FY22 Headstone PWS Final JUNE 2021.pdf

PERFORMANCE WORK STATEMENT (PWS)

HEADSTONE MAINTENANCE

FOR

ARLINGTON NATIONAL CEMETERY (ANC) AND

U.S. SOLDIER’S AND AIRMEN’S HOME NATIONAL CEMETERY (USSAHNC)

PART 1 GENERAL INFORMATION

1.0 General: This is a non-personal services contract requirement to provide setting, resetting, realignment and cleaning of headstones and flat markers at Arlington National Cemetery (ANC) in Arlington Virginia and the U.S. Soldiers’ and Airmen’s Home National Cemetery (USSAHNC), Washington, D.C. in accordance with this Performance Work Statement (PWS).

Unless separately noted, ANC also refers to USSAHNC. The Government will not exercise any supervision or control over the contract service providers performing the services herein. The Contract providers shall be accountable solely to the Contractors who, in turn is responsible to the Government.

1.1 Introduction: The Contractor shall furnish all supervision, labor, equipment, materials, supplies, tools, licenses, and transportation and any other items and non-personal services necessary for the resetting, realignment, and cleaning of headstones and flat markers at Arlington National Cemetery (ANC) in Arlington, Virginia and the U.S. Soldiers’ and Airmen’s Home National Cemetery (USSAHNC), Washington, D.C. in accordance with this Performance Work Statement (PWS).

1.2 Background: Arlington National Cemetery is our nation's most sacred shrine and the final resting place for our most revered military and civilian leaders. The Cemetery receives millions of visitors each year - including visits from the President of the United States, other heads of state, family members of the deceased, and millions of tourists from around the world. Six thousand or more funerals are conducted annually – in addition to over 3,000 other ceremonies, such as commemorations, wreath ceremonies, and head-of-state visits. These ceremonies and funerals often receive the intense focus of the press and other media. USSAHNC is small in comparison to ANC;

however, it too is a national shrine and final resting place for those who have served our nation. The Cemetery is approximately 17 acres in area and receives visitors, conducts approximately 8 funerals and 4 ceremonies annually. Because of Arlington's special significance and the attention it receives, strict adherence to these specifications is essential to ensure that the Cemetery image is maintained. Failure to meet specifications will have a negative impact on our nation’s image. The successful Contractor forms a true partnership with the federal Government to ensure those who served our nation are properly honored.

1.3 Objective: The Objective of this requirement is to provide the initial setting, resetting, realignment, and cleaning of headstones and flat markers at ANC and USSAHNC to maintain ANC and USSAHNC iconic image.

1.4 Scope of Work: The Contractor shall provide all materials, equipment, labor, and supervision necessary to set, reset, realign, and clean headstones and flat markers at ANC and USSAHNC. Approximately 32,500 headstones shall be raised and realigned, approximately 75,000 headstones straightened using the “Bump and Run” method, and approximately 5,000 to 6,000 new headstones initially set annually. The Contractor shall also clean approximately 300,000 headstones annually. Approximately 20 flat markers shall be installed and between 200 and 500 flat markers realigned annually.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II Option Year III Option Year IV

1.6 Quality Control (QC): The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. At a minimum, the Contractor shall develop quality control procedures that address the areas identified in Exhibit 1, “Performance Requirements Summary” (PRS). The Contractor shall make any modifications required to the plan within seven

(7) calendar days of notification; and obtain Contracting Officer approval in writing of any proposed change to his QC system. The Contractor’s QC Plan is to be submitted with the proposal. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements). The Contractor shall develop, implement, and maintain an effective Quality Control System, which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to meet all requirements of the contract. The Contractor shall provide a QCP that contains a systematic approach to monitor operations to ensure acceptable services/products to the Government. The QCP, as a minimum, shall ensure systematic inspection of all resetting, realignment, and cleaning of headstones and flat markers. The Contractor shall develop and implement procedures to identify and prevent defective services from reoccurring and address continuous process improvement. The QCP shall have procedures for scheduling, conducting and documentation of inspection. The QCP shall have discrepancy identification and correction, corrective action procedures to include procedures for addressing Government discovered non-conformances; The QCP shall also have procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis;

procedures for collecting and addressing customer feedback/complaints. The Contractor shall upon request provide to the Government their Quality Control Documentation. The Contractor shall submit a comprehensive Quality Control Plan with their proposal to the Contracting Officer and within (10) calendar days when changes are made thereafter to the Contracting Officer Representative. After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.1.1. Quality Control (QC) Point of Contact. The Contractor shall designate an employee for quality control and shall submit documentation of a monitoring system for assuring all line items are performed according to specification. This employee shall be available for consultation with the COR on a daily basis.

1.1.2. Quality Assurance (QA). The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s) – if any.

1.1.3. Recognized Holidays. The Contractor performance shall not be required on the legal public holidays listed below, unless otherwise noted. Holidays occurring on weekends will be observed as directed by the published Army calendar.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Inauguration Day Junteenth Day

1.1.4. Hours of Operation: Work shall only occur between 6:30 AM through 4:30 PM, Monday through Friday at ANC and 8:00 AM through 4:30 PM at USSAHNC.

Working later in the day or weekend work shall occur only with rare exception and with pre-approval of the COR.

1.1.5. Place of Performance: The work to be performed under this contract will occur at ANC in Arlington, Virginia and Airmen’s Home National Cemetery (USSAHNC), Washington, D.C.

1.1.6. Type of Contract: The Government intends to issue a Firm-Fixed Price contract.

1.7 Security Requirements: The Contractor shall carry passes issued by Arlington National Cemetery for all vehicles entering the Cemetery, whether company-owned or employees’ private vehicles. The Contractor Site Manager will maintain a current list of all vehicles and individuals issued passes. All Contractor employees shall also keep valid, photographic identification on their persons.

1.7.1 Physical Security: The Contractor shall safeguard all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.7.2 Gate Access: The Contractor shall establish and implement methods of ensuring that all gate access codes are not revealed to unauthorized persons. The Contractor shall notify the COR when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.7.3 Cemetery Access: The Contractor shall be responsible for ensuring that all Contractor personnel authorized to perform work under this contract obtain cemetery access. Within five (5) workdays after contract award the Contractor shall submit to the Contracting Officer and COR the names of ALL personnel working under this contract. Changes of the Contractor personnel list shall be submitted within 24 hours of the change taking place. All Contractor employees shall have on them, at all times, positive, photographic identification.

1.7.4 Security Training Requirements: Contractor shall ensure all personnel receive security-related training in accordance with applicable DoD, Army, and ANC policies or regulations. Policies and regulations will be provided upon Contractor request.

Training shall include, but may not be limited to, Antiterrorism Level I Training (AT I): Antiterrorism (AT) Level I training will be conducted prior to contract performance, and annually thereafter. The Contractor may use their own training materials, providing the ANC security office review the materials, and approve prior to the Contractor conducting the training. The Government will not be responsible for the cost of developing AT training materials. Contractor-developed training shall include information on identifying and reporting suspicious activity based on the Army's iWatch program. The Contractor may receive training materials and presentations from the ANC security office; however, it is the Contractor's responsibility to ensure all personnel receive the training. All Contractors providing services to ANC are required to complete security training requirements.

1.7.4.1 Antiterrorism Level I Training (AT I): All Contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within thirty (30) calendar days after contract start date. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee, to the COR, within ten (10) calendar days after completion of training by all employees and subcontractor personnel. AT Level I Awareness training is available at the following website: http://jko.jten.mil/courses/atl1/launch.html.

1.7.4.2 iWatch Training: All Contractor and associated subcontractors shall brief all employees on the local iWatch program (training standards provided by the Arlington National Cemetery Antiterrorism Officer (ATO). This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct http://jko.jten.mil/courses/atl1/launch.html employees to report suspicious activity to the COR. This training and reported results shall be completed within ten (10) calendar days of contract award and within five (5) calendar days of new employee’s commencing performance, with the results reported to the COR no later than ten (10) calendar days after contract ward.

1.7.4.3 The Contractor shall ensure all personnel receive an annual awareness briefing or training on Combating Trafficking in Persons (CTIP). Proof that all personnel received CTIP awareness or training shall be made available to the Government upon request.

1.8 Search and Seizure: Contractor personnel and property shall be subject to search and seizure upon entering or exiting ANC.

1.9 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.10 Special Qualifications: The Contractor shall be responsible for ensuring all employees possess all required licenses for operating equipment and vehicles used in the execution of this contract. Use of any chemicals shall meet EPA guidelines and State of Virginia law for licensed applicator requirements – if applicable – and shall not be used without prior review and consent of the COR.

1.11 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and written minutes will be recorded by the Government and signed by the Contractor and Contracting Officer and COR and distributed within five (5) working days after the meeting. The Contractor shall apprise the Government of problems, if any, being experienced and written minutes shall be recorded by the Contractor and signed by the Contractor and Contracting Officer and COR and distributed within five (5) working days after the meeting. The Contracting Officer will take the appropriate action to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.12 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

1.13 Key Personnel: The Government considers the following position to be key personnel: Site Manager. Projected replacement of Key personnel must be submitted in writing to the COR and Contracting Officer for approval 30 days prior to a replacement. Replacement Key Personnel shall meet the same qualifications.

1.13.1 Site Manager: The Site Manager or Alternate Site Manager provided by the Contractor shall be on-site whenever work is being performed. The contract site manager shall have a minimum of 4 years commercial experience as a direct supervisor in resetting, realignment, initial setting of cemetery headstones and cleaning stonework and/or headstones or stone monuments, or similar and relevant work experience. The Contract Site Manager – and in his or her absence, an alternate – shall have a cellular phone so that the COR can call him or her at any time, and shall also have an e-mail address which shall be checked for information from the Cemetery prior to 9 AM and after 2 PM each day Monday through Friday, as the Cemetery anticipates messaging up to twice daily. The Site Manager is to communicate daily with the COR prior to 7:30 am when any work is being performed. The name of the Site Manager and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract site manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.13.2 Identification of Contractor Employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. The Contractor shall wear their ID Badges at all times during when the employee is performing work under this contract. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. The Contractor shall provide a listing of issued ID cards to the Contracting Officer ten (10) days after contract award and updated as needed to reflect Contractor and Subcontractor personnel changes. All contract personnel attending meetings or working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractors shall also ensure all documents or reports produced by them are suitably marked as Contractor products or that Contractor appropriately disclosed participation.

1.13.3 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under this contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.14 Uniforms: Complete uniforms shall be worn by all contract employees at all times.

Uniforms are selected by the Contractor, and shall provide a uniform appearance from one employee to the next including all visible outer clothing covering the head, torso, legs, and feet. Shorts are not permitted. Appropriateness of selected uniforms is otherwise subject to review by the COR.

1.15 Organizational Conflict of Interest (OCI): The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer. In the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements, which may be affected by the OCI.

1.16 Conduct of Personnel: The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interest of the Government. In accordance with (IAW) Joint Ethics Regulations, DOD 5500.7-R, and 18 U.S.C. 1382 (1972), the cemetery Executive Director (who has authority such as an installation commander) has the authority to bar individuals from the cemetery. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement of providing sufficient personnel to perform the services as required by this contract.

1.17 Safety: Contractor is solely liable for ensuring safe work and otherwise safe actions, behavior, and conduct while in the Cemetery. Contractor shall have a company safety plan applicable to the work at ANC submitted within 10 days of award.

Contractor shall have a designated safety representative.

1.18 Recognition of Ceremonies: Contractor is responsible for:

1.18.1 Ensuring that no contract work causes any funeral, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor’s Site Manager is responsible for staying abreast of all such upcoming events. A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided the day prior to the service. The Site Manager shall communicate not less than daily with the COR, to ask questions and ensure he or she understands the off-limit areas - which will vary depending upon the event (As a rule-of- thumb, work – especially with power equipment – within 1,000 feet of the funeral or ceremony is not acceptable). The Site Manager can thus assign tasks accordingly throughout the rest of the Cemetery - so that productive use of labor and equipment is assured, and down-time is avoided.

If the Contractor fails to re-direct employees away from an event in a timely fashion, COR may then do so. Contractor shall also visit with the COR on other issues of common Cemetery etiquette, such as conduct with next-of-kin and when processions pass by Enforcing a ban on all alcohol and drugs – both their sale and usage (or the effects of their usage) by any Contractor employee.

1.18.2 Maintaining a neat and professional appearance throughout its workforce, vehicles, equipment, work sites, and staging areas.

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

1.18.4 Ensuring all motor vehicles meet State of Virginia inspection, safety, licensing, registration, and insurance requirements – as well as ensuring appropriate Cemetery passes are displayed.

1.19 Environmental Protection: The Contractor and Contractor representative shall manage all waste generated by any work performed under this contract in accordance with all applicable Federal (Clean Air Act; Toxic Substances Control Act; Solid Waste Disposal Act; Resource Conservation Recovery Act;

Clean Water Act; Safe Drinking Water Act) and State laws and regulations; Executive Orders, or other types of rulings having the effect of the law. In case of a conflict among these laws and regulations, the most stringent law or regulation shall apply.

1.19.1. Storm Water Pollution Prevention: The Contractor shall implement measures to prevent storm water pollution in accordance with Federal and State laws and regulations, and ANC's Municipal Separate Storm Sewer System (MS4) permit. The Contractor shall furnish, install, maintain and operate erosion and sediment control measures, such as silt fences, storm drain protection, soil retention blankets, etc., prior to the start of any work that could cause pollution to state waters. The Contractor shall keep paved roads, parking lots and walkways clear of dirt, debris, and other materials. The Contractor shall remove immediately any dirt, debris, or materials deposited onto these surfaces. The Contractor must furnish and use drip pans under equipment oil and fuel tanks, and cover equipment when not in use and during rain events.

1.19.2 Solid Waste Management and Recycling: The Contractor shall recycle materials; such as, cardboard, paper, aluminum/metal cans, plastic, and glass jars/bottles, scrap metal, concrete, asphalt, and manage solid waste generated during the project in accordance with Federal and State laws and regulations. The Contractor must provide the Government with records of the type, weight, and disposal/recycling location for all recyclable materials and solid waste sent offsite for recycling and/or disposal.

1.19.3 Air Quality: The Contractor shall take all necessary reasonable control measures to reduce air pollution by any material or equipment used to carry out the requirements of this contract. This includes, but is not limited to, wetting down dry materials as necessary to prevent blowing dust, and keeping waste and materials in covered containers.

1.19.3.1 Vehicle Pollutants: As efforts to improve air quality continue around the Commonwealth, the focus in Northern Virginia is to reduce emissions from motor vehicles. Vehicles are the single greatest source of pollutants in this region of the state. Vehicle emissions inspections are required for certain vehicles registered or operated in Northern Virginia. Provide copies of emissions certifications for commercial vehicles used at ANC.

1.19.3.2 Commercial Vehicles: Virginia prohibits public service and commercial vehicles from idling for more than 3 minutes while parked in commercial or residential urban areas. Exceptions include when the vehicle's propulsion engine is providing auxiliary power for purposes other than heating and air conditioning.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE. Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 HEADSTONE. Any stone marker identifying the location of remains of an individual or group of individuals, or memorializing an individual or group of individuals.

2.1.14 GOVERNMENT REGULATION UPRIGHT HEADSONE. Government-issued marble headstone, approximately 14 inches wide by 42 inches tall and weighing approximately 230 pounds each.

2.1.15 FLAT MARKER. Granite marker that lies flat on the ground. Flat markers are 12 inches wide, 18 inches long, 3 inches thick and weigh approximately 60 pounds.

2.1.16 SET/RESET HEADSTONE. A headstone is considered set or reset when the headstone must be completely removed from the void, and the void is reshaped so that the headstone can be set on the gravesite centerline at the head of the grave with inscription facing the grave, the material around headstone is compacted, the headstone is 24-26 inches from the finished grade to the top of the arc.

2.1.17 BUMP and RUN. Government regulation upright headstones are straightened to the correct height and plumb without completely removing the headstone and reshaping the void.

2.1.18 REALIGNED HEADSTONE. A headstone is considered realigned when the headstone is plumb and aligned laterally, transversely, and diagonally with the headstones at other graves. The realignment process involves completely removing the headstone from the void.

2.1.19 PRIVATE MEMORIAL HEADSTONE. All other stones or monuments, other than Government Regulation Upright Headstones.

2.1.20 FULL HONOR FUNERAL PROCESSION.A procession through the burial sections or down the roads of the Cemetery that includes a caisson wagon drawn by a team of horses, up to 100 troops, and a marching band – as well as hearses, attendees, and clergy.

2.1.21 BACKFLOW PREVENTION. A device that prevents any fluid from entering ANC’s hydrants, spigots, pipes, or other water sources.

2.1.21 VOID. The excavated hole or pit that the headstone or flat marker is set in.

2.1.22 QUAT: which is the abbreviation for Quaternary Ammonium. It is the active ingredient in WeatherZyme and other masonry cleaners.

ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES

3.1 General Information: The Government will provide the property and services listed below.

The Contractor shall not use the property or services provided by the Government for any purpose other than in the performance of this contract. All requests for Government furnished property and services must be approved by the COR and Contracting Officer in writing.

3.2 Facilities: The Government may furnish a parking and staging area for vehicles and equipment with no guarantee of security for the designated area or any assurances of utilities or phone lines. The Government does not guarantee an available area for repair or service of the Contractor’s equipment. Only tools, equipment and vehicles required to perform under this contract shall be permitted to be stored on Cemetery property. Discarded and crushed headstones and flat markers will be placed in a designated dumpster provided by the Government..

3.3 Equipment: One (1) LMR radio.

3.4 Utilities: Water will be available at freeze hydrants and fill stations as designated by the COR. Electric, gas or phone lines are not guaranteed for the Contractor in designated staging areas. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities. If abuse or waste is suspected, the Government reserves the right, at any time during the contract performance period, to provide utilities to the Contractor on a fee-for-use basis.

3.5 Materials: Headstones, Flat Markers, and Zinc Oxide

PART 4

CONTRACTOR FURNISHED PROPERTY EQUIPMENT AND SERVICES

4.1. Materials: The Contractor shall provide all materials, equipment, labor, and supervision necessary to perform this requirement. Equipment includes professional protective equipment to support QUAT sanitizing solution(s) application on stones.

This includes the purchase of the QUAT Cleaner as per Section 5.6.2.

4.2 Labor Force and Equipment: The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications and, as needed, shall apply additional labor and equipment beyond the minimums stated. The Contractor shall also use any additional resources necessary to meet or return to specified work requirements after inclement weather conditions, funerals, and ceremonies at no additional cost to the Government. The Contract shall determine the number of employees and the amount and kinds of equipment needed throughout the year.

4.2.1 The equipment and supplies the Contractor uses shall not cause damage to turf areas, headstones, monuments, walkways, trees, or any other part of the landscape. The Contractor shall take preventative measures, such as the use of boards to eliminate ruts, when entering soft ground with equipment.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide all materials, equipment, labor, and supervision necessary to set, reset, realign, and clean headstones and flat markers at ANC and USSAHNC.

Approximately 32,500 headstones shall be raised and realigned annually, straighten approximately 75,000 headstones using the “Bump and Run” method annually, and perform the initial setting of approximately 5,000 to 6,000 new headstones annually. The Contractor shall also clean approximately 300,000 headstones annually. Approximately 20 flat markers shall be installed and between 200 and 500 flat markers realigned annually.

5.2 Headstone Resetting and Realignment: The Contractor will receive assignments from the COR. At the beginning of each work day, the Site Manager shall confirm the assigned burial area(s) where headstones are to be reset & realigned or initial set with the COR. The Site Manager shall check the daily funeral and ceremony schedules – as well as mowing, leaf removal, and pesticide application schedules - to ensure work does not conflict with any of these events.

5.2.1 Headstones shall be carefully removed from their existing setting. The void shall be re- dug and shaped so that the headstone can be reset on the gravesite centerline at the head of the grave with the inscription facing the grave. They shall be reset plumb and aligned laterally, transversely, and diagonally with the headstones at other graves. Headstones shall be set 24-26 inches from the finished grade to the top of the arc and horizontally and vertically aligned with inscriptions visible. Headstones shall be set or reset to ensure a pleasing top line while compensating for ground contours.

5.2.2 Headstones realigned and reset during each workday will be spot checked by the COR to ensure that the headstones are properly aligned.

5.2.3 Headstones that have been removed before setting shall be placed behind the gravesite and placed on its long edge in a vertical free standing position. Headstones shall not be placed against any other standing headstone, or removed from the gravesite.

5.2.4 All headstones removed during a single workday shall be reset on the same workday.

5.2.5 All resultant debris, i.e. excess soil and stones, rocks, boulders, shall be removed from area to disposal area designated by the COR. The soil around each headstone shall be tamped to full compaction and filled to three inches below ground level. The last three inches shall be filled to ground level with Contractor provided topsoil, and left in a clean state, free of stones. The Contractor shall rake in seed around the headstone. Contractor shall provide the grass seed, and the seed must meet the proper turf grass blend and specifications provided by the COR. All materials used to box the headstones, i.e. cardboard and bands, shall be taken to the cemetery dumpsters. Recyclable materials shall be placed in the dumpster designated for recyclables.

5.2.6 All headstones shall be cleaned after resetting.

5.2.7 Floral Arrangements and Flower vases: Contractor will carefully remove floral arrangements and wreaths that are on the gravesites prior to working in any section. Floral arrangements and wreaths shall be returned to the proper graves after work is complete. Some gravesites have permanent type flower vases set near the headstones. The Contractor shall carefully remove the vase and reset it after the headstone is set, at no additional cost to the Government.

5.2.8 The Contractor shall warranty the setting, resetting, and realignment of all headstones for a period of 30 days after realignment. If the headstone settles or is out of alignment during the warranty period, the Contractor will reset the headstone according to the standard at no cost to the Government. The Contractor will not be responsible if it is determined that the misalignment of the headstone(s) was caused by a factor outside the control of the Contractor.

5. 3 Headstone “Bump and Run”

5.3.1 Headstone “Bump and Run” is a minor alignment process that does not require the headstone to be removed from the original void. Approximately 75,000 headstones shall require “Bump and Run” annually.

5.3.2 Contractor shall adjust the assigned headstones to align vertically with adjacent headstones in the same row and column.

5.3.3 Once the headstones have been properly aligned and adjusted, Contractor shall tamp and compact the soil surrounding the headstones to sufficiently prevent shifting. Contractor shall add topsoil, if required, to fill any cavity or low spot at the base of the headstone.

5.3.4 The Contractor shall warranty the realignment of all headstones utilizing the Bump and Run method for a period of 30 days after realignment. If the headstone is out of alignment during the warranty period, the Contractor will realign the headstone according to the standard at no cost to the Government. The Contractor will not be responsible if it is determined that the misalignment of the headstone(s) was caused by a factor outside the control of the Contractor.

5.4 Headstone Initial Setting: The Contractor shall provide all material, equipment, labor and supervision necessary for the initial setting of new headstones. All headstones delivered to ANC will normally be set within 10 workdays from arrival, depending on weather and soil conditions.

5.4.1 The Contractor shall unload the headstones from the pallet(s) and place the headstones in an upright position against the wall of the loading dock ramp, located behind the Facility Maintenance Complex, Building 123-D. Contractor shall load and deliver headstones for installation at USSAHNC. The COR will designate an area in the garage at USSAHNC to unload and place the stones. Damage to any headstone shall be reported to the COR by the close of business the following workday.

5.4.2 Using information and maps provided by the COR the Contractor shall pick–up the headstones at the loading platform behind the Facility Maintenance Complex, Building 123-D and deliver to proper grave sites or the garage at USSAHNC.

5.4.3 Contractor shall check and verify the name of decedent and grave number, appearing on a temporary marker, prior to setting the headstone. Contractor shall not remove the temporary marker from the gravesite. Discrepancies related to the grave site information shall be immediately reported to the COR.

5.4.4 The void shall be excavated to a sufficient depth so that there are 24-26 inches of the headstone extending from ground level to the top of the arc on the headstone. No part of the inscription shall be covered due to this height requirement.

5.4.5 Each headstone shall be erected on the center line at the head of the grave, with the inscription facing the grave. Headstones shall be set plumb, in a line laterally, transversely, and diagonally, with the headstones at other gravesites. Measurements shall be taken from the section layout control points, where available, and not from previously set headstones.

5.4.6 When a headstones cannot be set at the standard height, the headstone shall be set at the same distance above ground as adjacent headstones provided they can be set with the inscription above ground.

5.4.7 Contact the COR for any modifications to height requirements or location on the gravesite.

5.4.8 Soil will be replaced around the headstones and thoroughly tamped at each three (3) inch intervals up to the normal ground level. All the soil around the headstones must be firmly in place so that the headstones are rigid with no give or play. The top three inches of soil shall be replaced with topsoil and grass seed applied. The COR will provide the specifications and proper blend for the grass seed mix.

5.4.9 Headstones shall be washed with clear and clean water to remove any soil or grass stains that resulted from the setting operation.

5.4.10 COR will check all headstones set by Contractor each day to verify that they have been set in accordance with these specifications.

5.4.11 Contractor shall remove all debris and excess soil, resulting from his work, to an area designated by the COR.

5.4.12 If the headstone to be set is a replacement for the Government headstone or flat marker already in place, the old headstone or flat marker shall be removed and disposed of by the Contractor.

5.4.13 The Contractor shall destroy the old headstone or marker so that the headstone or marker is broken into as many pieces so that the name of deceased is not left intact and is not recognizable. The broken headstones will be loaded into a dumpster designated for disposal of headstones only.

5.4.14 The Contractor is to warranty the setting of all installed headstones for a period of 30 days after installation. If the headstone settles or is out of alignment during the warranty period, the Contractor will reset the headstone according to the standard at no cost to the Government.

Unless the determination is made that stone became misaligned due to factors beyond the Contractor’s control.

5.5 Flat Marker Setting and Raise/Realignment

5.5.1 The Contractor shall pull existing flat marker(s) from the flat marker void, carefully place marker to the side, and then regrade and re-compact the void as needed to obtain correct and uniform alignment with the associated grade. Each flat marker void shall have soil dugout to a depth of minimum 3 inches below the correct socket depth, and heavily tamped to full compaction in the bottom of the socket to achieve proper grade prior to the reinstallation of the flat marker.

5.5.2 Flat markers shall be set or reset to a depth so that one inch of the flat marker is extending above the finished topsoil surface level.

5.5.3 The COR will determine the location on the gravesite for the flat marker to be set. The COR can also instruct the Contractor to have an existing flat marker relocated and reset to a different location on the grave.

5.5.4 Flat markers shall be held firmly in place by the compacted soil so that the flat markers are rigid with no give, play, or movement when subjected to forces by the COR.

5.5.5 All temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the raising and realignment of upright headstones shall be carefully and orderly moved from and, upon completion of the installation of the flat marker, moved back to the gravesite by the Contractor.

5.5.6 All flat markers removed from gravesites shall be reset and realigned on the same workday.

5.6 Headstone Cleaning: The Contractor shall provide all materials, equipment, labor and supervision necessary to clean all sizes of approximately 300,000 headstones annually. Two (2) Sections shall be cleaned at any given time, concurrently in order to maintain the National Shrine Standard. The Contractor will receive assignments, by burial section, from the COR.

5.6.1 Pressurized water , Zinc Oxide, or QUAT sanitizing solution(s) shall be applied to each headstone in the assigned burial section, and shall be applied to the entire exposed surfaces. This application also applies to footstones and flat markers.

5.6.2 Contractor will purchase enough QUAT Cleaner to be able to clean 300,000 headstones each year. The contractor will be only allowed to purchase and use cleaning products approved annually by the COR such as the QUAT Cleaner produced by United Labs 727 WeatherZyme and the mineral Zinc Oxide.

5.6.3 Headstone cleaning shall be done only when temperatures to above 40 degrees Fahrenheit for the previous 24 hours and are predict to be above 40 degrees for the next 24 hours

5.6.4 All pressure washers shall have a pressure regulator and a nozzle pressure gauge. A back flow preventer will be used at all times when getting water from ANC.

5.6.5 The water pressure shall be set to the lowest possible pressure that adequately removes unsightly and objectionable accumulations of debris (approximately 500-600 psi as measured at the nozzle end of the hose). The COR will instruct the Contractor to lower or raise the water pressure as necessary. The Contractor shall contact the COR if the water pressure prescribed is not adequate to properly clean the headstones.

5.6.6 QUAT sanitizing solution(s) or Zinc Oxide will be applied by the use of a backpack sprayer. The Contractor will dilute the QUAT or Zinc Oxide to the prescribed dilution rate per the COR’s guidance.

5.6.7 Only fan tip nozzles shall be used. The use of any other type nozzle must be approved by the COR.

5.6.8 The nozzle shall be kept at a distance of 12 inches or greater from the headstone.

5.6.9 At the beginning of each work day, the Site Manager shall confirm with the COR the assigned burial area(s) where headstones are to be cleaned. Site Manager shall check the daily funeral and ceremony schedules – as well as mowing, leaf removal, and pesticide application schedules - to ensure work does not conflict with any of these events.

5.6.10 Contractor shall supply a mobile water tank if there is no other water source available.

5.6.11 All Contractor’s equipment must be removed from the burial sections upon completion of the day’s work – as well as prior to an adjacent funeral or ceremony – and hoses crossing any roadway shall be removed prior to the passing of a full honor funeral procession.

5.7 Additional Memorial and Veteran’s Day Observances Cleaning CLINs

5.7.1 An Additional 30,000 Headstones in Arlington National Cemetery will be washed and completed in a two (2) weeks’ time period before both Memorial Day and Veteran’s Day.

5.8 General

5.8.1 All work shall be performed during normal hours (6:30 a.m. - 4:00 p.m.), Monday through Friday. The need to accomplish work during other hours must be pre-approved by the COR. All work involving use of power tools or equipment that would interfere with any interment service conducted within 1000 feet of the work sites shall cease until the funeral is over.

5.8.2 Any lifting device by the Contractor to pull headstone from exiting setting shall be padded to prevent damage or chipping of headstone. Any headstones damaged or broken by the

Contractor shall require identical replacement by the Contractor at no additional cost to the Government within 30 days of the damage. Any headstone damaged or broken shall be reported to the COR by the close of business the following day.

5.8.3 No heavy duty wheeled vehicles or tractors shall be permitted to drive on turf without prior permission of the COR. The Contractor shall be responsible for repair or replacing any turf damage by his wheeled or tracked vehicles or equipment at no cost to the Government. Any damage done to the turf should be reported to the COR by the close of business the following workday.

5.8.4 Newer sections of the cemetery (those established around 1975 and later) have control points for burials and headstone setting and realignment. The Contractor will be provided the section layout drawings and maps for determining location of each of the graves. They also will be provided field notes to determine grave lengths in accordance with DA PAM 290-5, “Administration, Operation, and Maintenance of Army Cemeteries”.

5.8.5…