P09 ONC Interment Grounds Maintenance.doc

STATEMENT OF WORK

OMAHA AND FORT MCPHERSON NATIONAL CEMETERIES

INTERMENT, GROUNDS MAINTENANCE

DESCRIPTION OF SERVICES

The Contractor shall provide all management, manpower, supervision, equipment, materials and supplies necessary to provide interment of casketed remains into pre-placed crypts (PPCs), conduct traditional casketed interments, inter cremated remains in-ground, inter cremated remains into columbaria, grounds maintenance, facility cleaning and maintenance, and headstone and monument cleaning and alignment services as described herein. The Contractor shall comply with all applicable Veterans Affairs, National Cemetery Administration, Omaha National Cemetery Complex (ONCC) Directives, Handbooks, Policies and Standing Operating Procedures (SOP) for all work performed including applicable OSHA safety requirements and NCA Operational Standards and Measures. The Contractor shall also adjust/modify work procedures, as required, to comply with updates, changes or additions to Policies, Procedures, Directives, Handbooks, etc, from the VA, NCA, ONCC and or OSHA. Work on this indefinite delivery indefinite quantity contract will be performed at Omaha and Fort McPherson National Cemeteries.

BACKGROUND

National Cemeteries are National Shrines that honor our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The cemeteries conduct both casketed and cremation burials, receiving many visitors, therefore, standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each national cemetery receives from the public, strict adherence to contract specifications, terms and condition 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 grave markers that mark those gravesites and memorialize the service of individuals.

General Requirements

(a) All work shall be performed during normal cemetery hours of operation, 8:00am - 4:30pm local time Monday thru Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends at the discretion and approval of the VA Contracting Officer’s Representative (COR). Contractor may make a written request to the COR to work outside of the normal work hours when needed to carry out the specifications of this contract. Contractor must conduct services outlined below and according to the contract during all interment and operational days when the cemetery is open regardless of weather conditions.

(b) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation, which may include Federal Holidays and Weekends. The following is a list of all 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

(c) Place(s) of Performance: Omaha and Fort McPherson National Cemeteries.

Omaha National Cemetery (hereafter called “ONC;” 59 developed acres, with active interments and approximately 3,100 burial sites with headstones and columbarium niches).

14250 Schram Road Omaha, Nebraska 68123

(402) 253-3949

Maxwell, NE 69151

SECTION a: Technical Specifications The following list, with subsequent corresponding descriptions of services, describe the contract requirements.

A.1.1 Transport Urn and Floral Arrangements, tagging of floral arrangements, completion of "chain of custody documents, Place Urn into Columbarium, gather and submit GIS/GPS data and replace niche cover and temporary tag, Complete chain of custody documents for all interment days including weekend and Holiday burials, includes first and subsequent interments/ reinterments and dis-interments. (FMNC) Work consists of verification and transfer of remains and opening and closing the niche under the direction of the Contracting Officer’s Representative (COR). The National Scheduling Office will schedule committal services (i.e., services held at the committal service area) Monday through Friday and some weekends where Federal Holidays require Saturday burials. The Contractor shall provide interment services described herein, with preparation services performed before these times and interment services accomplished after the committal service is complete.

The Contractor shall be responsible for the opening and closing of graves/columbarium niche and transfer of the remains in a dignified manner according to ONCC Standard Operating Procedures (SOP) from the committal service area and into the proper gravesite/niche following all NCA policies including verification processes. Contractor shall also comply with all safety measures set forth by NCA and ONC policy and Standards and Measures in addition to current applicable OSHA standards for all procedures conducted on Cemetery grounds. ONC and applicable NCA SOPs and or policies will be provided to contractor along with instruction on interment verification processes. Contractor will communicate with Contracting Officer’s Representative (COR) to allow for 2nd verifications to be made, ensuring the proper niche covers are removed. Only upon request by the COR shall the Contractor move remains. Remains must be accounted for once they have entered the cemetery until they are properly placed in the columbarium niche. Upon proper notification by COR, the Contractor shall be required to transport and place the remains into niche in a safe and efficient manner, with dignity, and without damage to urn. Contractor will also properly document location and take photo using the GPS/GIS system along with chain of custody documents provided in compliance with NCA policy and directives.

The Contractor or his/her representative shall place the temporary marker onto the verified correct gravesite. The contractor will verify decedent information using cemetery gravesite verification and accounting for remains SOP. This is a critical step for ensuring the remains are placed in the correct gravesite.

All floral bouquets and arrangements left by the funeral party shall be tagged with the appropriate niche number, then moved to and neatly arranged below the niche beside the columbarium wall. Stands for floral arrangements shall be removed prior to placement at the columbarium. Floral arrangements shall be removed by the contractor when they become unsightly. After the committal service, COR will notify Contractor if any items are to be removed after verifying with funeral party.

A.1.2 Transport Casket and Floral Arrangements from Committal Shelter, and Place Casket onto lowering device over gravesite for all Casket interments including weekend and Holiday burials, includes first and subsequent interments/ reinterments and dis-interments. (ONC and FMNC) Work consists of transporting the casket (does not include cremains for ONC) and floral arrangements from the committal shelter to the burial section.

The Contractor shall provide a minimum of four (4) employees and a new or like new unmarked, windowless/dark tinted vehicle, equipped with casket rollers, to remove the casket and or urn from the committal shelter and transport the remains to the burial section.

For ONC – the Contractor will place the casket onto the lowering device and complete chain of custody form and then depart the burial section. The Government will then complete the interment process.

For FMNC – the Contractor will maintain custody and fill in/sign the proper chain of custody form and complete the interment process.

The Contractor is responsible for transporting the floral arrangements from the committal shelter to the burial site and will tag floral arrangements to identify which grave/decedent they belong with for both cemeteries.

The driver of the vehicle must possess a valid state driver’s license.

Contractor will be provided a cemetery radio and a daily interment schedule to prevent delays. The Contractor personnel shall report to the committal shelter for remains transportation as discreetly as possible and no more than 10 minutes after the committal service arrives at the shelter. Contractor personnel must be in clean, presentable uniforms.

A.1.3 Remove Sod, excavate assigned casket and cremation gravesite, place, and lower casket/urn, gather and submit GIS/GPS data, backfill grave, tamp grave, place Temporary Marker on gravesite, and properly dress gravesite with approved materials to cover exposed soil and or sod replacement. Transport Casket and Floral Arrangements from Committal Shelter, and Place Casket onto lowering device over gravesite. Tag floral arrangement with grave number and completion of "chain of custody" documents, includes first and subsequent interments/ reinterments/ dis-interments, weekend, and Holiday burials: (FMNC; ONC Sod remove and replace only; no excavation)

Turfgrass sod over cremains and casket burial sites shall be removed by the Contractor, then later placed on the gravesite to conclude the backfill operation. Contractor shall provide new sod in cases where the existing sod/turfgrass is not suitable to be replaced on the gravesite. Care must be taken to keep the final grass surface smooth and graded with the surrounding area, and to best facilitate re-establishment of the turfgrass. The Contractor shall prepare the gravesite with topsoil (tamp, level, and rake). Contractor shall remove sod prior to opening gravesites in both FMNC and ONC and set aside (in growing season) for replacement back on gravesite upon closing and dressing of gravesite. Contractor is responsible for taking necessary steps to re-establish sod on gravesites. Sod shall be hand-watered daily until sod is fully established; the irrigation system will not be used for the purpose of establishing sod on individual gravesites. If sod fails to take and blend with adjacent turf within three weeks (21 days), contractor is responsible for providing and replacing sod and ensuring gravesite has well maintained appearance that blends with adjacent turf. No gravesite shall have bare areas. An exception to the sod requirement is during winter/non-growing season; during this time, the contractor shall maintain the appearance of the gravesites by raking the earth over the gravesite and or by placing matting/straw/mulch to reduce mud and an unkept appearance. When the growing season begins, the contractor will be responsible for providing and replacing sod on all winter graves within 30 days on the gravesites where there has not been any sod placed and removing any matting/straw/mulch that was in place.

All gravesite excavations for casketed and cremated remains (cremains) shall be completed no less than one and one-half (1 ½) hours prior to the committal service. Gravesite excavations will not be performed prior to the duty day without prior approval from the COR/Site Manager. If a private concrete vault is to be used, the gravesite excavation shall be completed to allow the vault to be pre-set in the grave one (1) hour prior to the service. Each new gravesite shall be finished and ready for viewing by the next of kin (NOK) no later than one and one-half (1 ½) hours after the committal service.

It will be the COR’s responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavation. In turfgrass areas, prior to permitting excavation equipment in the burial section, the Contractor shall provide and place turf protection mats/panels along the path of entry to the gravesite and on the turf area surrounding the gravesite to protect the turf from damage from the equipment used to excavate the graves, exceptions will be requested through the COR/Site Manager on a case by case basis.

Gravesites measure 3’ x 8’ for preplaced crypts and 4’ x 10’ for traditional and oversized preplaced crypts, 3’ x 3’ and 4’ x 4’ for in-ground cremation. Older sections of FMNC have gravesites of varying sizes. The COR will advise the Contractor on the required type (See below), depth, and position prior to any excavation or niche opening operation. Contractor should probe all full interments prior to excavation to assure adequate depth for 2nd interment. COR shall be notified immediately of insufficient depth to accomplish interment.

(A) Caskets, Traditional: The graves shall be excavated to five (5) feet in width by ten (10) feet in length and to a depth of seven (7) feet (first interment) or to five (5) feet (second interment), to be determined by the COR.

(B) Caskets, Crypts (Pre-Placed Crypts -PPCs): The graves shall be excavated to three (3) feet in width by eight (8) feet in length and to a depth sufficient to expose and allow the lifting of the crypt lid.

(C) Cremains, In-Ground (IGC): The graves shall be excavated to approximately 18 inches square and three (3) feet deep, or to a depth to ensure there is at least 18 inches of fill on top of the Urn.

(D) Cremains, Columbarium: The niche cover will be removed momentarily in preparation to receive the cremation urn.

When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to an existing vault, poly or concrete liner, or casket not being deep enough, the Contractor shall notify the COR or Cemetery Director immediately. After notification to the COR and or Cemetery Director and with their approval, the remains of the first interment shall be removed and the grave excavated to a depth to accommodate both interments.

All excavated soil shall be removed from the gravesite area prior to the scheduled interment and brought back in to backfill the grave. Excess backfill may be stored in the cemetery spoils area; however, once this area becomes full, it is the Contractor’s responsibility to remove excess backfill and spoils from the Cemetery and properly disposed of at the Contractor’s expense.

For burials in pre-placed crypts (PPCs), the Contractor shall excavate down to the crypt lid and remove the crypt lid using appropriate and safe techniques. All lifting and lowering straps/devices shall be provided by the Contractor and must be inspected and properly tagged/marked according to NCA safety and OSHA regulations. A spotter MUST be always present during the operation of an excavator or similar heavy equipment within any burial section on cemetery grounds. At least one person with proper Personal Protective Equipment (PPE) shall assist the equipment operator with the lid lifting device and spotting the operation. The spotter shall ensure the strap or chain hooks/vault lid lifting device is/are seated safely to the four attachment points. At that time the spotter shall move safely out of the grave and assist with guiding the lid as the equipment operator carefully lifts the lid off the crypt and to the side of the excavation. The operator shall lift the lid straight up and ensure the lid does not swing excessively while moving it to the side.

When the grave is opened, the Contractor shall be responsible for removing any headstone(s) needed to ensure access for the vault and the remains and subsequently reinstalling headstone(s) removed. All open excavated graves, including pre-placed crypts, shall be properly protected, and secured to prevent unauthorized access to the excavation by visitors, NCA staff, or contractor employees.

The Contractor shall transfer the remains in a dignified manner from the committal service area to the proper gravesite following all NCA policies. The Contractor shall be required to lower casketed remains into the gravesite with a mechanical lowering device (Contractor furnished) in a safe and efficient manner, with dignity, and without damage to the casket. For burials in pre-placed crypts, the Contractor shall lower casketed remains directly down into the open crypt, place the provided inside shelf (divider) and position the concrete lid bevel along the entire perimeter.

The Contractor shall be required to place the government-furnished poly or concrete liner around the casket for a traditional gravesite. Backfill material immediately between the government-furnished poly or concrete liner and the excavation shall be sufficiently non-compressive to allow for more solid compaction without the aid of equipment to reduce subsequent ground settlement. The material should be relatively uniform in size to aid in self-compaction and large enough to avoid migration into surrounding soils, for example, sand.

Backfill material on top of the government-furnished poly or concrete liner and or on top of the concrete lid shall be sufficiently pliable to allow voids to be filled for more solid compaction to reduce subsequent ground settlement. Backfill shall be brought to established grade in one (1) foot lifts, maximum. Each lift shall be thoroughly compacted by means of an approved mechanical or hand tamper. Backfill should not be mounded but should conform to existing grades. The Contractor shall remove all unusable dirt, rocks, roots, and other types of objects from the cemetery grounds.

If the excavation is five (5) feet or deeper, a worker is prohibited from entering the gravesite until the sides of the grave are shored in a safe manner in accordance with OSHA standards.

If the grave has an existing headstone, it shall be removed and carefully placed in an area near the gravesite on a stand such as 4” x 4” blocks and covered with proper protection. If the gravesite is a casket, then the headstone may be placed on top of the PPC and covered when backfilled. If the site is an IGC, then the headstone shall be removed from the site and destroyed to no longer be recognized or legible in anyway as a headstone and then the fragments disposed of properly. The Contractor must place a new temporary marker with both names (first and second interment in accordance with proper NCA policy), centered and level in place of the previous headstone.

As backfilling is completed and compacted, the remaining three (3) inches shall be filled with topsoil and then place the sod and ensure level and with grade.

The Contractor shall place the temporary marker on the grave so that it is in alignment with other temporary markers and other headstones ensuring an aligned, dignified, and uniform appearance.

All floral arrangements left at the gravesite by the funeral party shall be neatly arranged upon the grave and removed when they become unsightly. All stands from floral wreaths shall be removed prior to placing the wreath flat on the grave.

See below for gravesite diagram and handling of multiple interments. The conditions in diagram “D” will occur only rarely, usually when the minor dependents predecease their parents or in extremely rare cases when an accident takes the lives of a family group. When the remains are in a small casket (diagram “E”), they shall be placed in the lower corner of the gravesite, at a depth of seven (7) feet, permitting room for an additional like burial at the head of the first at a depth of seven (7) and the second at five (5) feet.

When it is necessary to make side-by-side burials in a single gravesite, extreme care shall be exercised to accurately locate the sideline of the site. Where a burial vault or poly or concrete liner is used in such cases, it may be necessary to encroach several inches on adjacent site(s). This is permissible provided the site encroached upon has been or shall be utilized as shown in diagram “A” or “B” below.

Unusual conditions may require occasional deviations from the methods indicated. For cases not covered herein, the Contractor shall consult with the COR for advice on determination of action to be taken. Contractor is responsible for performing the movement of caskets and or vaults and urns where necessary for second/subsequent interments and for the opening and closing of gravesites for the facilitation of dis-interments when requested.

Casket or cremated remains may on occasion be removed from the national cemetery upon request of the next of kin. When this is allowed, the Contractor shall be notified of the name, gravesite number, date, time, and the entity removing the remains.

Special care shall be shown to adjacent graves and headstones to avoid or minimize damage. Contractor personnel shall reopen the grave to one (1) foot above the top of the casket or casket container. Family-contracted personnel (e.g., Funeral Home), shall complete the disinterment, including removal of liner/vault, removal of casket and or remains. Cemetery contracted staff are prohibited from any activities other than the opening of the grave other than to close the grave in accordance with proper procedures outlined above as when interring remains.

Cremated remains that are inurned may be fully uncovered. Contractor personnel shall not remove urn/liner or otherwise participate in any other aspects of the disinterment operation. Only family contract personnel and or family members are authorized to remove the container. Following the disinterment, the Contractor shall return the gravesite to normal by backfilling and removing the headstone or marker and conducting proper disposition of the headstone or marker in accordance with NCA and Cemetery Policy.

Damaged urns/containers shall be reported immediately to the COR and or Cemetery Director.

Contractor will also properly document location and take photo using the GPS/GIS system provided in compliance with NCA policy and directives.

A.1.4 Headstones – receiving shipments, storage, initial setting within 10 calendar days, replacing within 10 calendar days (setting R2’s) and (destroying – FMNC ONLY) replaced headstones (ONC and FMNC) Work consists of setting new or replacement headstones on gravesites and realigning those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his authorized representative. Approximately 750 (ONC) and 250 (FMNC) headstones will require setting annually and approximately 100 will require removal/replacement and destruction annually between both Cemeteries. Contractor shall make every effort to ensure proper square, location, and alignment of all headstones installed.

Upright white marble headstones (provided by NCA/Cemetery) are to be used at both Cemeteries as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemeteries). Headstones shall be installed within ten (10) calendar days of delivery or within the sixty (60) day period from date of order, whichever comes first. Standard upright marble headstones are approximately 42 inches long x 13 inches wide x 4 inches thick and weigh approximately 230 pounds.

The Procedure for Headstone Setting and the replacement of Headstones is as follows:

(A) The responsibility for ordering headstones, checking for proper wording and initial inspection for damages shall be that of the Government.

(B) Headstones/niche covers are received at each cemetery (ONC and FMNC) and unloaded by the contractor via forklift provided and operated by the contractor. Contractor personnel are responsible for the unloading of headstones from the delivery truck, inspecting the headstones for damage (documenting any damage and reporting to the COR immediately) and breaking down the pallet of headstones onto staging area racks and shall remove glue, cardboard or crating material from the headstones that has adhered to the surface for COR quality and inscription inspection. Contractor is responsible for removal of all packing material and pallets from Cemetery property at contractor cost. Headstones identified by the COR as damaged or after inspection of inscription as incorrect shall be moved by the contractor to a designated area determined by the COR.

(C) Headstones shall be properly set on the correct gravesites within (10) calendar days of delivery to the cemetery. In transporting or storage of headstones, they shall be protected from the weather to avoid damage or staining from crating materials. Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting them on their bottom edge and leaning them against the wall at a safe angle. Several stones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor’s handling or negligence, the cost of replacement will be borne by the Contractor. The COR shall designate a suitable area for storage of the stones at both ONC and FMNC. An inscription and quality inspection will be accomplished by the COR upon receipt. Defective headstones will not be set. Replacement headstones will be ordered by Cemetery staff.

(D) Headstones shall be lifted and transported or set by at least two (2) people.

(E) Headstones shall be properly set on the centerline of the grave, twelve (12) inches in from the head of the grave, with the inscription facing the grave or at a distance designated by the COR. Headstones shall be set vertically plumb in all directions in all cases – in line vertically (top line), and laterally as well as diagonally with headstones of adjacent graves using top string line, front of headstone string line, and a side of headstone string line. Maximum vertical, lateral and diagonal (traverse) tolerance of any headstone off the alignment string lines and or marks shall be less than 1/8”. All measurements and string line set ups and row layouts shall be taken from established burial section layout control point grid monuments, not from previously set headstones.

(F) In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers will be set at proper heights and levels to provide a flowing transition through uneven terrain unless otherwise specified by the COR. Headstones shall be anchored firmly in place so that they are rigid with no give or play.

(G) If there are cases where headstone sockets need to be realigned/shifted, and or re-dug, the headstone sockets to receive headstones shall be dug by hand and or mechanical devices to a sufficient depth so that 24-26 inches of the headstone is extending from the grade level to the top of the arc of the headstone. The Contractor shall not dig a headstone socket wider than twelve (12) inches x twenty (20) inches in length or deeper than twenty (20) inches with aggregate that may cause the headstone to settle below height requirements.

(H) The alignment of the headstones should be checked frequently during this process because the tamping may move the headstone out of level or off the mark on the line. Upright headstones in all section shall be firmly set and anchored in place with no movement from forces subjected by the COR.

(I) Headstones are to be set in the following manner:

a. On PPCs, sockets for headstones are to be dug down to the crypt lid, then, if needed to achieve the correct height, moistened, crushed limestone base material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) is to be added and tamped to full compaction in the bottom of each socket to the proper depth needed for the headstone to set on and extend 24-26 inches from the top of grade to the top of the arc on the headstone. After each headstone is placed into its socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (4) inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected, and ultimately achieved with each headstone rigidly set.

b. If a headstone is to be installed where there is no PPC or headstone containment box, the depth of the socket shall be dug to a maximum depth of twenty (20) inches and then a minimum of three (3) inches of crushed limestone base material (graded aggregate sizes ranging from crushed powder fines up to 3/8 inch maximum) supplied by the contractor is to be heavily tamped to full compaction in the bottom of the socket to provide a footing for the headstone to set on, and to the proper depth so that 24-26 inches of the headstone extends from top of grade to the top of the arc of the headstone. After the headstone is placed in the socket and its correct height confirmed, moistened crushed limestone base material (same grading as above) is to be placed around all sides of the headstone and heavily tamped to full compaction at each three (3) inch interval, leaving the last four (4) inches at the top to have tamped topsoil and sod applied. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected and ultimately achieved with each headstone rigidly set.

c. On a precast concrete urn crypt, the precast headstone containment box is to be uncovered and lid removed. The filter fabric lining within the containment box shall be kept in place to cover the weepholes in the bottom. Ice (if present) shall be removed by and at the contractor’s expense with either heat or de-icer, but not to damage the containment box (hammer, chisels, such tools not to be used to remove ice considering the damage they may cause to the containment box). Moistened Crushed Limestone Base Material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be added and compacted at the bottom, if needed for proper headstone height. After the headstone is placed into the socket and its correct height confirmed, Moistened Crushed Limestone Base Material supplied by the contractor (graded aggregate sizes ranging from crushed powder fines up to 3/8 inches maximum) is to be placed around all sides of the headstone and tamped to full compaction at each three (3) inch vertical interval to the top of the containment box. Care must be taken during installation or compaction to not break or crack the containment box. During this process it is critical that proper plumb, alignment, and height be frequently checked, corrected for, and ultimately achieved, with each headstone rigidly set.

d. The Contractor shall report at the end of the day on their daily headstone settings in writing to the COR.

e. Any headstones broken or damaged by the Contractor shall be reported to the Cemetery Director or COR at time of discovery each working day to allow time for ONCC staff to make correction and to ensure the grave is properly marked. The Contractor shall be responsible for the cost of the headstone replacement. All headstone replacements must be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at the Contractor’s expense. All grid or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor’s expense. Curbs, roads, walks, turf, trees, utilities, etc. existing above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the COR.

f. Headstones will be removed from their sockets by using wooden, and or metal clamps. If metal clamps are used the area that contacts the headstone must be protected with a rigid fabric that will prevent damage and marking of the headstone. Clamps may be attached to a Bob Cat or similar Machine to extract headstone from socket. Use care not to scratch or damage headstones in any manner. Contractor is responsible for the correction and restoration to original condition all areas where damages were caused to turf and headstones during performance of this work.

g. FMNC ONLY - Once the COR or his/her designee has identified a headstone for disposal (due to damage, inscription change, or second interment) the Contractor shall take the following actions: Move the headstone to an area of the maintenance yard located out of the view of the public. Break the headstone into pieces using a maul or sledgehammer so that the inscriptions are not legible. Dispose of the broken headstone pieces at the contractor’s expense as directed by the COR. Headstones shall not be used for any purpose other than their intended use. The Contractor shall maintain a log of all disposed headstones. This log shall track the Name, date of disposal and the location of disposed headstone.

h. Adjustment (raising, lowering, or otherwise realigning newly set headstones due to initial settling, improper compaction or contractor error will be the responsibility of the Contractor, and will be at the Contractor’s expense.

i. If there is a problem with realigning a specific marker, a report shall be sent to the COR providing a detailed explanation, the reasons the marker was not realigned.

j. All headstones set by the Contractor shall maintain the proper height and alignment for a period of 365 days from date of install and compliance by the COR; any adjustment, raise, lower or realignment of headstones during this warranty period shall be at the Contractor’s expense. Adjustment, raising, lowering and/or realigning newly set headstones due to initial settling, improper compaction or Contractor error will not constitute Headstone Raise, Lower, Realign, Reset, backfill as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

A.1.5 Committal Shelter/Flag – Daily Set-up and Cleaning, and Lowering and Raising U.S. Flag for all interment days including weekend and Holiday burials as required: (FMNC, ONC Committal shelter clean only) The Contractor shall maintain the committal service area clean and free of webs and other dirt or debris and shall check and ensure cleanliness and proper setup/order before each committal service day or as required when debris is left by the prior party for both ONC and FMNC.

The Contractor shall bring the flag of the United States of America (FMNC Only) to half-staff each day one-half (½) hour before the start of the first committal service and raise it to full-staff one-half (½) hour after the conclusion of the last committal service and all family members have departed the committal service area each day. The Contractor shall also bring the US flag at FMNC to half-staff within one hour of notice by the COR, as authorized by a Presidential proclamation to commemorate the death of distinguished individuals, and the US flag shall be returned to full staff when notified by the COR. The US flag shall be flown during the hours of daylight and shall be flown during non-daylight hours so long as at least two flagpole lights are functional between the hours of sunset and sunrise.

A.1.6 Mow and Trim ALL turfgrass areas including headstones; edge all sidewalks and curbs; blow/sweep/remove debris. (ONC and FMNC) The Contractor shall mow, which includes string trimming and edging in conjunction with each mowing - all turfgrass areas to present a well-manicured, neat, professional appearance always, in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service and in accordance with NCA Operational Standards and Measures Guidebook. A complete mow/trim/edge cycle is usually required each week during the growing season and to be considered a complete mow/trim/edge event, all turfgrass areas must be completely mowed/trimmed/edged and removed of debris within a one-week (Monday-Friday) time period. Each burial section shall be mowed/trimmed/edged and cleared of debris prior to moving to the next section. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting.

Mowing:

A) Mowing height shall be as specified by the COR, generally 3.0-3.5 inches.

B) Mowing frequency shall be often enough that:

1) Excessive clippings are not generated, and

2) No more than one third of the grass height is removed per mowing.

If mowing is delayed by weather or some other reason and grass height becomes excessive, then mowing height shall be increased so no more than one third of the grass height is removed, and it shall then be mowed twice per week at a slightly lower height each time till the COR-specified target height is again achieved.

C) Clippings shall normally be left on the turf if they are well dispersed and don’t inhibit grass growth or detract from the appearance of the cemetery, but excessive quantities or accumulations of clippings shall be dispersed or removed. Windrows or clumps shall not remain after mowing but shall be promptly dispersed or removed. Any grass clippings on headstones, flat markers, monuments, mulch beds, or impervious surfaces such as walks and roads shall be blown or swept onto adjacent turf, or collected and disposed of, before workers leave the section being mowed. Any clippings or edgings deposited on sidewalks or at public visitor areas including the Committal Shelter areas will be removed (by sweeping or mechanical blower) at same time mowing work is occurring.

D) Contractor is responsible for collection and disposal of all unsightly flowers, debris, and trash before and after each mowing and trimming event within the Cemetery. Debris and Trash is any item, material, or foreign object not permanently attached to or planted within the Cemetery grounds and boundaries. Items include, but are not limited to, fallen twigs and branches that are under ten (10) inches (25.40 cm) in diameter, paper products, cigarette butts, gum, glass and metal products, plastic and any other synthetic items, loose rock and stone over three (3) inches (7.62 cm) in diameter that are not the apparent result of an interment.

E) Mowers shall be commercial grade and designed to produce a professional, high-quality cut, and they shall be properly maintained and adjusted. Rear or Mulching decks are required on all mowers to assist in keeping headstones free from debris.

F) Mulching blades shall be used and shall be kept sharp, so grass is cut cleanly, not torn or shredded. Push mowers shall be used in selected locations designated by the COR where there are numerous monuments or other obstacles.

G) Mowing direction shall be changed or reversed from one mowing cycle to the next, wherever doing so is practical. Mowers shall not be operated within four inches of monuments, tree trunks, or other vertical surfaces.

H) Mowing patterns in open areas shall be deliberate, precise (straight lines), and attractive to enhance the cemetery’s appearance. Mowing direction shall be alternated between mowing events to prevent rutting/grooving.

I) Mower ground speed (and turning) shall be slow enough to provide a complete, clean cut, without turf damage. At turning areas, such as at ends of grave rows and around trees and other objects, mower operators shall reduce ground speed and exercise care to prevent tearing or otherwise damaging turfgrass or creating turn or ring patterns in turf from the mower tires. This is especially critical when soils are wet. Any damage to turf from mower tires at these turn points will be repaired within 1/2 day of identification by COR.

J) Floral and commemorative items on grave sites shall be removed prior to mowing and trimming, and then replaced afterward in their same locations by the Contractor.

K) Cleaning of mowing equipment shall NOT be done on Cemetery property, and only clean equipment shall be brought to the Cemetery to reduce the risk of introducing contaminant weed seeds in the cemetery turf.

L) Newly repaired turf areas (newly sodded or seeded) shall be mowed with a push mower until the turfgrass is well enough established that it will not be damaged by riding mowers per the COR’s guidance.

M) Unsuitable mowing conditions are likely at times due to heavy rain, lightning, or other extreme conditions. The COR, Cemetery Foreman, or Cemetery Director has authority to stop work if conditions are such that work that day will do more damage than good to the Cemetery grounds or is dangerous to workers.

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

O) Contractor is responsible for removal and replacement of all lawn, shrubs, and trees due to damage by the Contractor. Contractor shall provide replacement plants and shall be of the same type and size. The Cemetery is responsible for plants damaged by the Cemetery or third parties, storms, flood or frost damage and trees beyond their normal life span.

P) The Government shall not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft, etc. while on site.

String Trimming:

The Contractor shall trim grass and vegetation around headstones and other upright surfaces and along planting beds and other edges and spots that mowers miss. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. Objects and areas to be trimmed around include headstones, section markers, monuments, trees, planting beds, shrubs, buildings, curbs/curbing, fences, walls, poles, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes and covers.

A) Trimming height shall be the same as mowing height, and no shorter. There shall be no scalping.

B) Trimming frequency is the same as mowing, and trimming shall be considered a part of mowing, but mowing shall be done first so trimming height can be matched to the mowed height.

C) Clippings shall be dispersed, removed, or mulched with mowers if visually objectionable after trimming, and before proceeding with work in other sections.

D) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces.

E) Caution shall be exercised to avoid any damage to headstones, markers, monuments, building walls, trees, other desirable plant materials, or any other assets. Any damage shall be promptly reported to COR.

F) Equipment - commercial grade string trimmers shall be used.

G) String Litter - Trimmer string pieces (longer than short pieces of perhaps an inch or two long that break off with regular wear) shall not remain on the grounds.

Edging:

The Contractor shall blade edge all streets, curbs, walkways, tree rings/wells, permanent building/structure lines, flat markers, and planting beds. Edging shall provide a clear zone ½” wide by 2” to 3” deep with all vegetation removed from joints and cracks. Damage to asphalt/concrete shall be avoided.

A.1.7 Mow ALL Native (Prairie) Grass and Unimproved Native Turf Areas (ONC and FMNC)

The Contractor shall mow prairie grass areas as directed using a flail or rotary mower to prevent musk and Canadian thistle from producing seed by removing flowering stocks (but not mowing off the lower leaves) and chop other overgrowth which may intercept herbicide spray. Mowing height may vary, but generally 6” during the first week of May for musk thistle and generally no shorter than 8” later in the season. Native turf areas around the perimeter of FMNC shall be mowed in conjunction with regular mowing of turfgrass.

A.1.8 Receive and install new and subsequent inscribed niche covers and memorial wall markers within 10 calendar days: (FMNC) Newly inscribed niche covers are shipped to Fort McPherson National Cemetery. Contractor personnel are responsible for unloading niche covers from the delivery truck, inspecting them for damage (documenting any damage and reporting to COR immediately) and removing niche covers/markers from packaging for COR to conduct quality and inscription inspection. Contractor may re-use packaging material prior to disposing of it as part of safe transport to the niche. Niche covers identified by the COR as damaged or incorrect shall be moved by the contractor to a designated area determined by the COR. Defective niche covers/markers shall not be used. Contractor shall protect niche covers from the weather to avoid damage or staining in transporting or storage.

The Contractor shall install niche covers/markers on the correct niche within ten (10) calendar days of receipt/inspection/acceptance by the COR. This time frame must be met regardless of the quantity or type of installations requested or time of year. The Contractor shall contact the COR with questions concerning accessibility. Prior to setting any niche cover/marker or removing any niche cover/marker from its socket, the Contractor shall verify with certainty the correct location using requisite verification documentation: that the niche cover matches its location number/name/temporary marker and is in sequence with all adjacent covers to ensure the correct placement.

All temporary markers, floral arrangements, commemorative, or other type of decorations that may interfere with setting a niche cover shall be carefully, and…