Attachment B SOW KNC GMS FINAL.docx

Section B

B.1 DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

B.1.1 GENERAL INFORMATION

1. This is a performance-based service contract for cemetery grounds and facilities maintenance, interment operation support and headstone setting services at Knoxville National Cemetery, Knoxville, TN; hereafter referred to as “Cemetery”. The overall responsibility of the Contractor is to plan and perform the activities associated with statements of work as described herein, which are required to maintain an acceptable appearance of the cemetery grounds in accordance with National Cemetery Administration Operational Standards and Measures.

2. National cemeteries are a final resting place for our nation’s heroes and as such, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there. The NCA mission: The NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation.

B.1.2 INTRODUCTION

This Performance Work Statement describes the basic objectives of Knoxville National Cemetery. The Performance Based Service Contract provides potential offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the offeror's understanding of all aspects of the effort to be performed.

B.2 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 39 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. As the final resting place for our nation’s heroes, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there, therefor strict adherence to the following specifications 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 when scheduling and performing work to not interrupt cemetery operations.

B.3 PLACE OF PERFORMANCE

Knoxville National Cemetery is in Knox County, Knoxville, Tennessee. The cemetery’s anticipated burial rate will be 10-20 a year.

The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to provide Grounds Maintenance Services to the Knoxville National Cemetery. Specific location, size and services required for the cemetery are as follows:

Knoxville, TN 37917

B.4 GENERAL REQUIREMENTS & SPECIFICATIONS

B.4.a SERVICES PROVIDED The contractor shall provide all supervision, personnel, equipment, tools, and other items and/or services necessary to ensure that grounds maintenance is performed at Knoxville National Cemetery in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout.

B.4.b DESCRIPTION OF SERVICES The National Cemetery Administration (NCA), Knoxville National Cemetery has an immediate need for Grounds Maintenance, Facilities Maintenance, Interment Support, and Headstone Services for Knoxville National Cemetery. Contractor shall provide all labor, equipment, supervision, and supplies to complete Grounds Maintenance, Facilities Maintenance, Interment Operations, and Headstone Services necessary to ensure the services are performed at Knoxville National Cemetery in a manner that will promote and maintain healthy grass, trees, shrubs, and plants while presenting a clean, neat, and professional appearance throughout.

Services include, but are not limited to, maintenance of grounds, regular mowing, trimming, edge trimming of roadways and walkways, removal of leaves and debris, as well as, cleaning and pressure washing of headstones and facilities, storm debris clean-up, turf maintenance, chemical turf applications/treatments, core aerification and overseeding, the maintenance and upkeep of mulching beds, committal shelter cleaning, holiday support services, sweeping or blowing off cemetery roadways and sidewalks, maintenance of gravesites by cleaning and trimming around headstones. Turf maintenance, plant and tree maintenance, sunken grave repair, trash removal, removal of Floral arrangements as required from graves, interment and disinterment operations for casket and inground cremations, maintenance of gravesites and headstones, and the setting, alignment and washing of headstones and headstone maintenance.

All work shall be performed during normal workdays from 8:00am – 4:30pm local time (Monday thru Friday - excluding Federal Holidays). Work performed outside of normal work hours shall be at the discretion and approval of the Cemetery Leadership in conjunction with the VA Contracting Officer's Technical Representative (COR).

The Period of Performance for this project shall consist of a Base Period of twelve (12) months and four (4), one (1) year, Option Periods (if exercised).

Contractor shall perform all work utilizing best management and safety practices.

Contractor shall understand and meet all current applicable NCA Operational Standards and Measures (Attachment or Appendix). Minor changes to standards and measures shall be at no cost to the government (i.e., timeline to perform tasks).

Contractor shall coordinate work in advance with COR to minimize the impact to cemetery operations. COR shall be notified in writing of all completed work by COB or no later than 10:00am the next business day.

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

4.1

HEADSTONE RECEIVING, PREPARATION AND TRANSPORTATION, SETTING AND RAISE & REALIGN

4.1.1

Headstone receiving, preparation, and transportation, 4.1.2

Headstone Installation and Setting, All First Interment, Subsequent and replacement Headstones

4.1.3

Headstone Raise and Realign

4.2

GRAVESITE MAINTENANCE

4.2.1

Sunken Grave and Grounds Repair

4.2.2

Gravesite Florals, Decorations, Trash and Debris Pick-up/Removal

4.3

GROUNDS MAINTENANCE

4.3.1

Mowing

4.3.2

Turf Trimming/Edging

4.3.3

Headstone, Marker, Monument and Other Vertical Surface Trimming: Estimated 38-43 Weeks

4.3.4

Leaf, Trash and Debris Collection and Removal: Daily

4.3.5

Extreme Weather Storm Damage and Debris Clean-up

4.3.6

Sweeping/Blowing Off Roadways and Concrete Surfaces

4.4

PLANT MATERIAL AND TREE MAINTENANCE

4.4.1

Maintenance of Plant Beds, Shrubs, and Bushes

4.4.2

Tree Maintenance

4.4.3

Install and Replenish Mulch to include all planting beds, tree rings, bushes, shrubs, and other designated areas

4.5

TURF MAINTENANCE

4.5.1

Casketed Gravesite Sod Installation (Contractor supplied sod)

4.5.2

Core Aerification (Aeration)

4.5.3

Overseeding Turf Type Tall Fescue

4.5.4

Dethatching

4.5.5

Fertilization

4.5.6

Weed Control: Herbicide Treatments/Applications

4.5.7

Gypsum/Lime Application

4.6

PEST CONTROL

4.6.1

Insecticide Treatment/Application

4.6.2

Fire Ant Control/Treatment

4.6.3

Grub Worm Control/Treatment

4.7

FACILITIES MAINTENANCE, CLEANING AND PRESSURE WASHING

4.7.1

Cleaning of Headstones and Markers

4.7.2

Curbs, Gate, Fencing and Structures

4.7.3

Entrance Ways, Walls, Concrete pads/bases under signs, lights and trash and floral receptacles

4.7.4

Committal Shelter

4.7.5

Buildings and Surrounding Concrete Walkways, Sidewalks, and Hardscape

4.7.6

Floral Vase and Trash Receptacle Cleaning

4.8

INTERTMENT OPERATIONS

4.8.1

Casket Interment Operations

4.8.2

Inground cremation Interment Operations

4.8.3

Casket Disinterment Operations

4.9

EVENT SUPPORT SERVICES

4.9.1

Avenue of Flags

4.9.2

Memorial Day Gravesite Flags

4.9.3

Raise/Lower American Flag

4.10

Contract

4.10.1

Contracting Officer

4.10.2

Contracting Officer Representative (COR)

4.10.3

Contractor Staffing Requirements

4.10.4

Site Supervisor Requirements

4.10.5

Employee Requirements

4.11

Contractor/Employee Code of Conduct

4.12

Work hours/Schedule

4.1 HEADSTONE RECEIVING, PREPARATION

4.1.1 Headstone Receiving, Preparation, and Transportation

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Headstones for Knoxville National Cemetery will be received at Mountain Home National Cemetery. Contractor will be notified by the COR when the headstone is received by cemetery personnel, when it will be delivered to Knoxville National Cemetery and the date by which it will need to be set. Cemetery personnel will place the headstones in the storage bay of the facility located at Knoxville National Cemetery.

All packing material must be disposed of by Contractor personnel in a contractor provided dumpster.

GENERAL REQUIREMENTS

INSPECTION/VERIFICATION/ACCEPTANCE PROCEDURE – ALL HEADSTONES

The responsibility for ordering headstones, checking for inscription accuracy, and initial inspection for damages shall be that of the Government.

EQUIPMENT AND SUPPLIES

Contractor shall be responsible for providing all equipment to lift, transport and maneuver headstones for setting and/or supplies to include, but not limited to: OSHA approved Personal Protective Equipment (PPE) gloves, steel toe/safety shoes safety glasses rain gear, hearing protection, eye protection as required.

4.1.2 Headstone Installation and Setting, All First Interment, Subsequent and replacement Headstones All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. Work consists of setting new headstones on gravesites.

Approximately 10-20 headstones shall require setting annually.

GENERAL REQUIREMENTS

Upright white marble headstones are to be used at the Knoxville National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery).

Headstones shall be installed as soon as possible, but no later than ten (10) calendar days of receipt at the cemetery. Standard upright marble headstones are, approximately, 42 inches long, 13 inches wide, 4 inches thick, 230 pounds in weight. Older Civil War type upright marble headstones are typically around 35-1/2 inches long, 10-12 inches wide, and 4 inches thick and weigh approximately 140 pounds.

· NCA standards state that Standard U1 Upright headstones can be set at a height of 24-26 inches, with a final height for setting close to 26 inches being recommended.

· NCA standards state that Civil War (XA-XB) headstones can be set at a height of 16-18 inches, with a final height for setting as close to 18 inches being recommended.

· Please refer to photos at the end of this document (attachment Appendix E) which show both Civil War era and standard type headstones.

HEADSTONE INSTALLATION/SETTING

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. Headstones verified and accepted by Knoxville National Cemetery Personnel shall be properly set on the correct gravesites within ten (10) calendar days of delivery to the cemetery. When transporting or storing headstones, they shall be protected from the weather to avoid damage or staining from crating materials.

The cost to replace any headstone damaged due to the Contractor's handling or negligence, shall be at Contractor’s expense.

Headstones shall be lifted, transported and set by at least two (2) people, unless special one-person devices are approved in writing by the COR.

Headstones shall be properly set on the centerline of the grave, twelve (12) inches in from the head of the grave, with the inscription facing the grave. Headstones shall be set vertically plumb on all sides and aligned vertically, laterally, transversely, and diagonally with headstones of other graves using a top string, a front of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8”, or less. For all newly established interment sections, all measurements and string line set-ups/row layouts shall be taken from established burial section layout control point grid monuments. For all active interment sections, all measurements and string line set-ups/row layouts shall be taken from existing section keystones.

All upright headstones shall be set at a cemetery recommended height of 25.5 inches from the finished grave (soil surface) to the top of the arc. Minor deviations 24-26” in height may be permissible to provide a uniform appearance in the top line (“pleasing topline”) or to compensate for slight ground rises or depression within an interment section. Where a considerable number of adjacent stones are reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch above cemetery recommended height may be permissible in the above ground projection when the stone is initially set. ***Note: Metal tape measures and digital levels are the only approved devices to assess headstone measurements.

In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers shall be set at proper heights and levels to provide a flowing transition or pleasing topline through uneven terrain unless otherwise specified by the COR. Headstones shall be anchored firmly in place, so they are rigid with no give or play.

If there are cases where headstone sockets need to be dug, the headstone sockets (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that a recommended 25.5 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. As previously stated, minor deviations, 24-26 inches in height, may be permissible to provide a uniform appearance in the top line or to compensate for slight ground rises or depression within an interment section. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 24 inches that may cause the headstone to settle below height requirement unless approved by the Contracting Officer Representative (COR)***Note: Metal tape measures and digital levels are the only approved devices to assess headstone measurements.

The alignment of the headstones should be checked frequently during the installation/setting process because the tamping may move the headstone out of plumb or alignment. Upright headstones in a section shall be firmly set and anchored in place with no movement from forces subjected by the COR as applied when inspecting installed/set headstones for quality.

Headstones are to be set in the following manner:

If a headstone is to be installed where there is no pre-placed crypt, the depth of the socket shall be dug in the soil to the appropriate depth. A minimum of 3 inches of stone dust or crushed aggregate material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 1/8 inches maximum) is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that recommended 25.5 inches of the headstone extends from the surface soil level to the top of the arc of the headstone. Again, minor deviations 24-26 inches in height may be permissible to provide a uniform appearance in the top line or to compensate for slight ground rises or depression within an interment section. After the headstone is placed into the socket and its correct height confirmed, native soil or clay is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.

***Note: Metal tape measures and digital levels are the only approved devices to assess headstone measurements. *** ***Note: The contractor shall report daily headstone settings in writing to the COR or Cemetery Leadership by no later than 3:30pm on the date of setting to ensure proper gravesite placement verification. *** Any headstones broken or damaged by the Contractor shall be reported to the Cemetery Leadership and/or COR by close of business each working day to ensure proper marking of the gravesite. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR.

Any grid or sectional monuments disturbed, displaced, or broken by the Contractor shall be replaced by the Contractor at their expense. All grid or sectional monuments disturbed, etc., must be properly reset by a licensed land surveyor at Contractor’s expense.

Curbs, roads, concrete surfaces, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

Headstones shall be removed from their sockets by using wooden, and or metal headstone lifting device. If metal lifting devices are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to, and marking of, the headstone. The Contractor shall use care not to scratch or damage headstones in any manner. Contractor is responsible for all damages to turf and/or headstones caused during performance of this work.

Adjustment (raising, lowering, or otherwise realigning) of newly set headstones due to initial settling, improper compaction or contractor error shall be the responsibility of the Contractor, and shall be at the Contractor’s expense. If there is a problem with realigning a specific marker, a report shall be sent to the COR providing a detailed explanation of the reasons the marker was not realigned.

All headstones set by the Contractor shall maintain the proper height and alignment for a period of 365 days from date of installation and verified compliance by the COR; any adjustment, raise, lower or realignment of headstones during this warranty period shall be at the Contractor’s expense.

All headstones set by the Contractor shall be assessed for compliance with standards and measures within two business days of being set. Adjustment, raising, lowering and/or realigning newly set headstones due to initial settling, improper compaction or Contractor error shall not constitute Headstone Raise, Lower, Realign, Reset, backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense. Ongoing compliance with standards and measures shall be assessed by the COR through random quality control checks and Cemetery Leadership through the completion of the semi-annual gravesite assessment report (GAR).

EQUIPMENT AND SUPPLIES

Contractor shall be responsible for providing all transportation equipment, headstone removal devices (devices must be capable of pulling approximately 250lbs), supervision, labor, supplies, materials, and applicable personal protective equipment (PPE) required to complete the scope of work as outlined above. Turf tires are required for all vehicles traveling on cemetery turf.

4.1.3 Headstone Raise and Realign

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. The COR or Cemetery Leadership will identify the headstone(s) which are required to be Raised & Re-aligned. Headstones must not be removed from the gravesite. In the event the headstone marker is required to be removed from the socket, the headstone shall be placed on the ground horizontally, and propped up at the top and bottom ensuring no damage to turf around gravesite. Stone Dust, crushed aggregate (stone) or other approved material shall be used in Raise & Realign projects. Any headstone that is Raised & Re-aligned must utilize a top and front string to ensure headstones maintain the appropriate National Cemetery standards and measures.

Work shall consist of adjusting alignment of headstones already in place that have shifted out of vertical or horizontal alignment. Fine tuning of headstone alignment, or “Bump and run,” shall be ongoing to keep stones plumb and aligned, and those headstones that are below or above allowable grade shall be fixed to proper height.

Upon award, the COR/Cemetery Leadership shall conduct a walk through with the Contractor Site Supervisor to address current condition of upright marble headstones prior to initiating headstone work.

GENERAL REQUIREMENTS

Upright headstones for individual graves shall be erected on the centerline twelve (12) inches in from the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves.

All upright headstones shall be set and maintained at a cemetery recommended height of 25.5 inches from the finished grave (soil surface) to the top of the arc. Older Civil War type upright marble headstones are typically around 35-1/2 inches long, 10-12 inches wide, and 4 inches thick and weigh approximately 140 pounds.

· NCA standards state that Standard U1 Upright headstones can be set at a height of 24-26 inches, with a final height for setting close to 26 inches being recommended.

· NCA standards state that Civil War (XA-XB) headstones can be set at a height of 16-18 inches, with a final height for setting as close to 18 inches being recommended.

· Please refer to photos at the end of this document (attachment Appendix E) which show both Civil War era and standard type headstones.

Minor deviations in height, 24 to 26 inches, are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch above the cemetery recommended height may be permissible in the above ground projection when the stone is initially set.

Minor realignment, consisting merely of straightening the headstone, is called fine tuning, or bump and run, and may be accomplished by one person by hand or with a wooden tamping/pry stick, but is usually more efficient with one or two others to sight along headstone rows and columns to guide the adjustment. Any headstone that is raised or realigned must utilize a top and front string to ensure headstones maintain the appropriate National Cemetery standards and measures.

If a headstone needs to be removed from its socket to adjust its height, it shall not be removed from the gravesite and shall not be left unattended. In the event the headstone is required to be removed from the socket, the headstone shall be placed on the ground horizontally, and propped up at the top and bottom ensuring no damage to turf around gravesite. It shall be removed only briefly so an adequate amount stone dust/crushed aggregate can be added to and compacted, or removed from, the bottom of the socket for proper height adjustment, then the headstone shall be replaced. No more than one headstone shall be removed from its socket at one time in a section.

The contractor is responsible to protect headstones from damage or being discolored from contact with dirt, soil or other contaminants during realignment or other maintenance operations.

***IMPORTANT NOTE: HEADSTONES SHALL NOT BE REMOVED FROM THEIR RESPECTIVE GRAVESITES.

No gravel placed up the sides of the socket. Only native soil or clay.

4.2 GRAVESITE MAINTENANCE

4.2.1 Sunken Grave Repair and Turf Repair

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

REFILLING SUNKEN GRAVES AND GROUNDS REPAIR

SCOPE OF WORK

Work completed under this section is subject to The Davis Bacon Act. Work consists of compacting and leveling sunken grave sites and/or inground cremation burial sites with suitable material (soil) to match existing adjacent graves and reestablishing the turfgrass. The cemetery will be checked for holes and washouts, which when found, must be filled immediately. Sites must be visually appealing with no gaps or exposed soil between turf sections and level with adjacent sites.

GENERAL REQUIREMENTS

Damage to the grounds occurs due to pests and can be the cause of injury to visitors and personnel. The cemetery will be checked for pest holes regularly and when found they shall be filled as soon as possible but no later than the close of business on the day of discovery.

A sunken grave is defined as any gravesite that has receded one (1) inch from the existing adjacent grade. Standard graves excavated and backfilled are approximately three and a half feet wide (42”) and approximately eight feet long (96”) in standard pre-crypted areas. In the oversize vaulted area, and traditional (private vaults) area, the excavated and backfilled gravesites are approximately four feet (48”) in width by ten feet (120”) in length. In the In-ground cremation area, gravesites are excavated and backfilled approximately four feet (48”) by four feet (48”).

The Contracting Officer Representative (COR) will identify sunken graves requiring repair and shall provide a detailed list for the Contractor to repair. Once identified, all sunken graves must be secured with safety barriers, cones, or covered with grave boards until repairs can be completed to prevent injury to visitors and personnel.

Refilling of sunken grave sites shall be accomplished as soon as possible but no later than two (2) business days after notification by the COR.

**NOTE: If repairs are not completed once identified due to weather conditions, extensive cemetery operations, and/or cemetery events, gatherings or meetings the Contractor shall provide a traffic cone/safety marking device to ensure no injuries or accidents are sustained by cemetery staff, contractors, or customers prior to repair being completed. ** Partially sunken graves may occur after weather events. This can appear as a small to medium hole outlining the grave or headstone setting. This type of grade issue can cause injury to visitors and staff and must be repaired as soon as possible, but not later than one (1) business day after notification by the COR.

Small holes caused by pests shall be repaired as soon as possible but no later than the close of business on the day of discovery due to the danger they pose to personnel visiting or working on the grounds. Repaired holes shall be filled and hand tamped. The area shall then be sodded, with married edges as required.

PROCEDURE

Sunken grave sites shall have sod cut out and be filled with approved select backfill and tamped to within two (2) inches of established grade. Topsoil capable of growing healthy grasses shall be added. The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction. Sod shall then be replaced as specified to bring the gravesite to established grade.

All edges of sod/turf on ALL graves sunken or bordering the sunken grave shall be brought together, edges married together and tamped.

**NOTE: COR and/or cemetery leadership shall inspect sunken grave repair, to ensure it meets the National Cemetery standards and measures.

All damaged graves must be secured with safety barriers by grave boards and cones to prevent injury to visitors and personnel until repairs are completed.

Whenever possible, sod should be removed and replaced.

Area should be tamped level after filling.

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

4.2.2 Daily Gravesite Florals, Decorations, Trash and Debris Pick-up/Removal All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

Work consists of daily collecting and removing dead or unsightly floral arrangements, unauthorized gravesite adornments/decorations, trash, and debris from the interment sections, in accordance with the floral regulations of the cemetery.

GENERAL REQUIREMENTS

KNC does not have a floral storage area. The Contractor shall provide all the necessary labor, equipment, and transportation necessary for the collection, removal, and disposal of all trash and debris.

Dumpster and trash removal/waste management services shall be at the expense of the Contractor.

For clarity, “unsightly floral arrangements” refers to artificial floral arrangements that are severely faded, ripped, torn, or strewn about the cemetery in such a manner that their designated location cannot be readily identified and/or floral arrangements that have died or withered and detract from the beauty and dignity of the cemetery.

Unauthorized gravesite adornments/decorations include flat-bottomed vases, balloons, solar lights, glass of any kind, pinwheels, unsecured items left on the gravesite, and decorations that are secured to the headstone or stand higher than the top of the headstone. A complete list of unauthorized gravesite adornment/decorations shall be provided by the COR upon Contractor arrival onsite.

Every effort shall be made to return labeled arrangements to the appropriate gravesite whenever possible.

4.3 GROUNDS MAINTENANCE

4.3.1 Mowing (Weekly during active growing)

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

The contractor shall mow, stick edge, and trim all sodded areas within the cemetery.

GENERAL REQUIRMENTS

Turf Type Tall Fescue height of cut (H.O.C) shall be maintained at 4” inches or as directed by the COR. Cutting height shall be established as required in the Turf Maintenance Plan, with approval from the District Agronomist.

MOWING: Typically, 38 to 43 weeks per year weather determined.

SCOPE OF WORK

All Mowing shall be done a minimum of once a week during the growing season, (Typically Mid-March through November) or as directed by the COR. The growing season may require mowing twice weekly due to weather conditions to keep the turf from growing more than One half (1/2) inch above the maximum recommended height of 4” (Four) inches for Turf Type Tall Fescue. Mowing shall be performed often enough so that no more than 1/3 of leafage is removed at any single mowing. During dormant periods, mowing shall be done as necessary to maintain National Cemetery Standards. Advanced Written Notice and COR Approval is required prior to mowing more than once a week.

GENERAL REQUIREMENTS

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

No thatch layer shall exist at any time on cemetery grounds. By following the prescribed mowing schedule, the presence of thatch should be eliminated. If thatch is present following a mowing, it must be mulched or raked, collected, and removed from cemetery grounds by close of business on the day it was created.

There shall never be visible rows or clumps of turf clippings allowed to remain on turf areas. All clippings must be removed from the site. No clippings or trimmings shall be left in any of the flower beds, mulch areas, paved areas, and/or concrete surfaces. All clippings and thatch shall be mulched or removed by the end of the workday which they were created.

If any additional time, weekend or after hour work is needed due to scheduling conflicts, negative impacts to cemetery operations, weather conditions etc., the contractor shall submit a written/email request to the COR and/or Cemetery Leadership for approval. Overtime/ weekend work will be at no cost of the Government. A written request/email must be submitted to the COR/Cemetery Leadership for consideration, a minimum of 24 hour(s) in advance of requested overtime/weekend work. Approval from Cemetery Leadership is required prior to initiating any after-hours/weekend work or repairs. When after-hours/weekend work is authorized, a minimum of two (2) contractor personnel will be on-site throughout the duration of work/repairs.

The walkways (inside and out), flagpole bases, interment area, and roads will be cleaned up of grass clippings and leaves after mowing, weed eating, edging, and trimming. These areas will be blown off immediately after completion of mowing operations.

EQUIPMENT AND SUPPLIES

Contractor shall supply commercial grade power trimmers and power edgers to be used to trim grass from around the boarders of all streets, curbs, walkways, irrigation control boxes, control markers, manhole covers, and crypt field drain clean-out covers inside and outside cemetery grounds.

Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are properly cut- not torn or damaged. 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.

All mowers must have mulching decks with mulching blades.

Any contractor equipment brought in from third-party vendors, or other job sites, to include other national cemeteries must be cleaned with a diluted environmentally approved disinfectant cleaning solution to prevent any cross contamination of diseases, fungi, and/or insect. All equipment must be cleaned and inspected by COR or designated cemetery staff prior to being allowed to drive on cemetery grounds. Any cross contamination or associated turf damage resulting from Contractor negligence shall be repaired, treated, or replaced at the Contractor’s expense.

ADDITIONAL REQUIREMENTS

The Contractor shall be responsible for mowing; edging and trimming all grass within the cemetery as specified by COR, which is a minimum of once (1) weekly

*NOTE: Mud striping, race tracking, and/or rutting of Cemetery grounds are strictly prohibited and will not be tolerated. If such turf damage is identified, the Contractor shall repair and/or replace the damage at the Contractor’s expense no more than one (1) business day after identification.

If any additional time, weekend or after hour work is needed due to scheduling conflicts, negative impacts to cemetery operations, weather conditions etc., the contractor shall submit a written/email request to the COR and/or Cemetery Leadership for approval. Overtime/ weekend work will be at no cost of the Government. A written request/email must be submitted to the COR/Cemetery Leadership for consideration in advance of requested overtime/weekend work. Approval from Cemetery Leadership is required prior to initiating any after-hours/weekend work or repairs. When after-hours/weekend work is authorized, a minimum of 2 contractor personnel will be on-site throughout the duration of work/repairs.

4.3.2 Headstone and Turf Trimming/Edging (38 to 43 weeks during active growing)

Trimming and Edging: Typically, 38 to 43 weeks per year weather determined.

SCOPE OF WORK

All turf edging shall be done a minimum of once per week during the growing season which is typically Mid-March through November or as directed by the COR, and/or cemetery leadership. All streets, curbs, headstones, markers, walkways, control boxes, control markers, manhole covers, all tree rings planting beds and other as defined by COR shall be vertically edged with a bladed edger inside and outside cemetery grounds.

All turf edging shall follow the approved mowing schedule.

All turf edging shall begin at the back of the cemetery and progress towards the front so that the freshest cut is in the high visibility areas prior to the weekends. All turf edging shall be performed no more than one workday behind the mowers.

The COR will conduct random inspections of edging weekly.

GENERAL REQUIREMENTS

All edging shall be followed with a string trimmer to dress the top line of the grass. Turf along the edged areas shall be trimmed to ensure the height of the turf matches the entire turfed area. Turf shall not be higher near the edged area than the turf in the mow-able area. Optimally, the height should be no more than half an inch (1/2) above specified range of 4” for Turf type Tall Fescue.

Inside and outside cemetery grounds, care shall be taken that no clippings are blown into mulch beds as well as headstones and markers. All streets, curbs, walkways, tree wells and shrub beds shall be edged.

Clippings shall be cleaned from mulch beds by close of business on the day they were created. The walkways and non-grass surfaces (inside and out), flagpole bases, interment area, and roads shall be cleaned of grass clippings and leaves after mowing, string trimming, and edging. Visibly prominent areas such as administrative offices, public restrooms, shelters, pavilions, and columbaria shall have clippings blown or swept from roads and walkways as soon as the operation causing debris is completed.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately. Contractor will be responsible for repair or replacement of all damage.

The walkways (inside and out), flagpole plaza, committal shelters, and roads shall be cleaned of grass clippings and leaves after mowing, weed eating, edging, and trimming. These areas shall be blown off immediately after completion of mowing, weed eating, edging, and trimming operations.

ADDITIONAL REQUIREMENTS

The Contractor shall be responsible for mowing; edging and trimming all grass within the cemetery as specified by COR, which is a minimum of once (1) weekly.

*NOTE: Mud striping, race tracking, and/or rutting of Cemetery grounds are strictly prohibited and will not be tolerated. If such turf damage is identified, the Contractor shall repair and/or replace the damage at the Contractor’s expense no more than one (1) business day after identification.

If any additional time, weekend or after hour work is needed due to scheduling conflicts, negative impacts to cemetery operations, weather conditions etc., the contractor shall submit a written/email request to the COR and/or Cemetery Leadership for approval. Overtime/ weekend work will be at no cost of the Government. A written request/email must be submitted to the COR/Cemetery Leadership for consideration in advance of requested overtime/weekend work. Approval from Cemetery Leadership is required prior to initiating any after-hours/weekend work or repairs. When after-hours/weekend work is authorized, a minimum of two (2) contractor personnel will be on-site throughout the duration of work/repairs.

4.3.3 Headstone, Marker, Monument and Other Vertical Surface Trimming: Estimated 38-43 Weeks All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

SCOPE OF WORK

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

Headstone and monument trimming shall be done weekly during the growing season, which is typically mid-February through November or as directed by the COR and/or Cemetery Leadership.

GENERAL REQUIREMENTS

At no time should any scalping of the turf happen. Care shall be taken near headstones to prevent damage to the headstone (damage, chip, ding, dent, break, move). Grass clippings and any grass stains shall be removed from headstones, markers, monument bases after trimming on the same day as the trimming is completed.

Trimmers shall be kept level to prevent scalping between and around headstones. All string trimmers shall always have anti-scalping devices attached. Scalping is not acceptable. Where scalping is evident and does not recover the Contractor shall be responsible for repair of the damage at no cost to the Government, discarded trimmer string shall be removed from the grounds after trimming operations are complete.

COR will conduct random quality control inspections of headstone, marker, monument, and vertical structure trimming.

Any damage to headstones, cemetery fixtures, grounds, or equipment during grounds maintenance operations must be reported to the COR immediately. Contractor shall be responsible for repair or replacement of all damage.

Extra care shall be exercised when visitors are in the vicinity of trimming operations. At no point shall trimming operations disrupt a visitor or family member when visiting a gravesite.

4.3.4 Leaf, Trash and Debris Collection and Removal: Daily

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

Trash/Waste Management (Daily Occurrence – Invoiced Monthly)

SCOPE OF WORK

Work consists of the daily collection and removal of all trash (i.e., paper, cans, bottles, cigarette butts, etc.), debris, dead or unsightly flowers, tree limbs, etc. from the cemetery grounds to include the exterior trash receptacles and the immediate area outside the cemetery walls and/or fences bordering the cemetery grounds. We need to state here about the Biowaste/Hazardous Waste as well.

GENERAL REQUIREMENTS

The Contractor shall be responsible for supplying a dumpster for placement in the designated area if needed, for trash removal services. Dumpster and trash removal/waste management services shall be at the expense of the Contractor.

All interment section trash/waste receptacles shall be emptied a minimum of once a week or as designated by the Contracting Officer Representative (COR). No trash shall be left in the interment section trash receptacles over the weekend.

Any damage to, cemetery fixtures, structures, grounds, or equipment during trash removal operations must be reported to the COR immediately.

LEAF AND DEBRIS COLLECTION AND REMOVAL (Invoiced Monthly)

SCOPE OF WORK

Work consists of collecting and removing all fallen leaves, nuts, twigs, and other natural debris from the cemetery grounds in its entirety to include the immediate area outside the cemetery walls and/or fences bordering the cemetery grounds. All fallen leaves, nuts, twigs, pinecones, and other natural debris must be removed to keep a debris free appearance throughout the cemetery in accordance with the NCA Standards and Measures.

At no point shall debris, to include, but not limited to, leaves and or grass clippings be blown onto bordering roadways as a means of removal from cemetery grounds.

GENERAL REQUIREMENTS

Leaf and debris collection and removal shall be accomplished throughout the year (January 1 through December 31) as required. All fallen leaves and debris must be removed during this period, except when delayed by the onset of severe weather conditions. Random inspections shall be conducted by the COR.

The Contractor shall conduct daily inspections of the entire cemetery throughout the year to ensure there is no accumulation of leaves, nuts, twigs, and/or natural debris in any area.

Leaf collection/clearing must be performed a minimum of once per week in accordance with NCA Standards and Measures. Leaf collection/clearing shall follow the same schedule as identified in the mowing schedule.

Heavy accumulation of leaves, nuts, twigs and/or natural debris as seen during severe weather, hurricane season, and/or peak leaf season may require certain areas to be collected more frequently than weekly as directed by the COR or Cemetery Leadership.

Peak leaf season typically occurs annually between October and January, subject to weather conditions.

Leaves, nuts, twigs, and other natural debris shall be hand raked, vacuumed or machine blown from the interment areas into the roadways and then collected and properly disposed. Cemetery grounds, as defined above, include the areas outside of the perimeter fence to adjacent roadways.

Any accumulation of mulched leaves or natural debris shall be removed by the Contractor no later than the next business day.

Any damage to headstones, cemetery fixtures (to include fences), grounds or equipment during leaf and debris removal must be reported to the COR and/or Cemetery Leadership immediately.

4.3.5 Extreme Weather Storm Damage and Debris Clean-up

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

OVERVIEW

In the instance of a storm/severe weather event, the cemetery shall be checked and cleaned up the next business/workday following the storm/severe weather event. If the magnitude of the storm/severe weather event prompts civil defense authorities to declare a state of emergency and/or restrict travel to emergency services/emergency movement only; cemetery clean-up shall be completed as soon as emergency restrictions are lifted.

Storm Clean-Up in the event of an extreme weather event such as the following:

Hurricane Tornado High gusting winds Above average rainfall Hail Snow/Ice storms

PROCEDURE

In the event of extreme weather as categorized above and accompanied by a “State of Emergency” declaration, the Cemetery grounds shall be inspected by Cemetery Leadership no later than 24 hours after the conclusion of the extreme weather event to assess for any damage and/or safety hazards.

For the purposes of safety and accountability, the Contractor Supervisor on-site shall be required to supply and maintain a viable phone/cell contact number with the COR and/or Cemetery Leadership. Following an extreme weather event/declared state of emergency, Cemetery Leadership shall enact a recall roster for accountability of personnel. If phone lines or telecommunications are down, Contractors shall report to the Cemetery grounds at the start of the next business day dependent on the safety of road conditions and travel restrictions.

Work shall commence only after cemetery leadership has inspected the entire cemetery and ensured safe clean-up may commence.

SCOPE OF WORK

Work consists of the Contractor assisting Cemetery Staff with road clearance and cleaning/collection/removal of debris from high visibility and common areas throughout the cemetery grounds due to damage resulting from an extreme weather event. Minor storm damage to include, but not limited to clearing/removal of fallen limbs and/or collection of natural debris associated with typical thunderstorms is included in prior statements of work and for purposes of compensation shall not be considered here. The COR will prioritize locations throughout the Cemetery where the Contractor shall be required to pick up scattered debris, remove fallen trees, branches, limbs, twigs, leaves, etc., resulting from unexpected or adverse weather conditions. All debris removal will be at contractor’s expense.

Snow and Ice removal: Work shall consist of removal of snow and ice from the Cemetery’s driveways, all walkways on the Cemetery’s grounds, all steps to buildings and structures, sidewalks surrounding the Cemetery’s site, and areas outside the Cemetery’s walls as designated by the COR. In the event of an interment during the snow season, the contractor shall clear passages from the roadway to the gravesite.

The contractor shall remove snow accumulation from roadways by using a plow attached to a tractor or a self- propelled unit, snow blower or shovel. The tractor or self-propelled unit shall be restricted to paved areas. Snow shall not be piled on graves or roadway but be spread to allow it to melt as soon as possible. Snow removal shall be performed by the contractor for accumulation of snow of 2 inches or more on the roadways once directed by the COR.

The contractor shall remove ice by applying a product such as “Ice melt” or another approved deicer. This deicer shall be of the type that will not stain or damage carpeting, flooring, turf, shrubbery, trees, walkways, and driveways. The contractor shall take precautions to prevent damage to buildings, roadways, sidewalks, curbing, trees, headstones, and markers by equipment used to remove snow and ice. The contractor shall be responsible for repairing any damage caused by equipment in the performance of snow and ice removal. Ice removal shall be performed by the contractor for all accumulation of ice once directed by the COR.

GENERAL REQUIREMENTS

Safety is paramount and is the responsibility of Cemetery Staff and Contractors alike. Identified safety concerns and/or changing safety conditions shall be reported to the Cemetery Leadership and/or the COR immediately for further guidance.