Attachment B- SOW Grounds Maintenance Ft. Devens National Cemetery.doc

statement of work Background The Department of the Army recently operated the Fort Devens Post Cemetery, located in Devens, Massachusetts at the Devens Reserve Forces Training Area, formerly known as Fort Devens Army Base. The Department of the Army has transferred the post cemetery to the U.S. Department of Veterans Affairs, National Cemetery Administration (VA).

Ft. Devens is a satellite cemetery under the supervision of the Director and staff of the Massachusetts National Cemetery. The 3.75-acre cemetery is located 30 miles west of Boston, Massachusetts in Devens, Massachusetts at 85 Patton Road. It contains 1,139 occupied gravesites, with 71 available gravesites. It is in the Southwest corner of the Devens Reserve Forces Training Area, formerly known as Fort Devens Army Base.

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

Contract Definitions / Acronyms

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

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.

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, placing orders for service, providing technical guidance to the Contractor and overseeing technical aspects of the contract.

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.

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 ensuring its employees and subcontractors comply with all contract terms, conditions and provisions.

National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance. A copy of NCA Operational Standards shall be provided to the Contractor by the COR.

NCA Turf & Landscape Handbook 3420: Outlines procedures for the proper establishment and care of turf-grass in VA National Cemeteries. A copy of the handbook shall be provided to the Contractor by the COR.

Applicable Publications: 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 strength and effect as if they were given in full text.

General Requirements Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide cemetery interments and grounds maintenance services at the Ft. Devens Cemetery as specified herein.

All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday through Friday). Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends.

A copy of the current version of NCA Operations Standards & Measures will be provided to the Contractor upon contract award. This is to be used by the Contractor as a reference on grounds/turf maintenance procedures and protocols for NCA cemeteries.

Place of Performance:

Technical Specifications The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.1.A daily policing of cemetery grounds to include collection & removal of leaves small brances &twigs, debris trash, floral arrangements, and empting trash receptacles, SWEEPING AND/OR BLOWING-FF ROADS AND WALKWAYS

A.1.B FALL SEASON LEAF CLEAN UP

A.1.C MOWING AND REMOVAL OF DEBRIS/GRASS CLIPPINGS

A.1.D TRIMMING OF HEADSTONES, TREES, CURBS, AND FENCE LINES

A.1.E MEMORIAL DAY CEREMONY

general grounds maintenance a.1a daily policing of cemetery grounds to include collection & removal of leaves small brances & TWIGS, debris trash, floral arrangements, and empting trash receptacles, SWEEPING AND/OR BLOWING-FF ROADS AND WALKWAYS

SCOPE

Work consists of collecting and removing all trash, dead or unsightly flowers, tree limbs, dead leaves and leaf debris, as well as any other debris within the Ft Devens Cemetery.

Pre-scheduled monthly floral pick-ups shall take place at Ft. Devens Cemetery on dates specified in the cemetery’s Floral Regulations Handout. A copy of the handout shall be provided to the Contractor.

Trash, debris and leaf removal at Ft Devens Cemetery includes all areas within the cemetery property lines and outside surrounding areas and walkways from the wall to existing roads.

Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items included, but are not limited to:

Fallen leaves, twigs and branches that are less than ten (10) inches in diameter.

Paper products, cigarette-butts, gum, glass and metal products.

Plastic and any other synthetic items.

Loose rock and stone over three (3) inches in diameter that are not the apparent result of an interment.

Also included is the material found within the trash receptacles located throughout Cemetery grounds.

PROCEDURES

Trash & Debris collection and removal shall be accomplished weekly from January 1st through December 31st annually. All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs and leaves shall be removed from the Ft Devens National Cemetery at a minimum of once per week. All grave decorations shall be removed weekly or as needed.

Dumpster placement areas are not available at the cemetery. The Contractor shall provide all labor, equipment and transportation necessary for the collection, removal and disposal of trash & debris with each scheduled grounds clean-up.

Removal of debris and disposal away from the cemetery grounds shall be the responsibility of the Contractor.

All walkways, roads, and parking areas shall be swept prior to interment services or on a weekly basis.

Storm Clean-Up (wind, rain, hail, snow, ice, etc.): Cemetery should be checked and cleaned up next working day following the storm unless the extent of the storm prompts civil authorities to declare emergency movement only. Should this occur, clean-up should be done as soon as emergency restrictions are lifted.

Trash & Debris collection shall be accomplished weekly throughout the year except when delayed by the onset of severe weather conditions (i.e., Snow and Ice). The Contractor shall schedule removal work accordingly. The Contractor shall inspect all areas of the cemetery during this period and ensure that there is no accumulation of debris in any area.

a.1.b Fall Season Leaf Clean up

SCOPE

Fall leaf collection and removal shall be accomplished weekly from October 15th through December 31st.

Work consists of collecting and removing from the cemetery grounds and the immediate area outside the cemetery all fallen leaves and tree debris (i.e., twigs, branches, tree limbs needles, sweet gum balls, pinecones, bark, etc.). Random inspections shall be conducted by the COR.

ProcedureS Beginning on October 15th or the first workday thereafter,(until December 31st) the Contractor shall begin removing all fallen leaves and tree debris. Leaves will be hand raked, vacuumed, and/or blown by backpack style blower or a walk-behind push type machine from the turf onto the roadways and then collected and properly disposed of from the cemetery grounds and the immediate area outside the cemetery. Any accumulation of mulched leaves shall also be removed from the cemetery.

All fallen leaves and tree debris must be removed during this period, except when delayed by the onset of severe weather conditions (Snow and Ice). The Contractor shall schedule Fall Leaf & Debris removal work accordingly.

The Contractor will inspect all areas of the cemetery during this period and ensure that there is no accumulation of debris in any area.

A.1.c mowing and removal of debris & grass clippings

SCOPE:

Contractors shall furnish all supervision, labor, tools, and materials necessary for mowing and removal of all debris and grass clippings within the cemetery boundaries.

PROCEDURES:

Equipment: The Contractor shall use rear-discharge mowers only. Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces.

Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. The height of grass is what is measured to get the correct cutting height. The cutting height of all mowing equipment shall be set to maintain a turf height of three inches (3.0”-3.5"). At no time shall more than one and a half inches (1.5") of new growth be removed during any single mowing.

Mowing: The Contractor shall maintain all turf areas consistently at a turf height of 3 ½ inches throughout the growing season. Mowing shall be accomplished as necessary to meet this standard. If grass clippings are evident, the Contractor shall remove and dispose of the clippings at no extra cost to the Government. Mowing operations will begin in the spring when turf begins active growth (normally mid-April) and will end in the fall when turf starts to enter winter dormancy period, normally late November. If turf starts or continues active growth before or after these time periods, the contractor will mow turf grass to ensure that all turf is kept at the recommended height. In the months of June, July and August due to excessive heat and lack of rainfall that may cause the turf growth to slow appreciably, the contractor may be required to raise the height of mowers and mow grass at four (4) inches to cause less stress on the turf and may have to mow alternate weeks.

Turf: During general mowing operations the Contractor shall take extreme care and caution to avoid and prevent unnecessary damage (i.e., scalping of turf, uneven mowing, excessive build-up of clippings, creation of divots, etc.). Contractors may be held liable for repair or replacement of any damaged turf due to negligence.

Any clippings deposited on roadways or other non-turf grass areas shall be removed the same day as the mowing event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter areas shall be removed at same time mowing work is occurring.

Contractors shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear providing a cleaner cut. The contractor should clean all mowing and trimming equipment before unloading it at the cemetery. This shall minimize the weed contamination to cemetery’s’ turf from outside mowing areas. The contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc. while performing mowing services.

The Contractor shall remove and replace all floral or commemorative items, etc. to their proper place while performing mowing services. The Contractor shall repair or replace all damaged items caused by the contractor at no additional cost to the cemetery

New seeds shall be present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations. All mowing around trees shall be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf. Contractor shall vary wheel-width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

Turf in burial and public areas should be maintained at a height within one-inch range of that which is professionally recommended for the recommended grass type for that geographic region. Optimally, the height should be no more than half an inch above that range. For example, the height of Tall Fescue / Perennial Rye grass should be 3.0”- 3.5”. Grass is trimmed on borders.

The walkways (inside and out), flagpole bases, interment area, and roads shall be cleaned of any grass clippings and leaves after mowing, weed eating, edging, and trimming.

a.1.d Trimming: Headstones, Trees, Curb & Fence Lines SCOPE: Contractor shall furnish all supervision, labor, equipment, tools, and materials necessary for the provision of trimming, edging services at Ft. Devens Cemetery. Required services include the following: Trimming around upright headstones, trimming around trees, edging / trimming along any curb and fence lines, debris & trash removal.

UPRIGHT HEADSTONES

The Contractor shall use nylon string trimmers that do not damage headstones or grave makers. Trimming around upright headstones will begin in conjunction with mowing operations once turf comes out of winter dormancy and begins active growth and will cease in late fall once turf has stopped active growth for the season.

Grass shall be trimmed and consistently maintained at the standard mowing height around the perimeter of each upright headstone. The trim extends approximately 12 inches from the headstone. The extended trim area will also include a 5’.0” band between the upright headstones across the width of the row.

FLAT GRAVE MARKERS

Trimming around flat grave markers will also begin in conjunction with trimming of upright headstones. Trimming of flat markers will be accomplished and consistently maintained as follows:

The Contractor will use commercially acceptable mechanical trimming equipment with nylon string. There will be no damage to any flat grave/marble markers or items requiring maintenance under this contract.

Flat grave markers will be trimmed and consistently maintained so that the grass is 2½ inches above the top surfaces of the flat marker (grass will not be scalped). The Contractor shall edge, utilizing stick edgers, turf at a minimum of 90 degrees (perpendicular to the base/marker) for flat grave markers to remove all grass/vegetation that is growing around or over the entire perimeter of the marker/base.

For markers that have sunk below the thatch level of existing turf, the Contractor will avoid scalping the turf and exposing the soil and the 90-degree (perpendicular) cut may be extended to, but will not exceed, 135 degrees away from the base.

TREES, CURB LINES & FENCE LINES

Trimming around trees, curb-lines and fence-lines shall begin once turf growth begins for the season and will be performed in conjunction with trimming of upright and flat grave markers. Tree, curb & fence line trimming will be accomplished and consistently maintained as follows:

Trees: A distance of one (1) foot will be trimmed around the perimeter of all trees.

Curb-lines: A distance one (1) foot will be trimmed along all curb lines. All curbs will be edged.

Fence-lines: One (1) foot will be trimmed on each side of fence lines (total: two (2) feet in width).

Edging: All sidewalks, plazas, parking lots, walkways, flat markers, and roadway curbs adjoining a turf area shall be cleanly edged and consistently maintained with power edgers (with blades) throughout the growing season. This is in addition to the standard trimming done throughout the year on turf extending over curbs, plazas, and walkways.

A.1.E Memorial Day Ceremony

SCOPE:

Work consists of preparing the cemetery for Memorial Day Ceremonies.

REQUIREMENTS:

The United States of America Flag shall be placed at full staff from 8:00am to 5:00pm, seven (7) days a week, unless lowered for the service of a veteran.

On Memorial Day, the United States of America Flag shall be flown at half-staff until 12:00pm (Noon). At this time the United States of America Flag shall be raised to full staff until 7:00pm, if it is not illuminated.

The United States of America Flag shall not be flown at half-staff except for occasions prescribed above or when instructed by the COR.

Memorial Day Ceremonies: Unless otherwise requested by the COR, mowing of cemetery grounds shall be performed within three (3) days prior to the Memorial Day Weekend.

Any clippings deposited on roadways or other non-turf grass areas shall be removed the same day as the mowing event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter areas shall be removed at same time mowing work is occurring.

A.2 Grave Excavation & Backfilling of Cremated Remains second Interment SCOPE: Work consists of excavating and backfilling gravesites for cremated remains. The COR shall notify the Contractor one (1) day in advance of any gravesite to be excavated. The contractor shall be compensated for the exact number of interments accomplished.

PROCEDURES:

All gravesite excavations shall be completed within a minimum of one (1) hour prior to the interment service and backfilled within one (1) hour after the interment service. The gravesite must be available for visitation within one (1) and one-half (½) hours after the interment service.

It shall be the COR’s responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavations.

Overall dimensions of a gravesite measure approximately 3’ wide x 3’ in length unless otherwise advised by the COR and shall be excavated 8” square and three (3) feet deep at centerline and 12” from foot end of grave for the first interment of cremated remains (cremains). When a second interment of cremated remains (cremains) is being interred, the grave shall be excavated at 8” square and 3’ deep at centerline 20” from foot end of grave for the first interment of cremated remains. When multiple burial of cremated remains (cremains) is being interred on the same day in the same grave, both urns shall be entombed in the same excavated site following the above measurements, but depth shall be enough that 18” of soil shall cover the top of the urns.

When a gravesite is excavated to receive a second interment and is found to be of insufficient depth to permit the second interment, the COR shall be notified before the cremains are lowered or moved within the gravesite location. The COR shall decide whether the existing remains shall be removed so that the grave can be dug at the proper depth to accommodate both interments and be entombed elsewhere within the boundaries of the gravesite. The COR shall inform the Contractor which procedure to follow. Arrangement and payment for the disinterment of remains from previous burials is the National Cemetery's responsibility. Excavating the grave to a greater depth to accommodate an additional interment shall be the responsibility of the Contractor and is considered as a part of the regular grave excavation price. The COR shall be present and shall be responsible for ensuring the gravesite is deepened to accommodate additional interment. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

Established turf shall be removed from the gravesite prior to excavation and shall be reused on the gravesite. In rare instances when the turf cannot be reused, the gravesite shall be top-soiled and seeded in accordance with the procedures outlined in the Lawn Maintenance Applications portion in this contract.

When a gravesite is deemed unsafe for a gravesite service, or by a request from the next-of-kin, the burial service shall take place at the Committal shelter. At the conclusion of the service, the Contractor shall transfer the cremains in a dignified manner to the proper gravesite following all NCA policies. COR approves the mode of transportation for the cremains. The Contractor shall be required to lower the cremains into the gravesite manually in a safe and efficient manner with dignity and without damage to the urn. If any damage occurs to the urn, the Contractor shall reimburse the Government for all incurred costs.

For gravesite services, the Contractor shall neatly set-up greens in an orderly manner. All services require seating that shall consist of approximately six (6) to twelve (12) chairs predicated on the forecasted size of the funeral. These items shall be in place at least one (1) hour prior to the burial service.

The area where the burial service is to take place shall be clean, free of webs, and any other dirt or debris.

The Contractor shall bring the flag of the United States of America to half-staff one half hour before the start of the first committal service and raise it to full staff one half hour after the conclusion of the last committal services each day. The Contractor shall request additional flags from the Government as needed to ensure that the flag being flown is in a presentable “like new” condition.

The Contractor shall designate a member of his staff to keep visitors away from the interment area and provide other duties as assigned by the COR.

Backfill shall be brought to establish grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of a hand tamper. A mechanical temper shall not be used to prevent damage to the urn. Care shall be taken to fill and compact all voids surrounding the entombed urn to reduce subsequent ground settlement. Backfill should not be mounded but shall be squared, tamped and ready for seed and conform to existing grades.

When the grave is a second interment and has an existing headstone, the temporary marker shall be centered at the head of the gravesite directly against the headstone.

All floral bouquets, arrangements, etc. left at the gravesite by the funeral party shall be neatly arranged upon the grave. Fixtures and stands from floral wreaths shall be removed before placing the wreath flat on the grave.

Interment flowers shall be removed for three (3) days, or when considered unsightly after the interment and the gravesite fan is raked clean of all debris.

A.3 CLEAN UPRIGHT HEADSTONES BEFORE MEMORIAL DAY and Veterans Day GENERAL REQUIREMENT: Approximately 1,229 headstones at Ft. Devens Cemetery shall be cleaned prior to Memorial Day & Veterans Day.

HEADSTONE CLEANING GENERAL INFORMATION: The Contractor shall provide all labor, parts, equipment, supplies, transportation and personnel required to provide headstone/marker cleaning services. Clean under this contract means: The headstones/markers shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc.

CONTRACTOR DUTIES AND RESPONSIBILITIES: 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.

RECORD KEEPING AND REPORTING: The Contractor's Superintendent shall provide the COR(s) with weekly written accurate reports identifying the following:

All headstones/markers cleaned shall be recorded per gravesite location.

These lists shall be provided on no less than a weekly basis and shall identify all the above work that took place within the previous seven days. All headstones should be cleaned prior to Memorial Day and Veterans Day.

CLEANING OF UPRIGHT HEADSTONES:

All temporary markers, floral, commemorative or other types of decorations (arrangements) causing interference with the cleaning of upright headstones/markers will be carefully and orderly moved from and upon completion of the cleaning of the headstones/markers, moved back to the gravesite by the Contractor.

Cleaning Techniques will demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etc. and will be consistent and fully compliant with all applicable Federal, State and County laws, ordinances and regulations. General requirements for application of the cleaning product:

Ideally the product would be environmentally friendly, free of harsh chemicals, non-corrosive, and formulated to remove common stains (mold, mildew, algae, ect) from marble or granite monuments such as upright headstones.

Clean water will be used to wet the stone prior to washing, to apply the cleaning product and to rinse the stone after washing. Once the stone is wet, cleaning techniques with water will include low pressure water spraying with the wand affixed with a fan tip. The distance between the fan tip and the headstone surface shall be a minimum of 12”.

When water under pressure is used, such pressure will not be greater than 500 psi and work will be accomplished in a manner that does not cause any etching of the stone surface to occur. A test cleaning will be done in an inconspicuous area of a headstone (based on age and or style) and approved by the COR prior to cleaning all like headstones and markers. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended.

Hand scrubbing may be used as needed. If manual agitation is necessary to remove soiling, only a soft bristle (synthetic or natural) brush shall be used; metal or stiff plastic shall not be used because it can scratch the stone.

Rinsing: Thoroughly rinse the headstone or marker surface using clean, clear water under low pressure or without pressure.

Site disturbance: If water used in cleaning should soften the soil around the base of the headstone or marker so it is loosened, care will be taken not to tip the headstone out of plumb or alignment.

Care will be taken to protect the turf area from damage. Any turf damaged by the Contractor will be restored at Contractor’s expense. Upright headstones will be set and anchored firmly in place with no movement from forces subjected by the COR or designee after cleaning has been completed.

Headstones 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 will be re rinsed and scrubbed at no additional cost to the government. Headstones that become discolored, dirt covered, or muddied etcetera after initial cleaning has been completed but prior to overall project completion will be recleaned at no additional cost to the government. All headstones are to be clean at the time of the project completion final inspection.

The result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers.

A.4 Set & Align of New and Replacement upright Headstones SCOPE: Work involves installation (setting & aligning) of new-initial and new-replacement Upright Headstones & Flat Markers on designated gravesites. Headstones and markers shall be installed within two (2) working days after notification from the COR. Performance includes the following:

Installation (setting, leveling & alignment) of new-initial and new-replacement upright headstones and flat markers.

Realigning up to four (4) surrounding headstones that may have shifted out of alignment; and Removal, destruction and disposal of unusable or damaged headstones and markers.

A diagram detailing "Upright Headstone & Flat Marker Setting Specifications" shall be provided to the Contractor by the COR.

Note: Unless otherwise instructed by the COR, Bump & Run process described in Section A.4.8 shall be used for realignment of surrounding headstones. Any costs associated with realigning surrounding headstones shall be inclusive of the cost for setting & alignment of new/replacement headstones and markers.

GENERAL REQUIREMENTS:

VA Cemetery personnel are responsible for ordering / receiving headstones and markers, checking for proper wording and initial inspection for damages VA Cemetery personnel are responsible for delivering headstones/markers to the cemetery at which time the COR shall notify the Contractor of the time of delivery. The contractor will make arrangements to meet the VA personnel at the cemetery to unload the headstones/markers. All headstone/markers will be stored in a manner to prevent any damage from occurring until installation can be completed. The contractor will sign for the receipt of the delivered headstones/markers on the VA form provided.

Headstone / Marker Installation Request: The Contractor shall have the capability to receive Installation Requests by facsimile transmission or via verbally via telephone. Unless otherwise agreed upon, all installation requests shall be issued via facsimile.

Timeliness of Installation: The Contractor is required to set & align all headstones and markers within two (2) working days after notification from the COR. This time frame must be met (weather & soil conditions permitting) regardless of the quantity or type of installation requested. Within twenty-four (24) hours of completing an Installation Request, the Contractor shall provide the COR with written notification that the work has been completed. In the event the Contractor is unable to set & align a marker within the required installation time, the Contractor shall provide the COR with a written explanation detailing why the installation could not be accomplished. A written explanation shall also be provided to the COR within 24 hours of determining whether the installation could not be accomplished. A photo of the installed headstone/marker may be considered proof of installation. The photo should be sent directly to the COR for approval.

Setting of Upright Headstones & Flat Markers: Headstones and markers shall be installed year-round as weather and soil conditions permit a firm setting for the marker. The contractor shall contact the COR with questions concerning headstone setting & alignment and accessibility when weather or soil conditions do not allow timely installation or access to the gravesite area. Defective or damaged headstones shall not be set. The Contractor is responsible for reporting physical defects or damage to the COR who shall order a new replacement marker.

Adverse Winter Conditions: All headstones and markers set during the adverse weather conditions of winter shall be inspected by the COR at the time of setting. The COR shall again inspect those headstones during favorable weather conditions in the spring. The COR shall determine which headstones shall be reset after winter weather conditions have subsided. The COR shall furnish the Contractor with a weekly list of headstones to be reset.

Proper Handling of Headstones & Markers: The Contractor is responsible for the safe and proper handling of all new replacement markers. If storage space is available at the cemetery site, the COR shall designate a suitable area for storage of the stones. Headstones and markers shall remain in the storage area until the time of installation. To limit the possibility of damage, each stone shall be placed to rest on its long edge in a vertically freestanding position. Where there is a shortage of storage space and there is a wall or other substantial support available within the cemetery, the headstones may be stored by resting on their bottom edge and leaning against the wall at a safe and stable angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases.

Headstones shall be lifted, transported or set by at least two (2) workers unless special one-person devices are approved for use. Realignment, when consisting merely of straightening the headstone, called Bump & Run, may be accomplished by one person. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new markers. If there is any breakage or damage due to the Contractor's handling or negligence, the cost for replacement shall be borne by the Contractor.

Trees or shrubs obstructing headstones shall be noted and the COR shall determine remedial action, and any modification needed for installation of a headstone.

PROCEDURES: UPRIGHT HEADSTONES

Initial New & Replacement Upright Headstones shall be set and aligned in accordance with the following:

Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from existing markers as identified by the COR. New and replacement headstones in old sections of National Cemeteries where such stones have not been and cannot be set at standard heights, set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. Contractors shall use string lines for the top, sides and front of headstones.

The normal height of twenty-four (24) to twenty-six (26) inches given for the current standard of headstone setting is the NCA standard height. When headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is necessary. Minor deviations of nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. All upright headstones are set with the use of top and back string for proper alignment.

Trees or shrubs obstructing headstones shall be noted and the COR notified for determination of remedial action, and any modification needed for installation of a headstone. All sockets are to be re-dug by hand or mechanical means to allow for a 3” perimeter around all sides of the headstone and a sufficient depth 20” (or 19 ½” for the older, smaller headstones) below finished grade and then moistened crushed limestone base material (graded aggregate sizes ranging from crushed fine up to 1/4” maximum) is to be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing for the headstone to set on prior to the installation of the headstone to a required depth so that 25”-26” (18-20” for the older/smaller headstones) of the headstone is extended from the soil level to the top of the headstone.

Note: All root-bound headstones shall be removed from their sockets. The COR shall determine if headstones shall be reset by cutting roots of the trees or if headstones shall lie flat or be replaced by flat markers.

Moistened crushed limestone base material (graded aggregate sizes from crushed fine to ¼ maximum) shall be placed around all sides of the headstones and in the bottom of the socket before being thoroughly tamped to full compaction at each three-inch vertical interval, leaving the last three inches at the top to have tamped topsoil and grass seed applied. The government should not provide any grass seed, fertilizer, lime or base material.

Note: Class II road base may be considered as an alternate. The contractor shall obtain approval from COR for any substitute base material.

Headstones shall be set vertically plum in all directions in all cases in a line vertically, laterally and transversely, with headstones of other graves using a top string, a back string and side string. Maximum vertical, lateral and measure tolerance of 1/8” or less. All measurements and string lines shall be taken from layout control points, unless identified by the COR.

Alignment of Initial New & Replacement Upright Headstones: Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from the headstones previously set as identified by the COR.

Setting of Initial New & Replacement Upright Headstones: In older sections of National Cemeteries where upright headstones have not been and cannot be set at the standard height, stones shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 25-26 inches from the finished grave to the top of the arc.

Minor Deviations from Standard Height: When headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is necessary. The normal height of 25-26 inches given for the current standard of headstone setting is the standard height. Minor deviations of nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. All upright headstones shall be set with the use of top and back string for proper alignment.

A.5 REMOVE, BREAK-UP, & DISPOSE OF Unusable / Damaged Headstones & Markers SCOPE: Unusable or damaged headstones / markers that have been removed because of the installation of a new-replacement headstone shall be destroyed and disposed of by the contractor.

PROCEDURES:

Remove, Breakup & Dispose Upright Headstones & Flat Markers: Unusable or damaged Upright Headstones & Flat Markers shall be broken up and crushed into small enough pieces that the inscription on the marker is not identifiable.

The resulting debris from the crushed markers shall be removed from cemetery grounds and disposed of at the Contractors expense.

Under no circumstance shall the unusable headstones or markers be used for any other purpose.

A.6 Raise, Lower, Realign, Reset, Backfill & Clean Existing Upright Headstones TO ENSURE THE ACCURACY OF HEADSTONE AND MARKER PLACEMENT DURING THE RAISE AND REALIGNMENT PROJECT, THE FOLLOWING PROCEDURES WILL BE FOLLOWED BY NORTH ATLANTIC DISTRICT PERSONNEL, CEMETERY PERSONNEL AND CONTRACTING OFFICER’S REPRESENTATIVE (COR) BEFORE THE RAISE & REALIGNMENT PROCESS BEGINS

The NCA North Atlantic District (NAD) will provide each cemetery with the correct Gravesite Layout Map(s) prior to beginning the Raise & Realign (R&R) project. The Contracting Officer Representative (COR) or cemetery director/designee as listed in the official contract documents shall conduct an initial gravesite verification survey prior to the (R&R) of any headstone or marker in a VA national cemetery. The COR will obtain a copy of the Burial Register Report from the Burial Operation Support System (BOSS) and current gravesite layout map(s) obtained from the NAD for the verification survey. The Burial Register Report and gravesite layout map(s) will be used to verify the section, row, grave number, first and last name of each decedent and the condition of the headstone/marker included in the Statement of Work (SOW). All inconsistencies will be researched, discussed and resolved with the NAD Executive Director prior to the R&R of any headstone or marker. Upon completion of the verification survey and corrective actions as necessary, the COR shall certify the survey by signing the Headstone/Marker Raise & Realign Verification Survey sheet. A copy of the signed Headstone/Marker Raise & Realign Verification Survey sheet shall be forwarded to the Contracting Officer (CO) which will be incorporated into the contract files; a copy of the survey will be maintained by the cemetery. Additional copies of the survey will be obtained by the COR for the official contract files. The CO will give the approval to begin the project.

Prior to the completion of each workday, a Daily Headstone/Marker Raise & Realign Verification Survey will be completed for all headstones and markers raised & realigned. The COR/cemetery director/designee will verify the accuracy of the placement of headstones or markers on the correct gravesite using the same Burial Register Report and gravesite layout map(s) that were used for the initial headstone/marker verification survey. Daily, the COR will inform the contractor/designee of all identified inconsistencies and ensure corrective actions are completed that day.The Daily Headstone/Marker Raise & Realign Verification Survey will be maintained by the COR for certifying payments for completed work, tracking project progress and other administrative needs.

When site conditions are restrictive and it is not possible to safely operate equipment while keeping the headstones/markers on the gravesite, the contractor will prepare these sites by hand. At no time may headstones/markers be removed from the gravesites.

HEADSTONES AND/OR MARKERS WILL NOT BE PHYSICALLY REMOVED FROM THE GRAVESITE DURING THE RAISE AND REALIGNMENT OR TURF RENOVATION PROJECTS

SCOPE: Work consists of raising, lowering, realigning, resetting, backfilling and cleaning existing upright headstones.

STANDARDS: Standard (4.2): Proper height and alignment of each headstone and marker is maintained.

GENERAL REQUIREMENTS: Work consists of raising, lowering, realigning, resetting, backfilling and cleaning existing upright headstones. Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds each. Older headstones shall be realigned laterally, transversely and diagonally in the same manner as new grave markers.

PROCEDURES: The raising, lowering, realigning, resetting, backfilling & cleaning of existing upright headstones shall be accomplished in accordance with the following:

All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the Raise & Realignment of upright headstone operations shall be carefully, and in an orderly manner moved from, and per completion of work, moved back to all gravesites by the Contractor. Prior to removal, the contractor shall verify the numbering sequence and location of the headstone and associated decorations. 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 must be protected with a rigid fabric that will prevent damage to, and marking of, the headstone. Clamps may be attached to a Bob Cat, Toro Workman or similar machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. The contractor is responsible for restoring all damage 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 may occur, coordinate specified measurements and dimensions of required work with COR).

All shallow and correct depth headstone sockets are to be dug to a bottom depth of 21” below finished grade, and then fill material is to be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing for the headstone to set on prior to the installation of the headstone to the required depth so that 25-26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material is to be placed around all sides of the headstones and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and grass seed applied.

Deep headstone sockets are to be filled at bottom with a minimum of 3” of Fill Material added and tamped to full compaction in the bottom of the socket to achieve a bottom depth of 18” below finished grade for the headstone to set on prior to the installation of the headstone to the required depth, so that 25- 26” of the headstone is extending from the soil level to the top of the arc on the headstone. Fill Material shall be placed around all sides of the headstones and thoroughly tamped to full compaction at each three (3) inch vertical interval, leaving the last 3 inches at the top to have tamped topsoil and grass seed applied.

Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8”, or less. All measurements and string line set-ups shall be taken from established section layout control points, not from previously set headstones, unless otherwise identified by the COR. 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. 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 25-26 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 21 inches that may cause the headstone to settle below height requirement.

The measurements between rows of headstones and headstones within each row may differ from one section to the next due to the use of differing burial patterns; discuss with COR where this is found to occur. These measurements must 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 and existing permanent control markers.

The realign crew starts on a row of headstones close to the center of the section to be realigned. Headstones are chosen to be “key” stones. All headstones determined to be keystones are stones identified by the COR 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’ grids. These keystones are to be aligned by leveling front and back and side-to-side, and raised or lowered to a height of 25-26 inches above topsoil level. Constant quality control is to be maintained and is required for 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 COR 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 COR. If the first row is rejected by the COR, 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 COR 24 hours in advance of when each of these inspections shall be needed.

Heavy strings or lines must run along the backs, sides, and tops of these keystones. The string or line is required to be provided by the contractor and must be approved for use by the COR prior to use. These lines are to be marked with the proper measurements- (size of section) for the section being aligned.