Performance Work Statement JBNC Ground Maintenance.pdf

PERFORMANCE WORK STATEMENT

GROUND MAINTENANCE SERVICES

JEFFERSON BARRACKS CEMETERY

2900 SHERIDAN RD, ST. LOUIS, MO 63125

January 23, 2025

NCA MISSION

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

NATIONAL CEMETERY BACKGROUND AND SOW STANDARDS:

National Cemeteries are National Shrines that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, in addition to the Dignity Clause, the Contractor’s strict adherence to the specifications of the Operational Standards and Measures (please review this additional attached document file) shall be required and shall be essential.

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

PERIOD OF PERFORMANCE

This is an Indefinite-Delivery, Indefinite Quantity requirement. The term of this contract shall be for a base year and four (4) 1-year Options through 2030, if exercised. Contractor shall submit an invoice electronically, in arrears, at the end of each month.

GENERAL REQUIREMENTS

Unless otherwise specified, work required under this contract shall be accomplished during normal business days and daylight hours (Monday through Friday / 7:00 am to 3:30 pm). Work is normally not conducted on Federal holidays unless otherwise coordinated with the COR and/or CO as appropriate. At the Contractor’s request, and with the written coordination with the COR and/or CO as appropriate, work shall also be permitted to be scheduled for weekends and Holidays. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. No work shall be permitted during Memorial Day or Veteran’s Day weekend activities. Notwithstanding, if any work under this contract shall be required outside of the VA's normal working hours (8:00 AM to 4:30 PM Monday through Friday), the Contractor shall request for a deviation in writing to the COR and/or CO as appropriate at least 24 hours in advance.

Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. Except for Memorial Day and Veterans Day, work is normally not conducted on Federal holidays.

FEDERAL HOLIDAYS

New Years Day Martin Luther King’s Birthday President’s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

When a holiday falls on Sunday, the following Monday shall be observed as a Federal Holiday.

When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by U.S. Government Agencies. "Washington’s Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law. If a holiday falls on a Saturday, for most Federal employees, the preceding Friday shall be treated as a holiday for pay and leave purposes. (See 5 U.S.C. 6103(b).) If a holiday falls on a Sunday, for most Federal employees, the following Monday shall be treated as a holiday for pay and leave purposes. (See Section 3(a) of Executive Order 11582, February 11, 1971.) See also our Federal Holidays – "In Lieu Of" Determination Fact Sheet at https://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/Federal-Holidays-In-Lieu-Of-Determination. Also included would be any day specifically declared by the President of the United States of America as a Federal Holiday.

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required grounds maintenance services at frequencies agreed upon by the Contractor, Contracting Officer Representative (COR), and/or the CO as appropriate. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services. Please see Attachment A – Service Delivery Summary.

A.1.1 Mow all turf areas, around upright headstones and flat markers (blade edge) around flat grave markers & sweep and remove debris on artificial turf.

The Contractor shall mow, as coordinated by the COR and/or CO as appropriate, 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. Turf areas consist of different blends of fescue grasses, Kentucky bluegrasses or both mixed varieties. The contractor shall meet the proper maintenance requirements of all varieties of grasses. 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 and/or CO as appropriate and in coordination with or through the COR and/or CO as appropriate, generally 3 inches.

b) Mowing frequency shall be often enough that:

1) Excessive clippings are not generated, and

2) No more than one and a half inches (1.5”) of new grass growth be 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 at once, and it shall then be mowed twice per week at a slightly lower height each time until the COR and/or CO as appropriate-specified target height is 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 removed. Windrows or clumps shall not remain after mowing but shall be promptly removed. Any grass clippings on headstones, flat markers, monuments, mulch beds, or impervious surfaces such as walkways 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 shall be removed (by sweeping or mechanical blower) at same time mowing work is occurring. Mechanical means of removal maybe required.

d) Contractor is responsible for removal and replacement of all items on graves that may impair mowing/trimming operations. Collection and disposal of Debris and Trash within the Cemetery grounds and boundaries may include items, 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. Tree limbs and sticks that impair mowing shall be removed from sections upon discovery and removed to the designated area through coordination with the COR and/or CO as appropriate.

e) Contractors shall be responsible for removal of flower cones, flowers, flags, and other items off the ground damaged by mowing/trimming operations. No loose damaged items shall be left in the section before Contractor moves on to another section. Damaged flags are never to be thrown in the trash, instead shall be removed from the sections to the designated area coordinated through the COR and/or CO as appropriate.

f) Mowers shall be commercial grade and designed to produce a professional, high-quality cut, and they shall be properly maintained, adjusted, and kept clean and presentable. Mowers shall be sterilized when there is a possibility of disease transmission. Appropriate size of mowers shall be used in all locations coordinated with the COR and/or CO as appropriate where confined areas, numerous monuments or other obstacles are present.

g) Mulching blades shall be used in all mowers and shall be kept sharp, so grass is cut cleanly, not torn, or shredded. Rear or Mulching decks are preferred on all mowers to assist in keeping headstones free from debris. Mulch kits must be removable, and removal maybe requested by COR and/or CO as appropriate.

h) 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 six inches of markers, monuments, tree trunks, or other vertical surfaces.

i) Mowing patterns in open areas shall be precise, and attractive to enhance the cemetery’s appearance. The Contractor shall provide a diagram of mowing patterns before first mowing of the season.

j) 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, 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 shall be repaired within 1 day of identification by COR and/or CO as appropriate.

k) 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. Please see Floral policy - Attachment C: Floral/Grounds Policy.

l) 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.

m) Newly seeded/sodded in burial and non-burial areas are common throughout the cemetery property. Such areas shall be marked for ease of identification, push mowers shall be used, and clippings removed until the turfgrass is well enough established that it shall not be damaged by riding mowers.

n) Unsuitable mowing conditions are likely at times due to heavy rain, lightning, or other extreme conditions. The COR and/or CO as appropriate may request the Contracting Officer stop work, if conditions are such that work that day shall do more damage than good to the Cemetery grounds if or is dangerous to workers.

o) When Contractor drives equipment over a fresh gravesite, it is the Contractor responsibility to re-rake the gravesite and leave to its original condition, acceptable to NCA Shrine Standards.

p) 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. Any damage shall be reported to the COR and/or CO as appropriate immediately.

q) All mower decks must utilize a non-smudging rubber or polycarbonate protective guard/bumper on the edge of the mowing deck closest to the headstone to help protect the headstones from damage and to absorb the shock if contact is made with a headstone. The contractor is responsible for all damage, repair or replacement of all headstones as determined by the COR and/or CO as appropriate.

r) 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.

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

A.1.2 Trimming around upright headstones and flat markers (blade edge). The Contractor shall string trim grass and vegetation around upright headstones that mowers miss. Grass around flat markers shall be blade edged. 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) Contractor shall utilize string line trimmers around all upright headstones and utilize plastic composite blade type trimmers to avoid damage and to cleanly trim edges around flat granite ground markers.

b) Contractor shall edge Flat Markers weekly. Contractor shall avoid contact with headstones, markers, monuments, buildings, walls, trees, shrubs, flowers, any other desirable plant materials, or any other structure than can be damaged by contact with the trimming device's cutting instrument.

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

d) Trimming frequency shall run concurrently with mowing, but mowing shall be done first so trimming height can be matched to the mowed height. Cemetery Headstone Markers of each section shall be mowed and trimmed before progressing through the cycle to the next section. At no time can the headstones of a section be mowed and not trimmed by COB.

e) Clippings shall be mulched, dispersed, or removed if visually objectionable after trimming, and before proceeding with work in other sections or areas. Mechanical means of removal maybe required when excess clippings are abundant.

f) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces. All fuel storage containers and storage must meet OSHA requirements.

g) 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 immediately reported to COR and/or CO as appropriate.

h) Equipment - commercial grade string trimmers and edgers shall be used.

i) String Litter - Trimmer string pieces (longer than short pieces of perhaps an inch or two in length that break off with regular wear) shall not remain on the grounds. COR and/or CO as appropriate reserves the right to have Contractor pick up and dispose of trimmer strings left on the site or sites where 2 or more strings are found.

Flat Marker Blade Edging. The Contractor shall edge around flat grave markers to remove grass/vegetation that is growing around or over the markers. This shall be done with each mowing cycle. The depth of the vertical cut at the edge of the flat markers shall be 1” to 2” deep and the width of the cut shall not exceed ½”. There shall be a clean and neat vertical edge left around each flat marker.

Metal blades shall NOT be used to edge around flat markers. The Contractor shall exercise caution not to chip flat markers with blades. Most flat markers are grouped together in the same burial sections, but a few (which also require edging) are by trees in sections with upright headstones.

A.1.3 Sweep and Remove Debris on Artificial Turf. Contractor is responsible for the removal of all dirt and debris on the artificial turf located throughout the cemetery. Use of mowers is not allowed.

Appearance of turf must be maintained and void of all debris. Careful treatment of the turf is required due to the delicate nature of artificial turf.

A.1.4 Other string trimming in improved areas, trim sidewalks, curbs, beds, fence etc., & blade edge all curbing and sidewalks: Concrete sidewalk to be edged: 1,100 (If), Concrete curbs to be trimmed:

120,940 (If) and Fence line to be trimmed: 24,620 (If). In addition to the standards outlined in A.1.1:

a) Contractor shall utilize string line trimmers around all upright headstones and utilize plastic composite blade type trimmers to avoid damage and to cleanly trim edges around flat granite ground markers.

b) Contractor shall edge Flat Markers weekly. Contractor shall avoid contact with headstones, markers, monuments, buildings, walls, trees, shrubs, flowers, any other desirable plant materials, or any other structure than can be damaged by contact with the trimming device's cutting instrument.

c) The Contractor shall maintain a vegetation free edge approximately one-half inch wide and one inch deep along all curbs and sidewalks throughout the cemetery. This operation should be conducted to maintain the manicured appearance desired as determined by the COR and/or CO as appropriate. Any edgings deposited on sidewalks, or at public visitor areas including Committal Shelter areas shall be removed at same time edging work is occurring.

d) The cemetery is divided into five (5) zones (reference attachment D – Mowing Zone Map).

Mowing should commence on Monday of each week. All zones of sections that are mowed must be trimmed by the close of business on the day mowing occurred. Note: Section 3A may require additional mowing as coordinated by the COR and CO as appropriate.

e) The Contractor shall trim all standard turf grass areas that cannot be maintained by traditional mowing equipment. Trimming shall be accomplished with handheld devices that shall cut the grass at the same 3-inch height as the mowed areas.

f) Trimming shall occur around all individual upright headstones and flat granite markers, as well as at all other locations of grass area edges that cannot be maintained at 3" height through use of mowing equipment.

g) All clippings resulting from the trimming operation shall be kept on mowed turf grass areas only. Any clippings deposited on headstones, flat markers, monuments, sidewalks, or at public visitor areas including the Committal Shelter areas shall be removed at same time trimming work is occurring.

A.1.5 Mowing and trimming section 3A (7 acres): The contractor shall perform an additional mowing/trimming as outlined in A.1.1 and A.1.2 for the 7 acres surrounding the administration building. This additional mowing and trimming usually occurs prior to Memorial Day each year, as coordinated by the COR and/or CO as appropriate.

A.1.6 Leaf mulching and removal: Six weeks following the completion of the mowing season, the contractor shall conduct mulching and/or removal of leaves throughout the cemetery as coordinated by the COR and CO as appropriate

a) This begins when the contractor ceases regular mowing and trimming.

b) Leaves shall be blown away from headstones, landscaping beds, fencing, hard surfaces and buildings to keep the mowers away from those areas during mulching operations.

c) The COR and/or CO as appropriate shall coordinate when operations shift from fully mowing to leaf mulching operations.

d) The COR and/or CO as appropriate shall coordinate when leaf mulching is appropriate or when leaf removal is required. At no time shall leaf mulching or removal be combined with a traditional mowing outlined in A.1.1.

A.1.7 Flower removal during mowing season: The contractor shall remove unauthorized/unsightly flowers and all grave decorations from or near all gravesites to include items on or attached to the headstone as scheduled or coordinated by the COR and CO as appropriate

a) Disposal of unsightly fresh flowers shall be the contractor’s responsibility using a contractor supplied dumpster.

b) Undamaged artificial flowers and unauthorized items (excluding glass or dangerous items) removed from the gravesite must be stored in a COR and/or CO as appropriate designated location for thirty (30) days, IAW NCA policy 3425, to allow for visitors to retrieve the items.

Disposal of all stored items prior to the next pickup shall be the contractor’s responsibility using a contractor supplied dumpster.

c) US or Service Flags shall not be removed unless the flags or wooden sticks/poles are damaged. Damaged flags are never to be thrown into the trash, instead they are to be turned over to the COR and/or CO as appropriate for proper disposal.

d) All standard cemetery vases in usable condition are to be separated and placed in the nearest roadside vase container.

A.1.8 Mow all turf areas for Sylvan Springs expansion:

The Contractor shall mow, as coordinated by the COR and/or CO as appropriate, which includes 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. Turf areas consist of different blends of fescue grasses, Kentucky bluegrasses or both mixed varieties. The contractor shall meet the proper maintenance requirements of all varieties of grasses. A complete mow is usually required each week during the growing season and to be considered a complete mow event, all turfgrass areas and rough or native grass areas must be completely mowed and removed of debris within a one-week (Monday-Friday) time period. 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 and coordination with or through the COR and/or CO as appropriate, generally 3 inches.

b) Mowing frequency shall be often enough that:

1) Excessive clippings are not generated, and

2) No more than one and a half inches (1.5”) of new grass growth be 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 at once, and it shall then be mowed twice per week at a slightly lower height each time until the COR and/or CO as appropriate-specified target height is 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 removed. Windrows or clumps shall not remain after mowing but shall be promptly removed. Any grass clippings mulch beds, or impervious surfaces such as walkways 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 shall be removed (by sweeping or mechanical blower) at same time mowing work is occurring.

Mechanical means of removal maybe required.

d) Contractor is responsible for the collection and disposal of Debris and Trash within the Cemetery grounds and boundaries may include items, 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. Tree limbs and sticks that impair mowing shall be removed from sections upon discovery and removed to the designated area through coordination with or through the COR and/or CO as appropriate.

e) Contractors shall be responsible for removal of flower cones, flowers, flags, and other items off the ground damaged by mowing operations. No loose damaged items shall be left in the section before Contractor moves on to another section. Damaged flags are never to be thrown in the trash, instead shall be removed from the sections to the designated area coordinated through the COR and/or CO as appropriate.

f) Mowers shall be commercial grade and designed to produce a professional, high-quality cut, and they shall be properly maintained, adjusted, and kept clean and presentable. Mowers shall be sterilized when there is a possibility of disease transmission. Appropriate size of mowers shall be used in all locations designated by the COR and/or CO as appropriate where confined areas, numerous monuments or other obstacles are present.

g) Mulching blades shall be used in all mowers and shall be kept sharp, so grass is cut cleanly, not torn, or shredded. Rear or Mulching decks are preferred on all mowers to assist in keeping headstones free from debris. Mulch kits must be removable, and removal maybe requested by COR and/or CO as appropriate.

h) 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 six inches of markers, monuments, tree trunks, or other vertical surfaces.

i) Mowing patterns in open areas shall be precise, and attractive to enhance the cemetery’s appearance. The Contractor shall provide a diagram of mowing patterns before first mowing of the season.

j) 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, 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 shall be repaired within 1 day of identification by COR and/or CO as appropriate.

k) 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.

l) 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.

m) Newly seeded/sodded in burial and non-burial areas are common throughout the cemetery property. Such areas shall be marked for ease of identification, push mowers shall be used, and clippings removed until the turfgrass is well enough established that it shall not be damaged by riding mowers.

n) Unsuitable mowing conditions are likely at times due to heavy rain, lightning, or other extreme conditions. The COR and/or CO as appropriate request the Contracting Officer stop work, if conditions are such that work that day shall do more damage than good to the Cemetery grounds if or is dangerous to workers.

o) When Contractor drives equipment over a fresh gravesite, it is the Contractor responsibility to re-rake the gravesite and leave to its original condition, acceptable to NCA Shrine Standards.

p) 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. Any damage shall be reported to the COR and/or CO as appropriate immediately.

q) All mower decks must utilize a non-smudging rubber or polycarbonate protective guard/bumper on the edge of the mowing deck closest to the headstone to help protect the headstones from damage and to absorb the shock if contact is made with a headstone. The contractor is responsible for all damage, repair or replacement of all headstones as coordinated by the COR and/or CO as appropriate.

r) 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.

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

The Contractor shall trim grass and vegetation around headstones that mowers miss. Grass around flat markers shall at times also be trimmed rather than edged. 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 or higher. There shall be no scalping.

b) Trimming frequency shall run concurrently with mowing, but mowing shall be done first so trimming height can be matched to the mowed height. Cemetery Headstone Markers of each section shall be mowed and trimmed before progressing through the cycle to the next section. At no time can the headstones of a section be mowed and not trimmed by COB.

c) Clippings shall be mulched, dispersed, or removed if visually objectionable after trimming, and before proceeding with work in other sections or areas. Mechanical means of removal maybe required when excess clippings are abundant.

d) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces. All fuel storage containers and storage must meet OSHA requirements.

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 immediately reported to COR and/or CO as appropriate.

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 in length that break off with regular wear) shall not remain on the grounds. COR and/or CO as appropriate reserves the right to have Contractor pick up and dispose of trimmer strings left on the site or sites where 2 or more strings are found.

CEMETERY DATA (Quantities are approximate, field confirm prior to quote) Item Base Yr Opt#1 Opt#2 Opt#3 Opt#4

Concrete Sidewalk to be edged (If) 1,100 1,100 1,100 1,100 1,100 Concrete Curbs to be trimmed (If) 120,940 120,940 120,940 120,940 120,940

Fence line to be trimmed (If) 24,620 24,620 24,620 24,620 24,620 Upright Headstones to be trimmed 149,500 151,000 152,500 154,000 155,500

Flat Markers to be trimmed 7,360 7,360 7,360 7,360 7,360 Turf & rough/native mow areas (acres) 271.5 271.5 271.5 271.5 271.5

Underdrains 7 7 7 7 7 Group burial corner markers trimmed 1,800 1,800 1,800 1,800 1,800

SECTION B: ROLES AND RESPONSIBILITIES

B.1 USE OF CEMETERY FACILITIES AND UTILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor equipment, supplies, items, or personal property. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(b) The Government shall provide limited space as coordinated by the COR and/or CO as appropriate. Space offered shall be in “as-is" condition. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any equipment, supplies, fuel storage, or telephone and utility services. If available, only water utilities at designated work and storage areas shall be provided for purposes of contract performance only. The Contractor shall be responsible for the cleaning and maintaining of any Government spaces provide for their use. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearances, and unsanitary conditions.

(d) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, hazardous materials, used parts, etc. in accordance with manufacturers recommendations, OSHA standards, State and Federal regulations.

(e) Contractor employees may park privately owned vehicles in the area designated for parking by the COR and/or CO as appropriate.

(f) Government buildings, service shelters and customer public bathrooms are available, but are not easily accessible due to the size of the cemetery grounds. Due to the size of the cemetery and the location of the stationary restrooms, the Contractor may consider having at least 3 portable toilets place throughout the cemetery grounds for the convenience contracted ground maintenance staff. Portable toilet location must be coordinated with the COR and/or CO as appropriate prior to placement.

(g) Back fill and black dirt materials shall be provided by Jefferson Barracks National Cemetery.

B.2 OPERATIONS AND STORAGE AREAS

(a) The Contractor shall confine all operations (including storage of materials) on Government premises to areas as coordinated by the COR and/or CO as appropriate.

(b) Temporary buildings (e.g., storage sheds, shops, offices) and utilities may be erected by the Contractor in coordination with the COR and/or CO as appropriate and shall be built with labor and materials furnished by the Contractor without expense to the Government.

The temporary buildings and utilities shall remain the property of the Contractor and shall be removed by the Contractor at its own expense upon completion of the contract.

(c) The Contractor shall, use only established roadways, or use temporary roadways constructed by the Government. When materials are transported in performance of work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads that has been caused by the Contractor. To minimize interference of daily operational activities with flow of Cemetery traffic, the Contractor is to keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of materials, debris, and equipment. At least one lane must be always open to traffic.

(d) The COR and/or CO as appropriate shall coordinate working space and space available for storing materials.

(e) Contract personnel are subject to the Cemetery rules of conduct. In addition to items listed elsewhere in this contract, the Contractor is responsible for ensuring that no contract work causes any committal service, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(f) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by other contractors. Keep roads clear of materials, debris, standing equipment and vehicles at all times. Materials and equipment shall not be stored in other than assigned areas.

B.3 UTILITY INTERRUPTIONS

(a) No utility services such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior coordination with the COR and/or CO as appropriate.

(b) Contractor shall submit a notice to and shall coordinate with the COR and/or CO as appropriate regarding the interruption of any such services, in writing, 48 hours in advance of interruption. Notification shall state reason, date, exact time of, and approximate duration of such interruption.

(c) Interruption shall cause least inconvenience to operations of Cemetery. Interruption time may occur at other than Contractor's normal working hours.

B.4 PROTECTION & DAMAGE

(a) The Contractor shall preserve and protect all structures, equipment, grounds, and vegetation (such as trees, shrubs, gravesites, and grass) within the cemeteries which are not to be removed and which do not interfere with the work required under this contract.

The Contractor shall only remove trees when specifically coordinated to with the COR and/or CO as appropriate and shall avoid damaging vegetation that shall remain in place.

If any limbs or branches of trees are broken during contract performance or by the careless operation of equipment by workmen, the Contractor shall trim those limbs or branches with a clean cut, apply tree bandage spray to tree stub, and properly dispose of broken limb from the site as defined herein.

(b) The Contractor shall preserve all grounds (such as turf, gravesites etc.). For example, Contractor shall not create or produce tire ruts with equipment in cemetery property.

driving over recently dug gravesites. All damage caused by Contractor to cemetery property shall be repaired at Contractor’s expense.

(c) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR and/or CO as appropriate of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may coordinate with the COR and/or CO as appropriate to have the necessary work performed and charge the cost to the Contractor.

B.5 RESTORATION

(a) Except as otherwise shown or specified, contractor shall not disturb any water, steam, gas, internet, telephone, electric or other services. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR and/or CO as appropriate before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original construction, except as otherwise shown or specified. Any additional requirements must be awarded and distributed by the CO before any work can be initiated to avoid unauthorized commitments in the future.

(b) Upon completion of contract, existing work (lawns, paving, roads, walks, buildings, utilities, facilities, etc.) disturbed, removed, or damaged because of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR & at the expense of the Contractor. Lawns, paving, roads, walks, buildings, utilities, facilities, etc. shall be repaired / refinished and left in as good condition as existed before contract commencement. All restoration work shall be accomplished without undue delay and jointly inspected by the COR and Contractor thirty (30) days prior to contract completion.

(c) The Contractor, at its own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen/sub-contractors to existing piping, conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone - if applicable), to the work performed under this agreement, which are not scheduled for discontinuance or abandonment.

B.6 CONTRACT ADMINISTRATION

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

(b) Contractor’s work schedule shall account for daily cemetery activities and operations and minimize any disruptions. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

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

(ii) Schedule services

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

(c) All administrative contract functions are the responsibility of the VA Contracting Officer.

Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

(d) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide a list of Government personnel authorized to act as COR.

B.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. The Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor. The government expects the Contractor to work throughout all weather conditions not determined as severe and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones, markers and other cemetery structures or property damaged because of actions by the Contractor and/or its personnel.

(c) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor shall be responsible for the cleaning and maintaining of Government spaces provided for their use. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(d) The Government shall not provide the Contractor with any fuel storage, equipment, trash/recycling, electricity, telephones, or utilities. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearance, and unsanitary conditions.

(e) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations, and Federal and State guidelines. A MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor shall comply with Minnesota Statute 18B and is responsible for obeying all Federal & State Pesticide/Herbicide and Fertilization applicator laws in the performance of work on cemetery property. Pesticide Management Sheets shall be submitted to COR and/or CO as appropriate by COB of all applications performed per instruction of the Missouri Pesticide Use Act, effective January 1. 2025, & the Missouri Fertilizer Law.

(f) If space is provided, only the Contractor’s equipment, supplies, and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on cemetery property. Maintenance or repair of Contractor equipment shall only be conducted in designated area by the COR and/or CO as appropriate.

(g) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(h) More than one Contractor may have access to storage areas designated by the COR and/or CO as appropriate. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

(i) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as unless coordinated through the COR and/or CO as appropriate. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

(j) The Contractor shall provide adequate safety warning devices, barricades, and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(k) At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(l) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Missouri.

Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents, or employees, resulting from performance of this contract. Contractor shall notify the COR and/or CO as appropriate (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident.

B.8 STANDARDS OF EMPLOYEE CONDUCT

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

As the work being performed is at a National Cemetery all Contractor’s employee must always look professional and neat in appearance; and be fully clothed to include upper garment to cover the body from the waist to neck and long pants or slacks. The Contractor shall require its employees, including subcontractors, to wear distinctive visible identification at all times for easy identification while on NCA premises. Contractor and Contractor’s personnel (including subcontractor and their employees) shall be required to adhere to the standards of dress and conduct while performing work on the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor’s personnel shall:

a. be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be Cemetery work-related that day. Tank tops as outer garments are prohibited. Tee-shirts shall have the company logo visibly displayed. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA.

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

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

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

Contractor personnel shall not drive over headstones, markers, or monuments.

e. only smoke in smoking areas, as designated by the COR and/or CO as appropriate. All other areas are designated as NO SMOKING.

B.9 ROLES & RESPONSIBILITIES OF KEY PERSONNEL

a) On Site Manager: The Contractor shall provide an English speaking “On-Site Manager” who shall be always on-site during contract performance. The Site Manager shall be responsible for the following:

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