P09 JBNC Sod SOW FY27.pdf

NCA MWD SCOPE OF WORK (SOW)

Sod and Installation

JEFFERSON BARRACKS NATIONAL CEMETERY 2900 Sheridan Rd Saint Louis, MO 63125

May 20, 2026

NCA MISSION

NCA honors Veterans and their eligible family members with final resting places in national shrines and with lasting tributes that commemorate their service and sacrifice to our Nation.

SOW STANDARDS

National Cemeteries are National Shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, the Contractor’s strict adherence to the specifications shall be required and shall be essential.

PRODUCT

Sod delivery and installation.

UNIT: EACH

PRICING

Pricing includes installation and delivery.

A. GENERAL REQUIREMENTS

It shall be the Contractor’s responsibility to keep pace with the sod requirements of Jefferson Barracks

National Cemetery, 2900 Sheridan Rd. St. Louis, MO 63125 by meeting the standards and measures of the National Cemetery Administration.

A.1. Sod Installation in First interment casketed area:

(a) Phasing and Work Sequencing: The establishment period for topsoil preparation, ground renovation and sod installation shall begin immediately in the spring, weather permitting with the approval of the contracting officer. The cemetery will grade and prep the area to be sodded.

Contractor will be required to complete minor raking prior to sod installation. All sod installation work is to be accomplished in a sequential manner beginning with the oldest burials first continuing towards the newest burials. Work cannot begin in subsequent burial rows until such time that work has been completed in prior burial rows. Special Considerations: It is anticipated that a substantial number of grave sites will be filled during winter periods when sod is not available. These grave sites will be the first to be prepped by the cemetery for sod installation.

The cemetery will order sod to be installed by square footage. The installation date will be agreed upon between the cemetery and the contractor, with fluid dates depending on weather.

(b) Turf grass Quality: Sod shall be tall fescue type turf. Sod shall be healthy, high quality and free of any contaminant plants and pests. Sod shall be consistent in color, contrast and growth habit consistent to established cemetery turf. Failure to comply with requested sod composition shall be basis for rejection of delivery.

(c) Completion Time: As sod is a perishable item and needs to be installed within several hours after being cut, the Contractor will complete sod installation on the same day (within 12 hours) that each individual delivery of sod is made to the cemetery. The Contracting Officer’s

Representative (COR) shall reject any sod with (i) yellow leaves, (ii) signs of mold or mildew,

(iii) is brown / straw like indicating sod has remained on pallets or has been stacked too long, or

(iv) has reduced vigor and will establish poorly.

(d) Placement of Orders: The estimated quantity of square feet of sod indicated in the Price Schedule will not be needed all in one delivery.

(e) Sod Installation: The Cemetery Contracting Officer Representative (COR) will contact the awarded contractor by phone or email at various times throughout each contract period to schedule sod installation while providing the contractor with the square footage estimates of sod needed. Sod installation requests shall be placed on an “as-needed / as requested” basis in not less than 3,600 square feet increments or more as the cemetery continues to move through a particular burial section. The Contractor shall be ready to install sod as soon as the weather breaks in the spring. The contractor will be required to deliver sod to the cemetery on an agreed date. The contractor shall unload all delivered sod materials in appropriate locations determined by the

COR.

(f) Sod Installation: The cemetery is responsible for the grading and prep work prior to the sod being installed. Light raking of graves may be required by contractor at the time of installation. Special care must be used to ensure control markers, headstones and irrigation heads are not damaged during sod installation. If a fork truck or heavy equipment is used in the installation process, contractor will be responsible for raking out tracks prior to sod installation. Sod needs to be installed tightly around headstones, control markers, irrigation heads and any other obstructions.

All pieces of sod shall be cut and tightly fitted against one another without overlapping to eliminate any gaps or visible seams. Any floral arrangements and/or grave decorations moved during installation of sod shall be replaced on the appropriate gravesite before the contractor leaves the gravesite area. COR must inspect and approve the sod before installation. Installation will not be considered complete in its entirety, until sod has been accepted by the COR.

(g) The sod shall be cut in consistent width and length approximately 6 square feet in measurement.

The pieces not varying more than 0.5 inches to ensure installation ease and a uniform initial appearance and will be cut at a thickness of no more than 0.75 -1-inch-thick excluding thatch and leaf length. All sod will be cut and delivered to the work site the same day of installation.

(h) The Contractor shall make all necessary arrangements to protect sod from excessive drying and wind damage from the time it is harvested at the sod farm until it is delivered to the cemetery.

(i) The first row of turfgrass sod shall be laid in a straight line, with subsequent rows placed parallel to and tightly against each other. Lateral joints shall be staggered to promote more uniform growth and strength. Care shall be exercised to ensure the pieces are not stretched or overlapped and that all joints are butted tightly to prevent voids that would cause air drying of the roots. To stabilize sod during the rooting process and to eliminate the chances of erosion, the Contractor will use sod pins in adequate amounts during sod installation on any steep slopes if needed.

(j) Debris & Waste Removal: The cemetery shall not provide receptacle(s) for disposal of debris related to this contract. Removal of all debris / waste away and off cemetery grounds is the

Contractor's responsibility. Any debris left after the sod installation shall be cleaned up thoroughly and removed from the cemetery at the end of each day. The Contractor shall always ensure that debris and waste generated by the Contractor is kept clear of vehicle and pedestrian traffic throughout the site.

(k) COR or CO will dictate when and how much sod will be installed in first interment sections.

B. SPECIFICATIONS (estimated supply/installed per year)

CLIN Material/Product EST.QTY UNIT

001 Sod (1st Interments) 40,000 Sq. Ft.

1. Sod : Tall Fescue type turf

The following standards apply to the sod purchased, delivered, and installed:

a. Sod will be delivered in 6 square foot measurements, consistent in size

b. Sod will be 1”- 1 ½” in thickness

c. Sod will be healthy, thriving, tolerant for transplanting, showing consistency, fertilization, and maturity at time of harvest.

d. Sod will be weed free, insect free and disease free.

e. Sod will be guaranteed for 30 days.

f. All delivery documents will be submitted to and signed by COR, Cemetery Foreman, Assistant

Director, or Cemetery Director. Delivery will not be accepted without documentation that includes date of delivery, material description, and distinguishing shipment or tracking number.

g. Cemetery may give a 7-14-days’ notice for need of turf/sod with delivery date.

h. Sod will be delivered to Jefferson Barracks National Cemetery.

i. Upon delivery of sod, if any of the above specifications are not met, turf will be rejected.

Contractor will have 1-2 days to provide turf to NCA standards.

C. DAMAGES CAUSED BY CONTRACTOR'S NEGLECT

In the event damages result to the units and/or gravesites (cave-in's), surrounding areas, headstones, or to third parties due to neglect by the contractor, restitution will be required at no cost to the agency.

Changes in schedules, work assignments or delays of daily operation must not occur under any circumstances. The contractor will repair any turf damaged; by back-filling with clean dirt, compacting, seed and straw matting. Contractor will be allowed to use cemetery material for this task.

D. SCHEDULE FOR DELIVERABLES

a) If for any reason any deliverable cannot be delivered within the scheduled time frame the contractor is required to explain why in writing to the contracting officer, including a firm commitment of when the work shall be completed. This notice to the contracting officer shall cite the reasons for the delay, and the impact on the overall project. The contracting officer will then review the facts and issue a response in accordance with applicable regulations.

b) Contract period will consist of a base period, with four one-year options to extend the term of the contract. Units and services to be in accordance with Statement of Work, attached technical specifications, and the terms and conditions contained in this solicitation.

E. STORAGE

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

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

b) The Government will not furnish a storage building at the cemetery site for use by the Contractor to store supplies and equipment for the sod contract. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises.

The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment.

c) The Contractor will be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals, with a copy provided to the COR, pesticides, herbicides and cleaning solutions. Additionally, copies of pesticide applicators license (if required) will be provided to the

COR.

d) Electricity and phone service will NOT be furnished by the Government for the contractor’s work area. However, government will provide all electricity and water used on and for the cemetery facility.

e) Contractor employees will not be allowed to use cemetery staff or public restrooms. Contractor must provide restroom facilities for their employees.

F. OPERATIONAL IMPACT

The contractor agrees to phase all work in such a manner as not to impact on or interfere with cemetery operations. The contractor shall not operate equipment, machinery, or otherwise perform contract work within 250 feet of any ongoing interment service. The Cemetery Director may coordinate with contractor's performance in specific areas of the cemetery to ensure smooth cemetery operations.

FEDERAL HOLIDAYS (Holidays observed by the Federal Government)

New Year's Day 1st day of January

Martin Luther King's Birthday President's Day Third Monday in January

Presidents’ Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Day 19th day of June

Independence Day 4th day in July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11th day in November

Thanksgiving Day Fourth Thursday in November

Christmas Day 25th day of December

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

Also included would be any day specifically declared by the President of the United States of America as a National holiday.

H. PERFORMANCE OF WORK ON CEMETERY GROUNDS

Conduct:

JEFFERSON BARRACKS NATIONAL CEMETERY is a National Shrine. The National Cemetery

Administration (NCA) are national shrines that honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of work, appearance, and procedures performed by Contractors at National Cemeteries shall reflect this nation’s concern for those interred there. Due to the sensitive mission of the cemetery, Contractor’s personnel must exercise and exhibit absolute decorum, composure, and stability at all times.

As the work being performed is at a National Cemetery all Contractor’s employee must always look professional and neat in appearance; and be fully clothed to include upper garment to cover the body from the waist to neck and long pants or slacks. The Contractor shall require its employees, including subcontractors, to wear distinctive visible identification at all times for easy identification while on NCA premises. Contractor and Contractor’s personnel (including subcontractor and their employees) shall be required to adhere to the standards of dress and conduct while performing work on the National Cemetery.

These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor’s personnel shall:

a. be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist.

Clothing will be clean each day. Any soiled clothing should be Cemetery work-related that day. Tank tops as outer garments are prohibited. Tee shirts will have the company logo visibly displayed. Shoes/boots will have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

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

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

d. not lean, sit or stand on or against headstones, markers, or monuments. No tools, equipment or other items will be placed or leaned on headstones or monuments at any time. Contractor personnel shall not drive over headstones, markers, or monuments.

e. only smoke in smoking areas, as designated by the COR. All other areas are designated as NO

SMOKING.

Contractor must discuss the guidance in this paragraph with its employees and all subcontractors. Any doubts as to proper procedures shall be brought to the attention of the COR and Contracting Officer for guidance or resolution. Contractor and subcontractor employee shall sign a Statement of Compliance (if applicable); and shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds.

Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the

Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may communicate the removal of an employee from the premises. Contractor’s objections to any such action will be referred to the Contacting Officer for final resolution; however, the Contractor will first immediately comply with the COR’s communication pending the Contacting Officer final resolution at a later time or date. The Contractor will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is communicated by the COR and is later found invalid and/or unreasonable by the Contracting

Officer.

J. CONTRACT MANAGEMENT

(a) Representatives of the Contracting Officer: The VA Contracting Officer will designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or providing general guidance the work to be performed under the contract. Such designation will be in writing and will define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the

Contractor at time of award.

(b) The COR may communicate and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

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

(ii) Placing orders for services.

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

(iv) 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

All administrative contract functions are the responsibility of 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 provided in writing by the Government

Contracting Officer.

(c) Site Manager: The Contractor shall provide a “Site Manager” who will be always on-site during contract performance. The Site Manager shall be responsible for the following:

(i) Communicating, overseeing and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and interment 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.

(d) The Site Manager shall reassign 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 reassign employees away from an event in a timely fashion, the COR may then do so.

(e) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities.

Work activity and noise shall not disturb burial services. Trucks and workmen shall be prohibited from passing through the service area during this period.

a. Site Manager shall be fluent English speaking and with a strong ability in communication and basic math.

(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 will provide, at the time of contract award, a list of Government personnel to act as COR.

K. PERIOD OF PERFORMANCE

Performance Period: The term of this contract shall be for a period from Date of contract award through the end of March 2032. Delivery of all items under this contract is FOB Destination and is subject to inspection and acceptance by the NCA Contracting Officer.

END OF SOW