ATTACHMENT A - PERFORMANCE WORK STATEMENT.pdf

36C78621Q0106

ATTACHMENT A – PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

1. GENERAL INFORMATION:

1.1. This is a performance-based contract for cemetery grounds maintenance services at San Antonio National Cemetery, San Antonio, Texas and hereafter referred to as SANC or “Cemetery.” The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of mowing and trimming; trimming around headstones, edging around flat crypt lids; curb/sidewalk edging; and associated services described herein required to maintain a healthy and aesthetic appearance of the Cemetery grounds.

The Cemetery is located at 517 Paso Hondo Street, San Antonio, Texas, 78202.

1.2. This Performance Work Statement describes the basic objectives of the San Antonio National Cemetery Grounds Maintenance Program. The Performance Based Service Contract provides potential Offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the Offeror’s understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained on the Statement of Work that the Government traditionally provides to prospective Offerors. Minimum acceptable levels of performance to meet the minimum requirements are outlined in the “Performance Requirements Summary” contained in Attachment 1.

1.3. THE NATIONAL CEMETERY ADMINISTRATION MISSION:

1.3.1. The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the Performance Work Statement, Performance Work Requirements Summary and Guidance Specifications shall be required and shall be essential.

1.4. BACKGROUND:

1.4.1. In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.

1.4.2. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

2. DESCRIPTION OF CONTRACT OBJECTIVES:

2.1. The Contractor shall furnish all labor, supervision, professional expertise, vehicles, tools, equipment, materials, and services necessary to ensure that grounds maintenance is performed in a manner that shall meet or exceed the requirements to maintain healthy turf grass and that presents a clean, neat, professional and aesthetic grounds appearance throughout the Cemetery. The Contractor’s performance will be based on the Contracting Officer’s (CO) and Contracting Officer’s Representative (COR) evaluation and of the results required by the Performance Requirements Summary (PRS) and not the method of performance. It is at the Contractor’s discretion to determine the methods to attain the level of service. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. The Contractor shall comply with applicable federal, regional, state, local laws, and commercial standards.

2.2. Services include, but are not limited to, mowing of all improved turf areas; remove grass clippings, debris, and trash in improved turf areas produced during mowing; clean sidewalks, patios, roadways, curbs, and parking areas of debris produced during mowing;

string trim grass in improved turf areas inaccessible to mowing equipment to include all sidewalks, curbs, driveways, trees, planting beds, monuments, buildings, walls, fences, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes & covers; and other vertical surfaces; remove grass clippings, debris, and trash produced during string trimming; mow and string trim all semi-improved native turf areas; trim headstones and edge flat markers in conjunction with every mowing; remove floral arrangements, floral holders, and decorations placed at gravesites and columbaria areas; remove grass clippings, debris, and trash from headstones and flat markers; blade edge all curbing, sidewalks, and roads; remove grass clippings, debris, and trash produced during blade edging; clean sidewalks, patios, roadways, curbs, and parking areas of debris produced during blade edging; and removal of all trash generated during the performance of services. Scheduling of services shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor. No work shall be allowed during special weekend activities.

2.3. The Contractor shall be responsible for full management of the facility’s grounds maintenance services described herein. The Government’s objectives are described in the NCA’s “Operational Standards and Measures” (Attachment 8), the Performance Work Statement (PWS), and other requirements identified herein, as they are applicable to the services required in the Pricing Schedule. The Contractor shall develop a “Performance Work Plan” that contains solutions to accomplish the Government’s objectives. The Contractor may use whatever method it chooses to meet the objectives, as long as the end result satisfies the minimum acceptable levels of performance as defined in Performance Requirements Summary (PRS).

2.4. CONTRACT OBJECTIVES:

2.4.1. To use an innovative and creative technical approach to manage the Cemetery grounds maintenance operation at the San Antonio National Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.

2.4.2. To have the Contractor perform to its Technical Performance Approach focused on criteria designed to maintain healthy grass and a clean, neat and professional grounds appearance overall.

2.4.3. The minimum life of the contract is planned for one base period with up to four (4) one- year options individually exercised at the VA’s discretion and dependent on the availability of funds.

3. DESCRIPTION OF SERVICES:

3.1. CLIN 001: IMPROVED GROUNDS MOWING. The Contractor shall mow all Improved Grounds to look well-manicured, with a neat and professional appearance at all times. Improved Grounds are visually prominent and medium visual impact areas requiring more frequent maintenance, such as burial areas, high visibility specialty areas, and non-burial areas (see Attachment 6, Definitions). All Improved Grounds shall be maintained in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service. This generally requires a complete mow/trim cycle every week during the growing season (March through November).

3.1.1. The Contractor shall maintain grass height at a height within one (1) inch (+/-) of that which is professionally recommended for the recommended grass type for the Fort Sam Houston geographic region and as directed by the COR. Optimally, the height should be no more than one-half an inch (½”) above the recommended range for the type of turf at the Cemetery. The typical acceptable height ranges between 1 and 3 inches; however, the COR, with input from the Continental District (CND) Agronomist, may direct the Contractor on the particular height to mow at any given time depending on weather conditions. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting.

3.1.2. The Contractor shall be required to pick up, collect and dispose of debris and trash (see Attachment 6, Definitions), natural and manmade, prior to and after mowing/trimming any area.

3.1.3. The Contractor shall identify, move and replace all floral or commemorative items, etc. to their original locations as necessary while performing mowing/trimming services.

3.1.4. The Contractor shall keep all headstones, flat markers, monuments, roadways, walkways (inside and out), flagpole bases, public visitor areas including at the Committal Shelter, or other non-turf areas free of clipping or edging deposits.

Clippings can be mechanically blown or swept onto nearby turf areas when possible, or collected and disposed of on the same day as the mowing, trimming, or edging event that produced them. At no time is freshly mowed grass to be blown onto headstones.

3.1.5. The Contractor shall immediately remove and dispose of mulch or clearly visible clumps of grass clippings on top of the turf to prevent the appearance of windrows.

3.1.6. The Contractor shall use commercial grade rear-discharge mowers or commercial grade mowers with mulching decks only. The Contractor shall use properly maintained and adjusted cutting equipment to prevent streaks or irregularities, uneven cutting, plowing, or gouging of the soil. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. Riding mowers may be used if they are not operated within six

(6) inches of markers, monuments, tree trunks or other vertical surfaces.

3.1.7. All mowing equipment shall be cleaned before unloading or mowing at the Cemetery to reduce the risk of introducing contaminant weed seeds into the Cemetery turf. No equipment shall be cleaned on Cemetery property.

3.1.8. The Contractor shall hand mow new seed/sod areas (present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations) until they are fully established to the point where they will not be damaged by riding mowers.

3.1.9. The Contractor shall be familiar with and utilize different mowing patterns and shall change direction, change patterns, and vary mower wheel width patterns after each mowing thereby reducing turf wear, prevent wheel rutting, and provide a neat appearance. The change in direction and change in patterns also may be referred to as cross cutting, diagonally. All mowing around trees, man-made, and other natural features shall be accomplished in a manner that prevents a “ringing pattern” around the these objects and associated damage to turf.

3.1.10. There may be periods of excessive rainfall when the Contractor cannot access areas for mowing due to excessive wetness. The COR has the authority to disallow mowing services if weather conditions are such that work that day will do more damage than good to the Cemetery grounds. During these periods, the Contractor shall be expected to ensure the grass is within standards within 7 calendar days once grass is suitable for mowing.

3.2. CLIN 002: STRING TRIMMING: The Contractor shall trim grass and vegetation around vertical surfaces or any other structure or area that cannot be maintained by traditional mowing equipment to match surrounding area grass height within Improved Grounds. The Contractor shall not create streaks or irregularities, uneven cutting, plowing, or gouging of the soil or turf. The vertical surfaces to be trimmed include monuments, trees, planting beds, shrubs, buildings, curbs/curbing, fences, walls, poles, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes and covers.

3.2.1. The Contractor shall trim all areas concurrent with mowing. Trimming operations of all non-mowed turf areas shall be considered a part of mowing. The Contractor shall mow first, followed by trimming.

3.2.2. The Contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area.

3.2.3. The Contractor shall exercise caution to avoid contact with headstones, markers, monuments, building walls, trees, shrubs, flowers, any other desirable plant materials, etc. or any other structure than can be damaged by contact with the trimming device’s cutting instrument.

3.3. CLIN 003: TRIM HEADSTONES AND BLADE EDGE FLAT MARKERS: The Contractor shall trim grass and vegetation around all headstones, flat markers, and section markers, that cannot be maintained by traditional mowing equipment to match surrounding area grass height within Improved Grounds. Flat markers are grouped together in the same burial sections and only blade edgers may be used to trim around them.

3.3.1. The Contractor shall not create streaks or irregularities, uneven cutting, plowing, or gouging of the soil or turf in and around headstones and markers.

3.3.2. The Contractor shall edge turf perpendicular to the outside perimeter (edge) of flat grave markers to remove all grass/vegetation that is growing around or over the entire outside perimeter of the flat grave markers during each mow/trim cycle.

3.3.3. The depth of the vertical cut at the edge of the flat markers shall be 1” to 2” deep and the width of the cut shall not exceed ½”.

3.3.4. There shall be a clean and neat vertical edge left around each flat marker.

3.3.5. No metal blades shall be used to edge around flat markers.

3.3.6. The Contractor shall exercise caution not to chip flat markers with blades.

3.3.7. The Contractor shall trim turfgrass surrounding headstones and flat markers to its recommended height for the type of turf at the Fort Sam Houston National Cemetery after each mowing cycle.

3.3.8. The Contractor shall trim all areas concurrent with mowing.

3.3.9. The Contractor shall remove mulch or grass clippings when visible after trimming, and before leaving work area.

3.3.10. The Contractor shall exercise caution to avoid contact with headstones, markers, monuments, building walls, trees, shrubs, flowers, any other desirable plant materials, etc. or any other structure than can be damaged by contact with the trimming device’s cutting instrument.

3.3.11. The Contractor shall use commercial grade power trimmers and power blade edgers to trim grass from around headstones, monuments, section markers, etc.

3.3.12. The Contractor shall use edgers with a plastic blade attachment to cleanly trim edges around all headstones and flat markers, monuments, section markers, etc.

Equipment or attachments not meeting the descriptions provided under this section require approval for use by COR prior to implementation.

3.4. CLIN 004: BLADE EDGING: The Contractor shall blade edge all streets, curbs, walkways, tree wells, permanent building/structure lines, and planting beds.

3.4.1. Edging shall provide a clear zone ½” to 1” wide by 2” to 3” deep with all vegetation removed from joints and cracks.

3.4.2. Damage to asphalt/concrete shall be avoided to the maximum extent possible.

3.4.3. Blade edging shall be scheduled and ordered by the COR. The first edging cycle will be scheduled at the start of the mowing season; the second cycle will be scheduled one week prior to Memorial Day; the third will be scheduled during the month of July; and a fourth edging will be scheduled during the month of September. Additional edging events may be ordered and scheduled by the COR on an as-needed basis. The exact dates will be provided by the COR.

3.5. CLINs 005 and 006: WEED CONTROL: The Contractor shall control broadleaf and grassy weeds through execution of a weed control program appropriate for the area, in accordance with NCA Handbook 3410, Integrated Pest Management Procedures for VA National Cemeteries (Attachment 10), and current federal, state, and local regulations. The Contractor shall comply with all applicable parts of 29 Code of Federal Regulations (CFR) 1910, Labor, Occupational Safety and Health Standards; 29 CFR 1925, Labor, Safety and Health Standards for Federal Service Contracts; 40 CFR 150-189, Protection of Environment, Pesticide Program; and 49 CFR 171, Transportation, General Information, Regulations, and Definitions.

3.5.1. The Contractor shall control weeds through broad and selective applications of herbicide. The herbicide program, in general, shall consist of two (2) pre-emergent herbicide applications and three (3) post-emergent herbicide applications per contract year. The table below serves as a guideline for when the herbicide applications shall be made:

Table 1. General Schedule for Herbicide Applications

Pre-Emergent Application #1

Late Winter/Early Spring – exact timing of application based on soil temperature and weather conditions. Prior approval from COR required before application.

Pre-Emergent Application #2

Late Summer/Early Fall – exact timing based on soil temperature and weather conditions. Prior approval from COR required before application.

Pre-Emergent Application #3

This application is at the discretion and order as required by the COR.

Post-Emergent Application #1

Early Spring/Mid Spring – exact timing based on weed development.

Prior approval from COR required before application.

Post-Emergent Application #2

Early Summer/Mid Summer – exact timing based on weed development and residual period of Post-Emergent Application #1. Prior approval from COR required before application.

Post-Emergent Application #3

Late Summer/Fall – exact timing based on weed development and residual period of Post – Emergent Application #2. Prior approval from COR required before application.

3.5.2. The Contractor shall be responsible for repeat, follow-up, and/or spot spray herbicide applications between scheduled sprays, which are deemed necessary by the COR due to an ineffective application, in order to control and maintain a generally weed-free Cemetery. These repeat, follow-up, and spot spray treatments shall be provided at no additional charge to the Government.

3.5.3. The herbicides used by the Contractor shall be specifically labeled for control of weeds in the turf at the Cemetery. The Cemetery turf is pre-dominantly Hybrid Bermuda. The herbicide shall be selected and applied in a manner that does not harm, damage, or kill the turf in any way.

3.5.4. The herbicide applications shall be applied directly by or under the supervision of a current commercially licensed State Certified Pesticide Applicator. All applications shall be performed as per the Rules and Regulations of the Texas State Department of Agriculture.

3.5.5. Either the COR will notify the Contractor prior to each application as needed or the Contractor shall contact the COR (in person, in writing, or by telephone) for permission to spray at least three (3) days in advance of each and any application.

The COR will coordinate each spray application with the Contractor. The Contractor shall be responsible for the proper timing of each application so that the highest resulting weed control for that application will be attained.

3.5.6. The Contractor shall be responsible for specifically following all label directions on the bag/container of herbicide at all times. This includes, but is not limited to, all safety, mixing, weather conditions, and application directions and information.

3.5.7. The Contractor shall provide to the COR, in writing, a list of all herbicides, mixes, and related surfactants or other chemicals, along with the amount of product per acre, percentage of solution, and/or application rate per 1,000 square feet (and/or per acre), prior to any and all applications being performed. The Contractor shall also provide the COR with a copy of the label and the Material Safety Data Sheet (MSDS) for any and all herbicides and other chemicals or surfactants, prior to any and all applications being performed. The Contractor shall NOT begin any application without providing this information to the COR, and obtaining the approval of the COR to proceed.

3.5.8. A written record of the application shall be delivered to the COR immediately following the application, whether completed or not, before leaving the Cemetery on the day of any application. The written record shall show the following information:

3.5.8.1. The name of the company and the names and titles of the company’s staff that performed the application.

3.5.8.2. All areas treated on that particular day of application.

3.5.8.3. The chemicals used on that particular day of application.

3.5.8.4. The temperature during the time of application, and the average wind speed during the time of application.

3.5.9. All Contractor personnel shall be properly clothed and wearing proper safety equipment during any and all applications.

3.5.10. All mixing of chemicals and filling of tanks shall be performed off-site or only in appropriate area(s) of the Cemetery, as determined by the COR.

3.5.11. Performance of work shall not impede nor disturb any burial or memorial service, or burial operation at any time. Work shall not take place within 1,000 feet of a committal shelter during a service, or during a ceremony in the Cemetery.

3.5.12. The Contractor shall coordinate with the COR any watering requirements to activate chemicals, as needed. The Cemetery will schedule and perform this watering requirement.

3.6. CLIN 007: FIRE ANT CONTROL:

3.6.1. Contractor shall make two (2) applications of a broadcast treatment for native and imported fire ant control per contract year. Each treatment shall cover all turf areas within the perimeter boundaries of the National Cemetery site. These applications shall be performed upon order of the COR. One (1) broadcast application shall be performed in spring, and One (1) broadcast application shall be performed in Late Summer/Early Fall.

3.6.2. The Contractor shall apply a broadcast granular type Fire Ant Control bait product containing the following two (2) active ingredients:

3.6.2.1. Hydromethylon – for quick kill of worker ants

3.6.2.2. Methoprene – an IGR (insect growth regulator) that the worker ants shall feed to the queen for sterilization of egg production

The product used to accomplish fire ant control that contains these two active ingredients shall be the brand name Extinguish Plus (manufactured by Wellmark International) or similar product that is acceptable by the COR and the Continental District Agronomist.

3.6.3. The Contractor shall make any repeat applications or spot treatments as deemed necessary by the COR to achieve control of fire ants in the National Cemetery at no additional expense to the government.

3.6.4. The Contractor shall follow all label directions in the use of any pesticide products.

3.6.5. The Contractor shall abide by all Rules and Regulations in mixing, loading, and applying pesticide as set forth by the Texas Department of Agriculture.

3.6.6. The applicator shall be a Licensed Pesticide Applicator as regulated by the Texas Department of Agriculture and any other applicable state agency.

3.6.7. A written record of the application shall be delivered to the COR immediately following the application, whether completed or not, before leaving the cemetery on the day of any application. The written record shall show the name of the company and the names and titles of the company’s staff that performed the application. The written record shall show all areas treated, the chemicals used, and the temperature and the average wind speed during the time of application.

3.7. CLIN 008: FERTILIZATION PROGRAM: The fertilizer program shall consist of three applications per year according to the following schedule:

Table 2. General Schedule for Fertilizer Applications

Fertilizer Application #1

Spring – upon order and approval of the COR, after turf has emerged from winter dormancy, has new green flush growth, and has been mowed 1 to 2 times. This is usually in the March-April time period.

Fertilizer Application #2

Summer – upon order and approval of the COR – usually in the May- June time period.

Fertilizer Application #3

Fall – upon order and approval of the COR – usually in the August- September time period.

3.7.1. The fertilizer shall be a 3-1-2 or 4-1-2 ratio (N-P-K) complete fertilizer with 30% to

50% slow release nitrogen. The current formulation used at San Antonio NC is a 21-7-14. The fertilizer shall contain micro nutrients. The fertilizer can be a different analysis than 21-7-14 with approval by the COR and Continental District (CND) Agronomist prior to application.

3.7.2. All fertilizer applications shall only be applied after being ordered by the COR.

The Contractor shall schedule to apply fertilizer on the days ordered and agreed to by the COR.

3.7.3. The fertilizer shall be applied according to the manufacturer’s instructions. The fertilizer shall be applied at a rate to achieve 4 to 5 pounds of N (nitrogen) per 1,000 square feet per year.

3.7.4. The fertilizer application equipment shall be correctly calibrated and the application made to achieve a uniform distribution of the fertilizer throughout the application area.

3.7.5. The Contractor shall ensure that the fertilizer is properly watered in by coordinating the watering schedule with the COR.

3.7.6. The Contractor shall ensure that all headstones, flat markers, monuments, sidewalks, patios, and other like surfaces are free of fertilizer granules immediately after the application and before watering in of fertilizer occurs. This shall aid in avoiding staining of surfaces.

3.7.7. The Contractor shall be responsible for removal of any staining, marking, of headstones, flat markers, monuments, sidewalks, patios, and other like surfaces that occurs as result of a fertilizer application made by the contractor.

3.7.8. The Contractor shall schedule the fertilizer application with the COR and only apply once given approval by the COR. The Contractor shall give the COR a minimum one week notice prior to application.

3.8. CLIN 009: FINE TUNE ALIGNMENT OF UPRIGHT HEADSTONES:

3.8.1. WORK OVERVIEW

3.8.1.1. This section outlines the process of realigning upright headstones that have shifted out of alignment, but do not need to be removed from their sockets and reset as required under Upright Headstone Raise, Lower, Realign, Level, And Backfill. Work consists of “bumping” existing upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb. The Contractor shall provide all supervision, professional advice/guidance, labor, parts, materials, equipment, and personnel, to provide the services defined herein.

3.8.1.2. Realignment, when consisting merely of straightening the headstone, may be accomplished by one person.

3.8.1.3. The COR will determine the beginning point and ending points in each gravesite section.

3.8.2. PROCEDURES

3.8.2.1. The headstone fine tune alignment (FTA) process starts by the selection of specific headstones throughout the gravesite section to be designated as “Key” stones (keystones) for use throughout the remainder of the FTA process.

Keystones shall be chosen and utilized throughout the section in order to achieve a smooth, flowing transition between the rows and columns.

3.8.2.2. The COR shall approve of the quantity and location of the keystones prior to the Contractor continuing with the FTA process.

3.8.2.3. The next step in the headstone FTA process is the Contractor selects a row and a column of headstones at the center or close to the center of the section to be realigned with approval from the COR.

3.8.2.4. Install heavy string lines along the front, sides, tops, and transversely of all applicable keystones.

3.8.2.5. The Contractor shall use a wooden tamper to bump the headstone into alignment of the string line to the maximum extent possible without having to remove the headstone from the socket, while maintaining ± 1/8 inch maximum tolerance in the lateral and transverse directions (i.e. distance from the string lines), and within one degree of fully vertical (plumb) when measured on front and sides using a digital level.

3.8.2.6. If it is not possible to “bump” the headstone to meet the lateral and transverse tolerances, the Contractor shall plumb the headstone, note the location, continue the FTA of the rest of the headstones, and notify the COR at the end of the work day.

3.8.2.7. When complete with this first row/column of FTA headstones in each burial section, the Contractor shall request inspection by the COR for appearance, alignment, plumb, height, accuracy, and smoothness. The Contractor shall keep string lines in place for the purpose of inspection. No further realigning of headstones shall be done until this first row/column has been inspected and accepted by the COR. It is the Contractor’s responsibility to notify the COR 24 hours in advance of when each of these inspections will be needed.

3.8.2.8. All remaining headstones in all rows, columns, and transverse directions are then aligned in accordance with paragraph 3.8.2.

3.8.2.9. The soil around the perimeter of the headstone shall be firmly tamped so that headstone shall not move when exposed to force. Topsoil and grass seed shall be applied and lightly tamped, then raked lightly with a fan rake removing any debris.

3.8.2.10. Any upright headstones broken or damaged by the Contractor shall be reported to the COR or the Cemetery Director by close of business each working day in order that the grave can be properly marked. The Contractor shall be responsible for the cost of the headstone replacement. The costs of the replacement headstones will be deducted from Contractor’s invoice(s). All headstone replacements must be coordinated with the COR. Any existing permanent gravesite control markers, temporary Contractor-installed control markers, grid or sectional monuments that are disturbed, displaced, or broken shall be replaced and properly reset by a licensed surveyor at the 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 Contractor’s expense.

The requirements of this paragraph shall be completed by the Contractor within 14 workdays, unless otherwise agreed to by the COR.

3.9. CLIN 010: HEADSTONE CLEANING:

3.9.1. “Clean” under this contract means the headstones and flat markers shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc.

3.9.2. All equipment and supplies maintained and operated by the Contractor shall be consistent and fully compliant with all applicable Federal, State, and County laws, ordinances and regulations and meet State inspection, safety, licensing, registration, and insurance requirements.

3.9.3. All in-ground vases, temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the headstone cleaning operation shall be carefully, and in an orderly manner, moved from and after completion of the 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 or vases.

3.9.4. Use care not to scratch or damage headstones or flat markers in any manner.

Contractor shall be responsible for replacing damaged headstones or flat markers and restoring all damages caused to turf during performance of this work. Any headstones or flat markers that are chipped, marred, broken, or damaged by the Contractor shall be reported to the COR or the Cemetery Director by close of business each working day in order that the grave can be properly marked. The Contractor shall be responsible for the cost of the headstone replacement. The cost of the replacement headstones will be deducted from Contractor’s invoice(s). All headstone replacements must be coordinated with the COR. Any existing permanent gravesite control markers, temporary contractor installed control markers, grid or sectional monuments that are disturbed, displaced, or broken shall be replaced and properly reset by a licensed surveyor at the 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 Contractor’s expense. The requirements of this paragraph shall be completed by the Contractor within fourteen (14) workdays, unless otherwise agreed to by the COR.

3.9.5. HEADSTONE CLEANING PROCESS

3.9.5.1. All in-ground vases, temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the cleaning of the headstones or flat markers operation shall be carefully, and in an orderly manner, moved from and after completion of the 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 or vases.

3.9.5.2. Cleaning techniques shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etc., and shall be consistent and fully compliant with all applicable Federal, State, and County laws, ordinances and regulations.

3.9.5.3. Clean water shall be used to clean headstones and flat markers. Cleaning techniques with water shall include high pressure spraying, hand scrubbing, and rinsing. When water under pressure is used, such pressure shall not be greater than 600 PSI. Excessive staining and/or discoloration may be removed with pressurized water and a stiff nylon brush (no wire brushes, bleach, or abrasive cleaners shall be permitted) followed by rinsing with clear water.

3.9.5.4. If water used in cleaning should soften the soil around the base of the headstone or flat marker so that the headstone or flat marker is loosened, care shall be taken not to tip the headstone or flat marker out of plumb or alignment.

Headstones and flat markers shall be set and anchored firmly in place with no movement from forces subjected by the COR or inspector after cleaning has been completed.

3.9.5.5. Care shall be taken to protect the turf area from damage. Any turf damaged by the Contractor shall be restored at Contractor’s expense.

3.9.5.6. UPRIGHT AND FLAT MARBLE HEADSTONES ONLY: After

cleaning upright marble headstones, apply a final undiluted spray application of “Weather-Zyme Solution” cleaner (or approved equal) per manufacturer’s recommendations to all sides of the headstone: Apply to WET stone surface using a sprayer; gently agitate with a soft bristle brush, and RINSE thoroughly with water. Contractor shall submit the required Material Safety Data Sheets (MSDS) to the COR prior to use of any chemicals including but not limited to D/2 Biological Solution. Do not use D/2 Biological Solution on upright granite, flat granite, or bronze markers.

3.9.5.7. Headstones and flat markers that have been cleaned but become marked, discolored, dirt covered, or muddied due to subsequent contract work including but not limited to turf reestablishment issues shall be re-cleaned at no additional cost to the government. Headstones and flat markers that become discolored, dirt covered, or muddied, etc. after initial cleaning has been completed, but prior to overall project completion, shall be re-cleaned at no additional cost to the government. All headstones and flat markers are to be clean at the time of the project Final Inspection.

3.9.5.8. The end result of this service is that the Contractor shall provide the

Government “CLEAN” headstones. The definition of “CLEAN” is listed above in Paragraph 3.9.1.

3.10. CLIN 011: IRRIGATION SYSTEM MAINTENANCE:

3.10.1. The Contractor shall coordinate with the COR prior to the Contractor charging up the irrigation system. The Contractor shall commence charging of systems (weather permitting) no earlier than March 1, with all irrigation lines charged by March 15. The Contractor shall inspect irrigation system for proper operation on a daily basis throughout the irrigation season (typically March 15 through November 15 annually).

3.10.2. The Contractor shall coordinate with the COR prior to the Contractor winterizing the irrigation system. The Contractor shall commence winterizing systems (weather permitting) no later than November 30, with all irrigation lines and systems winterized according to manufacturer’s recommendations.

3.10.3. The Government does not guarantee 100 percent coverage by irrigation systems.

The Contractor shall ensure all improved areas receive water and shall further prevent runoff into the streets or drainage ditches, or accumulation of water in low areas. The Government retains the right to operate all irrigation systems, to include the timers or main valves. The Contractor shall adjust watering times such that all systems have adequate pressure to function properly and do not reduce pressure in water mains such to cause operational problems. The irrigation schedule set at the main controller shall be adjusted in coordination with the COR.

3.10.4. The Contractor shall seek to improve the efficiency of the irrigation system.

Irrigation heads shall be adjusted whenever their coverage or volume is inadequate or too plentiful. The Contractor shall abide by any local, state, or other water agency regulations or controls in force at the time of this contract.

3.10.5. Due to certain functions, events and practices, special request for timers and sprinkler systems adjustments may be required to meet these activities.

3.10.6. The Contractor shall provide all labor supervision, equipment, parts, replacement parts, materials, etc. to maintain sprinkler heads, bubblers, sprayers, and riser connections as necessary to eliminate obstructions, leaks, and other defects which would prevent proper operation of the irrigation system, at no additional cost to the Government. Sprinkler heads, bubblers and sprayers shall be maintained clear of dirt and other debris for approximately 1 inch around their outside circumference.

Contractor shall notify the COR when a head cannot be repaired or maintained to functional condition and a replacement head is necessary. Replacement sprinkler heads, bubblers, and sprayers shall be of the same make, manufacturer, model, flow rate, and spray pattern as existing. The Contractor shall plan for replacing approximately 10% of the sprinkler heads. Additional costs for replacement heads above 10% when needed shall be addressed on a case-by-case basis through the 52.212-4 Contract Terms and Conditions-Commercial Items, (c) Changes clause of this contract.

3.10.7. The Contractor shall provide all required labor, supervision, equipment, parts, replacement parts, materials, etc. to maintain the installed sprinkler system, to include, but not limited to, valve systems, underground piping, sprinkler heads, bubblers, sprayers, and riser connections. Any damage to such systems caused by the Contractor shall be repaired or replaced by the Contractor at no expense to the Government. The Contractor shall promptly report damage to or malfunction of any sprinkler system to the COR. The Contractor shall operate and maintain the irrigation systems in good working order and repairable condition at all times. The Contractor shall exercise all manual control and shut-off valves at least twice per year according to American Water Works Association (AWWA) guidelines.

Exercising the valve is operating the valve at least on full cycle until the valve operates freely with little resistance; this may take several full cycles and should be done slowly to avoid damage due to water hammer. Hoses, portable sprinklers, portable pipe, and similar irrigation equipment shall be removed from areas at the end of each workday or when not actually in use. All valves, covers, and valve box covers shall be kept closed at all times except when in actual use.

3.10.8. The Contractor shall repair the sprinkler system by locating and repairing defective and broken electric and manual valves, valve control boxes, irrigation valve pit covers, controller, controller boxes, electrical wiring (between timer and valves), controller pedestals, sprinkler heads, bubblers, sprayers, risers, water lines, automatic and manual drains, backflow preventers, air vacuum breakers, all types of fittings (tees, unions, ells, nipples, clamps, etc.), and pipes. Sprinkler heads and valve control boxes shall be flush with the ground and level. The Contractor shall clean out sprinkler heads, bubblers, sprayers, and nozzles when plugged with debris. The Contractor shall regularly clean out or replace sprinkler head/sprayer filters. The Contractor shall regularly clean accumulated sediment from the valve boxes. When repair is not possible the Contractor shall notify the COR and additional costs for replacement parts shall be addressed on a case-by-case basis through 52.212-4 Contract Terms and Conditions-Commercial Items, (c) Changes clause of this contract.

3.10.9. The Contractor shall respond within thirty (30) minutes during business hours and within two (2) hours during non-duty hours, after notification, for repairing leaks, breaks, faulty controllers, valves not completely shut off or controllers identified as being stuck in the "on" position. When it is determined that there is a leak, break or stuck "on" situation, the Contractor shall immediately isolate the irrigation line using the nearest isolation gate valve at no additional cost to the Government.

Additional costs for line or valve replacements shall be addressed on a case-by-case basis through the 52.212-4 Contract Terms and Conditions-Commercial Items, (c) Changes clause of this contract. The Contractor may be required to flush out the systems with either water pressure, air pressure, or both to remove accumulation of debris from the water lines as a result of water line breaks. Faulty water main supply valves are the Government’s responsibility.

4. PERFORMANCE REQUIREMENTS SUMMARY (PRS): The contract service requirements are summarized in performance objectives that relate directly to requirements.

The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The PRS and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. During the initial 30 days of the contract, two additional errors on each performance objective shall be allowed in an effort to identify normal “phase-in” problems.

4.1. QUALITY CONTROL: The Contractor shall develop, submit for Contracting Officer and COR acceptance, and maintain a Quality Control program to ensure grounds maintenance services are performed in accordance with the requirements of this contract.

4.1.1. The Contractor shall submit a Quality Control Plan (QCP) for Contracting Officer and COR acceptance within fourteen (14) calendar days after contract award. Any changes thereafter must also be provided to Contracting Officer and COR for acceptance.

4.1.2. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the Contractor shall develop Quality Control procedures addressing the areas identified in Paragraph 3, Description of Services. The Contractor shall provide at least one (1) full time person dedicated to Quality Control.

4.1.3. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

4.1.3.1. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.

4.1.3.2. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

4.1.3.3. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.

4.1.3.4. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

4.1.3.5. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

4.1.3.6. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.

4.1.3.7. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

4.2. QUALITY ASSURANCE: The COR will evaluate the Contractor’s performance through on-site inspections, evaluation of the Contractor's quality control program and receipt of complaints from Cemetery personnel in accordance with the attached Quality Assurance Surveillance Plan (QASP), Attachment 7.

4.2.1. The COR may inspect each task as completed or increase the number of Quality Assurance inspections if called for by repeated failures discovered during inspections or repeated customer complaints. Likewise, the COR may decrease the number of Quality Assurance inspections if performance dictates.

4.2.2. The COR will also receive and investigate complaints from various customers visiting the Cemetery. The Contractor shall be responsible for initialing validated visitor complaints. The COR will make final determination of the validity of visitor complaint(s).

4.3. SUPERVISION:

4.3.1. Contractor Superintendent: The Contractor shall provide a competent and experienced supervisor who speaks and writes fluent English on site for at least four

(4) hours a day whenever work is being performed, other than trash and debris pick-up.

4.3.2. The Contractor Superintendent must have not less than five (5) years’ experience as a direct supervisor of grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial or public sites.

4.3.3. The Contractor Superintendent shall 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.

4.3.4. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, to included, but not limited to, safety violations; damage to Government property; damage to personal property; the COR may direct the removal of an employee from the premises. The COR will then notify the Contracting Officer (CO) for final determination and resolution. Contractor’s objections to any such action shall be referred to the Contacting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor shall not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless otherwise determined by the CO.

4.3.5. In the absence of the Superintendent, the Contractor shall appoint an English-speaking crew foreman or an employee who shall be responsible to insure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications and that the work will progress without undue delay.

4.4. INSPECTION AND CLEANING OF CEMETERY FACILITIES:

4.4.1. The Contractor shall perform a weekly inspection. During this inspection the appearance of the Cemetery shall be observed, and any deficiencies noted within the scope of the contract shall be corrected as soon as practicable. Items that need correcting outside the scope of the contract shall be reported to the COR or his/her representative.

4.4.2. The Contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The inspection forms will be provided to the Contractor. (See “Work Summary and Progress Report”, Attachment 3)

4.5. REPORTING AND RECORD KEEPING:

4.5.1. The Contractor Superintendent shall report on a daily basis to the COR at the Maintenance Building of the Cemetery and log in on days when work is being performed. This DAILY check-in is mandatory and shall be at a time agreed upon by the COR and the Contractor Superintendent. The purpose of the DAILY meeting is to coordinate and establish the daily work schedule to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony, and to submit the required written reports to the COR.