Attachment 1_SOW Headstone Maintenance Ohio.pdf

STATEMENT OF WORK

HEADSTONE SERVICES

OHIO WESTERN RESERVE NATIONAL CEMETERY, 10175 Rawiga Rd, Seville, OH 44273 February 3, 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 shall 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 shall be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

PERIOD OF PERFORMANCE

This is an Indefinite-Delivery, Indefinite Quantity requirement. The term of this contract shall be for a period from Date of contract award through 365 calendar days plus four (4) 1-year Options through 2030, if exercised. Contractor shall submit an invoice electronically, in arrears, at the end of each month.

DESCRIPTION OF SERVICES

The Contractor shall provide all management, manpower, supervision, equipment, materials and supplies necessary to provide headstone maintenance services as described herein. The Contractor shall comply with all applicable Veterans Affairs, National Cemetery Administration, OHIO WESTERN RESERVE NATIONAL CEMETERY Directives, Handbooks, Policies and Standing Operating Procedures (SOP) for all work performed including applicable OSHA safety requirements and NCA Operational Standards and Measures. The Contractor shall also adjust/modify work procedures, as required, to comply with updates, changes or additions to policies, procedures, directives, handbooks, etc., from the VA, NCA, OHIO WESTERN RESERVE NATIONAL CEMETERY and/or OSHA. Work on this contract shall be performed at OHIO WESTERN RESERVE NATIONAL CEMETERY. Work under this solicitation is expected to commence on or about July 1, 2025.

GENERAL REQUIREMENTS

(a) All work shall be performed during normal cemetery hours of operation 7:30AM, through 4:00PM local time Monday through Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends. Contractor may make a written request to the Contracting Officer Representative (COR) and/or CO as appropriate, in advance, to work outside of the normal work hours when needed to carry out the specifications of this contract.

(b) The Contractor will be required to submit daily inspection reports/checklists and work accomplished to the Contracting Officer Representative (COR) daily by 3:00 p.m. EST. The inspection forms/checklists will be provided to the Contractor.

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

FEDERAL HOLIDAYS

The contractor shall reference the OPM website, OPM Home - OPM.gov for holidays.

The following is a list of all FY2025 Federal holidays:

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 coordinated through the COR and/or CO 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.1.1 Set New Initial Upright Headstones 0002 A.1.2 Set Replacement Upright Headstones 0003 A.1.3 Set Replacement Flat Markers 0004 A.1.4 Headstone Cleaning 0005 A.1.5 Headstone Raise and Realignment 0006 A.1.6 Headstone Fine Tune Alignment

A.1.1 Set New Initial Upright Headstones Work consists of setting approximately 1,700 new initial upright headstones on gravesites each year. Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed. Reference attachments D-G as necessary for guidance specifications.

Upright grey granite headstones (provided by NCA/Cemetery) are to be used at OHIO WESTERN RESERVE NATIONAL CEMETERY as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries).

Headstones shall be properly set on the correct gravesite within ten (10) calendar days of delivery to the contractor by the COR. Standard upright marble headstones are approximately 42 inches long x 13 inches wide x 4 inches thick and weigh approximately 230 pounds.

The Procedure for Headstone Setting and the replacement of Headstones is as follows:

The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the Government.

Blank headstones are received at OHIO WESTERN RESERVE NATIONAL CEMETERY and unloaded by the Government. The Government is responsible for the unloading of headstones from the delivery truck, inspecting the headstones for damage and reporting defects to cemetery staff. Headstones identified by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate, as damaged or after inspection of inscription (on-site inscriber) as incorrect shall be removed/destroyed by the government.

Headstones shall be properly set on the correct gravesites within ten (10) calendar days of delivery to the contractor by the COR. In transporting or storage of headstones, they shall be protected by the contractor from damage during transport throughout the cemetery. The Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate shall designate a suitable area for storage of headstones to protect the headstones from the weather and avoid damage or staining. The headstones may be stored by resting them on their bottom edge and leaning them against the wall at a safe angle. Several headstones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor’s handling or negligence, the cost of replacement shall be borne by the Contractor. An inscription and quality inspection shall be accomplished by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate upon receipt. Defective headstones shall not be set. Replacement headstones shall be ordered by Cemetery staff.

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

Headstones shall be properly set on the centerline of the grave, twelve (12) inches in from the head of the grave, with the inscription facing the grave or at a distance designated by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate.

Headstones shall be set vertically plumb in all directions in all cases – in line vertically (top line), and laterally as well as diagonally with headstones of adjacent graves using top string line, front of headstone string line, and a side of headstone string line. Maximum vertical, lateral and diagonal (traverse) tolerance of any headstone off the alignment string lines and or marks shall be less than 1/8”. All measurements and string line set ups and row layouts shall be taken from established burial section layout control point grid monuments, not from previously set headstones.

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 unless otherwise specified by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate. Headstones shall be anchored firmly in place so that they are rigid with no give or play.

If there are cases where headstone sockets need to be realigned/shifted, and or re-dug, the headstone sockets to receive headstones shall be dug by hand and or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the grade level to the top of the arc of the headstone. The Contractor shall not dig a headstone socket wider than twelve (12) inches x twenty (20) inches in length or deeper than twenty (20) inches with aggregate that may cause the headstone to settle below height requirements.

The alignment of the headstones should be checked frequently during this process because the tamping may move the headstone out of level or off the mark on the line. Upright headstones in all section shall be firmly set and anchored in place with no movement from forces subjected by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate.

Headstones are to be set in the following manner:

a) On Pre-placed Crypts (PPC), sockets for headstones are to be dug down to the crypt lid, then, if needed to achieve the correct height, moistened, crushed limestone base material (approval of material required by cemetery) supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) is to be added and tamped to full compaction , ensuring the headstone shall not sink, in the bottom of each socket to the proper depth needed for the headstone to set on and extend 24-26 inches from the top of grade to the top of the arc on the headstone. After each headstone is placed into its socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (4) inches at the top to have tamped topsoil with sod or government provided seed applied, based on Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate guidance. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected, and ultimately achieved with each headstone rigidly set.

b) If a headstone is to be installed where there is no PPC or headstone containment box, the depth of the socket shall be dug to a maximum depth of twenty (20) inches and then a minimum of three (3) inches of crushed limestone base material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) supplied by the contractor is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that 24-26 inches of the headstone extends from top of grade to the top of the arc of the headstone.

After the headstone is placed in the socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (4) inches at the top to have tamped topsoil with tall fescue sod from a sod farm in coordination with the COR and/or CO as appropriate by the cemetery or government provided seed applied, based on Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate guidance. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected and ultimately achieved with each headstone rigidly set.

c) The Contractor shall report and provide a written list no later than 12:00pm Eastern Standard Time (EST) on their daily planned headstone settings to the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate.

d) The contractor shall pick up the headstones from the COR designated storage area and deliver the headstones to the roadside area of the proper gravesite section using contractor provided vehicle or equipment. Delivery of the headstone from roadside area to gravesite shall only be accomplished with hand dolly or similar type lightweight dolly equipment as needed and appropriate to prevent turf damage and/or rutting from occurring. At no time are there to be motorized vehicle or equipment driven on any turfed areas. No tools or equipment are to be left unattended at any time on a grave site for any reason.

e) Any headstones broken or damaged by the Contractor shall be reported to the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate at time of discovery each working day to allow time for OHIO WESTERN RESERVE NATIONAL CEMETERY staff to make corrections and to ensure the grave is properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements shall be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at the Contractor’s expense. All grid or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor’s expense. Curbs, roads, walks, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate.

f) Headstones shall be removed from their sockets by using wooden clamps, and or metal clamps. If metal clamps are used the area that contacts the headstone shall be protected with a rigid fabric that shall prevent damage and marking of the headstone.

Use care not to scratch or damage headstones in any manner. Contractor is responsible for the correction and restoration to original condition all areas where damages were caused to turf and headstones during performance of this work.

g) Adjustment (raising, lowering, or otherwise realigning newly set headstones due to initial settling, improper compaction or contractor error shall be the responsibility of the Contractor, and shall be at the Contractor’s expense.

h) If there is a problem with realigning a specific marker, a report shall be sent to the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate providing a detailed explanation of the reasons the marker was not realigned. All headstones set by the Contractor shall maintain the proper height and alignment for a period of 365 days from date of install and compliance by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate; any adjustment, raise, lower or realignment of headstones during this warranty period shall be at the Contractor’s expense. Adjustment, raising, lowering and/or realigning newly set headstones due to initial settling, improper compaction or Contractor error shall not constitute Headstone Raise, Lower, Realign, Reset, backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

1.1.2 Set Replacement Upright Headstones

Work consists of setting approximately five hundred (500) replacement upright headstones on gravesites each year. Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed. Reference attachments D-G as necessary for guidance specifications. Upright white marble headstones (provided by NCA/Cemetery) are to be used at OHIO WESTERN RESERVE NATIONAL CEMETERY as determined through coordination with the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Headstones shall be installed within ten (10) calendar days of delivery or within the sixty (60) day period from date of order, whichever comes first. Standard upright marble headstones are approximately 42 inches long x 13 inches wide x 4 inches thick and weigh approximately 230 pounds. The Procedures for setting replacement upright Headstones are the same as outlined in A.1.1 except that the previous headstone socket shall be used (unless damaged) for the replacement headstone. Amount of work and time to complete each replacement headstone is significantly less than an initial upright headstone. 5-10 minutes is sufficient due to the headstone socket already being in place.

A.1.3 Set Replacement Flat Markers Work consists of setting approximately twenty-five (25) replacement flat markers on gravesites each year. Contractor shall make every effort to ensure proper square, location, and alignment of all flat markers installed. Flat markers are installed to be uniform in height (parallel with the ground and no more than 1” above ground level) and aligned horizontally, vertically, and diagonally. Reference attachments C-G as necessary for guidance specifications. Granite flat markers (provided by NCA/Cemetery) are to be used at OHIO WESTERN RESERVE NATIONAL CEMETERY as determined through coordination with the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Flat markers shall be installed within ten (10) calendar days of delivery or within the sixty (60) day period from date of order, whichever comes first. Standard granite flat markers are approximately 24 inches long x 12 inches wide x 3 inches thick and weigh approximately 100 pounds. Amount of work and time to complete each replacement flat marker is significantly less than an initial flat marker. 5-10 minutes is sufficient due to the flat socket already being in place.

A.1.4 Headstone Cleaning Work consists of an annual cleaning of all upright headstones on gravesites (approximately 28,000 as of 10/21/2024, with an annual addition of approximately 1,700). (Government- agreed cleaning agent (D2, Weatherzyme) and clean water shall be used to clean headstones.

Cleaning techniques with water shall include high pressure spraying, scrubbing, and rinsing.

“Clean” under this contract means the headstones shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc. Distributing D2 / Weatherzyme on the headstone / marker should be completed within 1-2 minutes. Pressure washing a typical headstone should be completed within 3-5 minutes per headstone / marker. An additional 3-5 minutes may be required for severely soiled headstones / markers.

When pressure washing is utilized, the pressure shall not exceed 500 psi at a minimum distance of 12 inches between nozzle and headstone. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended on older headstones. Excessive soil shall be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

Use a cleaning product specifically designed to clean headstones each year. Acceptable Products: ‘D/2 Biological Solution by D/2 Biological Solutions, Inc.; or Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate- agreed-upon product or appropriate equal.

Follow manufacturer’s printed instructions for product mixing and application. Protect turf from injury. Avoid contact between cleaning agent and turf exposed to direct sunlight. Initially clean two headstones using the agreed-upon method between the Contract, Cor and/or CO as appropriate cleaning agent as a test area to determine efficacy of cleaning and to observe for damage done to turf. Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate shall inspect and track results. Adjust ratio of water to product and retest as stated above. Continue with cleaning of headstones when coordinated with the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate.

A.1.5 Headstone Raise and Realignment (R&R) Work consists of raise and realigning upright headstones on gravesites each year. The number varies per year based on sections assigned for R&R. This section outlines upright headstone realignment requirements. Raise, Lower, Realignment, Reset, and Backfill services consist of extracting, resetting, aligning backfilling, and tamping/compacting upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites. Reference attachments D- G as necessary for guidance specifications.

Government personnel shall perform an inspection of all headstones utilizing the gravesite maps and burial register to verify the exact location of each headstone and name on each headstone prior to any raise and realignment work. Government personnel shall also video each headstone. All required raise and realignment verification documentation shall be uploaded to the Midwest District (MWD) share site prior to the contractor beginning work.

Removal/Handling/Storage of Headstones: If headstones are to be removed, prior to their removal they shall be verified by the contractor using gravesite layout maps provided by the COR. Verify the accuracy of these maps with Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate prior to removing any headstones. Headstones shall not be removed from their gravesites. Place headstone flat side down on supports when necessary.

Do not lean headstones against any object. Headstones shall be handled and stored in a dignified manner.

Headstones shall be removed from their sockets by using wooden and/or metal clamps. If metal clamps are used the area that contacts the headstone shall be protected with a rigid fabric that shall prevent damage to, and marking of, the headstone. Use care not to scratch or damage headstones in any manner. Contractor is responsible for restoring all damages caused to turf and headstones during performance of this work. Headstones are to be raised and/or lowered in the following manner: (Note: In areas where smaller than standard size headstones shall occur, coordinate specified measurements and dimensions of required work with Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate) Shallow and Correct Depth Headstones Set in Earth: Earthen sockets are to be dug to a depth of 21 inches below finished grade. Place minimum 3-inch-deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone shall extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Maintenance”.

Deep Headstones Set in Earth: Earthen sockets are to be filled to a depth of 18 inches below finished grade. Place minimum 3-inch-deep base of 3/4-inch minus crushed aggregate material and compact to 95 percent relative density such that 24-26 inches of the headstone shall extend from the finish grade to the top of the arc on the headstone. Place aggregate base material around all sides of the headstones in 3-inch lifts and compact to 95 percent relative density, leaving the last 6 inches for placement of topsoil. Compact topsoil to 85 percent relative density and seed per “Turf Maintenance”.

For Straight Rows: Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate), 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-inch or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones or keystones, in irregular terrain where sloping and uneven ground conditions exist, all headstones shall be set at proper heights and levels to provide a flowing transition through uneven terrain.

Raised and realigned headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play.

In cases where headstone sockets need to be realigned/shifted, and/or re-dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of twenty-one (21) inches that shall cause the headstone to settle below height requirement.

The measurements between rows of headstones and headstones within each row shall differ from one section to the next due to the use of differing burial patterns; discuss with Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate where this is found to occur. These measurements shall be adhered to as closely as possible. Headstones shall be accurately and precisely reinstalled on the correct gravesites with the utilization of grave plot maps.

Headstones are chosen to be “key” stones. All headstones determined to be keystones are stones identified by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate that are set off the burial section’s permanent control markers. All keystones are to be identified at beginning, middle, and the end of 72-feet grids. These keystones are to be aligned by leveling front and back and side-to-side, and raised or lowered to a height of 24-26 inches above topsoil level. Constant quality control is to be maintained and is required on all keys.

At the start of work in each burial section, the first row of reset/realigned headstones in each burial section is to be inspected by Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate for appearance, spacing, depth, alignment, plumbness, height, accuracy, and smoothness in grade transition. No further setting of headstones shall be done until this first row has been inspected and accepted by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate. If the first row is rejected by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate, the contractor shall at no additional cost to the Government reset the rejected stones before proceeding in that section. It is the Contractors responsibility to notify the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate 24 hours in advance of when each of these inspections shall be needed.

Heavy strings or lines shall run along the backs, sides, and tops of these keystones. The string or line is required to be provided by the contractor. These lines are to be marked with the proper measurements (size of section) for the section being aligned. All remaining headstones in the row are then aligned along the strings front to back and side-to-side even with the measured marks on the line. Each headstone is leveled and plumbed front to back and side-to-side keeping the back of the headstone along the string and the side of the headstone along the measured mark. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8 inch, or less. Each headstone is also raised or lowered as necessary to ensure a uniform measurement of 24-26 inches above topsoil level.

The headstone is then aligned along the string front to back and side-to-side even with the measured mark on the line. The headstone is leveled and plumbed front to back and side-to-side keeping the back of headstone along the string and the side of the headstone along the measured mark.

The alignment of the headstones shall be checked frequently during this process because the tamping shall move the headstone out of level or off the mark on the line. This process of raising and realigning is repeated for each row of headstones. Upright headstones in all completed work areas shall be firmly set and anchored in place with no movement from forces subjected by the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate. The Government reserves the right to require the contractor to pull suspect stones to verify that the correct base material and specified depths have been achieved. Any stone pulled under this requirement shall be pulled and reset at no additional cost to the Government.

A.1.6 Headstone Fine Tune Alignment (FTA) Work shall consist of adjusting alignment of approximately 1/3 headstones (approximately 10,000 per year) already in place that have shifted out of vertical or horizontal alignment so that all headstones are FTA in a three-year cycle. Fine tuning of headstone alignment, or “Bump and run,” shall be ongoing to keep headstones plumb and aligned. Contractor shall bring the headstone to plumb (vertical). This may be accomplished by two persons, one to sight along headstone rows and columns to guide plumb adjustment (left/right) while the other remains 10 to 15 headstones ahead (along the row) utilizing a wooden tamping/pry stick to guide the adjustment. A stringline may be utilized to guide the adjustment. Once complete, the contractor shall verify plumb of each headstone utilizing an electronic level or torpedo level. Contractor shall ensure the initial “Key” headstone is properly aligned prior to using it as a reference to adjust others.

a) Upright headstones in current active burial sections are installed to be uniform in height (24”-26” above ground); horizontally, vertically, and diagonally aligned; and inscription visible. A deviation from the height requirement is acceptable to ensure a pleasing top line is achieved to compensate for ground contours. In areas where smaller than standard size headstones occur (Civil War type), coordinate the measurements, dimensions, and layout of these headstones with Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate. Typically, the Civil War type headstones are set at 18-20 inches above grade and located by aligning the faces of the headstones along the rows and aligning the centerline of the headstones down the columns. Minor deviations in the less than nominal height is permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. Contractor shall notify the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate of any headstone being adjusted that is visibly extremely short or tall as compared to surrounding headstones.

b) FTA process is non-extrusive and is completed without the use of tools. Typical headstone FTA should take no more than 1 minute per headstone.

c) If a headstone needs a height adjust, the contractor shall notify the Contracting Officer Representative (COR) and/or Contracting Officer (CO) as appropriate and continue to only adjust the plumb as required. The contractor shall not remove the headstone to make any height adjustments.

d) Headstones shall not be removed from their respective gravesites.

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 as coordinated with 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 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) Contractor employees may park privately owned vehicles in the area designated for parking by the COR and/or CO as appropriate.

(f) Government buildings, service shelters and customer public bathrooms are available, but are not easily accessible due to the size of the cemetery grounds. Due to the size of the cemetery and the location of the stationary restrooms, the Contractor may consider having at least 3 portable toilets place throughout the cemetery grounds for the convenience contracted ground maintenance staff.

(g) Back fill and black dirt materials shall be provided by Ohio Western Reserve National Cemetery.

B.2 OPERATIONS AND STORAGE AREAS

(a) The Contractor shall confine all operations (including storage of materials) on

Government premises to areas as coordinated by the COR and/or CO as appropriate.

(b) Temporary buildings (e.g., storage sheds, shops, offices) and utilities may be erected by the Contractor in coordination with the COR and/or CO as appropriate and shall be built with labor and materials furnished by the Contractor without expense to the Government. The temporary buildings and utilities shall remain the property of the Contractor and shall be removed by the Contractor at its own expense upon completion of the contract.

(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. 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 shall be always open to traffic.

(d) The COR 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) Interruption shall cause least inconvenience to operations of Cemetery. Interruption time may occur at other than Contractor's normal working hours.

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 when specifically coordinated to with the COR and/or CO as appropriate 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. Any additional requirements shall be awarded and distributed by the CO before any work can be initiated to avoid unauthorized commitments in the future.

(b) Upon completion of contract, existing work (lawns, paving, roads, walks, buildings, utilities, facilities, etc.) disturbed, removed, or damaged because of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR & at the expense of the Contractor. 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 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 for 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 authority. 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, shall be authorized 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 authorized 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.

Except for defaults of subcontractors at any tier, the Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor.

Examples of these causes are (1) acts of God or of the public enemy, (2) acts of the government in either tis sovereign or contractual capacity, (3) fires, (4) floods, (5) epidemics, (6) quarantine restrictions, (7) strikes, (8) freight embargoes, and (9) unusually severe weather. The government expects the Contractor to work throughout all weather conditions not determined as severe 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. 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 Ohio state laws and 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 the COR and/or CO as appropriate by COB of all applications performed.

(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 area coordinated with the COR and/or CO as appropriate.

(g) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(h) More than one Contractor may have access to storage areas designated by the COR. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

(i) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as unless coordinated through the COR and/or CO as appropriate. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

(j) The Contractor shall provide adequate safety warning devices, barricades, and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(k) At the end of each day, the Contractor shall remove all debris from the cemetery site.

At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(l) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Ohio.

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

OHIO WESTERN RESERVE 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 shall 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 shall 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…