FINAL-Grounds Maintenance SOW.pdf

STATEMENT OF WORK

GROUNDS MAINTENANCE

1. GENERAL INFORMATION:

a. This is a supply and service-based contract for cemetery grounds maintenance at Black Hills National Cemetery, 20901 Pleasant Valley Drive, Sturgis, SD 57785; Ft Meade National Cemetery, Old Stone Rd, Sturgis, SD 57785; and Hot Springs National Cemetery, Hot Springs, SD 57747; hereafter referred to collectively as “Cemetery.”

The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of providing and applying herbicide required to maintain a healthy and aesthetic appearance at all three (3) cemeteries and to provide turfgrass fertilizer, starter fertilizer, and aquatic treatment chemicals.

b. The Government reserves the right to add line items related to upkeep of the cemetery grounds. Services such as, but not limited to fertilization application and spot weed spraying. The Government will do so via a modification to the contract and statement of work after obtaining fair and reasonable pricing from the contractor.

2. THE NATIONAL CEMETERY ADMINISTRATION MISSION:

a. The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the Performance Work Statement and Specifications shall be required and shall be essential.

b. In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.

c. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

3. CONTRACT OBJECTIVES:

a. The Contractor shall furnish all labor, supervision, professional expertise, vehicles, tools, equipment, product, materials, and services necessary to ensure that herbicide application is performed in a manner that shall meet or exceed the requirements to maintain healthy turf grass and that presents a clean, neat, professional and aesthetic grounds appearance throughout the three (3) cemeteries. Services include, but are not limited to, providing and applying herbicide and removal of trash generated by the Contractor. It is the Contractor’s responsibility to determine the methods to attain the level of service at the best value. Scheduling of services shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor. No work shall be allowed during special weekend activities without prior approval from the Cemetery Director or COR.

b. The Contractor shall comply with applicable federal, regional, state, local laws, and commercial standards. Applicator License is required prior to spraying herbicides.

c. The contractor shall provide product for turf fertilization, starter turf fertilizer, and aquatic treatment.

d. The Government’s objectives are described in the NCA’s “Operational Standards and Measures” (given upon request to the Contracting Officer), the Statement of Work (SOW), and other requirements identified herein, as they are applicable to the services required in the Pricing Schedule. The COR, Director, or Foreman shall give direction as to where the herbicide application shall begin and end.

e. The minimum life of the contract is planned for one base period with up to four (4) one- year options individually exercised at the VA’s discretion and dependent on the availability of funds.

4. GUIDANCE SPECIFICATIONS:

a. Herbicide for Broadleaf Weeds.

i. Broadleaf weeds shall be controlled by spraying turfgrass areas with the proper type and rate of herbicides that will control the weeds present (typically clover, dandelion, plantain, oxalis, chickweed, henbit, etc.). The herbicide product(s) shall be effective at controlling broadleaf weeds and shall result in a spray mixture containing three or more active ingredients effective on broadleaf weeds. The COR may require evidence at the time of application that an adequate rate is being mixed/applied, such as seeing the amount of product (emptied containers) used for treatment.

ii. Spraying of all turfgrass areas shall be done twice each year: in early-mid May to clean up weeds prior to Memorial Day, and in September-October to have maximum effect on perennial weeds and reduce winter-annual weed establishment. Weather and field conditions at the time of application must be favorable for herbicide efficiency, as well as for minimal risk of damage such as herbicide injury to off-target plants, or of equipment making ruts.

iii. Preparation of the spray mixture may be done on site and water is available at the Black Hills National Cemetery and Hot Springs National Cemetery for mixing. Any re-treatment needed as a result of the Contractor’s failure to follow manufacturer’s instructions shall be done at the Contractor’s expense.

iv. Herbicide product must be approved by the COR, in consultation with the District Agronomist, if needed, based on soil test results or extreme weather conditions.

v. Applications will be conducted at Black Hills National Cemetery (41 acres), Ft.

Meade National Cemetery (2 acres), and Hot Springs National Cemetery (5 acres).

b. Fertilizer.

i. The Contractor shall provide turf fertilizer.

ii. The fertilizer shall have the following properties:

1. The nitrogen (N) content shall be at least 21%.

2. 50% or more of the nitrogen in the fertilizer shall be in a slow or controlled-release form (e.g., sulfur coated, polymer coated, urea-form, isobutylidene diurea, etc.).

3. Phosphate (P) percentage shall be at least one fourth of the nitrogen percentage (example below).

4. Potash (K) content percentage shall be one third or more of the N percentage (example 21-7-14 would be acceptable).

5. It shall contain no iron (to prevent headstone staining).

iii. Variations of this regime may be approved by the COR, in consultation with the District Agronomist, if needed, based on soil test results or extreme weather conditions.

iv. All supplies will be obtained during normal business hours.

v. No contractor furnished equipment is needed. The staff of the cemetery will pick up and apply the fertilizer.

c. Starter Fertilizer.

i. The contractor shall provide slow release starter fertilizer.

ii. The starter fertilizer shall have the following properties:

1. The nitrogen (N) content shall be at least 15%.

2. 50% or more of the nitrogen in the fertilizer shall be in a slow or controlled-release form (e.g., sulfur coated, polymer coated, urea-form, isobutylidene diurea, etc.).

3. Phosphate (P) percentage shall be at least one fourth of the nitrogen percentage (example below).

4. Potash (K) content percentage shall be one third or more of the N percentage (example 15-25-10 would be acceptable).

5. It shall contain no iron (to prevent headstone staining).

iii. Variations of this regime may be approved by the COR, in consultation with the District Agronomist, if needed, based on soil test results or extreme weather conditions.

iv. All supplies will be obtained during normal business hours.

v. No contractor furnished equipment is needed. The staff of the cemetery will pick up and apply the fertilizer.

d. Aquatic Treatment Chemicals.

i. The Contractor shall provide Copper Sulfate or equivalent for pond treatments.

ii. Variations of this product may be approved by the COR, in consultation with the District Agronomist, if needed, based on water test results or extreme weather conditions.

iii. All supplies will be obtained during normal business hours.

iv. No contractor furnished equipment is needed. The staff of the cemetery will pick up and apply the aquatic treatment chemicals.

5. WORK ENVIRONMENT AND WEATHER CONDITIONS:

a. All work under this service contract will be performed out-of-doors and personnel performing these services will be exposed to wind, heat, sun. The Contractor shall take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. If weather conditions are such the work performed on that day may cause more damage to the Cemetery grounds than good, the COR has the authority to stop work until conditions improve and he/she extends a commence work order.

b. Due to the sensitive mission of the Cemetery, the work could occasionally involve contact with and/or exposure to grieving individuals. Contractor personnel shall exercise and exhibit absolute decorum, composure and stability at all times and refer such individuals to Cemetery Staff.

6. SAFETY AND ENVIRONMENTAL PROTECTION:

a. The Contractor shall be responsible to ensure all work shall be done in a manner that safeguards all VA visitors, employees, and public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees. Furthermore, the Contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

b. Matters related to safety, and any actions of the Contractor shall meet all safety requirements, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements.

c. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor at all work sites to eliminate hazards and for the protection, safety, and warning of all public visitors, pedestrians, Cemetery employees, and vehicular traffic within the area.

d. Spill Prevention, Containment, and Clean-up: The Contractor shall contain, clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and Local laws and regulations or otherwise stated herein, and the installation spill control plan at no cost to the Government.

e. The Contractor shall 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. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

f. Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

g. Matters related to safety, and any actions of the Contractor, shall meet all safety requirements of the COR, Safety Officer, Department of Veterans Affairs, OSHA, and the State. 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 at Black Hills National Cemetery.

7. USE OF CEMETERY FACILITIES:

a. The Government shall not be responsible for any loss, damage, or theft of

Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

b. The Government will not furnish a storage building at the Cemetery site for use by the Contractor to store supplies and equipment. The Government will not be responsible for any damage to or loss of the Contractor's equipment.

c. The Contractor shall be responsible for safely storing any chemicals, herbicides, etc. in accordance with manufacturers recommendations. A Safety Data Sheet (SDS) is required for all chemicals, herbicides and cleaning solutions.

8. AVAILABILITY AND USE OF UTILITY SERVICES:

a. WATER: Water will only be made available at Black Hills National Cemetery and Hot Springs National Cemetery via Contractor connection to existing Cemetery water system in existing locations where connection is available, and for purposes of this contract only. The Contractor at Contractor's expense and in a workmanlike manner satisfactory to the COR shall be responsible for installing and maintaining temporary connections to the Cemetery water supply in accordance with regulations. Contractor shall not obstruct normal traffic flow on adjacent roads while water is being obtained. In locations where Cemetery water system is not readily available, Ft Meade National Cemetery, the Contractor shall provide and utilize portable water tanks and/or water trucks as necessary to transport water to areas where needed in order to complete the work required by this contract.

b. ELECTRICITY AND TELEPHONE SERVICE: Electricity and phone service will NOT be furnished by the Government for the Contractor’s work area.

9. PARKING AND VA REGULATIONS:

a. Contractor employees may park vehicles in the area designated for parking by the

COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas.

b. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations 38 CFR 1.218 may result in citation/summons answerable in the United States (Federal) District Court, or other appropriate jurisdiction/agency. Offenders may be subject to a fine, removal from the premises, or arrest. Examples of prohibited items include but are not limited to:

1) Firearms (either openly or concealed), explosives or other dangerous or deadly weapons of any kind;

2) Explosive materials such as blasting caps or similar items;

3) All forms of illegal drugs

10. DISPOSAL AND RETENTION:

a. Contractors shall be responsible for cleaning Cemetery structures, headstones/flat makers, monuments, and roadways that are soiled or stained as a result of

Contractor’s performance. The Contractor shall wash-down with water all soiled or stained structures headstones/flat markers, and monuments at the end of each workday. Roadways shall be kept clean and free of tracked dirt and mud resulting from the Contractor’s operations. No hazardous chemicals are to be used at any time on Government property with the exception of herbicide treatments. The 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.

b. At the end of each day the Contractor shall remove all debris resulting from the contract work from the Cemetery site. The Contractor shall ensure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site.

c. The Government will not provide receptacle(s) for disposal of debris related to this contract.

d. The Contractor shall dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act (RCRA) and all other applicable Federal, State, and Local law and regulations. No on-Cemetery storage or disposal of hazardous waste is allowed.

11. PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT,

UTILITIES, AND IMPROVEMENTS:

a. The Contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, and irrigation equipment while performing mowing, trimming, and edging services.

b. Damage to Government property: The Contractor (including his or her employees, subcontractors, consultants or the like) shall be responsible for repair or replacement of any Contractor damaged Cemetery structure, to include: turf, curb, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, plant beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor. The Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the COR prior to repair, replacement, or installation.

c. The Contractor is responsible for removal and replacement of all lawn, shrubs and trees due to damage by the Contractor. Contractor shall provide replacement plants and shall be of the same type and size.

12. CONTRACTOR-FURNISHED ITEMS:

a. The Contractor shall be responsible for supplying all equipment, personnel, tools, supplies and materials necessary to perform the services required by this contract.

Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained and operated by the Contractor and shall be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances and regulations.

b. The Contractor shall be responsible for ensuring that all of his/her motor vehicles and equipment meet State inspection, safety, licensing, registration, and insurance requirements.

c. No personal property, equipment, or vehicles shall be stored on the Cemetery premises.

13. MAINTENANCE DURING CEMETERY FUNCTIONS:

a. Contractor personnel shall not operate motorized equipment or conduct other commercial activities within the designated area during interment services. The COR will identify the designated area. The COR or his/her representative shall furnish the Contractor with a schedule of all interments and/or ceremonies.

14. WORK HOURS:

a. Work may be performed between the hours of 8:00 a.m. to 4:30 p.m. local time, Monday through Friday except observed Federal Holidays or unless otherwise directed by the COR. At Contractor request and with the written permission of the COR, work may also be permitted to be scheduled for weekends and/or Holidays.

When emergency situations that are caused by the Contractor or severe adverse weather prohibit work during the week, then the Contractor shall make arrangements with the COR to work on weekends in order to meet the period of performance. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified period of performance.

b. Federal Holidays. The Federal Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. In addition, no work will be permitted during Memorial Day weekend activities.

15. EMPLOYEE REQUIREMENTS:

a. All personnel who apply herbicide shall be properly licensed by the State of South

Dakota, and applications will be made according to the law and product labels. Contractor will keep records of all herbicide applications and furnish copy to COR within five working days of application. Records will show type, amount, application area, and weather conditions. Signs will be posted as required by law informing the public of pesticides applied to turf areas, then removed when required time has expired. State regulations and product label requirements shall be followed for pesticide applications, and applicators will be certified or licensed as required by South Dakota law. Product label directions are the law and must be followed.

b. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

c. The Contractor shall be responsible to ensure that his/her employees (including Contractor’s consultants, subcontractors, etc.) are aware of all the terms and conditions set forth above in this solicitation package regarding their performance and conduct during the performance period of this contract.

d. Contractor personnel are subject to rules of the Cemetery applicable to their conduct.

16. STANDARDS OF EMPLOYEE CONDUCT:

a. Every action by Contractor personnel at the Cemetery shall be performed with the special care, reverence, dignity, and respect that acknowledge the Cemetery as the final resting place that commemorates the service and sacrifice those service members, Veterans, and their families made for our Nation.

b. Contractor personnel shall be required to adhere to the following standards of dress and conduct, as briefly mentioned here, while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.

c. Clothing shall be presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine. Uniform shirts and hats are preferred. Clothing shall be clean and cleanliness and personal hygiene are imperative. T a n k tops as outer garments are prohibited. Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements.

d. Behavior and language must be appropriate, reverent, and respectful at all times.

e. Eating and drinking (except water) is prohibited in the work areas and within sight of a committal shelter during a service.

f. Use of intoxicating beverages, any tobacco products, and illegal drugs on the

Cemetery premises is strictly prohibited.

g. Contractor personnel shall not lean, sit, or stand on or against headstones or monuments. Nor can they drive over them.

h. No tools, equipment or other items will be placed or leaned on headstones or monuments.

17. ATTACHMENT

a. Cemetery Map

ATTACHMENT 1

CEMETERY MAP