ALNC - Gravesite Maintenance DRAFT SOW.docx

National Cemetery Administration Abraham Lincoln National Cemetery

Gravesite Maintenance Statement of Work

General Information

1. Title of Project: Gravesite Maintenance

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Statement of Work, except as otherwise be specified.

a) This is a service contract for cemetery grounds services at the Abraham Lincoln National Cemetery, Elwood, IL and hereafter referred to as “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities described herein, which are required to maintain an acceptable appearance of the cemetery grounds and facilities.

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

3. Background:

a) The Abraham Lincoln National Cemetery is located at 20953 W. Hoff Road, Elwood, IL. The phone number is (815) 425-9958.

b) Site features consist of preset and conventional casket sections and cremation burials.

c) The cemetery’s anticipated burial rate is 3,000 – 3,800 per year.

d) The cemetery comprises 982.3 acres of land, but this contract is for maintenance of the developed area.

e) Site features include a main entrance with floral beds, administration building and maintenance building, maintenance and contractors’ compound, four (4) committal shelters, a flag assembly, columbarium with planting beds, memorial walkway with planting beds, extensive planting beds with turfgrass, trees, shrubs and ground cover.

f) National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to the specifications is required as well as National Cemetery Administration standards.

4. Performance Period: TBD

5. Type of Contract: Firm Fixed Price

B. Contract Award Meeting

1. The contractor shall not commence performance of the tasks in this Statement of Work until the contracting officer has conducted a “kick-off” meeting or has advised the contractor that a “kick-off” meeting is waived.

C. Specific Mandatory Tasks and Associated Deliverables:

1. Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section E and Attachments A – S of this Statement of Work.

2. NCA Standards and Measures:

a) Standard 6.1: Daily grounds maintenance activities do not detract from the dignity and solemnity of the cemetery.

(1) Measure 6.1: The number of complaints that are received as a result of operations, noise, equipment, etc. that intruded on the visitor’s experience.

(2) Target 6.1: 0 complaints.

b) Standard 6.2: All areas where cemetery operations have been conducted are neat, clean and free of debris and equipment at the end of the workday.

(1) Requirement 6.2a: Debris, equipment, tools and supplies are removed at the conclusion of each task or at the end of the workday.

(2) Requirement 6.2b: Roads, walkways, shelters, and burial sections are free of grounds maintenance debris by the end of the workday.

(3) Target 6.2: 100% compliant.

3. Description of Services:

a) The contractor shall provide all personnel, equipment, tools, supplies, supervision, and other items and services necessary to ensure that total cemetery maintenance is performed at Abraham Lincoln National Cemetery in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout.

b) All work will be done during normal Federal workdays. Contractor shall accomplish all work in accordance with the technical specifications that have been provided as Attachments A through S to this solicitation. Overall work shall conform to the NCA Operational Standards and Measures.

c) The Contractor shall be responsible for:

i. Sod placement of casketed and cremation sites.

ii. Headstone setting and maintenance

d) Provide a safe working environment for Contractor, cemetery staff and general public.

e) Ensuring all work conforms to the NCA’s established National Standards.

4. Standards of Employee Conduct:

a) Contractor and Contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.

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

(2) Shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal services.

(3) Shall neither eat nor drink beverages (except water or non-alcoholic drinks) in the work areas, nor in sight of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(4) Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments.

(5) The only designated smoking area for contract personnel of the Abraham Lincoln National Cemetery is located by the maintenance buildings. All other areas are designated as NO SMOKING.

(6) Contracted personnel are required to report the damaging of any cemetery facility, equipment, grounds or headstones to the COR as soon as occurs.

5. Parking and VA Regulations:

a) Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

b) All contractor personnel operating vehicles on government property must possess a valid state driver’s license.

6. Use of Cemetery Facilities:

a) The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

b) The Government will not furnish a storage building at the cemetery site for use by the Contractor to store supplies and equipment for the sod contract. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment.

c) The Contractor will be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals, with a copy provided to the COR, pesticides, herbicides and cleaning solutions. Additionally, copies of pesticide applicators license (if required) will be provided to the COR.

d) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. However, government will provide all electricity and water used on and for the cemetery facility.

e) Contractor employees will not be allowed to use cemetery staff or public restrooms. Contractor must provide restroom facilities for their employees.

7. Inspection and Cleaning of Cemetery Facilities:

a) The Contractor will perform a weekly inspection. During this inspection the appearance of the cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or his representative (COR).

b) The Contractor will be required to submit inspection reports and work accomplished to the COR weekly. The inspection forms will be provided to the Contractor.

8. Supervision, Work Hours and Training:

a) Project Manager: A competent and experienced “Project Manager” shall be provided by the Contractor for not less than two (2) hours per day whenever work is being performed. In the absence of the Project Manager, the Contractor will appoint a crew foreman or employee who will be responsible to insure that the work is (i) being accomplished in an expeditious manner, (ii) performed in accordance with the contract specifications, and (iii) progress is being made without undue delay. The Project Manager must have no less than two (2) years’ experience as a direct supervisor of a commercial construction operation that includes surveying, soil excavation, and site construction in industrial, commercial and/or public sites. The Project Manager will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. BOTH PROJECT MANAGER AND CREW FOREMAN ARE REQUIRED TO BE FLUENT IN ENGLISH.

b) Work Hours: Work may be performed between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday unless otherwise directed by the COR. At the Contractor’s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and / or Holidays. In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor shall arrange with the COR to work on weekends and/or holidays in order to meet performance time frames. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. No work will be permitted during Memorial Day or Veteran’s Day weekend activities. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday), the Contractor shall request for a deviation in writing to the COR at least 24 hours in advance. The COR will notify the appropriate individuals regarding Contractor's anticipated schedule and will provide written approval or disapproval to the Contractor.

(1) FEDERAL HOLIDAYS

(a) New Year’s Day (January)

(b) Martin Luther King’s Birthday (January)

(c) President’s Day (February)

(d) Memorial Day (May)

(e) Fourth of July (July)

(f) Labor Day (September)

(g) Columbus Day (October)

(h) Veterans Day (November)

(i) Thanksgiving Day (November)

(j) Christmas Day (December)

c) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

d) The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor to Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

(1) National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

(2) Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

(3) Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

9. Work Scheduling and Maintenance During Cemetery Functions:

a) The Contractor shall coordinate a work schedule with the COR(s) daily to ensure that no work is being performed at the immediate site of a scheduled interment. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. Contractor personnel shall not operate motorized equipment or conduct other commercial activities during interment services. The COR or his/her representative shall furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled internment, and a minimum of three (3) days before any ceremonial events. The Contractor is solely responsible for ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s). The Contractor shall meet with the COR at the end of each day to determine work completed and ensure that work is on schedule. In the absence of the COR, the Contractor shall meet with the Alternate COR.

10. Historic Preservation:

Where the Contractor or any of the Contractor's employees, prior to, or during the service work, are advised of or discover any possible archeological, historical and/or cultural resources, the Contractor shall immediately notify the COR verbally, and then with a written follow up.

D. Schedule for Deliverables

1. If for any reason any deliverable cannot be delivered within the scheduled time frame the contractor is required to explain why in writing to the contracting officer, including a firm commitment of when the work shall be completed. This notice to the contracting officer shall cite the reasons for the delay, and the impact on the overall project. The contracting officer will then review the facts and issue a response in accordance with applicable regulations.

2. Contract period : TBD Schedule of Deliverables

BASE YEAR

OPTION YEAR 1

OPTION YEAR 2

OPTION YEAR 3

OPTION YEAR 4

E. Changes to The Statement Of Work

a) Any changes to this Statement of Work shall be authorized and approved only through written correspondence from the contracting officer. A copy of each change will be kept in a project folder along with other products of the project. Costs incurred by the contractor through the actions of parties other than the contracting officer shall be borne by the contractor.

F. Reporting Requirements

a) The contractor is required to provide the Contracting Officer’s Representative (COR) with monthly written progress reports. These are due to the COR by the second workday following the end of each calendar month throughout the project’s duration. The COR is required to provide monthly progress reports to the contracting officer.

b) The progressive report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved with an explanation.

G. Government Responsibilities

a) The Government will provide a staging area on site for contractor operations.

b) The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

c) The Government will not furnish a storage building at the cemetery site for use by the Contractor to store supplies and equipment. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment.

d) The Contractor will be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

e) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. However, government will provide all electricity and water used on and for the cemetery facility.

H. Contractor Experience Requirements

1. Offers will be considered only from contractors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service. All services are expected to be performed by competent technicians, trained and qualified to complete the specific services required. All work performed shall be done in a first-class manner and in accordance with good commercial practices.

2. Contractors must provide evidence of their experience and ability to perform the tasks describe in this statement of work.

a) Cemetery operations that include the handling, setting and maintenance of Headstone and Niche covers.

b) Performing grounds maintenance activities in a high-profile environment.

c) Operation of equipment in the vicinity of headstones.

I. Confidentiality and Nondisclosure

It is agreed that:

1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the contracting officer at the conclusion of the task order.

2. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the contracting officer for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the contracting officer.

List of Attachments

ATTACHMENT A: LAWN MAINTENANCE: GRAVESITE RENOVATIONS AND SOD INSTALLATION

ATTACHMENT B: HEADSTONE MAINTENANCE: SETTING AND REALIGNMENT

ATTACHMENT C: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

ATTACHMENT D: PERFORMANCE REQUIREMENT SUMMARY (PRS)

ATTACHMENT E: WEEKLY INSPECTION REPORTS

ATTACHMENT F: QUALITY ASSESSMENT MONITORING FORM – CUSTOMER COMPLAINT INVESTIGATION

ATTACHMENT G: BUSINESS MANAGEMENT QUESTIONNAIRE

ATTACHMENT A

GRAVESITE RENOVATIONS AND SOD INSTALLATION

A.2 GENERAL REQUIREMENTS

(a) Phasing and Work Sequencing: The establishment period for topsoil preparation, ground renovation and sod installation shall begin immediately in the spring weather permitting with the approval of the COR. All turf renovation and sod installation work are to be accomplished in a sequential manner beginning with the oldest burials first continuing towards the newest burials with the topsoil prep work and sod installation. Work cannot begin in subsequent burial rows until such time that work has been completed in prior burial rows. The Contractor shall submit a proposed project work schedule sequence for COR review and approval prior to start of each phase project. Special Considerations: It is anticipated that a substantial number of grave sites will be filled during winter periods when sod is not available. These grave sites will be the first to be prepped by the Contractor for sod to receive installed sod grass at the beginning of the growing season.

(b) Turf grass Quality: Sod shall be healthy, high quality and free of any contaminant plants and pests. Sod shall be consistent in color, contrast and growth habit consistent to established cemetery turf. Failure to comply with requested sod composition shall be basis for rejection of delivery.

(c) Completion Time: As sod is a perishable item and needs to be installed within several hours after being cut, the Contractor will complete sod installation on the same day (within 12 hours) that each individual delivery of sod is made to the cemetery. The Contracting Officer’s Representative (COR) 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 will establish poorly.

(d) Placement of Orders: The estimated quantity of square feet of sod indicated in the Price Schedule will not be needed all in one delivery.

(e) Topsoil Preparation & Sod Ordering: The Cemetery Contracting Officer Representative (COR) will contact the awarded contractor by phone or email at various times throughout each contract period to place orders for topsoil prep and delivery of sod to the Cemetery. Sod orders shall be placed on an “as-needed / as requested” basis in not less than 1,800 square feet increments or more as the cemetery continues to move through a particular burial section and has a need for more turf coverage as soon as the Contractor is able to prep areas ready to cut sod in the spring to as far into the fall/winter. The contractor will be required to deliver sod to the cemetery within three (3) business days after placement of an order. The contractor shall unload all delivered sod materials in appropriate locations determined by the COR.

(f) Sod Installation: Sod will be completely installed by the contractor not later than close of business (COB) two (2) workdays after delivery. Sod delivered by the contractor on a Thursday must be delivered in sufficient time to be installed and watered by close of business on that day or the following Friday. Any floral arrangements and/or grave decorations moved during installation of sod shall be replaced on the appropriate gravesite before the contractor leaves the gravesite area. COR must inspect and approve the sod before installation. Installation will not be considered complete in its entirety, until sod has been accepted by the COR.

A.3 TOPSOIL PREPARATION, RENOVATIONS & SOD INSTALLATION

(a) Abraham Lincoln National Cemetery shall not provide any equipment, materials, personnel or assistance to the contractor for the topsoil preparation, renovations, sod installation or watering 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.

A.3.1: 1ST INTERMENT CASKET AREAS:

(a) Topsoil preparation on casketed areas will be power raked or rototilled by the Contractor to a maximum depth of 3 inches not to exceed 29” inches down from the top of the headstone arch. The contractor shall properly prepare adjacent gravesites before installation of sod by edging each grave by removing existing sod keeping all edges uniformity squared on all sides and top to bottom. Contractor shall uniformly mix fertilizer, amendments, and contractor provided topsoil to uniformly loosen top surface for re-grading and leveling. Cemetery employees will be responsible to establish topsoil grade within 3 inches from finish grade or 29” inches from the top of headstone center arch. Areas within (6) six inches of headstones the areas must be tilled to a depth of 3 inches surface-graded/leveled by hand with rakes or other hand tools. Areas that exceed the height of (26) inches will be lowered and graded by the contractor prior to finish grade. Level topsoil, grade and compact surface of site to achieve desired finished appearance, which is to be smooth and uniformly level down each row, between each headstone and between each row, free of all surface ripples, depressions, high spots, low areas, ridges. The finish grade for each gravesite section shall be smooth and uniformly level with adjacent gravesite sections and surrounding terrain. New surfaces shall be blended to existing areas.

(a) The prepared surface (finish grade) shall be a maximum 1 inch below the adjoining grade of any surfaced area. The prepared surface (finish grade) shall be a nominal 26 inches below the top of all upright headstones or by direction and approval of the COR. In locations where existing burial area surface has formed "ridges" between rows, these areas shall be knocked down by grading between high and low surfaces of the rows so that finished surface is uniformly flowing from row to row, and down each row. If this process does not achieve desired smooth and uniformly flowing finished grade due to numerous depressions and low or sunken areas in the existing surface grade, import, spread and compact additional high-quality topsoil of similar characteristics and texture to the soil already present on site.

(b) Topsoil shall be free of foreign matter, any objects bigger than 25 mm (1 inch) and weed seeds. Apply maximum 3” inches of topsoil and compact to eliminate all ripples, depressions, and sunken grave areas as needed to achieve the desired smooth and uniformly level finish grade and appearance. Firm the topsoil by rolling with a standard motorized self-propelled turfgrass roller that is half-full of water. If more weight is required to adequately firm the surface, fill the roller with water and repeat rolling as necessary. Properly firmed soil will show a footprint when walked upon but will not allow the walker's foot to sink into the soil. Protect finished areas from damage by vehicular or pedestrian traffic. Install and maintain erosion control material to meet local environmental regulations.

A.3.2: 1ST INTERMENT GROUND CREMATED (IGC) AREAS:

(a) These sections usually have standing established turf. The following renovation process shall begin with the approval of the COR and only when the existing turfgrass is actively growing and not in dormancy. The entire vegetated area should be treated with an application of an appropriate non-selective herbicide. Application rate should be the maximum label recommended rate for the complete elimination of perennial grass species and contaminant weeds. IMPORTANT: Application must be made at a time when grass is actively growing for the herbicide to work. Application to be made by a licensed pesticide applicator. Allow a minimum of 10 to 14 days to elapse for herbicide to fully translocate throughout all plant parts. If necessary, re-treat the vegetated area until the vegetated area is completely dead. Use Power-rake rototill or sod cutters to entire treated area to loosen and prepare the site for the removal of all residual plant debris including thatch. Remove all residual plant debris including thatch. Add contractor provided topsoil for re-grading and leveling. Areas within (6) six inches of headstones must be graded/leveled by hand with rakes or other hand tools. Areas that exceed the height of (26) inches will be lowered by and graded by the contractor prior to finish grade. The contractor shall properly prepare adjacent gravesites before installation of sod by edging each grave by removing existing sod keeping all edges uniformity squared on all sides and top to bottom. Cemetery employees will be responsible to establish topsoil grade within 3 inches from final grade or 29” inches from the top of headstone center arch. Protect finished areas from damage by vehicular or pedestrian traffic. Install and maintain erosion control material to meet local environmental regulations.

A.3.3: CASKET 2ND INTERMENT:

(a) The Government will have provided primary grounds prepared for installation of new sod on 2nd interments. The contractor shall properly prepare each gravesite before installation of sod by edging each grave by removing existing sod keeping all edges uniformity squared on all sides and top to bottom. Loosen and break up hard or compacted soil, smoothing, raking and leveling it. Eradicate weeds/grasses and remove all unwanted debris from gravesites. The Contractor will be responsible for removing or adding topsoil. Compacting and leveling contractor provided pulverized topsoil as necessary to a maximum depth of (3) inches from final grade ensuring that the ground is at the proper grade and raked free of all debris that would impair proper installation and thus impede growth of new sod. The contractor shall be responsible for applying appropriate fertilization to the ground before the installation of sod. Before fertilizer is applied, the COR must approve the amount and type to be used. To ensure the installed headstone remains at the proper height, each gravesite will 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). When sod is installed, the height of the exposed headstone will be no less and 24 inches and no more than 26 inches.

A.3.4: SOD DELIVERY AND INSTALLATION:

(a) The sod shall be cut in approximately 2’ wide by 5’ lengths. The pieces not varying more than 0.5 inches to ensure installation ease and a uniform initial appearance and will be cut at a thickness of no more than 0.75 -1-inch-thick excluding thatch and leaf length. All sod will be cut and delivered to the work site the same day of installation.

(b) 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.

(c) 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 to eliminate any gaps or visible seams and shall be fitted around all upright markers and any other obstructions.

(d) For sod installation on subsequent interment gravesites, hand carts and small motorized vehicles approved by the COR may be permitted into established turf areas.

(e) The first row of turfgrass sod shall be laid in a straight line, with subsequent rows placed parallel to and tightly against each other. Lateral joints shall be staggered to promote more uniform growth and strength. Care shall be exercised to ensure the pieces are not stretched or overlapped and that all joints are butted tightly to prevent voids that would cause air drying of the roots. In order to stabilize sod during the rooting process and to eliminate the chances of erosion, the Contractor will use sod pins in adequate amounts during sod installation on any steep slopes if needed.

(f) The installation contractor shall water the turfgrass sod immediately after transplanting to prevent drying. As sodding is completed in any one section, the entire area shall be lightly rolled. It shall then be thoroughly watered to a depth sufficient to ensure the underside of the new sod pad and soil immediately below the pad are thoroughly wet. The Contractor shall be responsible for having adequate water available at the site prior to and during installation. After all the sod has been installed, the Contractor will roll the sod with a motorized self -propelled roller to smooth the surface and to help bring the sod layer into a good contact with the soil surface.

(g) Debris & Waste Removal: The Government shall not provide receptacle(s) for disposal of debris related to this contract. Removal of all debris / waste away and off cemetery grounds 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 always ensure that debris and waste generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site.

A.4 WATERING SOD

(a) The establishment period for turf shall begin immediately after installation, with the approval of the COR. All turf established by the Contractor shall be irrigated and fully maintained by the Contractor until final acceptance is made by the Government. The Contractor is responsible to provide suitable and adequate water for irrigation. The Governments reserves the right to increase or decrease frequency of watering as deemed necessary. Contractor may utilize the existing water supply (quick couplers, existing heads in ground) at existing burial sections at Abraham Lincoln National Cemetery on an as-is basis when the irrigation system is operational and functionable. The contractor will not be allowed to take water from cemetery water fire hydrants. Contractor shall provide and utilize his own portable water tanks, irrigation hoses, irrigation nozzles, sprinkler heads and connectors to maintain the sod in a live, healthy condition until the renovation work is completed. All sod must be well rooted (knitted) into the soil to be accepted.

(b) Watering: Irrigate area routinely and as required to ensure complete and satisfactory sod establishment. Apply water at a moderate rate so as not to flood the plants and turf. Soil on sod pads shall be kept moist at all times to maintain moist soil to a depth of at least 4 inches. Sod shall be watered daily for the first 10 to 14 days to avoid dry out. Then, water sod routinely as needed to prevent visual wilt (blue/gray hue). In all cases, Contractor shall coordinate irrigation schedules with the COR.

(c) Eradicate all weeds. Water, fertilize, over-seed, and perform any other operation necessary to promote the growth of grass. Replant areas void of turf 0.1 m2 (one square foot) and larger in area. Germinated weeds must be eliminated by spraying with a typical three-way broadleaf herbicide combination product or with Drive™ or an approved equal post emergence herbicide for control of crabgrass or both if necessary, to achieve 100% turfgrass cover. The seedling turfgrass shall be mowed at least three times before any herbicide treatment is applied.

A.5 RESPONSIBILITIES

(a) The Contractor shall preserve and protect all structures, equipment, roads, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site, which is not to be removed and which does not interfere with the work required under this contract. The Contractor will take extreme precaution when installing and rolling sod not to hit, damage, mark or knock any headstones out of alignment. Due to weight requirements for equipment in pre-placed crypt fields, at no time shall the Contractor drive any trucks or delivery vehicles into the crypt field to deliver the sod.

(b) The Contractor must contact the COR during adverse weather conditions as to not cause any undue tracking or rutting of turf. If such damage is caused by the contractor, the complete renovation of these areas will be at the expense of the Contractor.

(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 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.

(d) Communication & Coordination of Work with COR: Contractor shall participate in regular meetings with Government personnel and other Contractors at the cemetery to coordinate contract work schedules and contract related issues. Communication with the COR is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workers are prohibited from passing through the service area during this period.

(e) Insurance, Licenses & Permits: 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 Illinois. The Contractor is responsible for repair and / or replacement of any damaged turf, headstones, structures and / or other property.

ATTACHMENT B

HEADSTONE MAINTENANCE: SETTING & REALIGNMENT

B.3.1 GENERAL INFORMATION:

B.3.1.1 The Department of Veterans Affairs, National Cemetery Administration (NCA) requires the erection, emplacement, replacement, raise and realignment of upright granite headstones and flat granite markers at Abraham Lincoln National Cemetery, located at 20953 W. Hoff Road, Elwood, Illinois 60421. The period of performance shall be from date of award through September 30, 2020, with four (4) one-year renewal options.

B.3.1.1a All work shall be performed in accordance with all clauses, provisions, terms, conditions, instructions, schedules, requirements, clause addendums, provision addendums, and representations and certifications contained within this solicitation. The itemized services listed below are an estimated maximum amount. Monthly billing and payment will be on an “as-needed/as-used” basis only and will include only the work activities that have been authorized by the COR and have actually occurred during that month. There is no guarantee that all these estimated quantities will be fully utilized during any period of the contract. Payment will only be made for work services that the Contractor has been specifically authorized to proceed with by the COR or Cemetery Director prior to commencement of the work.

B.3.2 GENERAL REQUIREMENTS:

B.3.2.1 The Contractor shall provide all necessary supervision, labor, equipment, supplies and materials required to perform this service twelve (12) months of the year. All equipment and supplies maintained and operated by the Contractor shall be consistent and fully compliant with all applicable Federal, State, County, and City laws, ordinances and regulations and meet State inspection, safety, licensing, registration, and insurance requirements.

B.3.2.2 The Government shall provide the headstones, grave markers, maps, drawings, and technical support. The Contractor shall supply crushed limestone, or topsoil and grass seed. Crushed limestone is the preferred backfill. The Contractor shall exercise utmost care when handling headstones or markers. Contractors shall be responsible for replacement of any headstone or marker, which is chipped, marred, or damaged at the fault of the Contractor, and shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the COR prior to installation.

B.3.2.3 Upright granite headstones are 42 inches long X 13 inches wide, X 3 inches thick and weigh approximately 175 pounds. They are erected on 3-foot x 10-foot, 5-foot x 10-foot, 3-foot x 8-foot casket gravesites, 5-foot x 5 foot and 4-foot x 4-foot ground cremation gravesites.

Flat granite markers are 12 inches wide, 18 inches long, 3 inches thick and weigh 60 pounds. These markers are emplaced on 3-foot x 3-foot gravesites for in-ground cremations. In-ground flat marker sections are closed sections.

B.3.2.4 After headstones or markers are received and checked in by Cemetery staff, The COR shall notify the contractor in writing that headstones or markers are ready for installation. The contractor shall pick up the headstones or markers from the COR designated storage area and deliver the headstones or markers to the proper gravesite for installation using a farm tractor that is not over 6,500 to 7,000 pounds, gross weight, or other vehicle that has prior approval by the COR. All equipment shall be equipped with turf or similar tires that shall not cause excessive turf damage. Contractor shall install the required headstones or markers within ten (10) working days after notification from the COR.

B.3.2.5 Prior to installation the Contractor shall verify that information on the temporary marker at the gravesite matches the information on the permanent headstone or marker. Differences shall be reported to the COR prior to installation. Temporary markers shall not be removed from gravesites until permanent headstone or marker is ready to be installed.

B.3.2.6 All headstones or markers shall be set on the centerline at the head of the grave with the inscription facing the grave. Headstones and markers shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, diagonally and transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8” or less. All measurements shall be taken from established section layout control points, not from previously set headstones or markers, unless otherwise directed by the COR. All measurements shall be made in ascending grave number order. In this way, small discrepancies in measurements will tend to cancel out and not be compounded. 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. Set headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play.

B.3.2.7 Contractor shall use all available equipment, tools, matting, boards, etc., provided by the contractor to protect the turf at contractors designated work areas. Contractor shall repair turf damage he/she has caused during all weather conditions that is deemed by the COR at no additional cost to the Government.

B.3.2.8 The cemetery is geographically located in a region which experiences inclement weather with freezing temperatures, frozen ground, snow accumulation, freezing rain, and a freezing thawing effect which creates muddy conditions from temperatures warming up in the day and freezing in the evenings, typically from December 1st through March 31st. The contractor shall provide all tools, parts, labor and materials to assure that headstones and markers are emplaced throughout this contract period. It is preferred that the contractor pre-dig headstone or marker sockets before freezing ground conditions occur. The contractor shall work closely with the cemetery COR during this process. Excess sub-soils from pre-dug sockets will be hauled away from the site to a pre-designated area. The pre-dug sockets will be either backfilled, covered or both for safety precautions. All pre-dug sockets will be clearly marked using contractor provided orange safety cones no less than (18”) inches tall and no taller than (24”) inches. Snow accumulation will be removed by the contractor from areas that are ready to receive the headstone or marker for emplacement including areas requiring alignment for the use of string lines from control points.

B.3.3 INSTALLATION OF HEADSTONES AND MARKERS

B.3.3.1 All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the headstone operation shall be carefully, and in an orderly manner moved from and per completion of work, moved back to all gravesites by the contractor. Prior to removal, the contractor shall verify the numbering sequence and location of the headstone and associated decorations. Prior to installation, the Contractor is to match the headstone with temporary marker, matching name, section and grave number, to ensure headstone is on the correct gravesite. When headstone is in place, floral arrangements, commemorative, or other types of decorations shall be carefully and respectfully replaced, centered on the appropriate gravesite. Temporary markers shall be returned to the Government at an area designated by the COR.

B.3.3.2 HEADSTONES - Sockets to receive headstones shall be dug by hand and/or mechanical devices of trenching to dig individual sockets to a sufficient depth so that 25 inches of the headstone is extending from the ground level to the top of the arc on the headstone. Contractor shall not dig sockets wider than eight (8) inches, eighteen (18) inches in length, or exceed a depth of twenty two (22) inches, leaving the bottom four (4) inches to be filled with Contractor provided crushed limestone and tamped to full compaction to proper grade before headstone is placed in the socket. This shall allow water to drain away from headstone. Soil from excavating the socket shall be placed on canvas, or other material/equipment. No part of the inscription shall be covered due to height requirement. Headstones shall be centered on the gravesite at the head with the inscription facing the grave. Crushed limestone shall be placed around the headstones and thoroughly tamped to full compaction at each three (3) inch intervals leaving the last four (4) top inches to be filled with Contractor provided topsoil, left in a clean state, free of stones and debris. All the soil around the headstones must be firmly in place so that the headstones are rigid with no give or play. Only non-metal tampers shall be used. COR may request that the Contractor hand dig some headstone or marker sockets to prevent damage to turf because of accessibility difficulty or weather conditions.

B.3.3.3 MARKERS – Flat granite markers are placed on a plastic “Marker Grid” designed for marker reinforcement and alignment. Marker grids are (13) inches wide x (13) inches long x (1-5/8) inches high. They are snapped together to form one long solid line when laid out flat on the ground under the flat granite marker. Flat granite markers shall be centered on the gravesite positioned with the top edge of the marker directly on the top edge of the gravesite. Contractor shall excavate individual sockets for each marker three (3) inches deeper than required, backfill and compact with Contractor provided crushed limestone material when a plastic marker grid is not present so that the marker shall be firmly supported and the marker face shall be one inch above grade level both in length, width and leveled. The void surrounding the marker shall be filled with sod or tamped topsoil to prevent marker from shifting.