Attachment B- WNYNC Grounds Maint SOW Base Four Option Years.doc

Supplies Or Services & Prices / Costs All services described in the Work Statement, including technical specifications, schedules, addendum, clauses, terms and conditions of the contract shall form the complete scope of work. The period of performance is for a Base Period and Four (4), One Year options to renew.

Description / Specifications / Work Statement A.1 Background In May of 2008 the Department of Veterans Affairs (VA) National Cemetery Administration purchased 132 acres in Pembroke, New York. The property has access off exit 48A from the I-90 thruway and is in Genesee County. In February 2018 VA announced the acquisition of two additional parcels of land adjacent to the originally purchased 132 acres for the Western New York National Cemetery in Pembroke, New York. This new national cemetery will serve the burial needs of more than 96,000 Veterans for the next 70 years and will be the seventh national cemetery in the state of New York.

Initial construction of the cemetery is being split into two phases and will develop approximately 70 acres and provide for approximately 10 years of interment capacity, accommodating burial of both casketed and cremated remains. The first phase of initial construction began in September 2019 and was completed in late 2021. First burials began in late 2020 and are performed by NCA staff. Grounds maintenance services are performed under contract.

Note: There are currently 76 acres of developed property that constitutes WNYNC. During the base year of this contract, only 20 acres will require daily grounds maintenance services. In option year one of the contract there will still be 76 acres of developed property with a total of 30 acres requiring daily grounds maintenance services.

Expansion projects for the cemetery are ongoing that will eventually add additional acres to the cemetery requiring grounds maintenance services. These additional acres will be added to the option years by contract modification.

Western New York 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 will conduct casketed, cremation and pre-placed crypt burials as well as receiving many visitors. Accordingly, 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 shall delegate one or more representatives to serve as the Contracting Officer’s Technical Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Technical 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 (hereon referred to as COR) 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 and Equipment & Facilities Maintenance. A copy of NCA Operational Standards shall 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 shall be provided to the Contractor by the COR.

(h) Applicable Publications: Every contractor and subcontractor shall comply with the Occupational Safety & Health Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

A.3 General Requirements

(a) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide grounds maintenance services at the Western New York National Cemetery as specified herein.

(b) All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday thru Friday). Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends at the discretion and approval of the VA Contracting Officer's Technical Representative (COR). Contractor may make a written request to the COR to work outside of the normal work hours when needed to carry out the specifications of this contract.

(c) Place of Performance:

A.4 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

A.4.1 All Contractor personnel in performance of services required under this contract shall be subject to a Background Security Check. Contractor background investigations shall be accomplished in accordance with Attachment - B (Contractor Personnel Security Requirements).

A.4.2 The Contractor may only commence work after it has filled out and submitted all appropriate background investigation forms to the VA Law Enforcement Training Center/SIC, North Little Rock AR and the SIC Office has notified local VA authorities the investigation has been submitted.

A.4.3 The Contractor shall bear the expense of the background investigation(s), regardless of the final adjudication determination.

A.4.4 The Contractor's employees shall wear visible VA approved photo identification at all times while on the premises of the cemetery.

A.4.5 Failure to comply with Contractor personnel security requirements shall result in termination of the contract for default.

A.5 Technical Specifications The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.5.1 Headstone & Marker Cleaning

(a) SCOPE: Work consists of cleaning upright headstones to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth.

(b) NCA STANDARDS:

(i) Standard 4.1: Headstones, markers and niche covers are clean, free of debris and objectionable accumulations.

(c) GENERAL REQUIREMENT:

(i) All headstones at Western New York National Cemetery shall be cleaned prior to Memorial Day.

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

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

a. As of June 2012, D/2 Biological Solution is the only authorized cleaner of marble headstones and markers at national cemeteries. General background on the use of this product can be found at the following website, but information in that report shall not be submitted for requirements in the contract: http://ncptt.nps.gov/wp-content/uploads/Best-Practices-Final.pdf.

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

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

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

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

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

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

(iv) APPLICATION OF D/2 BIOLOGICAL SOLUTION

a. After wetting the headstone or marker in accordance with paragraph (ii) above, apply a heavy spray application of “undiluted D2 Biological Solution” cleaner to all sides of the headstone. Do not dilute the cleaner with water.

b. Allow D/2 to soak into the stone for 20-30 minutes. Then rinse the product from all headstone or marker surface using clean, clear water under low pressure or without pressure.

c. The effect of using D/2 Biological Solution will not be immediate. It will take 2 to 3 weeks for the full appearance of a clean stone to become apparent. For this reason, re treatment should not occur within (3) three weeks of the first cleaning and only with the concurrence of the COR.

d. Headstones that have been cleaned but become marked, discolored, dirt covered, or muddied due to subsequent contract work including but not limited to turf reestablishment issues will be re rinsed and scrubbed at no additional cost to the government. Headstones that become discolored, dirt covered, or muddied etcetera after initial cleaning has been completed but prior to overall project completion will be re cleaned at no additional cost to the government. All headstones are to be clean at the time of project completion final inspection.

Note: After raising and resetting, the base of the headstone may have a visible stain or marking from the soil line that will need to be cleaned. Special attention must be given to this area when cleaning the headstone. Under no circumstances shall headstones be cleaned when the temperature is below 35 degrees Fahrenheit, as measured at WNYNC.

A.5.2 Setting & Alignment of New and Replacement Headstones & markers

(a) SCOPE: Work involves installation (setting & aligning) of new-initial and new-replacement Upright Headstones on designated gravesites. Headstones shall be installed within two (2) working days after notification from the COR. Performance includes the following:

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

(ii) **Realigning up to four (4) surrounding headstones that may have shifted out of alignment; and

(iii) Removal, destruction and disposal of unusable or damaged headstones.

*Note: A diagram detailing "Upright Headstone Setting Specifications" shall be provided to the Contractor by the COR.

**Note: Unless otherwise directed by the COR, Bump & Run process described in Section A.5.8 shall be used for realignment of surrounding headstones. Any costs associated with realigning surrounding headstones shall be inclusive of the cost for setting & alignment of new / replacement headstones.

(b) NCA STANDARDS:

(i) Standard 3.2: Headstones, markers and niche covers/bronze plaques are properly installed.

(ii) Standard 3.3: Headstones and markers are aligned in accordance with the section plan or historic pattern.

(iii) Standard 4.1: Headstones, markers and niche covers are clean, free of debris and objectionable accumulations.

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

(v) Standard 4.3: Headstones, markers and niche covers are not damaged by the Contractor's operations.

(c) GENERAL REQUIREMENTS:

(i) The responsibility for ordering / receiving headstones, checking for proper wording and initial inspection for damages shall be that of the COR. All headstones are delivered directly to and received at the Western New York National Cemetery.

(ii) VA Cemetery personnel are responsible for delivering, unloading headstones to cemetery at which time the COR shall notify the Contractor of the required installation.

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

(iv) Timeliness of Installation: The Contractor is required to set & align all Upright Headstones within two (2) working days after notification from the COR. This time frame must be met (weather & soil conditions permitting) regardless of the quantity or type of installation requested. Within twenty-four (24) hours of completing an Installation Request, the Contractor shall provide the COR with written notification that the work has been completed. In the event the Contractor is unable to set & align a marker within the required installation time, the Contractor shall provide the COR with a written explanation detailing why the installation could not be accomplished. The written explanation shall also be provided to the COR within 24 hours of determining the installation could not be accomplished.

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

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

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

(viii) Headstones shall be lifted, transported and set by at least two (2) workers unless special one-person devices are approved for use. Realignment of headstones that are at the correct height but have shifted out of alignment and do not need to be removed from their sockets (called Bump & Run), may be accomplished by one person as provided under Section A.5.4. Older (previously set) headstones shall be realigned laterally, transversely and diagonally in the same manner as new headstones. If there is any breakage or damage due to the Contractor's handling or negligence, the cost for replacement shall be borne by the Contractor.

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

(d) PROCEDURES: UPRIGHT HEADSTONES

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

(i) Gravesite Specifications:

(1) Pre-placed Crypt Section: Individual gravesites are 3’ by 7’-8” (36” x 92”). Upright Headstones shall be offset 12” (inches) from the monument grid line or head of individual gravesite [See Attachment – C - - Headstone Placement Detail (Pre-placed Crypts)].

(2) Cremains Section: Individual gravesites are 4” by 4” (48” x 48”). Upright Headstone shall be offset 6“(inches) from the monument grid line or head of individual gravesite.

(ii) Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from the Section layout “monumentation points” and not from headstones previously set.

(iii) New and replacement headstones in existing Sections of National Cemeteries where such stones have not been and cannot be set at the standard height shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. Contractor shall use string lines for the top, sides and front of headstones.

(iv) The normal height of twenty-four (24) to twenty-six (26) inches given for the current standard of headstone setting is the NCA standard height. Depending on the contours of the terrain, minor deviations in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight rises or depression within the burial section terrain. All upright headstones are set with the use of top, sides and front string for proper alignment.

Note: Prior to removing any upright headstones from their sockets, Contractor must verify inscription information from monument order acknowledgment.

(iv) Prior to setting headstone, Contractor will verify inscription information from temporary marker with inscription on the initial or replacement headstone. All sockets are to be re-dug by hand or mechanical means to allow for a 3” perimeter around all sides of the headstone and a sufficient depth 20” below finished grade and then moistened crushed limestone base material (graded aggregate sizes ranging from crushed fine up to 1/4” maximum) is to be added and heavily tamped to full compaction in the bottom of the socket to provide a minimum 3” footing for the headstone to set on prior to the installation of the headstone to a required depth so that 24” to 26” of the headstone is extended from the soil level to the top of the headstone.

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

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

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

(vii) Alignment of Initial New & Replacement Upright Headstones: Pre-placed Crypt Section: Upright headstones for individual graves shall be erected 36” (inches) on center on the centerline at the head of the grave with the inscription facing the grave. Cremains Section: Upright headstones for individual graves shall be erected 48” (inches) on center on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from the headstones previously set as directed by the COR.

(viii) Setting of Initial New & Replacement Upright Headstones: In existing cemetery Sections where upright headstones have not been and cannot be set at the standard height, stones shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above ground level. In new cemetery Sections, all upright headstones shall be set at a height of 24” - 26” inches from the finished grade to the top of the arc.

(ix) Minor Deviations from Standard Height: When headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is necessary. The normal height of 24” – 26” inches given for the current standard of headstone setting is the standard height. Minor deviations in the less than nominal height is permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. All upright headstones shall be set with the use of top and back string for proper alignment. In all instances, string line will be used to set new and replacement headstones.

A.5.3 Bump & Run

(a) SCOPE

Work consists of realigning upright headstones that have shifted out of alignment (side to side / front to back), but do not need to be removed from their sockets and reset as required under Section A.5.2 (Setting & Alignment of New and Replacement Headstones).

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

(c) PROCEDURES The Contractor shall use a wooden tamper and level to bump the headstone into alignment. A post level shall be attached to the headstone and bumped to both horizontally and vertical alignment. The soil around the perimeter of the headstone shall be firmly tamped so that headstone shall not move when exposed to force. Topsoil and grass seed shall be applied and lightly tamped, then raked lightly with a fan rake removing any debris.

A.5.4 RAISE, REALIGNMENT & RESETTING OF UPRIGHT HEADSTONES

UPRIGHT HEADSTONE – TO ELIMINATE ANY CHANCE OF A HEADSTONE BEING PLACED ON THE WRONG GRAVE DURING THE COURSE OF THE RAISE / REALIGNMENT PROCESS - IT IS NOW STANDARD NCA POLICY THAT HEADSTONES & MARKERS ARE NOT TO BE PHYSICALLY REMOVED FROM THE GRAVESITE. THE FOLLOWING PROCEDURES WILL BE FOLLOWED BY BOTH THE CEMETERY DIRECTOR / COR AND THE CONTRACTOR BEFORE THE RAISE / REALIGNMENT PROCESS BEGINS The contractor’s Site-Manager (or designee) and COR (or COR’s Representative(s)) shall conduct a joint gravesite inspection and verification prior to the removal of any upright headstones, flat markers and private headstones to document the location and accuracy of all existing conditions. The COR will provide a printout of the burial records (BOSS) for this purpose with the following data fields. Section, Row, First and last name of the deceased. Upon completion of this joint survey, both the contractor’s Superintendent and COR shall certify the accuracy, as noted and initialed, by signing the burial record printout.

Upon completion of the resetting and realignment of the headstones and markers, contractor’s Superintendent and COR re inspect and verify the accuracy of the placement of headstone and marker on the correct gravesite. Upon completion of this second joint survey, both the contractor’s Superintendent and COR shall certify the accuracy by re-signing the burial record printout.

Headstones are not to be damaged while remaining on the grave and the Contractor will elevate them off of the ground during the realignment process in order to protect them from damage or being discolored from dirt or soil.

(a) Raise & Realign: Upright headstones for individual graves shall be erected on the centerline at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely and diagonally with the headstones on other graves. Measurements shall be taken from the headstones previously set as directed by the COR.

(b) New & Replacement Headstones: In older sections of National Cemeteries where such stones have not been and cannot be set at the standard height, shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 25 inches from the finished grave to the top of the arc. When headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is necessary. The normal height of 25 inches given for the current standard of headstone setting is the standard height. Minor deviations in the less than nominal height is permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section. All upright headstones will be set with the use of top and back string for proper alignment.

(c) Setting of Upright Headstones During Adverse Winter Conditions: All headstones set during the adverse weather conditions of winter will be inspected by the COR at the time of setting. The COR will again inspect those headstones during favorable weather conditions in the spring. The COR will furnish the Contractor with a weekly list of headstones to be Raised, Realigned & Set.

A.5.5 Lawn Maintenance – Seeding, Aeration, Turf Fertilization & Herbicide Applications

(a) SCOPE:

(i) The Contractor is responsible for the removal and disposition of dead turf and shall refill the site with quality topsoil and perform the seeding or sodding to include the bare areas to ensure a quality turf.

(ii) Delivery tickets for grass seed indicating date, weight, analysis, purity, and vendor’s name, etc. are to be submitted to the COR. All sod furnished under this contract shall be approved by COR prior to installation. Guidance from expert sources (e.g., local county agricultural extension agent or, NAD Agronomist or landscape architect’s in NCACO) is adhered to regarding turf selection. Work also consists of performing annual turf maintenance activities to include aeration and over seeding.

(iii) Please note that the dates provided in the turf application schedule within the SOW as well as in the individual CLINS are estimated dates only. The dates for all turf herbicide and fertilization applications as well as aeration and overseeding need to be completed based on the best dates and times according to the soil temperatures, air temperatures and overall weather conditions for the Corfu / Western New York region.

(b) NCA STANDARD: Standard 2.2: Turf used shall be compatible with the geographic region and adheres to the Cemetery Grounds Management Plan.

(c) PROCEDURES:

(i) Type of Seed: 10% Perennial Rye, 40% Fine Fescue, 50% Kentucky Blue Grass is to be the primary grass seed mixture to be developed. Only cultivars of grass seed that have been adapted to the Northeast region of the United States shall be accepted. Any substitution of seed type, weight or application must be specifically approved by the COR in writing. Seed is to be free of all noxious weeds and must be Blue Tag Certified. All sod furnished under this contract shall be approved by COR prior to installation.

(ii) Guarantee: The Contractor shall be responsible for mowing and watering all newly seeded / sodded areas and maintaining them in a healthy, vigorous, weed free condition. The Contractor shall, at his own expense, replace any seeded or sodded area which has died or been damaged during the establishment period. Healthy turf shall be re-established within 30 days on all grave re-openers during the growing season.

(iii) Any area to be seeded or hydro-seeded shall have a minimum of two (2) inches of topsoil placed on it, but still maintaining a ground surface that is level to the adjacent grade. In order to keep a level grade, it is sometimes necessary to remove soil before placing topsoil on the area. Surface shall conform to a finished rectangular shape with a level grade, free of water retaining depressions, soil friable, free of clumps and of uniform firm texture.

(iv) When a hydro-seed mixture is not used, the top soiled area must be free of sticks, stones, or other foreign material over one (1) inch in any dimension. The soil shall be compressed and firmed into the finished look once the seed is in place; the easiest and suggested method is to use a roller designed to evenly distribute the weight over the soil and press it into place. Newly seeded area will be covered with a bio-degradable matting for additional protection.

(v) The entire cemetery turf acreage shall be aerated and over seeded annually beginning in late August / early September with the use of a core aerator and broadcast spreader. Soil cores shall be removed to a depth of (4) four inches with a between core spacing of (6) inches. Soil cores may be left lying on the turf-grass surface. Where soil compaction is severe (in heavy traffic areas) a second pass with the aerator across the area at a right angle to the first pass should occur. Grass seed will be applied after aeration has been completed at a rate of 6 lbs. per 1,000 sq. ft or 260 lbs. of seed per acre.

(vi) Initial Pre-Emergent Crabgrass / Post Emergent Broadleaf Weed Application: Contractor shall apply an herbicide that is combined to control pre-emergent crabgrass and post emergent broadleaf weeds in liquid form at manufactures recommended rate allowable for cool season grasses. All herbicides must be applied with properly calibrated spraying equipment. The contractor will begin the application after the soil temperature has reached 55 degrees for three consecutive days. This is the time that crabgrass seeds begin active germination in the soil. Any application that is completed before this time may not be as effective in overall crabgrass control. The dates for application listed in the application schedule are only an estimated time frame and could begin earlier or later depending upon the soil temperatures.

(vii) Second (Split) Crabgrass Application: Contractor shall apply herbicide in liquid form to control early post emergent crabgrass (in early tiller stage) and pre-emergent crabgrass control at manufactures recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated spraying equipment. This application will occur between 6-8 weeks after initial crabgrass application.

(viii) Broadleaf Weed Control: Broadleaf herbicides must be applied with properly calibrated spraying equipment. The herbicide must control various cool season turf broadleaf weed species such as white clover, dandelions, plantain and prostrate spurge. Applications must be timely and at the proper dosage so that perennial weeds do not go to seed. Herbicide shall be applied to all turf acreage, in burial sections and including areas between and around all headstones and along section perimeters.

(ix) Fertilization: Contractor shall apply a granular turf fertilizer, which is specified in the application schedule to all turf areas using a properly calibrated spreader/sprayer. The fertilizer will have a guaranteed NPK analysis of 25-0-10 or similar and will consist of a minimum 50% slow-release nitrogen from sulfur coated urea. Fertilizer that is used by the Contractor will not contain any phosphorous. Fertilizer will be applied to all turf areas at the times and rates that are listed in the turf application schedule. Contractor will perform an annual soil test and fertilizer applied will be based on most recent soil test results. Contractor will make sure that all regulations concerning dates and time frames for fertilization applications determined by the state of New York are followed. These dates are between April 1st and December 1st.

(x) Grub / Sod Webworm Control: Contractor shall apply a granular herbicide to control beetle larvae (grubs) and or sod webworm that damage turf roots. Appropriate herbicide (Merit or Acelypryn) for the control of beetle grubs and sod webworm applied at the manufacturers recommended label rate for cool season grasses will be used by the Contractor.

(xi) All application methods of herbicides and treatments of annual grasses shall be in strict accordance with manufacturer, Department of Environmental Protection and all applicable federal, state and local laws.

(xii) All applications must be made in accordance with manufactures label instructions to insure proper rate and timing of application. The contractor will apply liquid broadleaf herbicide no earlier than 6 hours before anticipated rainfall to allow herbicide sufficient time to be absorbed into plant tissue to maximize the herbicide’s full potential. Any rainfall that is received within this six-hour time frame after the application will require the contractor to treat all turf areas a second time at the contractor’s expense. Prior to any application, the Contractor shall provide to the COR, a copy of product label for each chemical used and appropriate supporting Material Safety Data Sheets (MSDS).

(xiii) Contractor personnel applying herbicides shall possess a current / valid State of New York commercial pesticide/herbicide application license. The Contractor is responsible for any damage resulting from the application of any herbicide treatments.

(xiv) All turf applications will be applied with appropriate calibrated spreading and spraying equipment. Liquid and pellet surface applications shall be uniformly distributed within the cemetery’s defined area of coverage. Surface applications shall not be made where surface run-off is likely to occur or near a water source.

(xv) Appropriate warning flags or markers will be posted in all treated areas for a period of 24 hours after an herbicide treatment has been applied. The Contractor shall remove all flags upon expiration of the 24-hour period.

(xvi) Each turf application shall be completed within each “Annual Application Date” (weather permitting) specified in the Schedule. All applications shall be applied in accordance with manufactures label instructions to ensure proper rate and timing. Ten (10) days after completion of the application, the Contractor and COR will jointly inspect and assess results. In areas where results are less than acceptable*, the Contractor will re-perform the application at no additional cost to the Government (*Acceptable is defined as 90% of actively growing broadleaf weeds are eliminated).

(xvii) The contractor shall not dispose of, rinse, mix nor store any herbicide containers/bags on cemetery premises except as authorized by cemetery management.

(xviii) No herbicide application equipment may be kept or stored on the cemetery premises when the contractor is not working.

(xix) Turf / Landscape Planting Bed Application Schedule: Fertilizer & Herbicides shall be applied to meet NCA Turf standards. Any deviation from this Schedule must be approved by the COR or designee. Contractor will provide fertilization, pre-emergent crabgrass & broadleaf weed control services only to turf areas that are mowed weekly in strict accordance with the following:

Application Date Description

Planting Bed Application Schedule

A.5.6 Lawn Maintenance – Mowing, Trimming and Removal of Debris & Grass Clippings

(a) SCOPE:

The Contractor shall be responsible for mowing and removal of debris and all grass clippings within the cemetery boundaries. The cemetery turf encompasses approximately twenty (20) acres of lawn area which will increase to thirty (30) acres in the option year of the contract.

(b) NCA STANDARDS:

(i) Standard 2.1c: 95% of turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type of turf and region.

(ii) NCA Standard (2.6): The turf surrounding the headstone or marker is trimmed to its recommended height.

(iii) NCA Standard (2.6b): Markers show turf trimmed vertically even with the marker and free of trimming debris.

(c) PROCEDURES:

(i) Mowing: The Contractor shall maintain all turf areas consistently at a turf height of between three and four inches throughout the growing season depending on the current season and the rate of turf growth. Mowing shall be accomplished as necessary (or as otherwise directed by the COR) to meet this standard. If grass clippings are evident, the Contractor shall remove and dispose of the clippings at no extra cost to the Government.

(ii) Equipment: The Contractor shall use rear-discharge mowers only. Riding mowers may be used if they are not operated within two (2) inches of headstones, monuments, tree trunks or other vertical surfaces. At no time will the Contractor discharge grass clippings onto headstones.

Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. The height of grass is what is measured to get the correct cutting height. The cutting height of all mowing equipment shall be set to maintain a turf height of between three and four inches (3.0"- 4.0”). At no time shall more than one and a half inches (1.5") of new growth be removed during any single mowing.

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

(iv) Memorial Day (which is always the last Monday in May): All mowing, trimming, edging & debris removal work shall be completed no later than close of business on the Friday prior to Memorial Day so as to allow sufficient time to prepare for Memorial Day services at the cemetery.

(v) Veterans Day (Occurs November 11th every year): All mowing, trimming, edging & debris removal work for Veterans Day ceremonies shall be completed no later than two (2) workdays prior to the scheduled holiday.

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

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

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

(ix) All mowing around trees shall be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf. Contractor shall vary wheel-width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

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

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

(xii) Grass must be trimmed at a height of three (3) inches around the perimeter of each upright headstone. The trim extends approximately twelve (12) inches from the headstone. The extended trim area shall also include a 3 foot to 4-foot band or wider between the upright headstones across the width of the row.

(xiii) Fence Lines: A distance of one (1) foot shall be trimmed on each side of fence lines (total: two (2) feet in width).

(xiv) Curb Lines: A distance one (1) foot shall be trimmed along all curb lines.

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

(xvi) Miscellaneous Structures: Trim around all cemetery Section markers, monuments, signs, water spigots, utilities, flowerbeds, walkways, roadways, buildings, flagpoles, gates and other significant features of the cemetery.

(xvii) Contractor’s employees shall wear all required safety equipment such as goggles or face shield, hearing protection, hard hats, respirators, if required, and uniforms identifying them as an employee of the contractor. The contractor shall be responsible for training and safety precautions prescribed by OSHA standards. Minutes of safety meetings will be provided to the VA COR on a monthly basis.

(xviii) The contractor shall phase all work in such a manner, as not to impact on or interfere with cemetery operations. The contractor shall cease work within 100 yards of any committal service in progress while performing under the contract.

(xix) The COR may direct and arrange the contractor’s performance in specific areas of the cemetery to coordinate with the cemetery’s mowing operations. The contractor shall advise the COR of work accomplished at the end of each workday and coordinate the following day’s schedule of work.

(xx) The contractor shall observe all traffic, parking, directional signs and regulations when using the cemetery’s roadways. Contractors shall park only on cemetery roads or designated areas.

(xxi) After completion of trimming, Contractor shall leave all work areas free of debris and in the same condition as before the work commenced. The contractor shall take all necessary precautions to protect vegetation, as appropriate, in the immediate work area(s).

(xxii) The contractor shall be liable for any damage to headstones and Section markers caused by contractor personnel arising out of or resulting from performance under the contract.

A.5.7 Tree, Shrub, & Planting Bed Maintenance

(a) SCOPE:

(i) Work consists of maintaining all trees, shrubs, annual and perennial plants and planting beds to keep them free of any/all dead, broken and/or unsightly growth.

(ii) Trees shall be kept free of sucker growth, waterspouts, broken/dead limbs, and low hanging limbs/branches. All ornamental shrubs and hedges shall be trimmed and shaped annually during the month of May and September.

(iii) Debris & Waste Removal: The Contractor is responsible for the proper removal and disposal of all debris and waste resulting from Cutting, Pruning and Trimming work activities. All pruning / trimming cuts, tree limbs, dead branches, bush / shrub / hedge clippings and other debris shall be removed from cemetery grounds the same day the work is performed and be properly disposed.

(b) NCA STANDARDS:

(i) Standard 3.4: Ornamental trees and shrubs are maintained so that they enhance and do not detract from the appearance of public areas.

(ii) Standard 3.5: Ornamental trees and shrubs are pruned in a manner that ensures they do not pose a hazard to staff and visitors.

(iii) Standard 6.1: Cemetery planting beds are well maintained and attractive.

(c) PROCEDURES:

Pruning, cutting, trimming and shaping of trees shall be accomplished in accordance with the following:

(i) All pruning tools shall be kept sharp and properly functioning. Pruning cuts shall be made in accordance with ANSI A300 Standards.

(ii) The Contractor shall regularly monitor the cemetery tree population for regular deadwood and pruning that may be needed to keep the trees healthy and aesthetically…