FINAL SOW - Annapolis nad Loudon Park GMs.docx

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

A.1 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 136 National Cemeteries in 40 states that receive visitors, hold ceremonies and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required 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 GENERAL

Contractor shall furnish all supervision, labor, equipment, tools, and materials necessary to provide complete mowing, trimming, edging and trash / debris removal services, fall leaf removal & cleanup, tree maintenance, and snow removal services to the Annapolis National Cemetery and Loudon Park National Cemetery.

A.3 PLACE AND PERIOD OF PERFORMANCE

Period of Performance: This contract’s initial period of performance shall start on From Date of Award through One Year. With a period of four (4) Option Years beginning each subsequent year from date of award.

Lawn Maintenance Services required under this contract shall be performed at the following locations:

A.4 LAWN MAINTENANCE -- MOWING, TRIMMING, EDGING & DEBRIS REMOVAL

A.5.1 MOWING

(a) NCA STANDARD: Turf shall 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 is no more than half an inch above that range. There shall be no signs of turf in any open areas or around headstones being scalped by mowers or string trimmers.

The Contractor shall be responsible for mowing; edging and trimming all grass within the cemetery and outside perimeter enclosure walls as specified by the Contracting Officer's Representative (COR).

(b) EQUIPMENT:

Mowers: Only rear-discharge riding-mowers are to be used provided they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces. All turf on grounds and boundaries shall be cut at three (3) inches in height and no less than (6) inches from the face and the rear of the headstone unless otherwise specified by the COR, rotary mowers with floating, mulching decks shall be used for mowing. The design of the mowing decks and the speed of the mowing shall be such that scalping is avoided. All turf areas shall be mowed with sharpened blades so that grass leaves have a clean cut rather than torn appearance.

Trimmers & Edgers: Commercial grade power trimmers and power edgers will be used to trim grass from around headstones, monuments, markers, trees, etc.

Cutting Blades: Mowing and trimming equipment blades must be kept sharp so that grass tips are cleanly cut -- not torn or damaged. Cutting heights of all mowing equipment shall be set according to heights specified below. The height of grass is what is measured to get the correct cutting blade height.

PROCEDURE

(a) Turf shall be cut to maintain heights as set forth below:

The contractor shall meet the proper maintenance requirements of both varieties of grasses. Subsequent mowings of the turf grass areas will occur at a mowing height of 3 inches. In the months of June, July, August, and early September due to warmer temperatures, usually lower rainfall totals and slower turf grass growth, mowing equipment shall be set to maintain a turf height of four inches (4.0”). At no time will more than one and a half inches (1.5) of new growth be removed at any single mowing. If any mowing event results in clumps of grass clippings lying on the turf grass, the Contractor will immediately remove or disperse those clippings so that the clumps are no longer visible.

(b) Mowing will begin on or about April 1st and continue through November 30th. During this period, VA estimates a total of 34 mowing cycles and 34 associated Trim & Debris Removal Services. Mowing and headstone trimming shall be accomplished on a 7 (seven) day cycle. A complete mowing cycle includes mowing all existing cemetery turf once each 7-day cycle with trim & debris removal being performed in conjunction with every other mow cycle. The quantities of services specified in the Price Schedule are estimates only and are not purchased by this contract.

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 mow / trim cycles. In either instance, the COR shall provide the Contractor with two days written notice of the change.

(c) Any clippings deposited on roadways or other non-turf grass areas will 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 will be removed at same time mowing work is occurring. Grass clippings are not permitted on roads, walks, plazas, beds, tree basins, headstones or other monuments and must be removed immediately. Windrows will be immediately removed or dispersed throughout the mowing area.

(d) 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 will minimize the possibilities of weed contaminates to cemetery turf from outside mowing areas. The contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc while performing mowing services.

(e) The Contractor will 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.

(f) New sod will be present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations-this new sod must be hand mowed until it is fully established to the point where it won’t be damaged by riding mowers. All mowing around trees to be accomplished in a manner that prevents “ringing pattern” around the tree and associated damage to turf. In all areas, vary mower wheel width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

Memorial Day & Veterans Day Ceremonies: Unless otherwise coordinated through COR, mowing, and trimming of cemetery grounds shall be performed within three (3) days prior to the Flags-In event for the Memorial Day weekend. No mowing and trimming operations will take place between Flags-In and Flags-Out. Unless otherwise coordinated through COR, mowing and trimming of cemetery grounds shall be performed within three (3) days prior to Veterans Day.

A.5.2 TRIMMING & EDGING:

NCA STANDARD: Turf surrounding headstones, markers, trees and shrubs are trimmed to their recommended height. There are no signs of turf being scalped by mowers or string trimmers.

REQUIREMENTS: The contractor will use commercially acceptable mechanical trimming equipment with nylon string. There will be no damage to any upright or flat grave markers or items requiring maintenance under this contract. All curbs, walkways, roadways permanent building / structure lines, tree wells and shrub beds within the cemetery. COR will conduct random inspections of edging weekly to assure contract compliance.

Trimming & Edging shall be accomplished in accordance with the following criteria:

(a) All un-mowed grass around headstones, monuments, markers, trees and other vertical surfaces shall be trimmed to keep the grass at the prescribed 3.0" to 3.5" height standard. Special care shall be taken to avoid scalping when trimming between and around headstones.

(b) Walkways (inside & outside of cemetery grounds), flagpole bases, interment area, and roads will be cleaned up of grass clippings and leaves after mowing, weed eating, edging and/or trimming.

(c) Trimming around upright and flat headstones will begin approximately April 1st in conjunction with the beginning of turf mowing.

(d) Grass must be trimmed at a height of 3 inches around the perimeter of each upright headstone. The trim extends approximately 12 inches from the headstone. The extended trim area will also include a 5’ band between the upright headstones across the width of the row.

(e) Flat markers will be trimmed so that the grass is 2 ½ inches above the top surfaces of the flat marker (grass will not be scalped). The Contractor shall trim turf at a minimum of 90 degrees (perpendicular to the base/marker) for flat 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.

(f) Curb & Fence Lines: Trimming around curb lines and fence lines shall be accomplished as follows:

(i) A distance one (1) foot will be trimmed along all curb lines.

(ii) One (1) foot will be trimmed on each side of fence lines (total: two (2) feet in width).

(g) Trees: Trimming around trees shall be accomplished as follows - - A distance of one (1) foot will be trimmed around the perimeter of all trees.

A.5.3 TRASH & DEBRIS REMOVAL

NCA STANDARD: All turf is free of debris, i.e., leaves, fallen branches and trash. Trash is collected, disposed of and does not detract from cemetery appearance.

Work consists of collecting and removing all trash, debris, dead or unsightly flowers, tree limbs, as well as any other debris within area defined by the Contracting Officer's Representative (COR), in accordance with the floral regulations of the cemetery.

REQUIREMENTS:

(a) All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs will be removed from the cemetery grounds once per week in conjunction with each mowing cycle unless otherwise requested.

(b) All grave decorations will be removed once every two weeks. Non-perishable decorations will be turned over to the cemetery staff. Perishable decorations will be discarded per this contract.

(c) The Contractor will provide the necessary labor and suitable conveyance each workday for pickup of this debris from cemetery grounds. A dumpster Placement area is not available at this cemetery.

(d) Removal of debris and disposal away from the cemetery grounds shall be the responsibility of the Contractor.

(e) All walkways, roads, and parking areas will be swept prior to interment services or on a weekly basis.

(f) Cemetery area includes all the cemetery property to include surrounding areas of inside and outside the wall to the road.

A.5.4 FALL / WINTER / EARLY SPRING LEAF CLEANUP & REMOVAL

NCA STANDARD: All turf is free of debris i.e., leaves, fallen branches and trash. Turf areas are cleared of leaves and other natural debris as needed or at least weekly.

REQUIREMENTS:

(a) Due to the high number of deciduous shade trees throughout both cemetery properties, there are a great number of leaves that need to be cleaned up and removed from the cemeteries throughout the fall and early winter and possibly into the early spring.

(b) Beginning weekly October 15th through December 30th, the Contractor will remove all leaves from the cemetery. Leaves will be hand raked, vacuumed, or blown by backpack style blower or a walk-behind push type machine from all turf areas and along cemetery fence lines onto the roadways and then collected and properly disposed of from the cemetery grounds and the immediate area outside the cemetery. Also, any accumulation of mulched leaves on the turf shall be removed from the cemetery. Windrows and piles of leaves in the developed land that have been accumulated due to the Contractors leaf removal operation - particularly on turf or along roads, plazas and walks shall be removed within three (3) hours of their formation. The Contractor shall remove all leaves that have fallen on turf, roads, walks, shrub beds, plazas and the areas behind the lodge along the cemetery wall - and in the gutters of all buildings and the areas between the buildings. Equipment and vehicles weighing over 6,000 lbs. (2721.55 kg) will not be permitted on the turf for leaf removal.

(c) Leaf removal at both Annapolis and Loudon Park National Cemeteries includes all areas within the cemetery property lines and cemetery perimeters. For Loudon Park National Cemetery this includes any leaves that are accumulated at the front entrance of the cemetery along Frederick Ave and for Annapolis National Cemetery this includes leaves that are accumulated at the front entrance along West Street.

(d) As leaves on certain cemetery trees (particularly Oaks) may not begin to be dropped or fall until during the winter months after December 30th, therefore the Contractor will schedule a final weekly leaf removal beginning March 1st to remove all remaining leaves before the beginning of the upcoming mowing season.

A.5.5 HEADSTONE & MARKER CLEANING

NCA STANDARD: Headstones, markers & niche covers are clean, free of debris and objectionable accumulations.

(a) HEADSTONE CLEANING GENERAL INFORMATION: The Contractor shall provide all labor, parts, equipment, supplies, transportation and personnel required to provide headstone/marker cleaning services.

(b) DEFINITION: “Clean” under this contract means: The headstones/markers shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc.

(c) CONTRACTOR DUTIES AND RESPONSIBILITIES:

All equipment and supplies maintained and operated by the Contractor shall be consistent and fully compliant with all applicable Federal, State, and County laws, ordinances and regulations and meet State inspection, safety, licensing, registration, and insurance requirements.

(d) RECORD KEEPING AND REPORTING:

The contractor shall provide the COR(s) with weekly written progress reports detailing work completed for each CLIN. These reports shall also include the following during headstone cleaning operations:

(i) All headstones cleaned shall be recorded per gravesite location.

(ii) These lists shall be provided on not less than a weekly basis and shall identify all of the above work that took place within the previous seven calendar days. All headstones should be cleaned prior to Memorial Day and Veterans Day.

(e) CLEANING OF HEADSTONES:

CLEANING OF UPRIGHT HEADSTONES:

(i) 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.

(ii) 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:

(1) 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.

(2) 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”.

(3) 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 witnessed 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.

(4) 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.

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

(6) 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.

(7) 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.

(iii) APPLICATION OF D/2 BIOLOGICAL SOLUTION

(1) 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.

(2) 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.

(3) 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 CO

(4) 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.

(5) The end result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers. The definition of clean is listed above in paragraph A.5.1 - Headstone Cleaning General Information.

A.5.6 TREE MAINTENANCE

(a) Removal and pruning of all trees shall be accomplished under the direction and guidance of an ISA Certified Arborist. All trees shall be topped prior to falling and all limbs over 3 ½” in diameter must be lowered to the ground by ropes. At no time should any branches, tree limbs or sections of the trunk be dropped to the ground or on any headstones. The Contractor will be responsible for any damage to the turf, roads or headstones caused by dropping parts of the tree directly to the ground.

(b) Deadwood pruning will consist of the removal of all deadwood and broken branches that poses a potential risk which could result in personal injury or property damage. All broken, hanging, dead or otherwise potentially dangerous limbs will be removed to improve the structural integrity of the tree.

(c) All stumps shall be ground to a minimum of 4" below soil level, or to the lateral roots or to a 6” depth, if possible. The Contractor shall never grind the stumps to the depth that would interfere with the roots of any adjacent tree(s) that the Government intends to retain. All grindings will then be removed from the cavity of the stump. Stump cavities will be filled with clean topsoil, firmly compacted and evenly graded. After grading has been completed the top soiled area will have grass seed (70% turf type tall fescue & 30% Kentucky blue grass) evenly applied and graded.

(d) All wood chip particles and debris from the tree removal shall be cleaned up thoroughly and removed from the cemetery. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, roadways, adjacent plant material or structures.

(e) The Contractor shall be responsible for repair and or replacement to any damaged turf, headstones or other property.

(f) To ensure protection of headstones that are in close proximity to trees being pruned or removed, the Contractor will use covers to place over the headstones while the work is being performed. These covers will be provided by the contractor

(g) Utility Lines Compliance: Where pruning / stump grinding / tree removal conflicts with existing utility service lines (above or below ground), cemetery personnel and the appropriate utility company shall be notified by the Contractor. The Contractor shall obtain all necessary permits and cooperate with the utility company to avoid any damage or liability.

(h) Debris & Waste Removal: Removal of debris and waste away from the cemetery grounds shall be the responsibility of the Contractor. At the end of each day, the Contractor will remove all pruning / trimming cuts, tree limbs, dead branches, bush / shrub / hedge clippings and other debris from the cemetery site resulting from the work. The Contractor shall ensure at all times that debris and waste generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The Government shall not provide receptacle(s) for disposal of debris related to this contract.

A.5.7 SNOW REMOVAL

The Contractor will be responsible for the removal of snow from all roadways, sidewalks, walkways, around the cemetery lodge, steps and flagpole. Removal of snow will be done through the use of snowplows attached to trucks for clearance of snow from cemetery roads, snow shovels or walk behind mechanical snow throwers. The use of small tractors fitted with snowplows will not be permitted on sidewalks.

(ii) The Contractor will be notified by the COR when to begin the removal / treatment of these areas for snow. Treatment of these areas will also include weather occurrences that include freezing rain, ice and hail.

(iii) The Contractor will apply the proper chemical (calcium chloride) to all concrete surfaces (sidewalks & steps) after complete removal of snow has been accomplished. Rock salt will be applied to all asphalt road surfaces after removal of snow has been completed to insure there is no icing of the road surface. All products will be applied according to proper standards and specifications.

(iv) The Contractor will be expected to remove snow for a maximum of six (6) occurrences as needed. An individual occurrence of snow removal begins when the Contractor is notified by the COR to start snow removal operations and ends once snow / freezing precipitation has stopped falling and all required areas are free of snow and or ice and safely passable for employees and visitors. If Contractor employees complete the removal process and have all required areas cleared as expected and freezing precipitation (snow, freezing rain) begins again, then this would constitute a second occurrence for snow removal.

(v) Contractor personnel are expected to begin snow removal operations within two (2) hours after being notified by the cemetery / COR that snow removal is needed. The only reasons that Contractor personnel should be hindered from performing the snow removal operations would be in the case of extreme temperatures / weather conditions that could negatively affect the health and welfare of contract personnel or if a “State of Emergency” is declared by either local or state government requiring that only emergency / essential personnel are allowed to travel on local roads.

A.5 CONTRACT MANAGEMENT

Post Award Conference: Prior to commencement of work, the VA Contracting Officer, COR and Contractor shall schedule a conference to assure that all parties understand all contractual obligations and the role that each party serves.

A.6.1 REPRESENTATIVES OF THE CONTRACTING OFFICER

(a) The VA Contracting Officer will designate (or more) representatives to serve as the Contracting Officer’s Representative (COR). A copy of the designation shall be furnished to the Contractor at time of award. Such designation will be in writing and will define the scope and limitations of the designee's authority.

(b) The 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.

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

(vii) The COR may not modify the intent or the terms and conditions of the contract.

(c) Inspection & Monitoring Procedures: A record keeping system of Contractor Work Performance shall be established and implemented by the VA COR for the services involved. The COR will inspect all work performed and submitted by the Contractor for acceptance. The COR will inspect to ensure work performed is acceptable per the terms of the contract and NCA Standards. The Government reserves the right to reject all work that does not meet contract specifications. Work rejected by the COR will be re-performed without cost to the Government.

(d) Weekly Progress Report: On a weekly basis, the Contractor will provide a written progress report to the COR of all work completed at each cemetery location (see Attachments "A" & "B"). If there are problems or issues adversely affecting progress of the contract, a detailed explanation shall be indicated in the report.

(e) Contracting Officer: 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.6.2 SITE MANAGER

(a) 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 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.

(b) The Contractor shall provide the names, telephone numbers, pager numbers and/or cell phone numbers of the Site Manager and alternate to the Contracting Officer for approval at the Post Award Conference. The Contractor shall provide notice, in writing to the Contracting Officer twenty-four (24) hours in advance of any change of the Site Manager or alternate. The Site Manager and alternate shall be able to speak and understand the English language. The Site Manager or alternate shall be available during performance of the work required.

(c) Other Personnel: The Contractor shall furnish supervisory, administrative, and direct personnel to accomplish all work required in strict accordance with contract specifications. The Contractor may not hire any person(s) whose employment would result in a conflict with legal residents of the United States to accomplish all work and services specified herein. All employees shall by physically able to perform the work involved.

(d) Cemetery Activities: 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. 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.

(e) Communication & Coordination of Work with COR: The contractor will notify the COR (or designee) at least The one (1) working day prior to having contractor staff working at the cemeteries to facilitate contractor oversight. Work done without proper advance notification may not be recognized by the government as having been completed. Additional communication with the COR (or designee) is strongly encouraged. Burial activities at NCA 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.

(f) 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.

A.6.3 INVOICES & PAYMENT

The contractor shall submit a monthly invoice, electronically, in arrears to the COR for all services rendered during the calendar month. The contractor shall ensure that invoices are sent promptly and that invoices accurately account for work performed. Invoices shall reference the appropriate contract and purchase order number, identify services rendered as a “complete” and/or “partial” mowing cycle including total number of turf acres mowed, and extended cost. The COR will review each invoice for accuracy and certify for payment.

A.6.4 FEDERAL HOLIDAYS

All work required under this contract will be done during normal business days and daylight hours. Work is normally not conducted on Federal holidays. 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.6 INSURANCE

(a) 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 Maryland.

(b) 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.

A.7 CONTRACTOR RESPONSIBILITIES

(a) 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.

(b) 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.

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

(d) The 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).

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

(f) Contractor employees shall be fully always clothed, to include an upper garment to cover the body from the waist to neck and long pants. Garments that have a message of slogan other than the contractor’s business attire is prohibited.

(g) Contractor personnel do not engage in loud or boisterous behavior, use profane or abusive language or use personal radios. Due to the sensitive mission of the Cemetery, contractor employees must exercise courtesy and respect while within the cemetery. If inquiries are received from visitors, they are to be referred to the COR and/or Baltimore National Cemetery Director.

(h) The cemetery shall provide to the Contractor personnel restroom facilities designated by the COR.

(i) Breaks and lunch periods shall be taken at areas designated by the COR, not in the field.

A.8: DISCREPANCY REPORTING PROCEDURES:

a) a Contract Discrepancy Report (CDR) (See Attachment C) shall be issued when work is found to be below the Minimally Acceptable Level listed in the Quality Assurance Surveillance Plan or if found to be unsafe, or in violation of Contract Requirements.

b) The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.

c) If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

d) Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified. Failure to correct discrepancies in the required time frame or repeated occurrences of discrepancies will result in issuance of a CDR.

e) When the Contractor is not meeting the limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as the limits of satisfactory performance are exceeded.

f) A CDR will be prepared by the COR and forwarded to the CO and Contractor.

(End of Work Statement)

ATTACHMENT – A: Work Summary & Progress Report

Project Title:

GROUNDS MAINTENANCE SERVICES

Contract No: _____________________________________

Inspection / Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test some or all of the services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. The Government shall exercise its post-acceptance rights—

(a) Within a reasonable time after the defect was discovered or should have been discovered; and

(b) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

Work Completed & Submitted for Acceptance (This form is not to be used as an Invoice)

Date Completed:

Date Completed:

Date Completed:

Date Completed:

Date Completed:

Date Completed:

ATTACHMENT – A (continued)

Date Completed:

Date Completed

Comments (Annapolis):

Report below any comments, issues and/or circumstances which may have adversely affected work progress such as weather, turf conditions, strikes, delays by the Government, etc.

Note: Contractor shall sign confirming that services indicated have been completed. Government shall also sign in acknowledgment of receipt of the Progress Report.

Duplicate Form as Necessary

ATTACHMENT - B

Project Title:

GROUNDS MAINTENANCE SERVICES

Contract No: _____________________________________

Inspection / Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test some or all of the services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. The Government shall exercise its post-acceptance rights—

(c) Within a reasonable time after the defect was discovered or should have been discovered; and

(d) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

Work Completed & Submitted for Acceptance (This form is not to be used as an Invoice)

Date Completed:

Date Completed:

Date Completed:

Date Completed:

Date Completed:

Date Completed:

ATTACHMENT – B (continued)

Date Completed:

Date Completed

Date Completed

Comments (Loudon Park):

Report below any comments, issues and/or circumstances which may have adversely affected work progress such as weather, turf conditions, strikes, delays by the Government, etc.

Note: Contractor shall sign confirming that services indicated have been completed. Government shall also sign in acknowledgment of receipt of the Progress Report.

Duplicate Form as Necessary

ATTACHMENT - C

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CONTRACT DISCREPANCY REPORT

1. CONTRACT OR AGREEMENT NUMBER:

2. REPORT NUMBER FOR THIS DISCREPANCY:

3. TO:

4. FROM:

5. DATES

a. DISCREPANCY IDENTIFIED:

b. CDR DELIVERED/RECEIVED:

c. INITIATE CORRECTIVE ACTION:

6. DISCREPANCY OR PROBLEM: (Describe in detail. Include reference to PWS section; use attached continuation sheet(s) if necessary.)

7. SIGNATURE OF COR:

DATE:

8. SIGNATURE OF CONTRACTING OFFICER:

DATE:

9a. TO:

9b. TITLE:

10. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE. (Cite applicable Quality Control Plan procedures or new procedures. Use attached continuation sheet(s) if necessary.)

11. SIGNATURE OF CONTRACTOR REPRESENTATIVE: DATE:

12. GOVERNMENT ACTIONS. (Acceptance, partial acceptance, rebuttal. Use attached continuation sheet(s) if necessary.)

13. GOVERNMENT EVALUATION. (Acceptance, partial acceptance, rebuttal. Use attached continuation sheet(s) if necessary.)

14. CDR CLOSE OUT. (Following successful resolution of contract discrepancy(ies).)

ACKNOWLEDGEMENT: TO THE BEST OF MY KNOWLEDGE AND BELIEF - INITIALS DATE

a. CONTRACTOR: (I accept that appropriate corrective actions and close out remedies where employed.)

b. COR: (I accept that appropriate corrective actions and close out remedies where employed.)

c. CO: (I accept that the parties worked cooperatively to correct the discrepancy(ies).)

CONTRACT DISCREPANCY REPORT (block 6 continuation sheet)

6. DISCREPANCY OR PROBLEM: (Describe in detail. Include reference to PWS section.)

CONTRACT DISCREPANCY REPORT (block 10 continuation sheet)

10. CONTRACTOR RESPONSE AS TO CAUSE, CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE. (Cite applicable Quality Control Plan procedures or new procedures.)

CONTRACT DISCREPANCY REPORT (block 12 continuation sheet)

12. GOVERNMENT ACTIONS. (Acceptance, partial acceptance, rebuttal.)

CONTRACT DISCREPANCY REPORT (block 13 continuation sheet)

13. GOVERNMENT EVALUATION. (Acceptance, partial acceptance, rebuttal.)

INSTRUCTIONS FOR COMPLETION:

1. State the base contract or agreement number for which task/delivery orders are being issued against.

This includes agency awards which contain either A, C, or D in the numbering convention (e.g. VA118- 16-C-0001) as well as VA FSS or NAC BPAs. This also includes MAS, GWACs, and other agency MACs authorized as either assisted acquisition or direct acquisition by another agency.

2. Generate a unique report number to track each CDR, using the current order number which contains F or J; or definitive contract number which contains C, followed by the initials ‘CDR’ and then a sequential number, as the official numbering convention (e.g. [VA118-16-F-0202]CDR-0001).

3. Print name of the Prime Contractor Company.

4. Print name of the division/department/party affected by the discrepancy.

5. Pertinent dates, (a) when was the discrepancy first identified, (b) when was the CDR delivered to the Contractor POC for their review/comment, and (c) after delivery of the CDR when does the Program Office require corrective actions to commence. (Note: The CDR is considered to be received by the Contractor at time of delivery).

6. Provide a concise yet vivid explanation of what the discrepancy is. Cross reference the discrepancy to the corresponding PWS, PRS and/or QASP sections in discrepancy.

7. COR signs, certifying delivery of the CDR.

8. CO signs, certifying notification of CDRs delivery.

9. Responsible Contractor POC name and title (e.g. Program Manager, CEO, etc.).

10. The Contractor POC narrative explanation as to what, in their view, caused the discrepancy along with the proposed corrective measures.

11. The Contractor POC signs, certifying responsibility for correcting the CDR.

12. In the event there is shared responsibility for causing the discrepancy, the Government must also state actions it will take concurrent with Contractor actions, otherwise this is not applicable. (Note:

Government actions will be initiated commensurate with the date established at block 5(c).)

13. After corrective actions have been taken, evaluate whether actions had an impact in being able to resolve the discrepancy. In the event corrective actions are long term in scope, evaluate whether proposed actions provide adequate assurance of being able to resolve the discrepancy. For any matter that is not able to be resolved, the Program Office shall initiate steps for issuance of a cure notice.

14. Upon successful resolution of the discrepancy, or after determining that either a cure notice or stop-work order is required, the CDR shall be acknowledged as a closed action.

1 CONTRACT OR AGREEMENT NUMBER:

2 REPORT NUMBER FOR THIS DISCREPANCY:

3 TO:

4 FROM:

a DISCREPANCY IDENTIFIED:

b CDR DELIVEREDRECEIVED:

c INITIATE CORRECTIVE ACTION:

6 DISCREPANCY OR PROBLEM Describe in detail Include reference to PWS section use attached continuation sheets if necessary:

7 SIGNATURE OF COR:

DATE:

8 SIGNATURE OF CONTRACTING OFFICER:

DATE_2:

9a TO:

9b TITLE:

10 CONTRACTOR RESPONSE AS TO CAUSE CORRECTIVE ACTION AND ACTIONS TO PREVENT RECURRENCE Cite applicable Quality Control Plan procedures or new procedures Use attached continuation sheets if necessary:

11 SIGNATURE OF CONTRACTOR REPRESENTATIVE:

DATE_3:

12 GOVERNMENT ACTIONS Acceptance partial acceptance rebuttal Use attached continuation sheets if necessary:

13 GOVERNMENT EVALUATION Acceptance partial acceptance rebuttal Use attached continuation sheets if necessary:

a CONTRACTOR:

INITIALSI accept that appropriate corrective actions and close out remedies where employed:

DATEI accept that appropriate corrective actions and close out remedies where employed:

b COR:

INITIALSI accept that appropriate corrective actions and close out remedies where employed_2:

DATEI accept that appropriate corrective actions and close out remedies where employed_2:

c CO:

INITIALSI accept that the parties worked cooperatively to correct the discrepancyies:

DATEI accept that the parties worked cooperatively to correct the discrepancyies:

6…