Attachment B - SOW - Grounds Maintenance - Nashville NC2.pdf

RFP 36C78624R0578

Nashville National Cemetery Grounds Maintenance Services

STATEMENT OF WORK

TABLE OF CONTENTS

A.1. GENERAL INFORMATION AND PERFORMANCE:

A.2. CONTRACTOR’S RESPONSIBILITIES AND INSURANCE REQUIREMENTS

A.2.1. SCHEDULE, PRICING AND MOBILIZATION

A.2.2. PRICE SCHEDULE: SEE ATTACHMENT A – PRICE/COST SCHEDULE

A.2.3. CONTACT DEFINITIONS/ACRONYMS

A.2.4. OPERATION AND STORAGE

A.2.5. CONTRACT MANAGEMENT

A.2.6. INSPECTION AND SURVEILLANCE

A.2.7. STANDARDS OF EMPLOYEE CONDUCT

A.2.8. SUPERVISOR & TRAINING

A.3. GENERAL SCOPE AND PROCEDURES

A3.1. GENERAL TASKS

A.3.2. MOWING, TRIMMING & EDGING

A.3.2.1 GENERAL REQUIREMENTS

A.3.2.2 PROCEDURES

A.3.3 HEADSTONE AND MARKER

A.3.3.1. SCOPE

A.3.3.2. GENERAL REQUIREMENTS

A.3.3.3. PROCEDURE

A.3.4 SOIL PREPARATION AND SOD PLACEMENT

A.3.4.1. SCOPE

A.3.4.2. GENERAL REQUIREMENTS

A.3.4.3. PROCEDURES

A.3.5. POWER WASHING STRUCTURES, PAVEMENTS INCLUDING SIDEWALK

WALKWAYS, ONE SHELTER, COLUMBARIA COURT, CURB LINES AND CLEANING

GUTTERS

A.3.5.1. SCOPE

A.3.5.2. GENERAL REQUIREMENTS

A.3.5.3. PROCEDURES

A.3.6. MONTHLY PRUNING

A.3.6.1 SCOPE

A.3.6.2. GENERAL REQUIREMENTS

A.3.6.3. PROCEDURES

A.4. HEADSTONE & MARKER MAINTENANCE – CONSTRUCTION

A.4.1. SETTING & ALIGNMENTS OF NEW INITIAL/ NEW-REPLACEMENT HEADSTONE &

MARKERS

A.4.1.1. SCOPE

A.4.1.2. GENERAL REQUIREMENTS

A.4.1.3. PROCEDURES: NEW AND REPLACEMENT HEADSTONES & MARKERS

A.4.2. RAISE, LOWER, REALIGN, RESET, BACKFILL & CLEAN EXISITING HEADSTONES

A.4.2.1. SCOPE

A.4.2.2. GENERAL REQUIREMENTS

A.4.2.3. PROCEDURES

A.4.3. FLAT MARKER HEADSTONE SET, RAISE, LOWER/ REALIGN & RESET

A.4.4. DISPOSAL OF UNUSED OR DAMAGED HEADSTONES & MARKERS

A.4.4.1. GENERAL REQUIREMENTS

A.4.5. REPAIR SUNKEN GRAVES

A.4.5.1. SCOPE

A.4.5.2. GENERAL REQUIREMENTS

A.4.5.3. PROCEDURES

A.4.6. GRAVE EXCAVATION & BACKFILLING OF CASKETED REMAINS

A.4.6.1 SCOPE

A.4.6.2. GENERAL REQUIREMENTS

A.4.6.3. PROCEDURES

A.4.7. GRAVE EXCAVATION & BACKFILLING OF CREMATED REMAINS

A.4.7.1. SCOPE

A.4.7.2. GENERAL REQUIREMENTS

A.4.7.3. PROCEDURES

ATTACHMENT I

ATTACHMENT II

ATTACHMENT III

A.1. GENERAL INFORMATION AND PERFORMANCE:

1. The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide complete grounds maintenance, headstone/marker maintenance, and internment services at the Nashville National Cemetery.

2. All work shall be performed during normal business hours, Monday – Friday from 7:30am – 4:00pm local time, excluding all Federal Holidays. Work performed outside of normal business hours shall be at the discretion and written approval of the VA Contracting Officer's Representative (COR); however, it is the responsibility of the Contractor to ensure services are rendered accordingly and timely. If overtime and/or holiday pay is due to the Contractor’s personnel, it is the responsibility of the Contractor to pay accordingly, it shall not be reimbursed but the Government.

3. Every action by Contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect. The cemetery is the final resting place that commemorates the service and sacrifice that our service members, Veterans, and their families made for our Nation. It is critically important to have this awareness when performing services at a national cemetery. The utmost care must be given to the remains, headstones and grave markers that memorialize the service of the individual.

4. All work shall be performed in accordance with the Statement of Work (SOW) and procedures within the following:

4.1.National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 5.1 July 2014 or the most current version), 4.2.Handbook 3120: Interment Area Layout, 4.3.Handbook 3410: Integrated Pest Management Procedures for VA National Cemeteries, 4.4.Handbook 3420: Turfgrass Maintenance in VA National Cemeteries; the most current

Organizational Analysis and Improvement Guide (OAI);

4.5.NCA Environmental Management System (EMS).

4.6 Copies of these documents may be obtained upon written request.

A.2. CONTRACTOR’S RESPONSIBILITIES AND INSURANCE

REQUIREMENTS

1. Contractor shall obtain all necessary licenses and permits required to perform this work.

Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to contractor personnel, as well as, for any damage to personal or public property that occurs during the performance of this contract that is caused by Contractor employees’ fault or negligence. Contractor shall maintain personal liability and property damage insurance as required by the laws in which services in being rendered.

2. Contractor shall maintain workmen’s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the state law of Tennessee, and in accordance with FAR 52.228-5. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty (30) calendar days prior written notice to the Contracting Officer.

3. Contractor shall notify the Contracting Officer in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. Contractor shall also contact the Contracting Officer immediately in writing in the event the company’s change its name, with information as to the reasons and/or determinations causing this action.

4. KEY PERSONNEL: The Program Manager and Onsite Manager are the key personnel for this contract. The Contractor shall provide a Program Manager who shall be responsible for the performance of the work. The Program Manager shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Prior to assuming the responsibility of a post, the Contractor’s Program Manager shall ensure that the Contractor personnels are briefed and trained in the requirements of their post. The Onsite Manager shall be responsible for the daily operation and oversight of all activities.

A.2.1. SCHEDULE, PRICING AND MOBILIZATION

1. Term: The contract period will consist of one base year from date of award, and four (4) one-year option, with the Governments discretion to exercise. Estimated dates are as follows:

Base Year: July 1, 2024 – June 30, 2025 Option Year 1: July 1, 2025 – June 30, 2026 Option Year 2: July 1, 2026 – June 30, 2027 Option Year 3: July 1, 2027 – June 30, 2028 Option Year 4: July 1, 2028 – June 30, 2029

2. Estimated Quantities: The quantities of services specified in the Schedule are estimates only. All orders will be issued via task order and are not purchased by this IDIQ contract.

3. Post Award Conference: Prior to commencement of work, Contractor is required to attend a post award conference with the Cemetery Director, COR and Contracting Officer which will be scheduled by the CO. This meeting will assure that all parties understand all contractual obligations and the role that each party serves. Once the Contracting Officer provides a signed contract, Nashville National Cemetery leadership team and COR will accommodate mobilization.

A.2.2. PRICE SCHEDULE: SEE ATTACHMENT A – PRICE/COST SCHEDULE

1. This is an indefinite delivery, indefinite quantity, (IDIQ) fixed-price contract. Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

2. The guaranteed minimum amount for this contract is $25,000.00. The maximum aggregate value of the orders that can be placed under this contract is $5.0 million dollars. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

3. The current year pricing will apply to any extension pursuant to the exercise of FAR 52.217- 8.

A.2.3. CONTACT DEFINITIONS/ACRONYMS

1. Normal Business Hours / Days: Normal cemetery business hours/days of operation are

Monday – Friday, 7:30AM to 4:00PM excluding Federal Holidays. Work during inclement weather will be determined by the COR and a notice to not work will be provided by the COR to Contractors and the Contracting Officer.

2. Contracting Officer (CO): VA official with the authority to administer and/or terminate contracts and make related determinations and findings.

3. Contracting Officer’s Representative (COR): VA official responsible for providing contractual oversight and technical guidance to the Contracting Officer. COR Responsibilities include certification of invoices, placing orders for service, providing technical guidance, and overseeing technical aspects of the contract.

4. 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.

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

6. NCA Operational Standards / NCA Handbook 3420: A copy of NCA Operational Standards and Turf & Landscape Handbook 3420 will be provided to the Contractor upon written request.

7. 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 force and effect as if they were given in full text.

8. SED: National Cemetery Administration, Southeast District.

9. SED Agronomist: Advisor to Southeast District National Cemeteries in all facets of plants, turf, and tree management.

A.2.4. OPERATION AND STORAGE

1. Contractor shall confine all operations (including storage of materials) on Government premises to an area authorized by the COR. Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature resulting from the Contractor’s performance and/or negligence. It is understood that the VA shall not be held responsible for any damage to the Contractor's equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site.

2. Temporary buildings (e.g., storage sheds, shops, offices) and utilities may not be erected by the Contractor without written approval from the CO.

3. When materials are transported in performance of work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads.

4. Contract personnel are subject to the Cemetery rules of conduct. In addition to items listed elsewhere in this contract, the Contractor is responsible for ensuring that no contract work causes any committal service, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

5. Contractor shall execute work in such a manner as to not interfere with work being done by other contractors or cemetery team members. Keep roads clear of materials, debris, personnel, equipment, and vehicles. Materials and equipment shall not be stored in other than assigned areas.

6. Contractor utility vehicles shall not be driven in cemetery sections unless required to provide tools and/or supplies for a specific work assignment. While inspecting areas or conducting other work, utility vehicles shall be parked on the edge of the turf as to not impede traffic of visitors.

7. Any storage of broken equipment that poses an unsightly appearance to the contractor’s lay-down area shall be removed immediately upon the COR’s request. The contractor’s lay-down area shall be kept free of debris and trash. Chemicals, fuel, and other materials shall be stored in fire-proof lockers and all liquids and solid supplies shall be labeled with associated SDS (Safety Data Sheets) readily available onsite.

8. All equipment and mowers must meet OSHA requirements for operation on uneven terrain and inclines.

9. Gas cans shall not be left or staged in the cemetery. Refueling of equipment shall only be conducted in the maintenance lay-down area, inside a trailer or the back of a utility vehicle not located on cemetery turf. All equipment (mowers/trimmers/edger/chain saws/power washers) requiring gas shall only be filled inside a trailer, back of a gator, or in the maintenance area. This is to avoid the risk of gas spillage on turf or roadways.

A.2.5. CONTRACT MANAGEMENT

1. Contracting Officer’s Representatives: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to furnish technical guidance, advise, or generally direct the work to be performed under the contract.

Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

2. The COR may work with the Contractor on setting a work schedule in specific areas of the cemetery to coordinate with daily (day of interments) cemetery activities and operations.

Duties and responsibilities of the COR include day-to-day (Day of Interments) monitoring of the contract as follows:

2.1.Providing contract oversight and technical guidance to the Contractor.

2.2.Placing orders and authorizations for services.

2.3.Verification / certification of payments to the Contractor for services rendered.

2.4. 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.

3. 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 NCA Contracting Officer.

4. Site Manager: The Contractor shall provide an English speaking “Site Manager” who shall always be on-site at Nashville National Cemetery during contract performance Monday through Friday, 7:30AM to 4:00PM.

5. The onsite ‘Site Manager’ shall be responsible for the following:

5.1. Directing, overseeing, and coordinating the work as required within the contract.

5.2. Staying abreast of all upcoming cemetery functions including special holiday events and interment activities.

5.3. 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.

5.4. The Site Manager shall re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

5.5. Communication & Coordination of Work with COR: Communication with the COR (or designee) is required daily and during weekly meetings for planning. 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.

6. COR shall surveil work, services’ completion, and written quality standards. The COR at no point will manage contracted employees in place of the Site Manager.

7. 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.

8. 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 written, orally or via telephone) immediately 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.

9. 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.2.6. INSPECTION AND SURVEILLANCE

1. Daily Reports: A record keeping system of Contractor work performance shall be established and implemented by the COR. The COR reserves the right to establish/implement/adjust checklists used for daily tracking that will require the Site Manager to complete and return to COR by 3:00PM of each working day (format of reports shall include clin completion and provide a planning schedule of services for that week by referencing specific CLINs). The COR shall inspect 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. Daily Headstone installation forms shall be submitted at 12:00PM and 3:00PM.

2. Weekly Progress Report: On a weekly basis, the Contractor shall provide a written progress report to the COR of all work completed.

3. The COR will provide a written report upon discovery of deficiencies in performance, quality standards, adherence to the contract or contractor employees’ conduct. The COR will request corrective actions within 24 hours of written notification. Failure of the Contractor to appropriately provide corrective measures and act on the verbal and written corrective measures will substantiate further corrective measures.

4. Services determined not to meet the quality standards as per the COR and specifically written in the Statement of Work (SOW) are not eligible for invoicing until resolved and accepted by the COR.

5. Payment: Contractor shall submit a timely monthly invoice in arrears for all services rendered. The COR may provide a courtesy review prior to submission to Tungsten. Once submitted to Tungsten; the COR will review and approve invoicing based on daily reports, weekly reports and surveillance of work that are completed and meet quality standards.

Certification of payment is then completed upon COR approval of invoice. Invoicing is required within 10 days of monthly completion of services.

6. Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. In addition, as a service to all Veterans and their families, a National Cemetery will never go more than two days without offering interment times and the NCA will accommodate internments when there is a three-day holiday. COR will provide Contractor NCA Holiday Burial Schedule weekly. The following is a list of all Federal holidays:

New Year’s Day January 01 Martin Luther King’s Birthday Third Monday in January

President’s Day Third Monday in February Memorial Day Last Monday in May

Juneteenth National Independence Day June 18 Independence Day July 04

Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11

Thanksgiving Day Fourth Thursday in November Christmas Day December 25

A.2.7. STANDARDS OF EMPLOYEE CONDUCT

1. Contractor and Contractor personnel are 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. Section 218.

1.1. Contractor and Contractor Personnel:

1.1.1. Shall wear clothing identifying them as the contractor’s employees. The attire will have the company’s logo and/or name of the Contractor’s business. Contractor shall ensure the employees have all the appropriate attire to provide the services required. Contractor personnel shall be fully clothed, to include long slacks or pants and shirt, buttoned up from neck to waist. Any soiled clothing should be due to 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. Safety-toed shoes shall be required in accordance with OSHA.

1.1.2. Shall present a neat/professional appearance and maintain personal hygiene.

1.1.3. Shall not be engagements of loud or boisterous behavior or use profane or abusive language on site. Proper reverence during committal service is required at all times.

1.1.4. Shall not eat or drink beverages except water or non-alcoholic beverage while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited and shall be reported to the VA police.

The Contractor personnel will be escort off the premise and will be prohibited from returning on-site.

1.1.5. Shall not lean, sit, or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments.

1.1.6. Shall not smoke in any buildings or within cemetery burial sections within the National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area. Smoking is only allowed at designated area where there are signs.

A.2.8. SUPERVISOR & TRAINING

1. Contractor shall be responsible for training the Contractor’s personnel. Contractor shall ensure all Contractor personnel has a full understanding of the contract requirements and are able to provide services as required.

2. Unacceptable Performance: Any instances of unacceptable performance noted by the COR or CO shall be brought to the attention of the Contractor for immediate correction.

The Contracting Officer may request that the Contractor remove any personnel from performing work under this contract. If such a request is made, the Contractor shall provide a replacement at the Contractor’s sole expense. Any personnel found in violation of the following will not be authorized to provide services under this contract. This list is not all-inclusive:

• Failure to maintain license requirements,

• Failure to report an incident,

• Physical altercation while on duty (defined as a confrontation, a physical aggression that may or may not result in injury),

• Breach of peace while on duty (defined as misbehavior resulting in public unrest or disturbance),

• Failure to maintain and safeguard Government property from loss or damage,

• Failure to utilize the proper equipment necessary to perform the task safely,

• Distributive behavior that would diminish the level of security,

• Solicit or accept gratuities.

3. Contractor is responsible for safety/precaution training of Contractor employees performing work under the contact. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall provide all necessary equipment and supplies as prescribed by OSHA standards, for example: hard hats, safety shoes, safety glasses, hearing protection devices, and any other required Personal Protective Equipment (PPE).

A.3. GENERAL SCOPE AND PROCEDURES

A3.1. GENERAL TASKS

1. Contractor shall provide a 40-yard facility trash dumpster for daily grounds maintenance services, and it shall be emptied at a minimum, every two weeks.

2. Contractor shall provide necessary labor and suitable conveyance for pickup of trash and objectionable material and debris from cemetery grounds, including trash dispensers throughout the cemetery.

3. Leaves shall be removed as soon as they start falling. Leaves shall be hand raked, vacuumed, or blown by a walk-behind push type machines or backpack blowers from interment areas into the roadways, and then collected and properly disposed of from cemetery grounds. Leaves shall not be cut up with any kind of mower or mulcher, unless the equipment used to cut leaves contains a vacuumed clippings collection system. Magnolia pods shall be removed daily and disposed of in the trash dumpster.

4. Trash & Debris Removal: Work consists of collecting and removing all trash, debris, dead or unsightly flowers, tree limbs, as well as any other debris within the cemetery and within a 3 feet perimeter outside the cemetery walls.

5. All trash receptacles shall be emptied, and a new trash liner shall be placed in each trash receptacle twice weekly (Mondays and Thursdays).

6. Flowers shall be removed when deemed unsightly and/or by the COR’s request. All other grave decorations shall be removed bi-weekly in accordance with posted floral regulations.

The Contractor may obtain guidance from the COR in unusual situations. Any items of value shall be retained in a palletized bin located in the Contractor’s lay-down area. Flower vases shall be collected and stored in a large bin for cemetery cleaning and reuse.

7. First thing in the morning, contractor personnel shall remove, sweep, blow all trash, debris, leaves in visually prominent areas i.e., shelter, rostrum, administrative buildings, public restrooms, main gates, walkways, roads and, parking areas.

8. The removal of trash, debris, leaves, etc. away from the cemetery grounds shall be the responsibility of the Contractor. Cemetery will not provide main collection rubbish/trash waste bins for Contractor usage.

9. Drainage canal shall be cleaned of all debris, rocks, and other material weekly.

10. 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 municipal, state, or federal authorities to declare state of emergency. Should this occur, clean-up should be done as soon as emergency restrictions are lifted.

A.3.2. MOWING, TRIMMING & EDGING

1. Contractor shall be responsible for providing all equipment, tools, resources, and personnel to perform mowing, trimming, edging, and removal of debris within the cemetery and a three

(3) feet perimeter of the cemetery. Scalping, tire marks (headstones and sidewalks) and scuffs shall be prevented and remedied by Contractor at no additional cost to the government.

2. Mowing, trimming, and edging of all turf areas shall commence annually at the beginning of the growing season and continue through the end of the growing season as determined by the COR. Weekly mowing, edging, and trimming shall be accomplished a minimum of weekly during the growing season and as needed outside of the growing season determined by the COR.

3. Mowing, trimming, and edging cycles shall be completed regardless of weather. The COR may provide written authorization to skip weekly mowing cycles due to drought, slow growth, or late/early dormancy of turf, or over saturation due to heavy rains.

4. During unusual periods of turf dormancy, or period of excessive turf growth, the Government reserves the right to postpone the beginning of a new cycle or increase the quantity of mow/trim /edge cycles. In either instance, the COR shall provide the Contractor with one (1) week written notice of the change.

5. Regular mowing shall be performed before trimming. If ground is wet, to the point of causing rutting, mowers shall not be used until ground conditions permit. COR shall be notified immediately.

6. Heavy thatching of grass clippings/leaves is not permitted and must be removed by the end of the day.

7. Weekly mow/trim/edge cycle shall be completed by in sections, daily. No section shall be left partially completed at the end of day. Mowing/trimming/edging must all be accomplished the day attempted.

8. Contractor shall utilize an industrial edger and plastic blades for edging of flat grave markers. Edging curbs and sidewalks for entirety of cemetery shall be completed weekly.

Trimming around trees, headstones, walls, and other objects shall match the height of cut at 2” and not entail scalping below 1”.

9. Leaves shall be collected and removed. Minor mulching of leaves is acceptable based on COR approval.

10. Mowing/trimming/edging cycles are completed on a 7-day cycle and the COR is not authorized to grant extensions into the next week’s mowing/trimming/edging cycle. The COR may authorize weekend work due to weather or other scheduling difficulties in writing on non-routine circumstances. The COR must be available on weekends if this authorization is given to surveil the quality and completion of work. If this is necessary, the Government shall not compensate or reimburse any cost incurred.

11. The Government reserves the right to exercise any of the mowing, edging, and trimming CLINs based on needs of the cemetery turf. Scalping around headstones may require skipping at least two trimming cycles to enable turf to establish from scalping damage.

A.3.2.1 GENERAL REQUIREMENTS

1. All work performed under this contract is subject to the General Requirements and contract documents with the specifications.

2. Equipment: Contractor shall use mowers with mulching decks, a fully enclosed mowing deck with baffles or a mowing deck with mulch kit designed to fully enclose blades, baffles, and scalp preventing wheels only. A standard mowing deck with a chute blocker is not acceptable. Mowers shall be sized according to the area to be mowed. Small push or self-propelled mowers are required in areas too small for riding machines and shall have mulching blades and not a chute. At no time is freshly mowed grass to be blown onto headstones. Riding mowers may be used if they are not operated within four (4) inches of headstones, markers, monuments, tree trunks, or other vertical surfaces.

3. Commercial grade power trimmers shall be used to trim grass from around headstones, monuments, and other vertical objects. String trimming shall be accomplished with commercial trimmers with nylon/plastic string and shall be operated with all guards in such a fashion so that no damage is done to headstones, trees, or property. Scalping is not permitted. Scalping is defined as any trimmer that cuts below 1” (1 inch).

4. Commercial stick edgers shall be utilized with a plastic blade to edge 1” deep and ½” wide around flat markers. Any damage to flat markers by not utilizing the specification shall result in no cost to the Government in replacement headstones. Commercial stick edgers shall be utilized with a metal blade for all sidewalk, street and concrete or paver structures. At no time can a string trimmer be utilized as an edger.

5. Cutting blades on mowing equipment must be kept sharp so that grass tips are properly cut, not torn or damaged. The COR may check this quality standard by ensuring appropriate speed of mowers are adhered to, sharp blades every mowing cycle and the utilization of a grass height prism gauge to verify height and avoidance of ripped or torn grass. Sharpening of mowing blades must be conducted every 50 hours of service or at least weekly. Cutting heights of all mowing equipment shall be set according to heights specified below. The height of grass is what is measured to get correct cutting height (not mower settings).

6. Where different varieties of turf exists or if mowers and other equipment are transported from another site; all equipment shall be cleaned and made available for the COR to inspect.

7. COR may randomly surveil and measure height of cut from grade of 2 inches as specified with a grass height prism and a standard ruler. Use of cutting equipment that is out of adjustment, thereby causing streaks or irregularities, uneven cutting, plowing, or gouging of the soil is not permitted.

8. Speed of mowers: the speed of mowers must be appropriate to avoid damage to turf during overpowered turns, incomplete cuts (rooster tails) and potential headstone damage.

9. No thatch is permitted after mowing. All thatch must be removed or remediated each day.

Where a water system exists, Contractors may use the system to assist in turf establishment.

10. In areas where water system is not available or inoperable, Contractor must provide mobile water supply and a portable watering system with output hose to effectively and efficiently water turf areas. Faulty water main supply valves are the Government’s responsibility. Contractors must notify COR immediately of any cemetery water line leaks, breaks or issues.

A.3.2.2 PROCEDURES

1. Mowing: Contractor shall maintain all turf areas consistently at a turf height of 2 inches.

Mowing equipment shall be set to maintain a minimum turf height of 2 inches. Mowing shall be accomplished as necessary (or as otherwise directed by the COR) 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.

2. Contractor shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear, prevents wheel rutting, and provides a neater appearance.

Contractor shall clean all mowing and trimming equipment before unloading at the cemetery ow when switching to areas within the cemetery containing another variety of turf type. This shall minimize the possibilities of weed contamination to cemetery turf from outside mowing areas. All mowing around trees shall be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf.

3. Turf: During general mowing operations, Contractor shall take extreme care and caution to avoid and prevent unnecessary damage (i.e., scalping of turf less than 1-inch, uneven mowing, excessive build-up of clippings, creation of divots/ruts, etc.). Contractor may be held liable for repair or replacement of any damaged turf due to negligence.

4. Memorial Day, Veterans Day, and days of Special Observance / Ceremonies: All grass mowing, trimming, and edging work shall be completed no later than close of business on the day prior to these observances. Mow/trim/edge cycle shall be completed by COB the Thursday prior to Memorial Day to allow sufficient time for the placement of decorative American Flags on individual graves.

5. Mowing may be inspected by the COR, a minimum of once a week, during growing season.

The growing season requires a minimum of weekly mowing cycle. Mowing should be performed often enough so that no more than 1/3 of leafage is removed at any mowing cycle. 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. COR will direct mowing height and may authorize height requirements above 2 inches. Grass is trimmed on borders at same height of mowing. Mowing and trimming shall be accomplished free of scalping, rutting, bruising, and uneven or rough cutting and thatch. After cutting, trimming, & edging (1/2 inch wide by 1 inch deep): ALL grass shall have a uniform height.

6. Trimming the grass (or any vegetation) from around headstones and markers shall be accomplished using a power trimmer equipped with a non-streaking or non-staining bumper guard with all mowing cycles and as directed by the COR. Trimmers shall be held level with the ground on headstones to prevent uneven turf. Scalping is not acceptable. Scalping is defined of any turf below 1 inch. The practice of extending trimmer strings by bumping the turf shall be conducted at low speed to avoid trimmer circles or conducted at the end of the row on a turf free area.

7. Trimming around headstones shall leave grass at 2 inches, the same height as mowing.

Scalping is not acceptable. Where scalping is evident, Contractor shall be responsible for repair of the damage at no cost to the Government.

8. Trimming must be performed after mowing, not before. All mowing/trimming/edging shall be accomplished on the same day by section. No partially completed cycle of mowing/trimming/edging shall be left overnight.

9. Edging: During the growing season, all streets, curbs, parking lots, courtyard, and walkways shall be edged (1/2 inch wide by 1 inch deep) weekly.

10. Edging shall provide a clear zone 1/2 inch wide by 1 inch deep with all vegetation removed from joints and cracks. Damage to asphalt / concrete shall be avoided. Any damages to asphalt/concrete shall be repaired at no cost to the government.

11. Flat stones shall be edged with a plastic blade only. Flat stones shall be edged with a commercial stick edger after all vertical grass mowing and trimming is complete. Corners must be 90 degrees without any edging line extensions beyond the corners.

12. All un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the prescribed 2 inches specified height standard.

Special care shall be taken not to scalp between or around headstones and other vertical surfaces.

13. Any clipping deposited on mulch circles, planting bed, headstones, flat markers, monuments, roadways, walkways (inside and out), flagpole bases, or other non-turf grass areas, and interment areas shall be removed directly following the mowing, trimming, or edging event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Pavilion & Committal Shelter areas shall be removed prior to moving to another section.

14. Mowing, trimming, and edging operations shall not damage headstones, markers, gravesite flags, floral or commemorative items, structures, survey monuments, irrigation equipment, etc. The contractor shall remove and replace all floral, gravesite flags or commemorative items, etc. to their proper place while performing mowing services. Mowing or trimming around flower vases shall not be attempted (temporarily locate to right of headstone and replace centerline once operations are complete). 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 repair or replace all damaged items caused by the contractor at no additional cost to the cemetery.

15. 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 as directed by the

COR.

16. Temporary gravesite markers must not be removed from their assigned site. Temporary markers without a headstone shall not be disturbed. Temporary markers shall never be removed or placed outside of assigned gravesite.

17. New specified sod shall be installed at all new burial gravesites, second interment gravesites, and sunken gravesite repair locations every two weeks. 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. Mowing decks must maintain 8” from the base of trees to ensure no contact is made that may damage the tree or the associated root systems.

18. 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.3.3 HEADSTONE AND MARKER

A.3.3.1. SCOPE

1. The completion of cleaning of all headstones, markers, & monuments shall be at least two weeks prior to Memorial Day and Veterans Day. The natural surfaces shall be retained.

Section Markers and monuments are included to be cleaned with same procedure.

A.3.3.2. GENERAL REQUIREMENTS

1. Weatherzyme has been approved for application with brush agitation only.

2. Cleaning process shall remove all objectionable material and discoloration, such as accumulations of bird droppings, mud, tire markings, grass stains, residue from trees, black fungus, and green algae.

3. Contractor shall provide all labor, parts, equipment, supplies, transportation, and personnel required to provide headstone/marker cleaning services.

4. 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.

5. The Contractor's Superintendent shall complete a Daily Headstone COR report and include with weekly written accurate reports to the COR identifying number of headstones/markers cleaned and annotate the burial section. Cleaning includes all granite section markers.

A.3.3.3. PROCEDURE

1. For Heavy duty cleaning of highly porous surfaces, the contractor shall utilize weather-zyme at a 5:1 dilution rate. 727label.pdf (unitedlabsinc.com)

2. All floral, commemorative, or other types of decorations (arrangements) causing interference with the cleaning of upright headstones/markers shall be carefully and orderly moved to the right of the headstone. Upon completion of the cleaning of the headstones / markers, moved back to the gravesite by the Contractor. (All temporary markers must remain on the assigned gravesite).

3. Only a soft bristle (synthetic or natural) brush shall be used to avoid scratching headstones.

Metal brushes are to never be utilized on headstones, monuments, or section markers.

4. The 5:1 diluted weather-zyme shall be applied to the entire surface area above the grade of turf abundantly to ensure absorption of the product to the porous material(granite/marble).

https://www.unitedlabsinc.com/content/pdf/label/727label.pdf

5. Immediately following application, a soft bristled brush shall be utilized to agitate the entire surface area of the headstone, section marker or monument. Any bird droppings, mud, black mold, algae shall be agitated to enable the next rainfall to remove the objectionable material.

If heavy debris exists, apply a second application to remove the material. Do not rinse the product off. The intent of the cleaning process is to allow 48 hours or more of absorption.

6. After this process is complete, the COR will assess quality standards after 7 days. The headstone, monument or section marker shall be free of green algae, black mold and any objectionable material listed above.

7. Weather-zyme will temporarily damage up to 4” of turf surrounding the headstone, monument, or section marker. Contractor shall mitigate any overspray of product to the surrounding turf and be responsible for repairs at no cost to the government if turf is damaged beyond the 4” area from the targeted cleaning.

8. After this process is complete, the COR will assess quality standards after 7 days. The headstone (to include inside the engraved lettering), monument or section marker shall be free of green algae, black mold, tree sap, and any objectionable material listed above.

9. Contractor must meet quality standards as per the COR assessment prior to proceeding to new sections by the utilization of this process only.

A.3.4 SOIL PREPARATION AND SOD PLACEMENT

A.3.4.1. SCOPE

1. Turf used shall be compatible with the geographic region. TifTuf Bermuda and Celebration

Bermuda are the approved hybrid Bermuda grass varieties for sod placement.

2. Visually prominent areas shall have a well-established, healthy stand of turf, free of bare areas.

3. Work consists of vegetation removal, soil preparation, and re-planting of turf by sod on areas of the cemetery specified by the COR.

A.3.4.2. GENERAL REQUIREMENTS

1. Work consists of ground preparation by applying COR approved topsoil, starter fertilizer, tilling soil, and sodding areas specified by the COR.

2. Contractor shall be responsible for the removal and disposal of any weeds or dead turf and shall use quality COR approved topsoil in performance of the soil preparation prior to sod placement.

3. Sunken gravesite repairs shall have new sod installed every two weeks. The finished grade of each gravesite shall conform to the height and alignment specifications provided by the

COR.

4. Contractor, coordinating with the COR, shall be responsible for mowing, trimming, and ensuring all new turf areas are maintained in a healthy and vigorous condition.

5. Contractor shall, at their own expense, replace any turf which has died or been damaged within 30 days of being installed at no cost to the government.

6. Healthy turf shall be re-established within 30 days during the growing season on all burial sites.

A.3.4.3. PROCEDURES

1. Remove any vegetation and apply COR approved topsoil. Tilling the area may be required and determined by the COR.

2. Restore the soil to an even condition before sodding by rolling in several directions with a standard turfgrass roller or an approved COR procedure.

3. All irregularities in the finished surface shall be corrected to eliminate depressions and high spots. Fill low spots with high quality topsoil, to eliminate the depressions and achieve the desired finish grade.

4. Finished grades shall be 1-inch below flat markers; and a constant grade relative to the tops of upright headstones between 26 inches (maximum) and 24-inches (minimum) below tops of upright headstones to ensure a pleasing top line, as directed by the COR/Cemetery Director. NCA Standards and Measures will be provided by the COR.

5. Finished grades adjacent to paving and curbs shall be 1-1/2 to 1-1/4 inches below the top of paving to allow for the placement of sod.

6. The finished sod bed must be fine in texture and firmly compacted and free of any plant material, rocks, or other debris greater than one-half (1/2) inch.

7. Prepared sod bed areas shall be protected from damage by vehicular or pedestrian traffic.

8. The sod shall be certified weed and pest-free. Any corrective measures shall be repaired at no cost to the government.

9. Prior to delivery of sod, the COR shall inspect the work area. Any discrepancies in the ground preparation shall be corrected prior to the laying of sod in the work area.

10. Prior to installation of the sod, the COR shall have the right to inspect and to assess the condition and quality of the proposed sod. The COR shall have the right to reject poor quality sod before installation. The Contractor shall warranty the sod for one (1) year from date of Final Acceptance.

11. The sod shall be cut as thinly as possible (1.25 to 1.5 inch) to allow for faster rooting and shall be cut and delivered to the work site the same day of installation. Contractor shall make all necessary arrangements to protect delivered sod from excessive drying and wind damage.

12. Sod shall be laid expeditiously without interruption, until the work area is completely sodded.

Sod shall meet elevations of existing adjacent turf.

13. Sod shall be laid perpendicular to the direction of the slope with seams staggered and tightly matched, and then tamped lightly or rolled to ensure firm contact with the soil with no air gaps.

14. Sod placement shall match existing adjacent grades. Sod shall be cut and fitted around all markers, headstones, and other objects.

15. Sod shall be kept continually moist until it is well rooted and able to survive.

16. Gaps between sod slabs shall be filled with fine, washed, river sand. Place soil/compost along any temporary exposed edges of sod to keep the edges from drying out.

17. Any substitution of sod type must be specifically approved by the COR and the Cemetery

Director in writing.

18. Begin mowing new turfgrass when the leaf blades reach one inch above normal recommended mowing height. Mow at desired maintenance height. Never remove more than 1/3 of the total foliage length.

19. Continue watering and mowing until the new turfgrass is well-established. Hand mow with walk-behind mowers until turf is established to prevent damage from riding mowers.

20. Satisfactory Sodded Turf: At end of 30 days, a healthy, well-rooted, even-colored, viable turf has been established, free of weeds, open joints, bare areas, and surface irregularities, with coverage exceeding 95 percent over any 10 sq. ft. and bare spots not exceeding 5 by 5 inches.

A.3.5. POWER WASHING STRUCTURES, PAVEMENTS INCLUDING SIDEWALK

WALKWAYS, ONE SHELTER, COLUMBARIA COURT, CURB LINES AND CLEANING

GUTTERS.

A.3.5.1. SCOPE

1. Structures shall have a clean and well-maintained appearance.

2. Once a year (prior to Memorial Day) or at the direction of the COR, pressure wash the exterior of two structures (one shelter, Rostrum, columbarium).

3. Clean and power wash one shelter, Rostrum and Columbarium (top to bottom).

4. Clean entire concrete sidewalks in cemetery.

5. Use lowest possible pressure setting while cleaning stone structures.

6. Rostrum and Shelter: Clean the roof, structure, and gutters.

7. Clean and power wash entire roadway curbs to remove stains and mold.

A.3.5.2. GENERAL REQUIREMENTS

1. Utilize a COR approved cleaning agent for sidewalks, curb lines and structures.

Weatherzyme and D2 are current approved cleaning agents for historic structures.

Sidewalks and curb lines may utilize general purpose cleaning agents to meet quality standards.

2. COR will inspect all sidewalks, structures and curb…