Culpeper Fert SOW FY26.doc

Supplies Or Services And Prices/Costs

PRICE SCHEDULE: The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to provide Turf Fertilization and Pre / Post-Emergent Crabgrass / Broadleaf Weed Control, Turf Aeration & Over seeding Services at the Culpeper National Cemetery. Performance includes eight (8) scheduled applications of fertilizer and herbicides / aeration – over seeding.

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

Description / Specifications / Work Statement

A.1 BACKGROUND

The Culpeper National Cemetery is located approximately 70 miles southwest of Washington D.C. in the community of Culpeper, VA., with cemetery grounds encompassing approximately 33.9 acres of land. This cemetery is a National Shrine that honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemeteries receive visitors, hold ceremonies and conduct committal services. Because of their special significance and attention, they receive from the public, strict adherence to contract specifications is essential.

A.2 TYPE & TERM OF CONTRACT

The VA shall award a single “firm-fixed price / requirements service contract” pursuant to this solicitation for commercial items. The contract shall contain one (1) base year and four (4) renewable option years. This contract is SUBJECT TO THE AVAILABILITY OF VA FUNDS. No services shall be performed by the Contractor after September 30 of each year, until the Contracting Officer authorizes such services in writing.

The period of performance is from date of award through one year, with four (4) one (1) year renewal options. All services shall be provided in accordance with Section A (Application Schedule & General Requirements) including all specifications, terms and conditions of the contract.

A.3 PLACE(S) OF PERFORMANCE

The Contractor shall furnish all labor, equipment, materials and supplies necessary to provide turf fertilization and broadleaf / crabgrass weed control services to the following VA National Cemeteries:

Services

Culpeper, Va. 22701

A.4 TURF APPLICATION SCHEDULE

Contractor shall provide turf fertilization, pre-emergent crabgrass & post emergent broadleaf weed control services at the Culpeper National Cemetery in accordance with the following Application Schedule:

Application Date Description

A.5 APPLICATION REQUIREMENTS

(a) Crabgrass Pre-Emergent Application: Contractor shall apply herbicide for pre-emergent crabgrass control at manufacturers’ recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated spraying equipment. The contractor shall 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. This shall be determined by cemetery staff with the use of a soil thermometer placed at a 1-inch soil depth in various sections of the cemetery to accurately gauge soil temperature. 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 and weather conditions. Herbicide will be applied on all cemetery turf including between and around the base of all headstones / markers.

(b) Second (Split) Crabgrass Application: Contractor shall apply herbicide when treating for pre-emergent crabgrass control at manufacturers recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated spraying equipment. This application shall occur between 6-8 weeks after the initial crabgrass application to help ensure full season long control of crabgrass and other weed grasses and should control any early tiller stages of crabgrass that has already germinated.

(c) Broadleaf Weed Control: Broadleaf herbicides must be applied with properly calibrated spraying equipment. Post–emergent herbicides must control various broadleaf weed species that are common to cool season turf grass such as clover, dandelion, prostrate spurge etc. 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 and will be applied in liquid form.

(d) 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 shall have a guaranteed NPK analysis of 24-0-12 and consists of a minimum 50% slow-release nitrogen from sulfur coated urea. Fertilizer shall be applied to all turf areas at the times and rates that are listed in the turf application schedule and will be applied in granular form only. The Contractor is not to deviate from this granular form of application for fertilizer.

Beetle Grub Larvae Control: Contractor shall apply granular pesticide for the control of root chewing beetle grub larvae at manufacturers recommended label rate for cool season turf grass. Application will be made in late July-early August for optimum control of beetle grub larvae and preferably will occur within 48 hours of anticipated rainfall. This application will be completed in all burial sections.

(e) Aeration & Over Seeding: Contractor will core aerate the entire cemetery turf (including in between headstones) beginning in early September. Soil cores will be removed to a depth of 4 inches with a between core spacing of 6 inches and can be left on the soil surface. After aeration has been completed, over seeding will be done with a turf type Tall Fescue mix being used and applied at a rate of 8-10 lbs. / 1000 sq. ft. Seed will be applied using a calibrated broadcast spreader. If aeration equipment cannot get between headstones, then the contractor will be sure to heavily rake between headstones to remove excessive thatch so that the new grass seed can make good soil contact for better germination results. Since turf between the headstones tends to dry out quicker due to the underground headstone support system and tends to die back, it is imperative that the turf be re established during the aeration / over seeding process.

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

(g) All applications must be made in accordance with manufacturers’ label instructions to ensure proper rate and timing of application. The contractor shall apply all liquid herbicides 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 shall require the contractor to treat all turf areas a second time at the contractor’s expense. Prior to any application, the Contractor shall provide the COR with a copy of product label for each chemical used and appropriate supporting Material Safety Data Sheets (MSDS).

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

(i) All turf applications shall 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.

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

(k) 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 manufacturers label instructions to ensure proper rate and timing. Fourteen (14) days after completion of herbicide applications, the Contractor and COR shall jointly inspect and assess results. In areas where results are less than acceptable*, the Contractor shall re-perform the application at no additional cost to the Government (*Acceptable is defined as 90% of actively growing broadleaf weeds are eliminated).

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

(m) Storage of herbicide application equipment on cemetery premises is prohibited when the contractor is not working.

A.6 Contract MANAGEMENT A.6.1 Site Manager

(a) The Contractor shall provide an English speaking “Site Manager” who shall 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 burial 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.

(Note: To cause the least possible interference with cemetery activities, contract personnel shall stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony. The Site Manager shall re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.)

(b) Communication & Coordination of Work with COR: Contractor shall participate in regular meetings with Government personnel and other Contractors at the cemetery to coordinate contract work schedules and contract related issues. Communication with the COR is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workers are prohibited from passing through the service area during this period.

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

A.6.2 Representatives Of The Contracting Officer

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

(b) The VA Contracting Officer shall delegate one (or more) representative(s) to serve as the Contracting Officer’s Technical 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, but are not limited to, the following:

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

(ii) Acts as technical liaison between the National Cemetery and the Contractor and between the cemetery and the Contracting Officer. (Note: The COR may not modify the intent or the terms and conditions of the contract.)

(iii) Placing orders for services.

(iv) Determining whether contract deliverables meet functional, technical and performance specifications.

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

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

(c) VA Contracting Officer: All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving non-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.6.3 Federal Holidays

(a) All work required under this contract shall be performed during normal business days and daylight hours between 7:45 am and 4:15 pm, local time, Monday through Friday, excluding Federal holidays. Deviations from the work schedule shall require prior written permission from the COR. The following is a list of the Federal holidays:

New Year's Day

Martin Luther King's Birthday

President's Day

Memorial Day Juneteenth Fourth of July Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

A.7 RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged snow cover or unusual amounts of rain will not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor shall be aware of performance requirements necessary to meet contract specifications and deadlines. If the Contractor's work force is unionized, the Contractor shall ensure the labor agreement has a “no-strike” provision to ensure Government contract requirements are met.

(c) Cooperation with other Contractors: The government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees and shall carefully adapt scheduling and performance of work, adhering to any direction provided by the COR.

(d) More than one Contractor may have access to storage areas designated by the COR. The Government shall not be liable to the Contractor for costs associated with claims, damages, loss or replacement of equipment or personal property while on Cemetery property.

(e) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf area except as provided in this contract or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor during all weather conditions that is deemed excessive by the COR at no additional cost to the government.

(f) The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(g) At the end of each day, the Contractor shall remove all debris from the cemetery site and store excess soil resulting from work to an area designated by the COR. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicle and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

A.8 STANDARDS OF EMPLOYEE CONDUCT

Contractor and contractor personnel are required to adhere to the following standards of dress and conduct while performing work in the Culpeper National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218. Contractor and Contractor Personnel --

(a) Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

(b) Shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal service.

(c) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(d) Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments.

(e) SMOKING is not permitted in any buildings within the Culpeper National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area.

(f) It shall be the discretion of the COR to implement immediate removal of Contractor and/or Contractor personnel from cemetery grounds if these standards are not adhered to during the performance of the contract. Contractor shall administer disciplinary action immediately as required to Contractor employees.

A.9 Supervision & Training

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

(b) The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

(c) The Contractor shall also be responsible for training and safety precautions for contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor-to-contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

A.10 Use Of Cemetery Facilities

(a) The Government shall not be responsible for any loss, damage, or theft of contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by contractor's employees.

(b) The Government shall provide limited storage, housing and shop area. Space offered shall be in “as-is" condition. Prior to making any modifications or alterations to the space, Contractor shall obtain written approval from the COR. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and gas utilities at the designated work and storage areas shall be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions.

(d) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

(e) Only the Contractor’s equipment, supplies and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area at the end of each workday. No maintenance or repair of Contractor equipment shall be conducted on cemetery property without the COR’s written approval.

(f) Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

A.11 INSPECTION & MONITORING PROCEDURES

(a) A record-keeping system of Contractor work performance shall be established and implemented by the COR for the services involved. The COR shall inspect and verify that fertilizer and herbicide applications are applied in accordance with the Turf Application Schedule and at the appropriate turf application rate.

(b) Payment: Upon completion of each turf application, the Contractor shall submit an invoice in arrears for services rendered. Prior to certification of payment, invoices shall be verified for accuracy by the COR. The COR shall verify the services provided and authorize payment as indicated in the Price Schedule. VA reserves the right to reject any work that does not meet contract specifications.

[END OF STATEMENT OF WORK / SPECIFICATIONS]