Performance Work Statement Ft Sill Grounds Maintenance.pdf

PERFORMANCE WORK STATEMENT

1. GENERAL INFORMATION

1.1. This is a performance-based contract for cemetery grounds maintenance services at Fort Sill National Cemetery, Elgin, Oklahoma and hereafter referred to as Fort Sill or “Cemetery.” The overall responsibility of the contractor is to plan, coordinate, organize, manage, and perform the activities of mowing and trimming; trimming around headstones, edging around flat markers;

curb/sidewalk edging; and associated services described herein required to maintain a healthy and aesthetic appearance of the Cemetery grounds. The Cemetery is located at 2648 NE Jake Dunn Road, Elgin, OK 73538.

1.2. This Performance Work Statement describes the basic objectives of the Fort Sill National Cemetery Grounds Maintenance Program. The Performance Based Service Contract provides potential Offerors the flexibility to develop cost-effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the Offeror’s understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained on the Statement of Work that the Government traditionally provides to prospective Offerors. Minimum acceptable levels of performance to meet the minimum requirements are outlined in the “Services Delivery Summary” contained in Attachment 1.

1.3. The National Cemetery Administration Mission.

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

1.4. Background.

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

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

2. DESCRIPTION OF CONTRACT OBJECTIVES

2.1. The contractor shall furnish all labor, supervision, professional expertise, vehicles, tools, equipment, materials, and services necessary to ensure that grounds maintenance is performed in a manner that shall meet or exceed the requirements to maintain healthy turf grass and that presents a clean, neat, professional and aesthetic grounds appearance throughout the Cemetery. The contractor’s performance will be based on the Contracting Officer’s (CO) and Contracting Officer’s Representative (COR) evaluation and of the results required by the Service Delivery Summary (SDS) and not the method of performance. It is at the Contractor’s discretion to determine the methods to attain the level of service at the best value. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints. The final results of the evaluations will be the determining factor for the success or failure of this contract.

The contractor shall comply with applicable federal, regional, state, local laws, and commercial standards.

2.2. Services include, but are not limited to, mowing, trimming (features and headstones), edging (features and flat markers), pesticide applications, fertilizer delivery, and removal of trash (generated by the contractor), as well as sweeping or blowing off grass from sidewalks, roads and headstones. Scheduling services shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. The exception is Memorial Day, which may be a workday for Federal employees, but not for the contractor. No work shall be allowed during special weekend activities.

2.3. The contractor shall be responsible for full management of the facility’s grounds maintenance services described herein. The Government’s objectives are described in the NCA’s “Operational Standards and Measures”, the Performance Work Statement (PWS), and other requirements identified herein, as they are applicable to the services required in the Pricing Schedule. The contractor shall develop a “Performance Work Plan” that contains solutions to accomplish the Government’s objectives. The Contractor may use whatever method it chooses to meet the objectives, as-long-as the results satisfies the minimum acceptable levels of performance as defined in Services Delivery Summary (SDS).

2.4. Contract Objectives.

2.4.1. To use an innovative and creative technical approach to manage the Cemetery grounds maintenance operation at the Fort Sill National Cemetery in order to maintain the highest standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.

2.4.2. To have the contractor perform its Technical Performance Approach designed to maintain healthy grass and a clean, neat and professional grounds appearance overall.

2.4.3. The minimum life of the contract is planned for one (1) base period with up to four (4) one-year options individually exercised at the VA’s discretion and dependent on the availability of funds.

3. DESCRIPTION OF SERVICES:

NOTE: The cemetery is currently undergoing a grounds area expansion that is expected to be completed early 2028. This expansion will add an additional 7.18 Improved Acres. CLINs for Option Year 1 have eight (8) optional CLINS; in Option Years 2 through 4, the additional acreage is added to the respective CLINs.

3.1. Improved Grounds Mowing, CLIN 0001 and Optional CLIN 0009. The contractor shall mow all Improved Grounds to look well-manicured, with a neat and professional appearance at all times. Improved Grounds are visually prominent and medium visual impact areas requiring more frequent maintenance, such as burial areas, high visibility specialty areas, and non-burial areas (see Attachment 6, Definitions). This generally requires a complete mow/trim cycle every week during the growing season (March through November). Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting.

3.1.1. The contractor shall maintain grass height at a height within one (1) inch (+/-) of that which is professionally recommended for the predominant grass type at the cemetery and as directed by the COR. Optimally, the height should be no more than one-half an inch (½”) above the recommended range for the type of turf at the Cemetery as directed by the COR.

The resulting height of grass is measured to determine correct cutting height. Mowing should be performed with sufficient frequency that no more than one-third of leafage is removed during any single mowing. The Contractor’s Performance Work Plan shall address any adjustments required depending on weather conditions and approved by the District Agronomist.

3.1.1.1.The predominant turf type is hybrid bermudagrass (U3, Astro, and Tif 419) with a recommended cutting range of 2.5 to 3 inches.

3.1.2. The contractor shall be required to pick up, collect and dispose of debris and trash (see Attachment 6, Definitions), natural and manmade, prior to and after mowing/trimming any area.

3.1.3. The contractor shall identify, move and replace all floral or commemorative items, etc. to their original locations as necessary while performing mowing/trimming services.

3.1.4. The contractor shall keep all headstones, flat markers, monuments, roadways, walkways (inside and out), flagpole bases, public visitor areas including at the Committal Shelter, or other non-turf areas free of clipping or edging deposits. Clippings shall be mechanically blown or swept onto nearby turf areas when possible or collected and disposed of on the same day as the mowing, trimming, or edging event that produced them. At no time is freshly mowed grass to be blown onto headstones

3.1.5. The contractor shall immediately remove and dispose of, or mulch clearly visible clumps of grass clippings on top of the turf to prevent the appearance of windows.

3.1.6. The contractor shall use commercial grade rear-discharge mowers or commercial grade mowers with mulching decks only. The contractor shall use properly maintained and adjusted cutting equipment to prevent streaks or irregularities, uneven cutting, plowing, or gouging of the soil. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. Riding mowers may be used if they are not operated within six (6) inches of markers, monuments, tree trunks or other vertical surfaces.

3.1.7. All mowing equipment shall be cleaned before unloading or mowing at the Cemetery to reduce the risk of introducing weeds, diseases, insects or other pests into the Cemetery turf.

If specific cemetery sections have been identified to have a pest issue, cleaning of mowing equipment may be required before using equipment in additional sections to prevent pest spread. No equipment shall be cleaned on Cemetery property, unless a specific area is approved and designated by the COR.

3.1.8. The contractor shall hand mow new seed/sod areas (present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations) until they are fully established to the point where they will not be damaged by riding mowers.

3.1.9. The contractor shall be familiar with and utilize different mowing patterns and shall change direction, change patterns, and vary mower wheel width patterns after each mowing thereby reducing turf wear, prevent wheel rutting, and provide a neater appearance. All mowing around trees will be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf.

3.1.9.1.The change in direction and change in patterns also may be referred as cross cutting, diagonally, or behind man-made and/or natural objects.

3.1.10. There may be periods of excessive rainfall when the contractor cannot access areas for mowing due to excessive wetness. The COR has the authority to stop work if weather conditions are such that work that day will do more damage than good to the Cemetery grounds. During these periods, the contractor shall be expected to ensure the grass is cut in less than a week’s time once grass is suitable for mowing.

3.1.11. The contractor shall be responsible for replacing sprinkler heads (in-kind) damaged during mowing operations whether due to improper mowing techniques, improper cut height, or neglect.

3.1.12. The contractor shall notify the COR if malfunctioning sprinkler heads (ie fail to retract or set at improper height) interfere with mowing operations.

3.2. String Trimming, CLIN’s 0002, 0003 and Optional CLIN 1010. The contractor shall trim grass and vegetation around vertical surfaces or any other structure or area that cannot be maintained by traditional mowing equipment to match surrounding area’s grass height within Improved Grounds.

Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. The vertical surfaces to be trimmed include headstones, flat markers, 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.

3.2.1. The contractor shall trim turfgrass surrounding headstones and flat markers to match mow height after each mowing cycle.

3.2.2. The contractor shall trim all areas concurrent with mowing. Trimming operations of all non-mowed turf areas shall be considered a part of mowing. The contractor shall mow first, followed by trimming.

3.2.3. The contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area.

3.2.4. The contractor shall exercise caution to avoid contact with headstones, markers, monuments, building walls, trees, shrubs, flowers, any other desirable plant materials, etc.

or any other structure that can be damaged by contact with the trimming device’s cutting instrument.

3.2.5. The contractor shall use commercial grade power trimmers and power edgers to trim grass from around headstones, flat markers, monuments, section markers, etc. The contractor shall use trimmers with a plastic blade attachment to cleanly trim edges around all headstones and flat markers, monuments, section markers, etc. or as otherwise approved by the COR.

3.3. Feature Edging, CLIN 0004 and Optional CLIN 0011. The contractor shall blade edge all streets, curbs, walkways, tree wells, permanent building/structure lines, and planting beds. Edging shall provide a clear zone ½” to 1” wide by 2” to 3” deep with all vegetation removed from joints and cracks. Damage to asphalt/concrete shall be avoided. Edging events shall be completed as ordered by the COR. The first edging cycle shall be completed approximately at the start of the mowing season, the second cycle one week prior to Memorial Day, the third during the month of July, and a fourth edging during the month of September. Additional edging events may be scheduled by the COR. The exact dates will be provided by the COR.

3.4. Fertilizer Application, CLIN 0007 and Optional CLIN 0014. The contractor shall apply fertilizer to support healthy turf growth in accordance with soil test and regional best management practices .

3.4.1. Fertilizers shall be applied based on the results and recommendations of a representative soil test for the cemetery or section(s). The cemetery will conduct the soil test at a frequency of one (1) to three (3) years, and the COR will provide the most recent soil test results to the contractor by 31 January every year. Only a fertilizer or fertilizer program recommended by the soil test results shall be applied unless approved otherwise by the COR and District Agronomist. The most recent soil test was conducted in January 2026 (Attachment 13).

3.4.2. The contractor shall complete and submit a detailed Pesticide and Fertilizer Application Plan to the COR no later than 30 days following the award (Attachment 9). The Contractor submitted plan shall directly correspond to the specifications in this Performance Work Statement.

3.4.3. In accordance with the submitted Pesticide and Fertilizer Application Plan (Attachment 9), the contractor shall schedule the pesticide application date with the COR and only apply once given approval by the COR. The contractor shall give the COR a minimum of five (5) business days’ notice prior to application. Any changes to application date must be approved by the COR.

3.4.4. A minimum of five (5) business days in advance of each fertilizer application, the contractor shall provide the MSDS and Label for all chemical products as well as the completed Pesticide or Fertilizer Application Proposal (Attachment 10). Required information on the proposal includes the company name, company contact information; names and titles of the company’s staff that will perform the application; proposed date of application; size of area to be treated; follow-up instructions; application area; the chemicals proposed (NPK ratio, percent slow release nitrogen, product name, total amount to be applied, and proposed application rate).

3.4.5. The contractor shall provide the completed Fertilizer Application Record (Attachment 12) by 5:00 pm on the day of application. Required information on the log includes the company name, company contact information; names and titles of the company’s staff that performed the application; date and time of application; size of area treated; follow-up instructions;

application area; the chemicals used (NPK ratio, percent slow release nitrogen, product name, total amount to be applied, and proposed application rate); and weather conditions (including the temperature and the average wind speed) during the time of application.

3.4.6. The fertilizer product shall meet the following requirements:

3.4.6.1.Comply to soil test recommendations

3.4.6.2.Be a granular formulation

3.4.6.3.Nitrogen (N): The product must contain a nitrogen (N) source with 30% slow-release N. The N source must be derived from urea or ammonium sulfate. To meet the 50% slow-release N, the blend must contain ureaform, IBDU, polymer-coated sulfur coated urea, or polymer-coated urea.

3.4.6.4.Contain micronutrients (ie S, Mn, Mg, Fe) as/if indicated by soil test

3.4.6.5.Less than 20% of the blend shall be composed of filler material.

3.4.7. The fertilizer application rates shall meet the following requirements:

3.4.7.1.Each individual application supplies approximately 1 to 1.5 lb N per 1000 sq ft; lower rates may be recommended during drought conditions.

3.4.7.2.All applications within one growing season total to 4 to 5 lbs N per 1000 sq ft;

3.4.7.3.Additional macronutrients at a rate not to exceed 1 lbs phosphate (P2O5) and 2 lbs potash (K2O) per 1,000 sq ft per year as/if indicated by soil test. The most recent soil test recommends 0.6 to 1.25 lbs phosphate per 1000 sq feet annually and 0.6 lbs potash per 1000 sq ft annually.

3.4.8. Following the Grounds Management Plan, see the fertilizer program for hybrid bermudagrass at the cemetery with example product and rate:

Table 3.4. Example fertilizer program for hybrid bermudagrass at Fort Sill National Cemetery – based upon January 2026 soil test result. Consult with District Agronomist for guidance.

Application Prescription Timing Indicators Example Product and Rate

#1 1 lb N per 1000 sq ft

March 15 to April 30

Following emergence from winter dormancy and up to 3 mowings.

30-6-4 with 30% SCU at 3.4 lbs product per 1000 sq ft

#2 1 lb N per 1000 sq ft

May 1 to June 15

Approx 6 weeks after first application. Do not apply if drought conditions.

30-6-4 with 30% SCU at 3.4 lbs product per 1000 sq ft

#3 1 lb N per 1000 sq ft

June 15 to July 30

Approx 6 weeks after first application. Do not apply if drought conditions.

30-6-4 with 30% SCU at 3.4 lbs product per 1000 sq ft

#4 1 lb N per 1000 sq ft

August 1 to September

Do not apply if drought conditions. Grass is still green. At least 2 to 3 weeks prior to first frost.

30-6-4 with 30% SCU at 3.4 lbs product per 1000 sq ft

This specific example meets the fertilizer requirements by supplying 4.1 lbs N per 1000 sq ft per year with 30% slow-release N, and 0.8 lbs of phosphate per 1000 sq feet per year, and 0.6 lbs of potash per 1000 sq ft per year.

3.4.9. All application methods of fertilizers shall be in strict accordance with manufacturer instructions, Department of Environmental Protection, and all applicable federal, state, and local laws.

3.4.10. The fertilizer application equipment shall be correctly calibrated to the specific product used and the application made to achieve a uniform distribution of the fertilizer throughout the application area.

3.4.11. The contractor shall provide written recommendations to COR to ensure that the fertilizer is properly watered in. The Contractor shall schedule and perform this watering requirement.

3.4.12. The contractor shall make sure that all headstones, flat markers, monuments, sidewalks, patios, and other like surfaces are free of fertilizer granules immediately after the application and before watering in of fertilizer occurs. This shall aid in avoiding staining of surfaces. The contractor shall be responsible for removal of any staining, marking, of headstones, flat markers, monuments, sidewalks, patios, and other like surfaces that occur as result of a fertilizer application made by the contractor.

3.5. Pre- and Post Emergent Herbicide Applications CLINS 0005, 0006, and Optional CLINS 0008, 1012, 1013, and 1015.

3.5.1. A “Licensed Applicator” shall serve as the “site manager” for this contract and will be provided by the Contractor on-site when work is being performed; all herbicide applications shall be applied directly by or under the supervision of a current commercially licensed pesticide applicator.

3.5.1.1. The licensed applicator must be licensed by the Oklahoma Department of Agriculture as a Commercial Pesticide Applicator; the license must be active and include Qualified Supervisor (QS) in Category 206: Turf Pest Control. All applications shall be performed as per the Rules and Regulations of the Oklahoma Department of Agriculture. The Contractor shall submit the license to the COR prior to commencing work.

3.5.1.2. The Licensed Applicator must have at least three (3) years’ experience performing herbicide applications in commercial (non-residential) turf and ornamental landscapes. The Licensed Applicator will ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained.

3.5.1.3. Any proposed personnel change for the Licensed Applicator shall be approved a minimum of ten (10) business days prior to a pesticide application.

3.5.2. Herbicide applications shall be mixed and applied in such a manner as to bring about the optimal control of all broadleaf and grassy weeds in the improved turf areas of the cemetery, according to label direction. The contractor shall be responsible for the proper timing and method of each application so that the highest resulting weed control for that application shall be attained.

3.5.3. The contractor shall complete and submit a detailed Pesticide and Fertilizer Application Plan to the COR no later than 30 days following the award (Attachment 9). The Contractor submitted plan shall directly correspond to the specifications in this Performance Work Statement.

3.5.4. In accordance with the submitted Pesticide and Fertilizer Application Plan (Attachment 9), the contractor shall schedule the pesticide application date with the COR and only apply once given approval by the COR. The contractor shall give the COR a minimum of five (5) business days’ notice prior to application. Any changes to application date must be approved by the COR.

3.5.5. A minimum of five (5) business days in advance of each fertilizer or pesticide application, the contractor shall provide the MSDS and Label for all chemical products (pesticides and adjuvants) as well as the completed Pesticide or Fertilizer Application Proposal (Attachment 10). Required information on the proposal includes the company name, company contact information; names, titles, and license information of the company’s staff that will perform the application; proposed date of application; application type (broadcast or spot); size of area to be treated; restricted entry, follow-up instructions and/or control symptoms;

application area; the chemicals proposed (trade name, EPA registration number, active ingredient, total amount to be applied, proposed application rate); and targeted weed(s).

3.5.6. The contractor shall provide the completed Pesticide Application Record (Attachment 11) by 5:00 p.m. the day of application. Required information on the log includes the company name, company contact information; names, titles, and license information of the company’s staff that performed the application; date and time of application; application type (broadcast or spot); size of area treated; restricted entry, follow-up instructions and/or control symptoms; application area; the chemicals used (trade name, EPA registration number, active ingredient, total amount applied, application rate); targeted weed(s); and weather conditions (including the temperature and the average wind speed) during the time of application.

3.5.7. The herbicide product shall meet the following requirements:

3.5.7.1. Follow industry best practices and label instructions to rotate chemical chemistry /

Mode of Action (MOA) to mitigate herbicide resistance. If a specific active ingredient is failing to provide control, it shall be rotated out.

3.5.7.2. No pre-emergent herbicide family may be used over a consistent twelve (12) month period; herbicide family rotation shall either be within year or between years.

3.5.7.3. Be labeled for control of weeds in ornamental turfgrass – specifically for hybrid bermudagrass.

3.5.7.4. Include the weeds of concern at the cemetery on the label. Weeds within the turf areas at the cemetery include crabgrass, little barley, dallisgrass, goosegrass, carpetgrass, asters, henbit, chickweed, thistles, and dandelion. Emerging updates or changes to this list will be provided by the COR ten (10) business days ahead of applications proposed on the Contractor-submitted Pesticide and Fertilizer Application Plan (Attachment 9). If the Contractor identifies additional weeds within the hybrid bermudagrass turf areas while on site, the Contractor shall provide this information to the COR in writing.

3.5.8. The herbicide application rates shall meet the following requirements:

3.5.8.1. Not be less than the minimum rate needed for control of the weeds of concern.

3.5.8.2. According to turf type, not be more than the maximum rate permitted per application nor total to more than the maximum annual use rate, according to label restrictions.

3.5.8.3. Split applications shall be used when identified as a best management practice for specific weeds of concern.

3.5.9. Following the Grounds Management Plan, see the herbicide program for hybrid bermudagrass at the cemetery with example product and rate.

3.5.9.1. Spring Pre-emergent Broadcast: The exact timing of application is based on soil temperatures (55°F) and weather conditions. Split applications are recommended.

3.5.9.2. Fall Pre-emergent Broadcast: The exact timing of application is based on soil temperatures (70°F) and weather conditions. Split applications are recommended.

3.5.9.3. Spring Post Emergent Broadcast: The exact timing based on weed development.

3.5.9.4. Summer Post Emergent Broadcast: The exact timing based on weed development and residual period of Spring Post Emergent.

3.5.9.5. Fall Post Emergent Broadcast: The exact timing based on weed development and residual period of Summer Post Emergent.

3.5.9.6. Spot applications occur as needed based on weed species, weed development, weather conditions, and order of the COR. The Contractor shall schedule spot applications within five (5) business days of written request from the COR. Spot application size will not exceed label restrictions.

Month Pre-emergent Post Emergent January February Dormant Application March Spring Application - split April Spring Application May

June Summer Application (spot only if drought conditions) July

August September Fall Application - split Fall Application October November December

Example Products

• Resolute, Barricade (prodiamine, MOA 3)

• Dimension (dithiopyr, MOA 3)

• Simazine (simazine, MOA 5)

• Specticle (indaziflam, MOA 29)

• Betasan (bensulide, MOA 8)

• 3-Way Product (2,4-D, mecoprop, dicamba; MOA 4)

• Celsius (dicamba, thiencarbazone-methyl, iodosulfuron, MOA 4, 2)

• SedgeHammer (halsulfuron, MOA 2)

3.5.10. All application methods of herbicides shall be in strict accordance with manufacturer instructions, Department of Environmental Protection, and all applicable federal, state, and local laws. The Contractor is responsible for specifically the herbicide label at all times.

This includes, but is not limited to, all safety, mixing, weather conditions, and application directions, and information.

3.5.11. All contractor personnel shall be properly clothed and wearing proper safety equipment during any and all applications.

3.5.12. All mixing of chemicals and filling of tanks shall be performed off site or only in an appropriate area of the cemetery as determined and directed by the COR.

3.5.13. The herbicide application equipment shall be correctly calibrated (if granular, to the specific product) and the application made to achieve a uniform distribution of the herbicide(s) throughout the application area.

3.5.14. The contractor shall be responsible for maintaining adequate signage in all areas where pesticides have been applied. As needed, chemical application signs shall be placed on all sides and no less than 25 feet apart for visibility from all entry points. The Contractor shall also be responsible for removal of the chemical application signs no less than 24 hours after application.

3.5.15. The contractor shall provide written instructions to the COR concerning the expected control timeline and symptoms.

3.5.16. The contractor shall provide written recommendations to the COR concerning any watering requirements to activate chemicals, as needed. The Cemetery shall schedule and perform this watering requirement.

3.5.17. The contractor shall be responsible for any and all repeat, follow-up, and/or spot spray herbicide applications, due to ineffective (based upon provided control symptom timeline and product label), uncalibrated, or inaccurate applications. These repeat, follow-up, and spot spray treatments shall be provided at no additional charge to the government within five (5) business days of notification.

4. SERVICE DELIVERY SUMMARY (SDS). The contract service requirements are summarized in performance objectives that relate directly to requirements. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SDS and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. During the initial 30 days of the contract, two additional errors on each performance objective shall be allowed in an effort to identify normal “phase-in” problems.

4.1. Quality Control. The contractor shall develop, submit for contracting officer and COR acceptance, and maintain a Quality Control program to ensure grounds maintenance services are performed in accordance with the requirements of this contract.

4.1.1. The contractor shall submit a Quality Control Plan (QCP) for contracting officer and COR acceptance within fourteen (14) calendar days after contract award. Any changes thereafter must also be provided to contracting officer and COR for acceptance.

4.1.2. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the contractor shall develop Quality Control procedures addressing the areas identified in Paragraph 3, Description of Services.

The Contractor shall provide at least one (1) full time person dedicated to Quality Control.

4.1.3. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

4.1.3.1. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.

4.1.3.2. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

4.1.3.3. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.

4.1.3.4. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

4.1.3.5. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

4.1.3.6. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.

4.1.3.7. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

4.2. Quality Assurance. The COR will evaluate the contractor’s performance through on-site inspections, evaluation of the Contractor's quality control program and receipt of complaints from Cemetery personnel in accordance with the attached Quality Assurance Surveillance Plan (QASP), Attachment 7.

4.2.1. The COR may inspect each task as completed or increase the number of Quality Assurance inspections if called for by repeated failures discovered during inspections or repeated customer complaints. Likewise, the COR may decrease the number of Quality Assurance inspections if performance dictates.

4.2.2. The COR will also receive and investigate complaints from various customers visiting the Cemetery. The Contractor shall be responsible for initialing validated visitor complaints.

The COR will make final determination of the validity of visitor complaint(s).

4.3. Supervision.

4.3.1. Contractor Superintendent: The contractor shall provide a competent and experienced supervisor who speaks and writes fluent English on site for at least four (4) hours a day whenever work is being performed, other than trash and debris pick-up.

4.3.2. The Contractor Superintendent must have not less than five (5) years’ experience as a direct supervisor of grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial or public sites.

4.3.3. The Contractor Superintendent shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained.

4.3.4. The contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The 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 direct the removal of an employee from the premises. The contractor objections to any such action shall be referred to the Contacting Officer (CO) for final resolution; however, the contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The contractor shall 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 directed by the COR, and is later found invalid and/or unreasonable by the CO.

4.3.5. In the absence of the Superintendent, the contractor shall appoint an English-speaking crew foreman or an employee who shall be responsible to ensure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications and that the work will progress without undue delay.

4.4. Inspection and Cleaning of Cemetery Facilities.

4.4.1. The contractor shall perform a weekly inspection. During this inspection the appearance of the Cemetery shall be observed, and any deficiencies noted within the scope of the contract shall be corrected as soon as practicable. Items that need correcting outside the scope of the contract shall be reported to the COR or his/her representative.

4.4.2. The contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The inspection forms will be provided to the contractor. (See “Work Summary and Progress Report”, Attachment 3)

4.5. Reporting and Record Keeping.

4.5.1. The Contractor Superintendent shall report on a daily basis to the COR at the Maintenance Building of the Cemetery and log in on days when work is being performed. This DAILY check-in is mandatory and shall be at a time agreed upon by the COR and the Contractor Superintendent. The purpose of the DAILY meeting is to coordinate and establish the daily work schedule to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony, and to submit the required written reports to the COR.

These Daily meetings are for the Contractor Superintendent to ask questions and ensure he/she understands the off-limit areas, which may vary depending on the event. The Contractor Superintendent can thus assign tasks accordingly throughout the rest of the Cemetery so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor Superintendent fails to re-direct employees away from an event in a timely fashion, the COR may then assist in doing so.

4.5.2. The Contractor Superintendent shall provide WEEKLY and DAILY work schedules to the COR. The contractor is required to schedule all required services and is further required to comply with his schedule except for delays beyond his control. Such delays shall be coordinated through the COR. The work schedule shall include deficient work identified by Contractor's quality control inspections and not yet corrected.

4.5.3. The Contractor shall submit the WEEKLY schedule every Friday by 3:00 P.M. indicating the work to be performed during the following week and the DAILY schedule shall be submitted on a daily basis by 8:00 A.M. indicating work being performed on that day.

4.5.4. The Contractor Superintendent shall provide WEEKLY an accurate written report identifying all work that took place within the previous seven (7) calendar days. The Contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR as required.

4.5.5. The contractor shall submit the Oklahoma Commercial Pesticide Applicator’s license with their proposal. Staff serving as the Licensed Applicator must have their license on their person when applications are conducted.

4.5.6. The contractor shall complete and submit a detailed Pesticide and Fertilizer Application Plan to the COR no later than 30 days following the award (Attachment 9). The Contractor submitted plan shall directly correspond to the specifications in this Performance Work Statement.

4.5.7. The contractor shall provide the completed Pesticide Application Record by 5:00 pm the day of application. (Attachment 11). A different format that includes all reporting requirements may be proposed by the contractor within thirty (30) days of award for government approval.

4.5.8. A list of scheduled ceremonies will be provided to the Contractor Superintendent the week prior to the scheduled events, and a list of scheduled funerals will be provided daily. The Contractor Superintendent shall be solely responsible for 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 shall be solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR.

4.5.9. The contractor’s performance and progress on this contract shall be measured weekly based on how timely, accurately, and adequately he/she accomplishes and completes the weekly work scheduled and as needed to systematically accomplish the contract work over the duration of the project. In instances where the COR determines that the work is behind schedule, he will notify the contracting officer, and the contractor shall increase workforce and/or hours of operation at no additional cost to the government in order to achieve completion of the contract work within the specified timeframe.

4.5.10. SUBMITTALS - The contractor shall submit the following documents or information in accordance with the table below.

Table 4.5. Submittal Schedule Submittal Frequency Submittal Schedule Work Plan/Staffing Plan As Revised With Proposal Quality Control Plan As Revised Within 14 calendar days after award Fire Safety Plan As Revised Within 14 calendar days after award Emergency Contacts As Revised Within 14 calendar days after award Licenses, Permits, Insurance on Vehicles, Liability, Workman’s Compensation Insurance, etc.

As Revised Per Contracting officer direction

Pesticide Applicator Certification(s)

Initial and as revised

With proposal submission or per Contracting officer direction

Equipment List Initial and as revised With proposal submission

Pesticide and Fertilizer Application Plan

Initial and each OY Within 30 days of award

Pesticide or Fertilizer Application Proposal As Needed A minimum of five (5) business days prior to use Herbicides information sheets/labels As Needed A minimum of five (5) business days prior to use Fertilizer Blend/Information Sheet and Safety Data Sheets As Needed A minimum of five (5) business days prior to use Fertilizer and/or Pesticide Record As Needed Day of application by 5:00 PM Proposed Weekly Work Schedule Weekly Preceding Friday by 3:00 p.m.

Daily Work Schedule Daily By 8:00 a.m.

Weekly Report and Rework List Weekly Following Monday or next business day

4.6. Performance Evaluation Meeting.

4.6.1. The issuance of a Contract Discrepancy Report (CDR) found at Attachment 4 may be cause for the scheduling of a meeting among the Contractor, CO, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, CO, and the COR will sign minutes of the meeting(s).

4.6.2. Should the Contractor not concur with the minutes, they shall so state their objections in writing to the contracting officer, within ten (10) calendar days, and also explain the reasons for non-concurrence. The contracting officer will review and consider the reasons submitted for the contractor's non-concurrence and make a decision to revise or uphold the comments as written. The contracting officer will notify the contractor of the decision in writing within ten (10) calendar days of submission of any objections.

4.7. Actions.

4.7.1. Normally, the COR will verbally advise or give a written inspection report to the contractor of discrepancies the first time they occur and ask the contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the contractor was notified.

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

4.7.3. When the contractor is not meeting the acceptable limits of satisfactory performance, a CDR will be issued to the contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

4.7.4. When a CDR is issued for a service, the CO and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”.

4.7.5. If the contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible.

SECTION A - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachment 1 through Attachment 11

Attachment 1 Services Delivery Summary

Attachment 2 Cemetery Maps

Attachment 3 Work Summary & Progress Report

Attachment 4 Contract Discrepancy Report (CDR)

Attachment 5 General Conditions

Attachment 6 Definitions

Attachment 7 Quality Assurance Surveillance Plan (QASP)

Attachment 8 Floral Policy

Attachment 9 Pesticide and Fertilizer Application Plan

Attachment 10 Pesticide or Fertilizer Application Proposal

Attachment 11 Pesticide Application Record

Attachment 12 Fertilizer Application Record

ATTACHMENT 1

SERVICES DELIVERY SUMMARY (SDS)

1. The purpose of this exhibit is to:

a. List the contract requirements considered most critical to acceptable contract performance.

b. Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the government before contract performance is considered unsatisfactory.

c. Define the procedure the government shall use in reducing the Contractor’s monthly payment if satisfactory performance is not rendered.

2. The government's quality assurance procedures are based on actual performance of the contract, and all areas will be reviewed periodically, (e.g. weekly, monthly, quarterly, and semi-annually).

3. The criteria for acceptable and unacceptable performance are as follows:

a. Contract requirements. The criteria for requirements are the level of performance deemed acceptable to the government.

b. If the quality of work does not comply with the contract requirements the COR will initiate, and the contractor shall be required to complete a Contract Discrepancy Report (CDR).

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

d. If the level of performance is deemed unacceptable to the government, payment may be reduced for unsatisfactory performance by the percentage as shown in the chart below:

GROUNDS MAINTENANCE FOR FORT SILL NATIONAL CEMETERY

Required Services PWS REF Acceptable Quality Level, AQL (Performance Standard)

Surveillance Method

Remedies and Incentives (Positive or Negative)

1) Mowing of Improved Turfgrass

Para 3.1 95% of the turfgrass area is maintained to the following requirements:

Turf is maintained within one inch (1”) of the recommended mowing height.

Periodic surveillance and verified customer complaints

Re-performance within 1 work day of notification. Document performance in CPARS. 100% of the turfgrass area is maintained to the following requirements:

Turf is maintained within one-half inch (½”) of the recommended mowing height.

2) Trimming of Headstones, Trimming/Edging of Flat Markers, and other vertical surfaces within gravesite sections.

Para 3.2 and 3.3

98% of all un-mowed grass around upright headstones, flat markers, monuments, section markers, and other vertical surfaces within the gravesite sections are trimmed to match the exact height of adjacent mowed turfgrass. Flat Markers are vertically edged correctly.

Periodic surveillance and verified customer complaints

Re-performance within 1 work day of notification. Document performance in CPARS. 100% of all un-mowed grass around upright headstones, flat markers, monuments, section markers, and other vertical surfaces within the gravesite sections are trimmed to match the exact height of adjacent mowed turfgrass. Flat Markers are vertically edged correctly.

3) Trimming of all other areas inaccessible to lawn mowers

Para 3.2 98% of all un-mowed turfgrass in all other areas of the Cemetery inaccessible to lawn mowers are trimmed to match the exact height of adjacent mowed turfgrass.

Turfgrass does not extend over the edge of walks, drives, curbs, site structures, and site fixtures.

Periodic surveillance and verified customer complaints

Re-performance within 1 work day of notification. Document performance in CPARS. 100% of all un-mowed turfgrass in all other areas of the Cemetery inaccessible to lawn mowers are trimmed to match the exact height of adjacent mowed turfgrass. Turfgrass does not extend over the edge of walks, drives, curbs, site structures, and site fixtures.

5) Blade Edging of Curbs and Sidewalks

Para 3.3 98% of the curb and sidewalk edges are free of turfgrass and are approximately 1/2” to 1” wide and 2” to 3” deep.

Periodic surveillance and verified customer complaints

Re-performance within 2 work days of notification. Document performance in CPARS. 100% of the curb and sidewalk edges are free of turfgrass and are approximately 1/2” to 1” wide and 2” to 3” deep.

7) Fertilizer Applications

Para 3.4 Proper fertilizer is applied at the appropriate rate and in a manner that achieves uniform coverage throughout the area of application.

100% Inspection Reperformance of nonconforming work within 5 workdays of the notification from the COR at no increase in contract price. If reperformance is not possible or still does not meet the AQL within the CLIN Document performance (positive or negative) in

CPARS.

8) Pre and Post Emergent Herbicide Applications

Para 3.5 The Cemetery is generally weed free and weed population does not distract from the overall appearance of the Cemetery. Proper herbicide is applied in such a manner as to bring about the total control of all broadleaf and grassy weeds in the improved turf areas of the Cemetery. Repeat, follow-up, and/or spot spray herbicide applications, as needed, have been applied.

Periodic sampling and verified customer complaints

Re…