Attachment B- Trim and Edge SOW .doc

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 BACKGROUND

Massachusetts National Cemetery is located on Cape Cod in Bourne, Massachusetts. Cemetery grounds encompass approximately 220 acres of developed land. Massachusetts National Cemetery is a National Shrine that honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemetery receives visitors, holds ceremonies and conducts committal services. Because of the cemetery’s special significance and attention, it receives from the public and media, strict adherence to the following specifications is essential.

A.2 GENERAL REQUIREMENTS

(a) The Contractor shall furnish all labor, supervision, equipment, tools, materials and supplies necessary for the provision of flat grave marker grass Trimming & Edging Services at the Massachusetts National Cemetery.

(b) Trimming of flat grave markers will be accomplished with the use of a gasoline powered weed eater with trimming line. During the trimming process, the weed eater will be held on its side or at a sufficient 90-degree angle to make a clean, consistent cut and remove any turf that is growing around or over the marker / base.

(c) Edging of flat grave markers will be accomplished with use of a gasoline powered edger and metal blade attachment.

(d) All work will be performed between the hours of 7:00 am to 4:00 pm, Monday through Friday, excluding Federal holidays. Work shall be done in a manner that safeguards all VA visitors, employees, and public.

(e) Work shall be scheduled and conducted in a cooperative manner in order to give the least possible interference with cemetery operations or annoyance to others. It is the Contractor's responsibility to coordinate work schedules with the Cemetery Director or designee in conjunction with cemetery operations.

(f) The aforementioned is intended to briefly describe the services involved. All services described in the Work Statement, including technical specifications, schedules, addenda, clauses, terms and conditions of the contract shall form the complete scope of work.

A.3 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervises the work to be performed under the contract. Such designation will be in writing and will define the scope and limitations of designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) The VA Contracting Officer will delegate one (or more) representatives to serve as the Contracting Officer’s Representative (COR). The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Placing orders for services.

(iii) Verification / certification of payments to the Contractor for services rendered.

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

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

A.4 TRIMMING & EDGING REQUIREMENTS

(a) Flat Marker Grass Trimming: The Contractor shall trim turf at a minimum of 90 degrees (perpendicular to the base/marker) for flat granite grave markers to remove all grass/vegetation that is growing around or over the entire perimeter of the marker/base. For markers that have sunk below the thatch level of existing turf, the Contractor will avoid scalping the turf and exposing the soil and the 90-degree (perpendicular) cut may be extended to, but will not exceed, 135 degrees away from the base. Trimming services will be performed as provided in the Trim & Edge Cycle Schedule (Cycle #s 1, 2, 3, and 4).

(b) Flat Marker Grass Edging: The Contractor shall edge turf using a gasoline powered string trimmer with metal blade attachment used to cut a complete, clean, well defined edge between each individual flat marker/concrete base and the surrounding turf. A gasoline edger with a metal blade attachment is not to be used as the edger increases the risk of chipping the flat marker. The space that is edged between the turf and marker/base will be no less than ¼” and the edge will follow the entire perimeter of the marker/base. The Contractor shall use commercially acceptable edging equipment that will not damage flat granite markers, concrete bases, or bronze plaques or any other items requiring maintenance under this contract.

(c) Sidewalk & Curb Line Edging: The Contractor shall edge all sidewalks, trash pads, and road curb lines with the use of gasoline powered edger with metal blade attachment used to cut any over growing turf grass or weeds and to provide a complete, clean, well defined edge between the sidewalks / roadway curb lines and turf. All debris created during the edging process will be removed from sidewalks and roadways with a blower. The first edging will occur in May and be completed before Memorial Day and the second one will occur and be completed in late October.

(d) Flat Marker Commencement Date: Performance shall commence annually during the month of April, at a date / time mutually agreed upon by the COR and Contractor. Unless otherwise agreed upon, all work shall be performed during normal cemetery hours and be completed within six weeks from date of commencement. In addition, the Contractor shall provide a report to the COR or Operations and Maintenance Supervisor of all work accomplished at the end of each workday.

(e) Frequency of trimming and edging shall be accomplished as provided in the Trim & Edge Cycle Schedule. These frequencies are estimates. The Government anticipates turf growth will be such that trimming cycles will be needed as indicated in the Price Schedule.

(f) During an unusual period of turf dormancy, or period of excessive turf growth, the Government reserves the right to postpone the beginning of a new cycle, or increase the quantity of trim or edge cycles. In either instance, the COR shall provide the Contractor with two days written notice of the change.

(g) Trim & Edge Cycle Schedule: Contractor shall trim (3 times per year) and edge (one time per year). Please note that the cemetery consists of all flat markers. Each trim / edge cycle will start (and be completed) as provided in the schedule below:

Second Edging – September 15st May 20th

October 5th

Note: If the start date specified falls on a weekend or holiday, the date shall shift to the next normal workday. Any other changes to dates specified may only be changed by mutual agreement between the VA and the Contractor. In addition, the Contractor shall provide a report to the COR or designee of all work accomplished at the end of each workday.

(h) Labor Force & Equipment

(i) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications.

(ii) During periods of inclement weather, the Government expects the Contractor to meet all trim cycle completion times. In such instances, the Contractor will provide any additional labor and/or equipment necessary to meet completion deadlines.

(i) Site Work – Coordination & Clean-Up

(i) The Government may undertake or award other contracts for additional work at or near the site of work under this contract. The Contractor shall fully cooperate with the other Contractors and with Government Employees and shall carefully adapt and phase scheduling and performance of the work, heeding any direction that may be provided by the COR(s).

(ii) At the end of each workday, the Contractor will pick-up and remove all grass strips and clean off grass clippings and dirt left on flat marker by sweeping or blowing with a backpack or walk behind blower unless otherwise specified by the COR(s), the Contractor shall remove all trash and debris resulting from work. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian circulation throughout the site.

(iii) Contractors shall be responsible for cleaning any cemetery structures that are soiled or stained as a result of Contractor’s facility maintenance operation. Structures shall be washed with water and/or a non-hazardous product at the end of each workday. The Contractor’s employees will not fuel equipment in grass/turf areas due to damage from petroleum-based products to the grass/turf. Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning.

A.5 CONTRACTOR PERSONNEL

(a) Site Manager: The Contractor shall provide a “Site Manager” who will be responsible for the following:

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

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and interment activities.

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

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

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

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

(c) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as Contracting Officer's Representatives.

(d) Personnel Appearance

(i) Contractor personnel shall maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas.

(ii) Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants or slacks. Contractor personnel must wear a uniform bearing the name of the Contractor, or by wearing badges bearing the Contractor’s name and the employee’s name in English.

(iii) Other clothing, in question, shall require COR written approval. No clothing shall be worn with inappropriate phrases, logos, words or images as determined by the COR.

(e) Personnel Conduct

(i) Due to the sensitive mission of the cemetery, the work often requires contact with, and exposure to, grieving individuals. Contractor personnel must exercise and exhibit absolute decorum, composure and stability at all times.

(ii) The Contractor employees shall behave with appropriate decorum, courtesy, and respect while within the Cemetery or at its perimeter or entrances. Shouting, cursing, angry outbursts, sleeping, intoxication, and violence or criminal acts of any kind will not be tolerated - and is cause for immediate removal from the Cemetery.

(iii) The Contractor personnel shall not (1) lean, sit on or against headstones markers or monuments; (2) sleep or otherwise lay, rest or be idle in a manner that reflects unfavorably on the Government or the Contractor; and (3) Perform work of any nature on privately-owned vehicles/equipment, within the cemetery’s confines, to include the washing of vehicles/equipment.

(iv) Food and beverages shall be consumed only within areas designated by the COR. Use or sale of intoxicating beverages and/or drugs is strictly prohibited. The Contractor’s personnel shall follow the cemetery smoking policy that is available at the Cemetery’s Administration Building.

(v) The Cemetery shall provide to Contractor personnel restroom facilities at areas designated by the COR. Breaks and lunch periods shall be taken at areas designated by the COR, not in the field.

(vi) Any misconduct listed above shall be cause for immediate removal from the cemetery premises.

A.6 WORK HOURS

(a) Hours Of Operation: Trimming services shall be performed Monday through Friday, with the exception of National Holidays (see National Holiday schedule below), between the hours of 7:00 a.m. – 4:00 p.m. The Contractor may work during the weekends (Saturday & Sunday) during the hours of 8:00 a.m. – 4:00 p.m., with advance notice to the COR.

(b) National Holidays: Contract personnel will not be required to work on the ten holidays observed by the Federal Government. Unless otherwise specified, when a holiday falls on a Sunday, the following Monday shall be the legal holiday as observed by the Federal Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as the legal holiday. The ten holidays observed by the Federal Government are as follows:

Or any other day specifically declared by the President of the United States to be a National Holiday.

A.7 MISCELLANEOUS

(a) Damage to Government Property

(i) The Contractor is responsible for safeguarding all Government property (permanent / temporary grave, markers, fences, ditches, street, signs, trees/scrubs, trash and flower containers, valve boxes etc.) on the cemetery grounds.

(ii) The COR shall conduct a weekly inspection for damages and provide a written report to the Contractor and the Contracting Officer of all damages noted. The Contracting Officer shall be responsible for assessment of damages.

(b) Safety

(i) The Contractor must meet all safety requirements of Massachusetts National Cemetery's Safety Officer, Department of Veterans Affairs, OSHA, and the State of Massachusetts. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" shall also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer of Massachusetts National Cemetery.

(ii) Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by the Contractor to give advice and reasonable protection, safety, and warnings to persons and vehicular traffic within the area.

(iii) Contractor shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as groundwater contamination, wetlands, etc., and be consistent be and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

(iv) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor will notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This will be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

(c) Record Keeping & Reporting: The Contractor's Site Manager shall provide the COR with accurate written lists identifying all cemetery sections and areas that have been trimmed. This list will be provided daily (or as otherwise agreed upon) when work is performed, and shall identify all work accomplished during the day. Upon request, the Site Manager will also provide information on what days in the upcoming week trimming will occur for specific areas.

(d) Insurance: The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Massachusetts.

(End of Work Statement)