Attachment A SOW Culpeper Stormwater.docx

Culpeper National Cemetery Maintenance of the stormwater infrastructure Statement of Work

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

A.1 BACKGROUND

Culpeper National Cemetery is a United States National Cemetery located in the town of Culpeper, in Culpeper County, Virginia. Administered by the United States Department of Veterans Affairs, it encompasses 29.6 acres

The Culpeper National Cemetery was established on April 13, 1867 and covered approximately 6 acres. It was dedicated as the final resting place for the heroes of the United States who fell in battle or died of disease during the Civil War in the surrounding Culpeper area. On October 21, 1975, the Veterans of Foreign Wars, Burton Hammond Post 2524, were instrumental in arranging for the donation of 10.51 acres of land from Joe H. Garner, President of Bingham & Taylor Corp., as a memorial to all corporation employees who served in the armed forces. In 2001, the VFW, American Legion, local officials, and residents once again were instrumental in acquiring an additional 12 acres of land to extend burial services to our most honored veterans for another 50 years or more.

Given the special significance and attention that national cemeteries receive from the public, strict adherence to contract specifications, terms, and conditions is crucial in ensuring that the cemetery remains a dignified and reverential place of remembrance.

A. Downtown, 305 U.S. Ave (no sign), entrance is from E. Stevens Street across the railroad Culpeper, Virginia B. Parking: Contractor employees shall park in the Public Parking Area.

All activities carried out by contractor personnel within a national cemetery must be executed with exceptional caution, reverence, dignity, and respect. These actions should recognize the cemetery as the ultimate resting place, honoring the service and sacrifices made by service members, Veterans, and their families for our nation. It is of utmost importance that the contractor employees are fully aware of the presence of interred remains within the grounds where they are working. The highest level of care must be extended to these remains, as well as to the upright headstones and flat grave markers that mark those gravesites and memorialize the service of our Nation’s Veterans.

PERFORMANCE PERIOD: This will be a base year and (4) 1-year Options contract.

Maintenance of the stormwater infrastructure Statement of Work

A.2 CONTRACT DEFINITIONS/ACRONYMS

(a) Business Hours & Days of Operation: Normal cemetery business hours/days of operation are 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays.

(b) Contracting Officer (CO): VA official with the authority to enter, administer, and/or terminate contracts. The Contracting Officer shall delegate one or more representatives to serve as the Contracting Officer’s Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include certification of invoices, providing technical guidance to the Contractor, and overseeing technical aspects of the contract.

(d) Cemetery Director (Administrator/Management Official): The Cemetery Director is the VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(e) Contractor: The term “Contractor” as used herein refers to the prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions, and provisions.

(f) National Cemetery Administration (NCA) Operational Standards & Measures: Operational standards for performance in key cemetery operations that includes Interments, Grounds Maintenance, Headstones, Markers, Equipment, Safety & Facilities Maintenance.

(a) Place of Performance:

305 US Ave. Culpeper, VA 22701

A.3 SPECIFIC REQUIREMENTS

Contractor to supply all labor, supervision, equipment, tools, and materials necessary to perform inspection, maintenance, disposal, and repairs (as necessary) for the stormwater management infrastructure at CNC. There are four storm water management structures (Bayfilters) on site manufactured by Advance Drainage System, Inc. (ADS). As well as there are two drainage outfall structures to be serviced. (See Site Information) A final report of each system or outfall shall be provided after each service. Service must be provided twice a year. One time in April and a second time in October. The drainage outfall structures require services only in April. The ADS systems require services in April and October.

There are two different models and sizes of ADS Bayfilters:

· Model number 545 BayFilter - 3

· Model number 522 BayFilter - 31

The ADS filter systems work includes however is not limited to:

Remove the accumulated fluid, of sediment and debris from the storm water facility; remove, empty, power wash and clean the existing storm filter cartridges. Properly dispose of material as required by Virginia Department of Environmental Quality (DEQ) and/or local regulations. If conflict exist between the regulation, the stricter of the regulation must be met. Sediment, waste materials and liquids collected in the stormwater system often contain petroleum, heavy metals, and organic matter. As a result, Toxicity Characteristic Leaching Procedure (TCLP) testing or analysis requirements for the destination disposal facility may be required. All testing or analyses are the responsibility of the contractor. Cost for testing/analysis and all costs related to disposal are the responsibility of the Contractor.

The following list is the recommended maintenance procedures for the ADS Bay filters that must be followed:

· INSPECT, DOCUMENT CONDITIONS AND PICTURES

· REMOVE THE MANHOLE COVERS AND OPEN ALL ACCESS HATCHES.

· BEFORE ENTERING THE SYSTEM MAKE SURE THE AIR IS SAFE PER OSHA STANDARDS OR USE A BREATHING APPARATUS. USE LOW O2, HIGH CO, OR OTHER APPLICABLE WARNING DEVICES PER REGULATORY REQUIREMENTS.

· USING A VACUUM TRUCK, REMOVE ANY LIQUID AND SEDIMENTS THAT CAN BE REMOVED PRIOR TO ENTRY.

· USING A SMALL LIFT OR THE BOOM OF THE VACUUM TRUCK, REMOVE THE USED CARTRIDGES BY LIFTING THEM OUT.

· ANY CARTRIDGES THAT CANNOT BE READILY LIFTED CAN BE EASILY SLID ALONG THE FLOOR TO A LOCATION THEY CAN BE LIFTED VIA A BOOM LIFT.

· WHEN ALL THE CARTRIDGES HAVE BEEN REMOVED, IT IS NOW PRACTICAL TO REMOVE THE BALANCE OF THE SOLIDS AND WATER. LOOSEN THE STAINLESS CLAMPS ON THE FERNCO COUPLINGS FOR THE MANIFOLD AND REMOVE THE DRAINPIPES AS WELL. CAREFULLY CAP THE MANIFOLD AND THE FERNCO'S AND RINSE THE FLOOR, WASHING AWAY THE BALANCE OF ANY REMAINING COLLECTED SOLIDS.

· CLEAN THE MANIFOLD PIPES, INSPECT, AND REINSTALL.

· INSTALL THE EXCHANGE CARTRIDGES , take pictures and document TAKE PICTURES AND DOCUMENT AS LEFT CONDITIONS. AND CLOSE ALL COVERS.

The stormwater outfall structures (2) requirements are:

· INSPECT, DOCUMENT CONDITIONS AND PICTURES

· REMOVE DEBRIS, SEDIMENT AND VEGETATION, DISPOSE AS LEGALLY REQUIRED

· TAKE PICTURES AND DOCUMENT AS LEFT CONDITION

Final report shall consist of:

· SYSTEM AND AREA

· MODEL IF APPROPRIATE

· INITIAL INSPECTIONS REPORT

· AS LEFT CONDITIONS REPORT

· RECOMMENDATIONS IF ANY

· ESTIMATE COST FOR EACH RECOMMENDATION.

A.4 YEARLY SERVICE FREQUENCY REQUIREMENTS

A.5 PRICE SCHEDULE

*Installed: Installed is define as single ADS factory new replacement cartridge material cost and the labor cost to remove one old filter and install one new filter. Contractor to base cartridge material price on that there is no exchange value (Credit) of the removed filter. When contract is awarded, the contractor shall provide the NCA with any credit value that an old filter exchange is provided by vendor.

A.6 GENERAL REQUIREMENTS

(a.) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide storm basin cleanout services at Culpeper National Cemetery as specified herein.

(b.) Work Hours: Work may be performed between the normal hours of 8:00 a.m. and 4:30 p.m., Monday through Friday. At the Contractor’s request; with prior coordination with the cemetery director and with the written permission of the COR; work will also be permitted to be scheduled for weekends and/or Holidays, only in the following situations: In emergency situations caused by the Contractor, or when severe adverse weather prohibits work during the week, the Contractor shall arrange to work on weekends and/or holidays in order to meet the contract performance period. The Government will not compensate the Contractor for any alternate work schedules needed to complete all contract work within the contract performance period. No work will be permitted during Memorial Day or Veteran’s Day weekend activities or during any other Federal Holidays. No work will be performed at the immediate site of a scheduled interment or ceremony. Notwithstanding, if any work under this contract is required outside of the VA's normal working hours (8:00 a.m. to 4:30 pm) Monday through Friday excluding holidays), the Contractor shall coordinate with the cemetery director and COR to request a deviation in writing from the COR at least 72 hours in advance. When working on a Government site, the Contractor shall coordinate with the COR on a daily basis, before start of work, the daily work schedule to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. Burial activities at a National Cemetery shall take precedence over Contractor activities. Cemetery interment services cannot be disturbed. To cause the least possible interference with cemetery activities, the Contractor shall cease all work in areas where burials are taking place. Contractor equipment and personnel are prohibited from passing through the service area during this period.

(c.) The Contractor shall execute daily work in such a manner as to interfere as little as possible with work being done by others. Keep roads clear of materials, debris, equipment and vehicles at all times. Materials and equipment shall not be stored in other than assigned areas. At the end of each day the Contractor shall maintain all Contractor and Government property impacted by the Contractor’s performance of work in a high standard of quality and cleanliness required for a national shrine.

(d.) Contractor personnel are subject to the cemetery rules of conduct. 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.

(e.) Motor Vehicle Restrictions

1. Contractor and employees shall coordinate parking and access with the COR

A.7 SAFETY REQUIREMENTS

· Contractor foreman shall be onsite during all work activities and shall have completed OSHA 30-hour training. Prior to commencing work, general contractor shall provide proof that an OSHA certified “competent person” (CP) (29 CFR 1926.20(b)(2) will maintain a presence at the work site whenever the general or subcontractors are present.

· Provide safeguards, including warning signs, barricades, temporary fences, warning lights, and other similar items that are required for protection of all personnel during demolition and removal operations.

· Fire and safety rules shall be observed in performance of work: Wherever a cutting torch or other equipment that might cause a fire is used, provide, and maintain fire extinguishers nearby ready for immediate use. Instruct all possible users in use of fire extinguishers.

· Contractor must retain an underground utility finder and mark out area before any ground disturbance shall occur if required

A.8 CONTRACT MANAGEMENT

(a) 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. 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) The COR may coordinate with the Contractor to develop a mutual work schedule in specific areas of the cemetery in coordination with daily cemetery activities and operations. 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. Verification/certification of payments to the Contractor for services rendered.

iii. Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

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

i. Directing, overseeing, and coordinating the work involved.

ii. Staying apprised of all upcoming cemetery functions including special holiday events and interment activities.

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

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

Note: To cause the least possible interference with cemetery activities, contract personnel shall stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony.

(f) 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, at the time of contract award, a list of Government personnel authorized to act as COR.

A.9 INSPECTION & MONITORING PROCEDURES

(a) The COR shall inspect all work performed and submitted by the Contractor for acceptance. The Government reserves the right to reject any work that does not meet contract specifications. Work rejected by the COR shall be re-performed without cost to the Government.

(b) Payment: The Contractor shall submit a invoice in arrears for all services rendered. Prior to certification of payment, invoices shall be verified by the COR for accuracy against all Final Reports submitted by the Contractor for the billing period.

(c) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. Except for Memorial Day and Veterans Day, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays (or any other day designated a holiday by the President of the United States of America):

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

(d) The issuance of a Contract Discrepancy Report (CDR) may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).

(e) Should the Contractor not concur with the minutes, he will state in writing to the Contracting Officer within ten calendar days any areas he does not concur and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and decide. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days.

(f) Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

(g) If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

(h) When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

(i) If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR will be issued.

(j) A third CDR will be the cause for a Cure Notice. However, the Contracting Officer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

A.10 CONTRACTOR RESPONSIBILITIES

a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather, other than prolonged snow cover, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

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

c) 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.

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

e) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract. 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.

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

g) 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.

h) 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 Virginia.

i) 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 (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This shall be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

j) Protection of Existing Vegetation, Grass, Structures, Equipment, Utilities & Improvements

i. The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) the cemetery, which is not to be removed and which does not interfere with the work required under this contract. If any limbs or branches of trees are broken during contract performance or by the careless operation of equipment by workmen, the Contractor shall trim those limbs or branches with a clean cut, remove, and properly dispose of from the site as defined herein. Grass areas must not be driven on. Contractor must provide protection mats as necessary. In addition no cleaning outside the collection area is allowed. If pressure washing and/or cleaning is necessary outside area, contractor shall collect and dispose of all material and liquids.

ii. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

iii. Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

iv. Any material tracking on hard scape areas or roads is not permitted. Contractor must have procedures in place to prevent. Any excursion must be cleaned up immediately to the satisfaction of the COR.

k) Restoration

i. Contractor shall remove, cut, alter, replace, patch and/or repair existing work as necessary. Except as otherwise shown or specified, shall not disturb any water, steam, gas, or electric services without a prior agreement with the COR or designee. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR 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.

ii. Upon completion of contract, existing work disturbed, removed, or damaged because of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR. Turf, 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.

iii. 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.

A.11 STANDARDS OF EMPLOYEE CONDUCT

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

b) Shall be fully always clothed, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA.

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

d) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

e) Contractor personnel shall not lean, sit, or stand on or against headstones, markers or monuments. No tools, equipment or other items shall be placed or leaned on headstones, marker or monuments.

f) SMOKING is not permitted in any buildings with the National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. The COR will communicate a designated smoking area.

g) The Contractor is responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations. A MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions.

h) 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 without the COR’s agreement.

i) Every contractor and subcontractor shall comply with the Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

A.12 SUPERVISION & TRAINING

a. Site Manager: A competent and experienced Site Manager shall be provided by the Contractor whenever work is being performed The Site Manager will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained. BOTH SITE MANAGER AND CREW FOREMAN ARE REQUIRED TO BE FLUENT IN ENGLISH.

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

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

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

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

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

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