Attachment B- SOW Grounds Maintenance Services Acadia National Cemetery.doc

STATEMENT OF WORK

GROUNDS MAINTENANCE SERVICES

ACADIA NATIONAL CMETERY

Scope: The Contractor shall furnish all personnel, equipment, supplies, materials, vehicles, and other items / services necessary and incident to provide complete GROUNDS MAINTENANCE SERVICES at the Acadia National Cemetery, located at 1802 Harrington Road, Jonesboro, ME 04648.

Post Award Conference: Prior to commencement of work, contract awardee is required to make an appointment for a conference with the COR and/or Contracting Officer COR to assure that all parties understand all contractual obligations and the role that each party serves.

Period of Performance: The term of the contract is from June 1, 2025, through May 31, 2026, with (4) four 1-year options from June 1, 2026, through May 31, 2030.

Type of Contract: This is An Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract, providing flexible ordering of services as needed within the contract period and effective for the period stated in the Schedule. Quantities of services specified in the Price Schedule are estimates only and are not purchased by this contract.

SITE VISIT: All interested offerors may visit the facility from Tuesday through Friday following the solicitation date from 10:00am – 2:00pm.

A.1 Background Acadia National Cemetery was established as a National Cemetery in 2019 as part of NCA’s Rural Initiative to serve veterans and their families that do not live in proximity to an existing national cemetery. Acadia National Cemetery is a satellite cemetery under the supervision of the Director and staff of the Massachusetts National Cemetery, Off Connery Ave, Bourne, MA. 02532. The Acadia National Cemetery is located 1799 US RT 1, Jonesboro, Maine, 04648.

Acadia National Cemetery is a National Shrine that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery conducts both casketed and cremation burials, receiving many visitors therefore, standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each national cemetery receives from the public, strict adherence to contract specifications, terms and condition is essential.

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.

A.2 Contract Definitions / Acronyms

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

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

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

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

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

(f) National Cemetery Administration (NCA) Operational Standards & Measures: 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 must be provided to the Contractor by the COR.

(g) 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 must be provided to the Contractor by the COR.

(h) Applicable Publications: Every contractor and subcontractor must 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 must be with the same force and effect as if they were given in full text.

(i) Pest is defined as any plant or animal detrimental to humans or human concerns including weeds, fungi, molds, vertebrates, and invertebrates.

(j) A pesticide is herbicide, insecticide, fungicide, and poisonous baits.

A.3 General Requirements / DESCRIPTION OF SERVICES The Contractor shall provide all necessary supervision, labor, materials, tools, equipment and supplies to deliver comprehensive grounds maintenance services at Acadia National Cemetery. This includes ensuring that all operations are performed with the utmost respect, maintaining the cemetery's appearance to reflect its status as a national shrine. The contractor is responsible for performing regular maintenance activities such as mowing, trimming, edging, leaf, and debris removal, and sweeping roads and sidewalks, while also ensuring the health and aesthetics of turf, trees, shrubs and plants. Additional services include turf care, mulch and plant bed upkeep, and plant entry maintenance. The contractor shall also handle trash removal, snow and ice removal, and flag placement and removal, restroom cleaning (janitorial).

The contractor is expected to provide all necessary equipment, supervision, labor, and materials to meet these requirements with no provision of tools, vehicles, or restroom facilities by the National Cemetery Administration. All work must adhere to the National Cemetery Administration's standards, ensuring that grounds are maintained to the highest level of professionalism and decorum. Furthermore, the contractor must be available during key dates such as Memorial Day weekend and other special observances, to meet cemetery needs. All work must reflect the dignity and integrity of the cemetery and its visitors.

All work must be performed during regular cemetery hours, which are from 8:00am - 4:30pm local time, Monday thru Friday. Work outside of these normal business hours may be required for interments, ceremonies, or special events, including federal holidays and weekends.

Place of Performance for all services under this contract will be:

STATEMENT OF WORK

A.4 GENERAL GROUNDS MAINTENANCE SERVICES (April 1 – October 31) – CLIN 0001

1. MOWING

The contractor is responsible for mowing and removing any debris of grass clippings within the cemetery boundaries throughout the mowing season. The cemetery turf area spans approximately 4 acres of lawn. And the mowing season typically runs from May through October. Turf must be mowed on a weekly basis according to a weekly schedule, ensuring a neat, well-maintained appearance.

The contractor must provide all necessary materials, equipment, tools, and personnel to complete this work. This includes, but is not limited to, lawn mowers, trimmers, blowers, and any other equipment required for efficient mowing and debris removal. The contractor must also ensure that. All personnel are trained, qualified, and equipped to perform the tasks required, maintaining a high standard of quality and safety.

It is essential that the contractor takes precautions to avoid damage to cemetery property, including headstones, memorials, and other landscaping features. Any damage caused by equipment or personnel during mowing operations will be the contractor's responsibility to repair or replace promptly.

1) PROCEDURES:

a) The Contractor must use rear-discharge mowers only to ensure even distribution of clippings and prevent debris from being discharged onto headstones or other cemetery features. Riding mowers must maintain a minimum of six (6) inches from headstones, monuments, tree trunks or other vertical surfaces to prevent damage.

b) Mower blades must be kept sharp to ensure clean cuts, preventing grass from being torn or damaged. The mowing equipment must be adjusted to maintain a turf height of 3.5 inches and no more than 1.5 inches of new growth may be removed in a single mowing.

c) During general mowing operations, the Contractor must exercise extreme care to prevent unnecessary damage, such as scalping, uneven mowing, excessive clippings buildup, or debris accumulation. The Contractor may be held liable for repairing or replacing any damaged turf resulting from negligence.

d) All grass clippings deposited on roadways or non-turf areas must be removed on the same day they are produced. Clippings on sidewalks and public visitor areas, including committal shelters, must be cleared immediately during mowing operations to maintain a clean and safe environment.

e) The contractor must use varied mowing patterns to reduce turf wear and ensure a cleaner cut. All mowing equipment must be cleaned before being unloaded at the cemetery to minimize the risk of introducing contaminants from outside areas. The contractor must take extreme care to avoid damage to headstones, markers, floral, commemorative items, survey markers, irrigation systems and other structures during mowing operations.

f) The Contractor must remove and replace all floral or commemorative items, etc. to their proper place during mowing operations. The Contractor must repair or replace all damaged items caused by the contractor.

g) Mowing around trees must be performed carefully to prevent ring patterns after each mowing cycle to prevent wheel rutting.

h) 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 Kentucky Bluegrass / Perennial Rye grass should be 3.5”. Grass is trimmed on borders.

i) After mowing, all walkways (both inside and outside), flagpole bases, interment areas, and roads must be cleared of grass clippings and leaves.

2. TRIMMING/EDGING

The contractor is responsible for providing all supervision, labor, equipment, tools, materials necessary to perform trimming and edging surfaces throughout the cemetery. This work includes:

· Trimming around headstones, trees, and other obstacles to maintain a neat and well-groomed appearance.

· Edging along curbs, fence lines, sidewalks, landscaping, and other designated areas to ensure clean and defined clean turf borders.

All work must be performed with care to prevent damage to headstones, monuments, trees, or other cemetery structures. The contractor must ensure that all personnel are trained in proper trimming and edging techniques to maintain a professional and respectful environment.

(a) PROCEDURES:

1) The contractor must use nylon string trimmers that do not damage headstones or other cemetery structures. Trimmer blades must be kept sharp to ensure clean cuts and prevent grass from being torn or damaged. All trimming equipment must be cleaned before being unloaded at the cemetery to minimize the risk of introducing contaminants from outside areas.

2) Trimming around headstones must begin alongside mowing operations once turf emerges from winter dormancy and resumes active growth, continuing throughout late fall until turf growth ceases for the season. Grass around the perimeter of each headstone must be trimmed and consistently maintained at the standard mowing height. All unmowed grass around headstones, monuments and vertical surfaces must be trimmed and edged to match the height of the mowed areas, without scalping. The proper sequence of operations requires mowing to be completed first, followed by trimming and then edging.

3) Specific trimming and edging areas include a 1-foot perimeter around each tree, 1-foot along all curved curb edges, and both sides of the fence line. totaling 2-feet in width. Sidewalks, walkways, and roadway curbs adjoining turf areas must be cleanly edged and consistently maintained using power edgers with blades throughout the growing season.

4) Following weed eating, edging, and trimming, the contractor must ensure all walkways, flagpole bases, interment areas and roads are cleared of grass clippings and leaves to maintain a neat and professional appearance. Extreme care must be taken to prevent damage to headstones, markers, floral commemorative items, survey markers, irrigation systems and any other cemetery structures. Any damage caused by contractor operations must be repaired at contractor’s expense.

3. SWEEPING/BLOWING

Contractor is responsible for sweeping and blowing debris from all roads, driveways, parking areas, walkways, sidewalks, and the committal shelter on a daily basis. To ensure a clean and professional appearance, the contractor must provide all necessary equipment. materials and personnel to complete this work efficiently.

(a) PROCEDURES:

1) The contractor may utilize either a blower attached to a piece of equipment for clearing larger areas such as roads and parking areas, or a commercial grade handheld blower for sidewalks, walkways, and the committal shelter. The committal shelter must be cleared of leaves, grass clippings, dirt, and other. Debris before and after services to maintain a dignified setting. All areas must be kept free of obstructions and the contractor must ensure that all equipment is properly maintained and operated to prevent damage to cemetery structures, headstones, landscaping, and the committal shelter.

4. LEAF REMOVAL

The contractor is responsible for the collection, hauling and disposal of fallen leaves from the cemetery grounds, including roads, walkways, parking areas, and the committal shelter. While leave accumulation may occur throughout the year, a recurring collection schedule must be maintained. During the fall months, to prevent excessive buildup, the contractor must provide all necessary equipment, materials, and personnel to ensure efficient and thorough leaf removal.

(a) PROCEDURES:

1) Leaf removal must be conducted on a routine basis during the fall months to maintain the cemeteries appearance. The contractor may use leaf blowers, vacuums, rakes, or other appropriate equipment to collect leaves efficiently. Leaves must be gathered and hauled off-site for proper disposal. Piling or leaving debris on cemetery grounds is not permitted. Special attention must be given to walkways, roadways, parking areas and the committal shelter to keep these areas clear at all times. The contractor must ensure that all equipment is properly maintained and operated to prevent damage to cemetery structures, landscaping, and headstones.

5. TRASH, DEBRIS REMOVAL

The contractor is responsible for the daily collection, removal, and disposal of trash and debris to maintain a clean and professional appearance throughout the cemetery. This includes small branches, twigs, general debris, trash, and floral arrangements that are no longer presentable, as well as the emptying of all trash receptacles. The contractor must provide all necessary equipment, materials, and personnel to complete this work. All collected debris must be hauled off-site at contractor’s expense - piling or leaving waste on cemetery grounds is not permitted.

(a) PROCEDURES:

1) The contractor must police the cemetery grounds daily, ensuring that all walkways, roads, committal shelters, grave sites, public areas remain free of leaves, small branches, twigs, trash, and unsightly floral arrangements. Trash receptacles must be emptied regularly to prevent overflow, and all collected waste must be properly disposed of off-site. Special care must be taken to avoid damage to cemetery structures, headstones, and landscaping during debris removal. The contractor is responsible for ensuring that all equipment used in this process is properly maintained and in good working order.

6. RAISE/LOWER US FLAG (CLINS 0001 AND 0002)

The contractor is responsible for raising and lowering the U.S. flag each day in accordance with established protocols.

(a) PROCEDURES:

1) The Contractor must lower the U.S. flag to half-staff each day, 30 minutes before the first interment, and raise it to full-staff 30 minutes after the last.

2) The contractor must also lower the flag to half-staff, in accordance with by Title 4 U.S. Code, section 7 (m) or a presidential proclamation.

3) The U.S. flag must be flown during daylight hours and may be flown at night, if at least two flagpole lights are functional between sunset and sunrise.

7. SOD INSTALLATION

The contractor is responsible for the installation, establishment, and maintenance of sod at newly interred grave sites, reopened graves, and any disturbed or dead turf areas within the cemetery. This includes all materials, equipment, and personnel necessary for proper sod installation and maintenance. Sod must be installed in areas where turf has been disturbed, damaged or has died, ensuring consistency with the cemetery’s grounds master plan and compatibility with the geographic region. The contractor must use a mixture of bluegrass, red fescue, tall fescue, and perennial rye for all sod installations.

Sod must be reestablished within 30 days of an interment with the contractor being responsible for mowing, watering, and ensuring proper establishment of the turf. Sod installation is subject to seasonal limitations as they cannot be installed during winter dormancy. During this period, the contractor will be provided a list of grave sites requiring sod installation, which must be completed in the springtime when conditions allow. Installed sod will be warranted for 365 days after installation to ensure successful establishment and growth.

(a) PROCEDURES:

1) After backfilling and compacting the grave site, the contractor must fill the remaining 3-inches with topsoil to prepare the site for sod installation. Sod will then be placed in a uniform and level manner, ensuring it aligns properly with the surrounding turf. Once the sod is installed, the contractor is responsible for thoroughly watering it for up to two weeks or more to ensure its proper establishment. The contractor must continue to monitor and maintain the sod, including regular mowing and watering, until the turf is fully established. Any sod that fails to establish, shows signs of damage, disease, or poor growth, must be replaced at the contractor’s expense within the 365-day warranty. The contractor must regularly inspect the sodded areas to ensure healthy growth and if any issues arise, they must promptly address them to meet the warranty requirements.

2) Sod installation is not permitted during the winter dormancy and the contractor must await the onset of Spring. When the conditions allow for successful installation, the COR will provide the contractor. With a list of grave sites that require sod installation in the Spring and the contractor must complete the work and promptly once conditions are favorable. The sod used for installation must be a mixture of bluegrass, red fescue, tall fescue and perennial rye, and it must be compatible with the cemetery’s grounds master plan and the regional climate. The contractor will be responsible for ensuring that the newly sodded areas are maintained to match the overall aesthetic and functionality of the cemetery grounds, ensuring that the turf is healthy and properly integrated with the surrounding landscape.

8. TREE/SHRUB PRUNING AND PLANTING BED MAINTENANCE

The contractor is responsible for the maintenance, pruning and shaping of all trees, shrubs, annual and perennial plants, and planting beds within the cemetery. This includes keeping trees free of sucker growth water sprouts. Broken or dead limbs, deadwood and low hanging branches that may obstruct roadways or walkways, shrubs and hedges must be trimmed and shaped annually in May and September to maintain a uniform and attractive appearance. The contractor is also responsible for the removal and disposal of all debris resulting from pruning, trimming, and cutting on the same day the work is performed. Additionally, the contractor must provide all necessary equipment, materials, and personnel to complete this work in accordance with professional landscaping and cultural standards.

(a) PROCEDURES:

1) Tree Pruning and Maintenance

The contractor must regularly monitor fees for deadwood, broken limbs or any pruning needs to ensure the health, safety, and aesthetics of the cemetery. Special attention should be given to low hanging branches that may obstruct pathways. Our roadways and to dead or broken branches that could become hazardous during high winds or storms. The contractor must follow ANSIA 300 standards for printing and sharing tools are kept sharp and properly functioning. Any unnecessary removal of liters or branches that could alter a tree's natural shape should be avoided.

Lower branches must provide under clearance of at least 15 feet. Cuts must be made carefully to maintain the tree symmetry and avoid interfering with normal SAP flow. The trees should be pruned high enough to allow sunlight to reach the trunk. The COR will identify specific trees that require specialized pruning or shaping.

The contractor is required to report dead, diseased or insect infested trees or shrubs to the COR within 48 hours of discovery. Any removal or pruning of trees over 3.5 inches. In diameter must be conducted under the direction of an ISA Certified Arborist provided by the contractor.

2) Deadwood Pruning and Tree Removal

All Deadwood pruning must focus on the removal of hazardous limbs that could result in personal injury or property damage. At no time should branches, limbs, or sections of a tree be dropped onto headstones or directly onto the ground. The contractor will be responsible for any damage to turf, roads or headstones resulting from improper handling. Any trees scheduled for pruning or removal must be identified and approved by the CR before work begins.

The contractor must be informed of the utility locations by the COR. Before any tree pruning activities that may be near underground or overhead utilities.

3) Shrub Hedge and Planting Bed Maintenance

All shrubs and hedges must be trimmed annually in May and September to promote healthy growth and an attractive appearance. Hedges should be trimmed wider at the base than at the top to allow for even sunlight exposure. Shrubs. Must be kept free of dead branches, leaves and reeds. Weeds.

All planting beds in tree rings must receive a fresh 3-inch layer of shredded hardwood mulch in April for moisture retention, anesthetic maintenance. Additionally, a pre-emergent granular weed control must be applied to planting beds once a year prior in the first week of May. The contractor is responsible for regularly monitoring planting beds for weeds, and all weeds must be hand-pulled. With the root system intact whenever possible.

The COR will provide replacement plants if needed, and the contractor is responsible for planting them. Any dead or dying plant material must be reported to the COR.

9. COMMITTAL SHELTER (CLINS 0001 AND 0002)

The contractor is responsible for the daily setup, take down, and cleaning of the committal shelter, ensuring it is maintained in a clean and presentable condition at all times. This includes thorough cleaning of both the interior and exterior of the shelter. Cleaning must be conducted between committal services daily. The contractor is also responsible for the cleaning of the permanent benches and the area surrounding the committal shelter.

(a) PROCEDURES:

1) The contractor will set up the committal shelter each day to prepare for scheduled services and take it down at the end of the day.

2) The committal shelter must be fully prepared and ready for use at least one hour prior to the scheduled service. This ensures that all set up, cleaning and any other necessary tasks are completed in advance, providing a respectful and organized environment for the service.

3) The interior and exterior of the committal shelter must be thoroughly cleaned after each service. This includes wiping down surfaces, removing any dirt or debris to include flower stems and petals from the previous service. The exterior should be free from visible dirt, stains and any weather-related debris, ensuring a clean appearance for each new service.

4) Permanent benches located within the shelter area must be cleaned daily, ensuring they are free of dirt, stains and weather debris.

5) All contractor personnel must ensure that their activities do not interfere with burial operations. Burial services take precedence, and the contractor must avoid disruptions to these services while performing their tasks. If Interment activities are underway, contractors must ensure that their work is conducted to discreetly and efficiently, allowing the internal process to continue without hindrance.

10. PEST CONTROL

Contractor must be responsible for maintaining the cemetery and the immediate area surroundings in a healthy condition by proper application chemicals to control pests (invertebrate and vertebrate). Turf in high visibility areas must be at least 90 percent pest free. Contractor must conduct pest control in accordance with requirements as stated in NCA Handbook 3410 – Integrated Pest Management Procedures for VA National Cemeteries. Pest control applications must be treated as needed as identified by the COR.

A. GENERAL REQUIREMENTS

1. Safety/Regulatory Requirements:

a. All application methods of must be in strict accordance with manufacturer, Department of Environmental Protection and all federal, state and local laws.

b. Contractor must keep a record of all pesticides applied and must submit to the COR within five (5) working days after application a fully completed “Pesticide Application Data Sheet” for review and approval, with a copy sent to the North Atlantic District Agronomist. (See Attachment D.) Records will show type, amount, application area, and weather conditions.

c. Contractor personnel applying chemical applications must possess a current, valid State of Maine commercial pesticide application license. A copy of the license will be provided to the COR. The Contractor must be responsible for any damage resulting from the application of pesticide treatments.

d. Train employees on environmental issues such as ground water contamination, wetland protection, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

e. The Contractor is responsible for preventing the public and cemetery employees from accidentally becoming exposed to pesticides during an application or from encountering treated areas after the application have been made. In compliance with these instructions, the Contractor must provide the required safety warning devices, barricades and signage, etc., at all work sites to eliminate hazards from public visitors and cemetery employees.

f. Prior to a pesticide application, the contractor must at a minimum, post appropriate flags or markers in all areas to be treated for a period of 24 hours after a pesticide treatment has been applied accompanied by a sign informing the public of the time and date of the chemical application. Remove all flags and signs upon expiration of the 24-hour period.

g. The signage must be uniformly spaced along all perimeters of the application area, and at all regular points of public entry, and must remain standing for 24 hours after application is complete. If the herbicide has a restricted entry interval, the signage must be removed by the Contractor within 24 hours after the expiration of the restricted-entry interval. The Contractor is responsible for the removal and disposal of all signage, warning devices, etc.

2. Pesticide Application:

a. Pesticide applications must be applied with appropriate calibrated spreading and spraying equipment. Liquid and pellet surface applications must be uniformly distributed within the cemetery’s defined area of coverage.

b. Complete each turf application within the “Annual Application Date” specified in the “Turf Application Schedule”, (weather permitting). Applications must be provided in accordance with manufacturers label instructions to ensure proper rate of active ingredient (ai) and timing.

c. Ten (10) days after completion of the application, jointly inspect the pesticide application with the COR and assess results. In areas where results are less than acceptable* re-perform the application at no additional cost to the Government. (*Acceptable is defined as 90% of target pest species are eliminated).

d. Take precautions to prevent damage to the cemetery, in any manner, including headstones, monuments, shrub and flower beds, trees and other structures during maintenance operations. Current replacement costs for headstones, other cemetery structures or property damaged by the work under this contract will be deducted from the contract price.

e. Do not use any pesticide in either granular or liquid form that will stain or discolor any headstones. Notify the COR of all materials scheduled for use before beginning any application. Clean cemetery structures, headstones, monuments, and roadways that are soiled or stained as a result of the application.

A.5 winter GENERAL GROUNDS MAINTENANCE SERVICES (November to March) – CLIN 0002

1. SNOW & ICE REMOVAL

The work includes the removal of snow and ice from cemetery driveways, roads, sidewalks, parking areas, restrooms, entrances to structures, committal shelters, columbaria, as well as areas outside the cemetery wall as designated by this COR. In the event of snowstorm during interment operations, the contractor is responsible for clearing paths from the roadway to the gravesite. Additionally, the cemetery must be cleared of snow and accessible by 8:00 AM or sooner seven days a week.

(a) PROCEDURES:

1) Snow removal must be performed using a plow attached to a tractor or truck or a self-propelled unit. In addition, a snow blower or shovel may be used for added flexibility in cleaning areas. However, tractors and self-propelled units are limited to paved surfaces only, to prevent damage to turf grounds.

2) The snow and ice removal operations must be completed before 8:00 AM or earlier every day of the week, ensuring that all areas are cleared and safe for cemetery operations. If the snow or ice accumulation reaches a depth of two inches, the contractor is expected to begin plowing immediately, regardless of the time of day or week during daylight hours to maintain accessibility and safety.

3) For ice removal, the contractor must apply a suitable de-icer that does not stain or damage the environment, including flooring, carpeting, turf, shrubbery, trees, walkways, driveways, or headstones. The de-icing product should be effective but non-destructive to the cemetery's features. In addition to ice, snowfalls between 2 to 6 inches in depth must be cleared from all roads, sidewalks, parking areas, restrooms, committal shelter, columbaria areas and the snow should be pushed to the farthest end of the roadway. It is important that snow is not piled up around light posts, islands, or any landscaping as this can cause drainage issues and restrict access to these areas.

4) Concrete walkways should be treated with liquid anti-icing chloride solution just before snow or ice events to reduce accumulation. The solution must also be non-staining and non-damaging to surrounding surfaces like turf and trees. The contractor must also ensure that proper precautions are taken to avoid any damage to cemetery roadways, sidewalks, curbing, trees, or headstones. Any damage caused during snow and ice removal operations will be the contractor’s responsibility to repair promptly.

5) In the event of a snowstorm, the contractor is expected to monitor weather conditions and respond promptly to ensure snow and ice removal is conducted efficiently. Priority should be given to maintaining clear paths to roads, gravesites, committal shelters, fire hydrants, or other key areas. Snow and ice removal should be continuous to guarantee the cemetery remains safe and accessible at all times.

2. RAISING/LOWER U.S. FLAG

For further details on the procedures for raising and lowing the U.S. flag, please refer to Section A4, Paragraph 1.6.

3. COMMITTAL SHELTER

For further details on the procedures for cleaning committal shelters, please refer to Section A4, Paragraph 1.9.

A.6 GRAVE EXCAVATION & BACKFILLING OF CASKETED REMAINS (CLINS 0003 & 0004)

The contractor is responsible for the excavation, backfilling, and preparation of grave sites for interments of cremated remains. The COR or designated representative will notify the contractor of the grave site to be opened by no later than 10:00 AM. on the working day prior to the interment. The contractor is responsible for providing all materials, equipment, supplies, and personnel necessary to conduct the interment operations. This includes ensuring that the excavation is conducted with care to maintain the integrity of the site and that all materials required for backfilling are provided and properly utilized.

The National Cemetery Scheduling Office will schedule committal services for Monday through Friday. The contractor is responsible for completing the preparation of the gravesite prior to the committal service and for performing the interment following the committal service.

As a service to our Veterans and their families, a National Cemetery will ensure interment services are available without a gap of more than two days. Additionally, the cemetery will accommodate interments during a three-day federal holiday. As such, the contractor may be required to provide interment services on weekends, holidays and outside of regular working hours when necessary to meet scheduling requirements.

(a) PROCEDURES:

1) The grave site excavation for casketed remains must be completed no less than 1 1/2 hours prior to the scheduled committal service. If a private concrete vault is to be used, the excavation must allow the vault to be present in the grave 1-hour prior to the service. Additionally, the grave site must be fully prepared and ready for viewing by the next of kin no later than 1 1/2 hours after the completion of the committal service.

2) The COR must notify the contractor of any underground utilities in the vicinity of the gravesite excavation and turf grass areas before permitting excavation equipment in the burial section.

3) The contractor is responsible for providing and placing turf protection mats and panels along the path of entry to the grave site and on the turf areas surrounding the gravesite. This is to protect the. From any damage caused by the equipment used during the grave site excavation.

4) There are two types of casket interments:

a. Traditional Burial (Section 4): The gravesite measures 4’x10’ and is excavated to a depth of seven (7) feet for the first interment and five (5) feet for subsequent interments. Grave liners are used at time of the interments. Additionally, this section includes 50 oversized gravesites and 50 private liner grave sites, designed to accommodate oversized burial container and privately purchased graveliners.

b. Pre-Placed Crypt Burial: The gravesite measures 3 ft by 8 ft. (3’ x 8’) and is double depth. The first interment is made at a depth of 7 ft. with a divider, and the second interment occurs at a depth of 5 feet. This type of burial includes a concrete vault.

5) The COR will inform the contractor of the required type of interment, the type of container, and the specific positioning of the interment prior to any excavation work.

6) All excavated soil must be removed from the gravesite area prior to the scheduled interment and later brought back in to backfill the grave. Any excess backfill spoils must be hauled off the cemetery daily and properly disposed of by the contractor at their expense.

7) Traditional Gravesites:

a. Prior to excavating traditional gravesites for subsequent interments, the contractor must probe the gravesite before excavation to ensure sufficient depth to accommodate the 2nd casket. If the contractor determines that the depth is insufficient, the COR or Cemetery Director must be notified immediately so corrective actions can be taken. In some cases, the remains from the first interment may need to be temporarily removed to achieve the required depth for both interments. This determination and coordination will be managed by the COR.

b. Any additional costs associated with disinterment or excavating the grave to a greater depth to accommodate a second Interment must be addressed on a case-by-case basis through the changes clause of this contract. During the removal and re-interment of any remains, the gravesite must be appropriately screened from public view.

c. The contractor is responsible for placing the government furnished poly or concrete graveliner around the casket. The backfill material placed immediately between the liner and the excavation must be sufficiently non-comprehensive. To allow for solid compaction without the use of equipment, minimizing future ground settlement. The material should be relatively uniform in size to facilitate self-compaction while being large enough to prevent migration into the surrounding soil. An example of a suitable material is #57 crushed rock base.

d. The backfill material placed on top of government-furnished poly or concrete graveliner must be sufficiently pliable to allow void to be filled, ensuring solid compaction, and minimizing future ground settlement. Backfill must be applied in lifts no greater than 1-foot, with each lift thoroughly compacted using an approved mechanical or hand tamper. The final backfill should conform to the existing grade and must not be mounded. Additionally, the contractor is responsible for removing all unusable dirt, rocks, roots, and other debris from the cemetery grounds.

e. If the excavation is 5-feet deep or deeper, no worker is permitted to enter the gravesite until the sides have been properly shored in a safe manner, in full compliance with OSHA standards.

8) Pre-Placed Crypt Burials:

a. For burials in preplaced crypts, the contractor must excavate down to the crypt lid and carefully remove it using appropriate and safe techniques. At least one person wearing proper PPE must assist the equipment operator with the lid lifting device and oversee the operation. The spotter must ensure that the straps or chain hooks are securely fastened to the four attachment points. Once secured, the spotter must move safely out of the excavation area and assist in guiding the lid as the equipment operator lifts it straight up, ensuring minimal movement. The operator must carefully position the lid to the side of the excavation, preventing excessive swinging during the process.

9) Jackhammers or other mechanical means may be used during frozen ground conditions. The contractor must contact the COR with any questions regarding accessibility. With COR approval, the contractor may pre-dig excavations during more favorable weather conditions.

10) Turf should be removed and salvaged from the gravesite prior to excavation and must be reused on the grave site whenever possible to ensure root health. The turf must be cut to a depth of two inches.

11) When opening a grave, the contractor is responsible for removing any headstone necessary to ensure proper access for the graveliner (vault) and remains. After the interment, the contractor must re-install the headstone (s) in its original position. All open excavations, including prep-laced crypts must be properly secured and protected to prevent unauthorized access by visitors, cemetery staff, or contractor employees.

12) For a subsequent interment, if a grave has an existing headstone and must be removed for excavation, the headstone must be carefully removed and placed on 4”X4” wood blocks in a designated area near the gravesite, with proper protective covering. After the grave is backfilled, the headstone must be replaced. A temporary marker for the subsequent interment must be centered directly in front of the existing headstone.

13) At the completion of the interment, the contractor or his/her representative must place a temporary marker on the gravesite until the permanent headstone is delivered and set. All gravesites must be properly marked at all times.

14) The contractor must transport the remains from the committal service area or shelter to the designated gravesite in a dignified manner, in accordance with all NCA policies. The contractor is responsible for lowering casketed remains into the grave using a contractor-furnished mechanical lowering device, ensuring the process is conducted safely, efficiently, and with dignity, without causing damage to the casket. For burials in pre-placed crypts, the contractor must lower the casket directly into the open crypt, properly place the provided interior divider, and securely position the concrete lid along the entire perimeter.

15) After backfilling is completed and compacted, the remaining 3-inches must be filled with topsoil, and the original sod must be replaced, tamped, or rolled to ground level. The sod must be thoroughly watered every few days for two weeks to ensure proper establishment. If original sod is unable to be reused, new sod must be installed. All interments are warranted for 365 days after burial to address issues such as sunken graves, and dead turf.

16) During the winter season, when the cemetery turf is going into or is in dormancy, new sod cannot be established. The contractor must prepare the gravesite with topsoil, ensuring it is level. A straw mat or natural wood chip mulch must be placed on top of the grave to prevent washout and keep the gravesite weed-free. New sod must be installed on the grave at the earliest opportunity during the next growing season once the cemetery turf begins to come out of dormancy.

17) All floral bouquets and arrangements left at the gravesite by the funeral party must be neatly arranged on the grave and removed when they become unsightly. Wire stands must be removed before placing the wreath or floral arrangement flat on the grave.

18) The contractor must clean the permanent benches and the area around the committal service area. The committal service shelter area must be free of webs, dirt, or other debris one hour prior to the scheduled interment.

19) The contractor must ensure visitors are safe when visiting the interment area. Additionally, when the grave site is unattended, the contractor must ensure it is properly covered to prevent visitors from accidentally falling into the gravesite. The contractor must provide all required safety warning devices, barricades, and signage at the work site to eliminate hazards for the public, visitors, and cemetery employees.

Note: Refer to Exhibit A for gravesite diagram and handling of interments. For situations not covered in this section, the Contractor must consult with the COR guidance on the appropriate actions to be taken.

a. When conducting side-by-side (left-half/right-half) burials in a traditional grave, extreme care must be taken to accurately locate the sideline of the grave site where poly, or concrete liners are used. In such cases, it may be necessary to encroach several inches onto an adjacent gravesite. This is permissible provided the encroached site has been or will be utilized as shown in Sections A or B of Exhibit A. The COR will provide this information prior to excavation.

b. Exhibit A, Diagram "D": Conditions outlined in this section are rare and typically occur when a minor dependent predeceases their parents or in exceptional cases where multiple family members perished in the same accident. This refers to group burials or situations. There are multiple individuals are interred at the same time as outlined in Exhibit D.

c. Exhibit A, Diagram "E": When interring the remains of a child in a single gravesite, the casket must be placed in either the left or right half of the grave at the depth of 5-feet. This allows space on that other side of the gravesite to accommodate a 7-foot depth interment followed by a subsequent 5-foot interment.

A.7 EXCAVATION, BACKFILLING & Placement of CREMATED REMAINS in Burial and columbaria sites (CLIN 0005 & 0006) The contractor is responsible for the excavation, backfilling, and preparation of grave sites for interments of cremated remains. The COR or designated representative will notify the contractor of the grave site to be opened by no later than 10:00 AM. on the working day prior to the interment. The contractor is responsible for providing all materials, equipment, supplies, and personnel necessary to conduct the interment operations. This includes ensuring that the excavation is conducted with care to maintain the integrity of the site and that all materials required for backfilling are provided and properly utilized.

(a) PROCEDURES:

1) The grave site excavation for cremated remains must be completed no less than 1 1/2 hours prior to the scheduled committal service. Additionally, the grave site must be fully prepared and ready for viewing by the next of kin no later than 1 1/2 hours after the completion of the committal service.

2) The COR must notify the contractor of any underground utilities in the vicinity of the gravesite excavation and turf grass areas before permitting excavation equipment in the burial section.

3) There are two types of cremation burials in a national cemetery:

a. Cremains, In-ground: The gravesite measures 4’x4’ (4-ft X 4-ft) and is excavated to a depth of 36” (36-inches) deep and 18” (18-inches) wide. The depth will be sufficient to accommodate the urn so that the top of the urn is al least 18 inches below ground. Excavation for first interment shall take place12-inches from foot of grave and centerline of gravesite (bottom-half). Subsequent interments will be excavated at 20-inches from the foot of the grave & centerline (top-half).

b. Cremains, Columbaria: The gravesite is above ground in a wall and gravesite measures (10’ w x 12” h x 18” d). A niche is specifically designed to hold urns containing the remains of individuals who have been cremated. A niche can accommodate two urns.

4) In the event that a grave, which has been excavated to receive a second interment, is found to be of insufficient depth or exhibits other issues that may affect the integrity of the interment, the contractor must immediately notify the COR for assessment. The COR will conduct an evaluation to determine the necessary course of action to resolve the issue. The contractor is required to follow the COR's guidance and take corrective measures to ensure proper preparation of the grave site for the second interment.

5) Turf should be removed and salvaged from the gravesite prior to excavation and must be reused on the grave site whenever possible to ensure root health. The turf must be cut to a depth of two inches.

6) When opening a grave, the contractor is responsible for removing any headstone necessary to ensure proper access to the gravesite. After the interment, the contractor must re-install the headstone (s) in its original position. All open excavations must be properly secured and protected to prevent unauthorized access by visitors, cemetery staff, or contractor employees.

7) For a subsequent interment, if a grave has an existing headstone and requires removal, the headstone must be carefully removed and placed on 4”X4” wood blocks in a designated area near the gravesite, with proper protective covering. After the grave is backfilled, the headstone must be replaced. A temporary marker for the subsequent interment must be centered directly in front of the existing headstone.

8) The contractor must clean the permanent benches and the area around the committal service area. The committal service shelter area must be free of webs, dirt, or other debris one hour prior to the scheduled interment.

9) At the conclusion of the service, the Contractor must transfer the cremated remains to the designated gravesite in a dignified manner. The Contractor shall lower the urn into the gravesite manually, ensuring the process is safe, efficient, and respectful, with no damage to the urn. The urn shall not be thrown or dropped into the gravesite. If any damage occurs to the urn, the Contractor must reimburse the Government for all associated costs.

10) For graveside services, the Contractor must neatly set-up greens in an orderly manner. All services must require seating that must consist of approximately six (6) to twelve (12) chairs dependent on the forecasted size of the funeral. These items must be in place at least 1 1/2 hours prior to the burial service.

11) The contractor must ensure visitors are safe when visiting the interment area. Additionally, when the grave site is unattended, the contractor must ensure it is properly covered to prevent visitors from accidentally falling into the…