A PWS Turf Maintenance Services GLNC.pdf

PERFORMANCE WORK STATEMENT

TURF MAINTENANCE SERVICES

GREAT LAKES NATIONAL CEMETERY, 4200 Belford Rd, Holly, MI 48442

June 18, 2025

NCA MISSION

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

NATIONAL CEMETERY BACKGROUND AND SOW STANDARDS:

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

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

PERIOD OF PERFORMANCE

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.

GENERAL REQUIREMENTS

(a) 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). Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends. All coordination shall be made through the CO not the COR. Contractor may make a written request to the Contracting Officer (CO), in advance, to work outside of the normal work hours when needed to carry out the specifications of this contract.

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

The following is a list of all Federal holidays:

FEDERAL HOLIDAYS (Holidays observed by the Federal Government, per the US Office of Personnel

Management website, Federal Holidays (opm.gov)

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

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

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2024

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required grounds maintenance services at frequencies agreed upon by the Contractor, and 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.

BASE YEAR

LINE ITEM

NUMBER

SECTION DESCRIPTION

0001 A.1.01 Shrub Management

0002 A.1.02 Leaf Removal

0003 A.1.03 Broadleaf Herbicide Application

0004 A.1.04 Pre-Emergence Herbicide Application

0005 A.1.05 Granular Fertilizer Application

0006 A.1.06 Mulching (Trees and Planting Beds) (Approx 20,452 SF)

A.1.07

Weeding (Tree Rings, Planting Beds, Columbarium Walkways and all graveled areas, gravel areas in the Maintenance Areas, Roadways, PIC flower beds, Bell tower flower beds and walkways)

0008 A.1.08 Soil Sample

0009 A.1.09 Insecticide Application

0010 A.1.10 Sod Preparation/Sod Installation

0011 A.1.11 Trash Pick Up

A.1.1 Shrub Management:

Work consists of shrub limbing and/or pruning, shrub removal, and hedge trimming. Application and maintenance/repair schedules shall be coordinated with COR and/or CO as appropriate. The contractor shall limb, hedge and/or prune:

A) Remove dead or dying branches injured by disease, insect infestation, animals, storms or mechanical damage. Remove any branches that have weak crotches, are crossing or rubbing one another, or are growing back towards the center of the tree.

B) Reshape shrubs to maintain a neat/attractive appearance. Do not cut back more than 1/3 of the total growth.

C) Remove/Trim vegetation in all planting beds as needed throughout the cemetery.

D) Three (3) times each year, based on industry standards for each species of vegetation and at the discretion of the COR and/or CO as appropriate. Work shall be completed in April, July, October or as approved by the COR and/or CO as appropriate. All work shall be scheduled with

COR and/or CO as appropriate prior to commencing.

A.1.2 Leaf Removal:

Contractor shall be responsible for weekly removal of all leaves around buildings, committal shelters, columbarium's, flower bed areas and as needed per COR and/or CO as appropriate:

a) During the fall as scheduled by the COR/designee from October through November.

b) One (1) event at the end of winter/beginning of spring of each contract year

Leaf removal shall be coordinated, scheduled, and determined at the COR and/or CO as appropriate. COR and/or CO as appropriate shall notify contractor when to start leaf pickups and the cycle shall continue until notified by COR and/or CO as appropriate to stop weekly leaf pickups. Leaves shall be removed from cemetery grounds. Leaves are not to be blown back into the tree line. All areas around Committal shelters, shall be completed by 0900 and ready for services. All buildings shall have the gutters free and clear of debris. (Public Information Center, All Committal Shelters, Administration Building, All

Maintenance/Equipment Storage buildings)

A.1.3 Broadleaf Herbicide Application:

Herbicides for broadleaf weed control shall be sprayed by a licensed commercial applicator when weeds are actively growing, and weather is conducive to effective weed control. Product label directions are the law and shall be followed. Rate of each product shall be that recommended on the product label to control broadleaf weeds present in the cemetery, including common turf weeds such as dandelion, clover, plantains, knotweeds, and black medic. Work is to be performed during the hours of 8:00am and 4:30pm, Monday through Friday, unless arranged otherwise with COR and/or CO as appropriate. No work shall be performed on Federal Government Holidays. All burial and administrative areas of the cemetery shall be treated, approximately 110 acres, unless the COR and/or CO as appropriate specifies certain sections or parts of sections that are not to be treated. To schedule an application the contractor shall coordinate the date and time with the COR at 248-328-0386. Preparation of the spray mixture may be done on site, and

VA shall provide water for mixing. Contractor shall provide SOS documents prior to or at time of application

a) The entire cemetery shall be sprayed with broadleaf herbicide twice a year: once in the spring before

May 15; then again in October. The First application shall be applied when dandelions are flowering, and weeds are actively growing as approved by the COR and/or CO as appropriate. Treatment shall occur before weeds produce seeds. The second application should be completed as approved by the

COR and/or CO as appropriate. Recently seeded grass areas should not be sprayed until the seedling grass has been mowed twice.

a. The product used and rate shall be sufficient to control the broadleaf weeds present without injuring trees or other landscape plants.

b. Broadleaf herbicide shall contain at least 3 active ingredients (such as Trimec types).

c. Work shall be coordinated and scheduled with COR and/or CO as appropriate and shall be determined at the COR and/or CO as appropriate’ s discretion.

d. The contractor shall be responsible for spot spraying any additional weeds in between

Broadleaf applications if weeds were to appear at no additional cost to the government.

e. Contractor shall post signs at each section indicating a spray operation is ongoing or recently completed, and any restrictions as indicated by herbicide label.

A.1.4 Pre-Emergence Herbicide Application:

The entire turf area and all bed areas (Mulch and Gravel) of the cemetery shall be treated with a pre emergence herbicide application twice a year. One application shall be applied late April/early May at the discretion of the COR and/or CO as appropriate and should be applied only when soil temperature reaches

55 degrees Fahrenheit (13 degrees C). Second application shall be applied late-June or at the discretion of the

COR and/or CO as appropriate.

a) The pre-emergence herbicide shall be applied at a labeled rate sufficient to kill germinating crabgrass for 10-12 weeks.

b) Work shall be coordinated and scheduled with COR and/or CO as appropriate and shall be determined at the COR and/or CO as appropriate’ s discretion.

c) Dithiopyr (e.g., Dimension, or equivalent) pre-emergence herbicide shall be uniformly applied

(approximately 110 acres)

d) Rate shall be 0.25 pound of active ingredient per acre at each application.

e) If fertilizer is used as a carrier for the dithiopyr, the fertilizer shall contain no iron or phosphorous, and the nitrogen rate should not be above 0.5 pounds per 1000 square feet.

f) Pre-emergent such as Snapshot shall be used in all mulch and gravel areas. Application rate shall be in accordance with manufacturer’s recommendations.

A.1.5 Granular Fertilizer Application:

Fertilizer shall be uniformly applied to all turf area (approximately 110 acres) at Great Lakes National

Cemetery at approximately:

a) June 1

b) September 1

c) October 15

Rate shall be 1.0 pound of nitrogen per 1000 square feet at each application. Fertilizer shall be applied with a properly adjusted and calibrated spreader. Overlap of spread pattern from adjacent passed shall be adequate to endure uniform application. Streaks appearing in turf any time during the year as a result of non-uniform application are not acceptable. Fertilizer deposited on impervious surface (walks/pavement) shall be removed or blown onto the turf immediately following application. If weather conditions warrant, such as severe drought or extended wet conditions, applications can be delayed until conditions are suitable, with concurrence of the COR and/or CO as appropriate but may not be made to frozen soil.

The fertilizer shall have the following properties:

a) The nitrogen (N) content shall be 15% or more.

b) 50% or more of the nitrogen in the fertilizer shall be in a slow or controlled-release form - (e.g., sulfur coated, polymer coated, urea-form, isobutylidene diurea, etc.).

c) It shall contain no phosphorous (P) (in compliance with Michigan law).

d) Potash (K) content percentage shall be one third or more of the N percentage (e.g.,15-0-5, 21-0-7, 21-0-10, 30-0-15 would all be acceptable).

e) It shall contain no iron (to prevent headstone staining).

A.1.6 Mulching (Trees and Planting Beds) (Approx 20,452 SF):

Mulching shall be applied once to all trees, signs, and flower bed areas. Mulching shall be completed 7-14 days before Memorial Day. Dates shall be determined by the COR and/or CO as appropriate. Dark brown triple ground mulch, or close variant shall be used. COR and/or CO as appropriate shall approve mulch to be used.

Mulching shall be required one (1) time a year at the COR and/or CO as appropriate’ s direction around all trees within the developed areas of the cemetery applied at a depth of 2-4 inches (5-10 cm) with depth diminishing up to the tree so as to not be piled against the base (trunks) of trees (i.e., mulch should lightly cover the soil next to the trunk, but not be piled against it, no mulch "volcanoes"). Tree rings/mulching beds are to be edged at the time of each mulch cycle. Tree rings are to be no less than 2ft diameter.

Mulching shall also be required at other various locations within the cemetery, i.e. planting beds around administration building (Public Information Center), planting beds at cemetery main entrance; planting bed near Carillon Bell Tower; planting beds around Committal Shelter 1, Committal Shelter 2, and Committal

Shelter 4; planting beds near Columbarium C and Columbarium D; Honor Guard building; and all signs along roads. The COR and/or CO as appropriate shall determine exact locations of areas needing mulching.

As trees grow, more specifically evergreens, the mulch ring shall be expanded to the edge of the tree’s drip line. Tree rings that need to be expanded shall be determined/approved by the COR and/or CO as appropriate.

Mulch shall be removed where necessary when an access has accumulated. Dates shall be determined by the

COR and/or CO as appropriate.

Dates are approximate. Work shall be coordinated and scheduled by the COR and/or CO as appropriate and shall be determined at the COR and/or CO as appropriate’ s discretion.

At no time shall motorized equipment be allowed to drive on turfed areas unless approved by the COR and/or CO as appropriate.

A.1.7 Weeding (Tree Rings, Planting Beds, Columbarium Walkways and all graveled areas, gravel areas in the Maintenance Areas, Roadways, PIC flower beds, Bell tower flower beds and walkways):

Weeds shall be hand pulled weekly from October-November, April to September (8 months). Round-Up or equivalent can be used only on walks, roadways, curbs and gravel areas. Weeding shall be required around all trees within the developed areas of the cemetery. Weeding shall also be required at all locations within the cemetery to include all planting beds; i.e. around administration building (Public Information Center), portions along the memorial walkway, cemetery main entrance, Carillon Bell Tower, mulch beds and walk paths, Columbaria walls flower beds(gravel/mulch), Columbaria planting beds, Columbaria walk ways, Committal Shelters, Honor Guard building, Maintenance area, and all curbs/roadways which includes all gravel areas throughout the cemetery. Dates are approximate, and Work shall be coordinated and scheduled by the COR and/or CO as appropriate and shall be determined at the COR and/or CO as appropriate's discretion. No motorized equipment allowed on turfed areas unless approved by the COR/designee.

A.1.8 Soil Sample:

Soil samples shall be taken an estimated one time each year, or as requested by the COR and/or CO as appropriate. Four (4) samples (one each from four separate sections, and each comprised of at least 10 soil cores taken from across the section) shall be taken as determined by COR and/or CO as appropriate. Soil test shall be performed in late July early August. Soil tests shall be performed at contractor expense. At a minimum, samples shall be analyzed for phosphorous, potassium, organic matter content, pH, and cation exchange capacity (CEC). Should the soil test results necessitate changing the fertilizer application amount or rate, the contract shall be modified accordingly. Soil test results shall be provided to COR and/or CO as appropriate for review, plan and filing purposes.

A.1.9 Insecticide Application:

Grub control insecticide shall be uniformly applied to turf by licensed commercial applicator between mid-

June and mid-July. Insecticide shall be applied to all turf areas (approximately 110 aces). The maximum commercial label rate for the site of one of the following insecticides shall be used:

a) Clothianidin

b) Imidacloprid

c) Thiamethoxam

d) Chlorantraniliprole, if applied in May or June

If a granular product is used, any deposited on impervious surfaces (walks/pavement) shall be removed or blown onto turf immediately following application.

A.10 Sod Preparation/Sod Installation:

SOD GENERAL REQUIREMENTS-No motorized equipment shall be allowed on turfed areas for this portion of the contract unless approved by the COR and/or CO as appropriate.

(a) Completion Time: As sod is a perishable item and needs to be installed within several hours after being cut, the Contractor shall complete sod installation on the same day by 1500 hrs. For each individual delivery of sod made to the cemetery. The COR and/or CO as appropriate shall reject any sod with (i) yellow leaves, (ii) signs of mold or mildew, (iii) is brown / straw like indicating sod has remained on pallets or has been stacked too long, or (iv) has reduced vigor and shall establish poorly.

No motorized equipment shall be allowed on turfed areas for this portion of the contract unless approved by the COR and/or CO as appropriate.

(b) Placement of Orders: The estimated quantity of square feet of sod indicated in the Price Schedule shall not be needed all in one delivery, but as the cemetery continues to move through a particular burial section or area that needs repaired in the cemetery and has a need for more turf coverage. The

Government anticipates ordering, and the Contractor furnishing, approximately 75,000 square feet of sod annually. Sod orders shall be placed on an "as needed / as requested" basis in approximately 1500 square feet increments from as soon as the Contractor is able to cut sod in the spring to as far into the fall/winter.

(c) Orders for Sod: Shall be placed by the COR and/or CO as appropriate. At the COR and/or CO as appropriate’s discretion, orders shall be placed by email. Sod orders shall be placed on an "as needed / as requested" basis in approximately 1500 square feet increments. The cemetery shall notify the

Contractor of the need for sod delivery 1 week (7 calendar days) before it needs to be installed.

(d) Sod Application: Sod shall be produced from Blue or Gold Tag or certified seed as classified in the

TPI Guideline Specifications to Turf Grass Sod. The composition of the grass species in the sod shall be a mix of 100% Kentucky Blue/Rye grass using a blend of at least 3 regionally adapted cultivars of

Kentucky bluegrass.

SOD INSTALLATION

(a) Great Lakes National Cemetery shall not provide any equipment, personnel or assistance to the contractor for the installation of sod. All work normally associated with the placement of the sod shall be the contractor's responsibility. Sufficient manpower and equipment shall be provided by the contractor for acceptable and timely installation of the sod. Any motorized equipment used by contractor shall be approved by COR and/or CO as appropriate before it is allowed on turf areas.

(b) The contractor shall properly prepare each gravesite, road edge or area within the cemetery as approved by the COR and/or CO as appropriate before installation of sod. Contractor shall remove any existing sod or debris, rake (break up hard soil to allow root growth), level (bring to grade) with the surrounding area and ensure a firm grade of the ground before the installation of sod. Add topsoil

(min of 2 inches) provided by contractor. To ensure the installed headstone remains at the proper height, each gravesite shall be raked and leveled to allow 26 inches of exposed headstone (26 inches:

measured from where the top of the ground meets the bottom of the headstone to the top of the arch) or as approved by the COR and/or CO as appropriate. When sod is installed, the height of the exposed headstone shall be no less and no more than 25 inches or as approved by the COR and/or

CO as appropriate. A 1/8-inch tolerance is allowed. (25 inches: measured from where the top of the ground meets the bottom of the headstone to the top of the arch) or as approved by the COR and/or

CO as appropriate.

(c) The sod shall be cut in approximately 2' by 4' widths. The pieces not varying more than 0.5 inches to ensure installation ease and a uniform initial appearance and shall be cut at a thickness of no more than 0.75 -1-inch-thick excluding thatch and leaf length. All sod shall be delivered to the work site and installed the day it is harvested.

(d) The Contractor shall make all necessary arrangements to protect sod from excessive drying and wind damage from the time it is harvested at the sod farm until it is delivered to the cemetery and installed.

(e) The individual sod pieces shall be laid expeditiously without interruption, until the work area is completely covered. All pieces of sod shall be cut and tightly fitted against one another without overlapping or stretching to eliminate any gaps or visible seams and shall be fitted around all upright markers and any other obstructions.

(f) When laying the sod, the Contractor shall stagger each row so that the ends of each piece of sod do not line up with the ends of each piece from the previous row thus ensuring a tighter fit. To stabilize sod during the rooting process and to eliminate the chances of erosion, the Contractor shall use sod pins in adequate amounts during sod installation on any steep slopes if needed.

(g) After all the sod has been installed the Contractor shall roll the sod with a mechanical roller to smooth the surface and to help bring the sod layer into a good contact with the soil surface.

(h) Debris & Waste Removal: Removal of all debris and waste is the Contractor's responsibility. Any debris left after the sod installation shall be cleaned up thoroughly and removed from the cemetery.

At the end of each day, the Contractor shall remove all debris from the cemetery site resulting from the work. The Contractor shall ensure that debris and waste generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site.

(i) Contractor is required to clean all headstones that have become dirty as a result of the sod installation process.

A.1.11 Trash Pick Up:

During the months of April through November all trash receptacles throughout the cemetery shall be emptied daily (Mon-Fri) by 10:00 AM. During the months of December through March all trash receptacles throughout the cemetery shall be emptied on Mondays and Fridays. If a Federal Holiday lands one Monday or Friday, trash shall be removed Tuesday or Thursday to compensate. Trash receptacles are located in front of all burial sections, Committal Shelters, Administration building (PIC), and Honor Guard building. There are approximately 34 trash receptacles. This may increase based on phase construction. Contractor may place all trash in the roll off dumpster located in the spoils yard or in the 8-yard dumpster in the maintenance yard.

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 assigned by the COR and/or CO as appropriate.

Space offered shall be in “as-is" condition. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any equipment, supplies, fuel storage, or telephone and utility services. If available, only water utilities at designated work and storage areas shall be provided for purposes of contract performance only. The Contractor shall be responsible for the cleaning and maintaining of any Government spaces provide for their use. The

Contractor shall also be responsible for the cost of any utilities, such as sewer, water, electric, heat (gas), internet services, and trash removal, associated with their use of the Government facility. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearances, and unsanitary conditions.

(d) 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.

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

(f) Back fill and black dirt materials shall not be provided by GREAT LAKES NATIONAL

CEMETERY

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 or facilities for use by the Contractor is not allowed.

(c) The Contractor shall, use only established roadways, or use 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.

(d) The COR and/or CO as appropriate shall designate working space and space available for storing materials.

(e) 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.

(f) 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. 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. The Contractor shall only remove trees after coordination with the COR and/or CO as appropriate permits the contractor to do so and shall avoid damaging vegetation that shall remain in place. 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.

(ii) Schedule services

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

(c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be 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 - other than prolonged snow cover, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

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

(c) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor shall be responsible for the cleaning and maintaining of Government spaces provided for their use. The

Contractor shall also be responsible for any utilities such as sewer, water, heat(gas), electric, internet services, and 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 MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor shall comply with State 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 pesticide and fertilizer regulations and laws.

(f) If space is provided, only the Contractor’s equipment, supplies, and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on cemetery property. Maintenance or repair of Contractor equipment shall only be conducted in a designated area by the COR.

(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 designated by the COR. The government is not responsible for any costs associated 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 vehicle 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.

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 all times, to include long slacks or pants and shirt, buttoned up from neck to waist.

Clothing shall be clean each day. Any soiled clothing should be Cemetery work-related that day.

Tank tops as outer garments are prohibited. Tee-shirts shall have the company logo visibly displayed. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA.

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

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

d. not lean, sit or stand on or against headstones, markers, or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments at any time. Contractor personnel shall not drive over headstones, markers, or monuments.

e. only smoke in smoking areas, as designated by the COR. All other areas are designated as NO

SMOKING.

DIGNITY CLAUSE

Respect for Headstones and Markers in National Cemeteries; Handling of Markers and Headstones

1. Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

a. Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them.

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

c. Use care not to scratch or damage markers in any manner.

d. Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work.

e. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (e.g., casket or urn), or outer burial container, the contractor must contact the COR and/or CO as appropriate, and the Director/Assistant Director.

2. Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant

Director, or CO for guidance or resolution.

The contractor is required to discuss the guidance with employees and/or subcontractors and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

Contractor must discuss the guidance in this paragraph with its employees and all subcontractors. Any doubts as to proper procedures shall be brought to the attention of the COR and Contracting Officer for guidance or resolution. Contractor and subcontractor employee shall sign a Statement of Compliance (if applicable); and shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds.

Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the

Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government. Contractor’s objections to any such action shall be referred to the

Contacting Officer for final resolution; however, the Contractor shall first immediately comply with the

COR’s recommendation pending the Contacting Officer final resolution at a later time or date. The

Contractor shall not be due any type of compensation for their costs incurred as a result of an employee being removed for cause, unless the removal is found invalid and/or unreasonable by the Contracting

Officer.

(a) Questions from cemetery visitors shall be politely answered by Contractor personnel or referred to cemetery personnel.

(b) Contractor personnel shall not utilize cellphones or any device that shall hinder safety while operating vehicles inside GREAT LAKES NATIONAL CEMETERY property.

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

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

(e) Contractor shall not dispose trash on cemetery grounds. Contractor shall use Contractor’s trash and recycle services to throw their trash away.

B.9 ROLES & RESPONSIBILITIES OF KEY PERSONNEL

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

(a) Guiding, overseeing, and coordinating the work involved.

(b) Staying apprised of all upcoming cemetery functions including special holiday events and interment activities.

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

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

2. Communication & Coordination of Work with COR: Communication with the COR and/or CO as appropriate (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

Note: To cause the least possible interference with cemetery activities, contract personnel shall stop

(cease) all work in areas where services are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony.

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

B10. QUALITY CONTROL PLAN (QCP)

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

OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

The Contractor shall prepare and implement a written quality control plan as described below. The

Contractor must maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity shall be maintained. Plans (deliverables) are described as follows:

This paragraph establishes the minimum requirements for a quality control system to be provided and maintained by the Contractor. The Contractor shall ensure that the required services specified in this contract, meet the quality standards outlined in the contract. All work performed under this contract shall be of the highest quality, consistent with best industry practices, to assure timely provision of services, optimum tenant agency satisfaction, and adequate protection of Government assets. The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor work performed to ensure compliance with contract requirements. The results of all quality control inspections conducted by the Contractor shall be documented on inspection reports (warranted as presented) and provided to the COR as required or on the last workday of each week. It is also applicable for subcontractors where Government inspection is required.

In such cases, it is the Contractor’s responsibility to include in writing in each subcontract the use of this standard by his/her subcontractor. The Contractor must revise the plan at no additional cost to the

Government during the life of the contract as necessary to ensure that contract objectives are met. All revisions must be accepted by the COR. The Quality Control Plan shall include, but not be limited to:

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

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

(c) Roles and Responsibilities of Key Personnel: This must include the Contractor’s staffing levels

(including supervision) depicting various job classifications. A roster by name and job title must also be provided. Roles and responsibilities of key personnel must be clearly identified as well as addressing responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts must be identified. Job descriptions including tasks are also required.

(d) Records and Files: A description and/or samples of the forms, records, reports, and files the

Contractor intends to utilize and keep on-site, which shall indicate both the inspections conducted by the Contractor and necessary corrective action taken (as appropriate).