Pesticide/Herbicide and Fertilization applicator laws in the performance of work on cemetery property. Pesticide

Management Sheets shall be submitted to COR and/or CO as appropriate by COB of all applications performed per State of Michigan pesticide and fertilizer regulations and laws.

(f) Contractor’s equipment, supplies, and property necessary to perform work under this contract may only be stored at the Contractor's designated laydown area. Maintenance or repair of

Contractor equipment shall only be conducted in designated areas following coordination with the COR and/or CO as appropriate.

(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) More than one Contractor may have access to storage areas as coordinated by the COR.

and/or CO as appropriate. 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 unless coordinated through the COR and/or CO as appropriate. 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 Michigan.

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 and/or CO as appropriate (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident.

B.8 STANDARDS OF EMPLOYEE CONDUCT

GREAT LAKES NATIONAL CEMETERY is a National Shrine. The National Cemetery

Administration (NCA) are national shrines that honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of work, appearance, and procedures performed by Contractors at National Cemeteries shall reflect this nation’s concern for those interred there. Due to the sensitive mission of the cemetery, Contractor’s personnel must exercise and exhibit absolute decorum, composure, and stability at all times.

As the work being performed is at a National Cemetery all Contractor’s employee must always look professional and neat in appearance; and be fully clothed to include upper garment to cover the body from the waist to neck and long pants or slacks. The Contractor shall require its employees, including subcontractors, to wear distinctive visible identification at all times for easy identification while on NCA premises. Contractor and Contractor’s personnel (including subcontractor and their employees) shall be required to adhere to the standards of dress and conduct while performing work on the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor’s personnel shall:

a. Be fully clothed at…