PWS Willamette Grounds Mx Services.docx

Willamette National Cemetery Performance Work Statement 02/15/2024

DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

B.1 BACKGROUND

The Department of Veterans Affairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 41 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. 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. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

B.2 PLACE OF PERFORMANCE

The Contractor shall provide all supervision, labor, equipment, materials and supplies necessary to provide Grounds Maintenance Services at Willamette National Cemetery, hereby known as “the Cemetery”. Specific locations, sizes and services required for the cemeteries are as follows:

Portland, OR 97086

B.3 MAINTENANCE AREAS

The physical area of the contract includes the cemetery proper, structures, paving, and landscaped grounds, maintenance areas, roadways, perimeter landscaped areas, forested lands, and all its landscape elements. A portion of the cemetery may be under renovation by another contractor at any time; and specific grounds maintenance activities may be under separate contract with another vendor.

B.4 CONTRACT OBJECTIVES

To use an innovative and creative technical approach to manage the grounds maintenance operation at the Cemetery to maintain the high standards of appearance as a National Shrine, in accordance with the National Cemetery Administration National Shrine Commitment Operational Standards and Measures (February 2021) and standard commercial practices.

B.5 GENERAL REQUIREMENTS & SPECIFICATIONS

SERVICES PROVIDED: The Contractor shall provide all supervision, including an on-site manager that is employed by the primary contractor. The contractor will provide all labor, equipment, materials, and supplies necessary to perform the following Grounds Maintenance Services at the Willamette National Cemetery. THE CONTRACTOR SHALL PROVIDE THE MANPOWER & RESOURCES NECESSARY TO PERFORM AND COMPLETE MULTIPLE JOBS SIMULTANEOUSLY.

Services to be provided include the following:

B.5.1 Cemetery Grounds Management Plan B.5.2 Turf Maintenance – Pest Control B.5.3 Turf Maintenance –Trimming, Edging & Push/Walk-Behind Mowing B.5.4 Planting Bed, Fence Line & Walkway/Roadway Maintenance B.5.5 Leaf Removal B.5.6 Vertebrate Pest Control B.5.7 Contractor Responsibilities B.5.8 Contractor Supervision, Work Hours & Training B.5.9 Government Contacts

B.5.1 CEMETERY GROUNDS MANAGEMENT PLAN

A. NCA STANDARDS

1. All maintenance activities are included in a current Cemetery Grounds Management Plan.

B. SCOPE

Cemetery Grounds Management Plan (GMP): A maintenance plan developed for the Cemetery, which identifies required maintenance tasks and schedules for all grounds maintenance activities.

1. Contractor shall develop a Cemetery Grounds Management Plan for the national cemetery based on all required grounds maintenance activities specified herein.

2. Contractor shall update the Cemetery Grounds Management Plan monthly to reflect actual occurrence of maintenance activities. Submit an updated spread sheet to COR for review and approval with each monthly invoice.

3. Contractor shall meet each workday with the COR to report work accomplished on the previous day, work planned for the current day, and any deviations from the GMP.

C. GENERAL REQUIREMENTS

1. Within 30 days after Notice to Proceed, the Contractor shall submit a Cemetery Grounds Management Plan to the COR for Cemetery Director and Pacific District Agronomist review and approval.

2. The plan shall be developed on an electronic spread sheet, listing each task/activity specified herein, represented on a year-long timeline beginning with the fiscal year. The spread sheet shall clearly show the frequency of all tasks/activities on a daily, weekly, monthly basis throughout the fiscal year. It is highly recommended that the Contractor utilize a software program designed specifically for managing a project such as grounds maintenance. A rudimentary, sample Grounds Management Plan spreadsheet may be obtained from the Pacific District Agronomist.

3. With each monthly update, the GMP shall track the quantities of task orders expended to date, and the quantities of task orders remaining on each CLIN, presenting this information in a “burn down chart.”

4. The plan shall incorporate the activities outlined in the “Turf Application Schedule” and the “Trees, Shrubs, and Groundcover Application Schedule”.

5. The plan shall incorporate a legend to indicate which specific products (i.e., manufacturer and product name) are proposed to be supplied with each application and the application rate in quantity of product and/or active ingredient (ai) per Acre or 1000 square-feet.

6. Deviation from the GMP is permissible only when due to inclement weather, for convenience of the Government, or by approval of the COR. For all unscheduled work, or work done outside cemetery normal business hours the Contractor shall obtain COR approval.

7. The Contractor shall complete and maintain the Grounds Maintenance Checklists (Daily, Weekly, Monthly and Annually) and provide copies to the COR. The COR will provide training in the proper use of these documents. (See Attachment E, Grounds Maintenance Checklist)

8. Daily Report. Each workday prior to 9:00am submit a detailed report to the COR in a COR approved and mutually agreed upon format listing services completed on the previous workday and the work scheduled for the following workday. The report shall describe the type of services, quantity of work completed, the exact location(s) where services were performed the previous workday, where they will be performed the current workday, the number and types of personnel performing the work, quality control comments, a status report of all work not completed as scheduled and the justification for non-completion, and any other pertinent information.

9. Service Interruptions. If any services must be discontinued (even temporarily) due to scheduled contract work, the Contractor shall notify the COR at least three (3) working days in advance. If the discontinued service is due to an emergency situation that could not have been foreseen, (e.g., equipment breakdown, etc.), the Contractor shall notify the COR as soon as possible.

B.5.2 TURF MAINTENANCE – PEST CONTROL

A. NCA STANDARDS

1. Turf in burial areas and visually prominent areas are to be generally weed free.

2. Turf in all other areas is to be generally weed free.

B. SCOPE

1. Contractors shall be responsible for maintaining the turf area of the cemetery and the immediate area surroundings of the cemetery in a healthy condition by proper application of fertilizers, and chemicals (to control weeds, diseases, invertebrate and vertebrate pests). Turf in high visibility areas shall be generally pest and disease free.

2. Conduct pest control in accordance with requirements as stated in NCA Handbook 3410

– Integrated Pest Management Procedures for VA National Cemeteries.

C. DEFINITIONS:

1. Pest is defined as any plant or animal detrimental to humans or human concerns including weeds, fungi, molds, moss, vertebrates, and invertebrates.

2. An animal is any living thing that is not a human being or a plant.

3. A pesticide is herbicide, insecticide, fungicide, and poisonous baits.

D. GENERAL REQUIREMENTS

1. Pesticides: Contractor shall keep a record of all insecticides, herbicides, etc. applied and submit a copy to COR on the appropriate form within 5 working days of application along with all supporting - SDS sheets for any chemicals used in accordance with the Globally Harmonized System of Classification and Labelling of Chemicals (GHS). (See Attachment D “Pesticide Application Data Sheet”). Records will show type, amount, application area, and weather conditions. Post signs along the perimeters of treated areas informing the public that a chemical has been applied (Date and Time of Application). Weed Control: Weed growth and disease in turf shall be controlled by means of mowing, trimming and pesticide application or any other method approved by the COR. All personnel using such sprays shall be properly trained, and the person in charge shall be duly licensed by the State of Oregon to use pesticides. Broadcast applications of pesticides for weeds shall be accomplished in the spring and the fall as specified in the “Turf Application Schedule”. Spot treatments of pesticides for weed control shall occur monthly.

2. Grass Weed Pre-Emergent: Contractor shall apply grass pre-emergent herbicide in granular form when treating for annual bluegrass (Poa annua), bent grass, crabgrass, reed canary grass, spartina, dallisgrass, goosegrass, johnsongrass, etc. at manufactures recommended rate allowable for the west coast region and cool season turf grasses. Apply pre- emergent one to two weeks prior to the anticipated seed germination when soil temperatures register between 50 to 55°F for 3 consecutive days. Apply a second sequential application of the same product 8 to 10 weeks following the first application. Pre-emergent must be applied with calibrated spreading equipment. The Contractor is solely responsible for damage to markers, or any other structures caused as a result of any pre-emergent application or herbicidal treatment. Alternate between herbicide products containing benefin, bensulide, dithiopyr, pendimethalin, and prodiamine to reduce herbicide resistance.

3. Annual Bluegrass (Poa annua) Control: To limit annual bluegrass germination during winter, apply pre-emergent herbicides listed above in late summer or early fall when soil temperatures drop below 70°F. Repeat application in early spring. In addition to the pre-emergent herbicide application, the Contractor shall apply post-emergent herbicide spot applications of ethofumesate, foramsulfuron, pronamide, sulfosulfuron, and trifloxysulfuron to young plants. Successful control will be measured as cemetery turf with less than 10 percent annual bluegrass weeds.

4. Broadleaf Weed Control: Broadleaf herbicides shall be applied with calibrated measured spraying equipment (not a hose end sprayer). The chemical must address issues of various broadleaf weed types which include dandelion, creeping buttercup, hairy cats’ ear, forget-me-not, California burclover, white clover, yellow wood-sorrel, black medic, chickweed, tansy ragwort, scotch broom, Japanese knotweed, thistle, purple loosestrife, field bindweed, bristly oxtongue, speedwell, bristly mallow, filaree, curly dock, plantain, spurge, prickly lettuce, purslane, etc. Applications shall be timely and at the proper dosage so that perennial weeds do not go to seed. Chemicals shall be broadcast and spot- applied to turf areas throughout the cemetery as appropriate for the degree of weed pressure. Use three-way herbicide products containing triclopyr; 2,4-D; and dicamba. Tank mix with MCPP or MCPA to increase spectrum of control.

5. Grass Weed Control: Grass weed herbicides shall be applied with calibrated measured spraying equipment (not a hose end sprayer). Applications shall be timely and at the proper dosage so that grass weeds do not go to seed. Chemicals shall be broadcast and spot-applied to grass weeds in turf areas throughout the cemetery as appropriate for the degree of weed pressure. Alternate between herbicide active ingredients to reduce herbicide resistance. For example, apply triclopyr in the spring, and quinclorac in the summer to reduce herbicide resistance. Tank mix with MSMA or fenoxapropto increase spectrum of control.

6. Sedge Weed Control: Sedge weed herbicides shall be applied with calibrated measured spraying equipment (not a hose end sprayer). The chemical must address issues of various weeds which include green kyllinga, annual sedge, purple nutsedge, yellow nutsedge, and aquatic sedges. Applications shall be timely and at the proper dosage so that grass weeds do not go to seed. Chemicals shall be spot applied throughout the cemetery where infestations are evident, particularly in moist and low-lying areas prone to poor drainage. Tank mix with adjuvant per manufacturer’s printed instructions. Reapply 4 to 6 weeks per manufacturer’s printed instructions. Alternate between herbicides products containing halosulfuron, imazosulfuron, and sulfosulfuron to reduce herbicide resistance.

7. Fungi: Employ IPM methods for reduction and treatment of fungi (e.g., red thread, pink snow mold, etc.) such as improving drainage through aeration and thatch removal; and proper mowing, fertilization, and irrigation techniques to eliminate the conditions favorable for the growth of fungus. Application of fungicides is generally not required.

8. Fertilizer and Pesticide Application:

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

b. All applications shall be made in accordance with manufactures label instructions to ensure proper rate and timing of application. Prior to any application, the Contractor shall provide to COR, a copy of product label for each chemical used and appropriate supporting SDS (Safety Data Sheets) paperwork. The Contractor shall provide the COR with SDS sheets one (1) week in advance of any application.

c. Contractor personnel applying turf applications shall possess a current, valid State of Oregon commercial pesticide/herbicide application license. A copy of the license will be provided to the COR. The Contractor shall be responsible for any damage resulting from the application of any fertilizer, herbicide, or pesticide treatments.

d. Train employees on environmental issues such as ground water contamination, wetland protection, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

e. Post appropriate flags or markers in all treated areas for a period of 24 hours after a fertilizer and/or pesticide treatment has been applied accompanied by a sign informing the public of the time and date of the chemical application. Remove all flags and signs upon expiration of the 24-hour period.

f. Turf applications shall be applied with appropriate calibrated spreading and spraying equipment. Liquid and pellet surface applications shall be uniformly distributed within the cemetery’s defined area of coverage. Surface applications shall not be made where surface run-off is likely to occur or near a water source.

g. Spot applications of herbicide shall be made with an appropriate non-staining marker dye compatible with the herbicide being applied.

h. Use surfactants and adjuvants with herbicides to improve herbicidal activity or application characteristics when recommended by herbicide manufacturer. Complete each turf application within the “Annual Application Date” specified in the “Turf Application Schedule”, (weather permitting). Applications shall be provided in accordance with manufacturers label instructions to ensure proper rate of active ingredient (ai) and timing.

i. Take precautions to prevent damage to the cemetery, in any manner, including markers, monuments, shrub and flower beds, trees and other structures during maintenance operations. Current replacement costs for markers, other cemetery structures or property damaged by the work under this contract will be deducted from the contract price.

j. Do not use any pesticide or fertilizer in either granular or liquid form that will stain or discolor any markers. Notify the COR of all materials scheduled for use on turf before beginning any turf application. Clean cemetery structures, markers, monuments, and roadways that are soiled or stained as a result of the application.

k. Wash-down with water all soiled or stained structures, markers, and monuments at the end of each workday. Do not use hazardous chemicals at any time on Government property. Bear all costs associated with washing and cleaning. Notify the COR of any such soiling or staining of structures prior to washing/cleaning.

l. Remove pelletized products from markers on the same day that the application was made.

m. Thirty (30) days after completion of the application, jointly inspect the pesticide application with the COR and assess results. In areas where results are less than acceptable* re-perform the application at no additional cost to the Government. (*Acceptable is defined as 90% of target pest species are eliminated).

9. Compensated Worker Therapy/ Community Service Workers: At the pleasure of the Government, Compensated Worker Therapy (CWT) employees or Community Service Workers may be approved by the COR to engage in manual removal of weeds; and turf renovation activities to supplement the contracted work.

E. TURF APPLICATION SCHEDULE:

1. Apply Fertilizers, Herbicides, and Soil Conditioners in accordance with NCA Turf standards. Any deviation from this Schedule must be approved by the COR and the Pacific District Agronomist. Provide fertilization, pre-emergent weed control, post- emergent weed control, aerification, soil conditioning and overseeding services to turf areas in strict accordance with the following:

DESCRIPTION

(Or upon Award of Contract if weed pressure is high) Application #1a: post-emergent weed control broadcast in liquid form, to control grass and broadleaf weeds.

Application #2b: Pesticide application applied in granular form for the control of the crane fly

(Time fertilizer application after flush of spring growth has subsided) Application #7a: post-emergent weed control spot-applied in liquid form, to control grass, sedge, and broadleaf weeds.

Application #7b: pre-Emergent herbicide applied in granular form for control of annual bluegrass, and other grass and broadleaf weeds (Adjust timing with Soil Temperature)

B.5.3 TURF MAINTENANCE –TRIMMING, EDGING & PUSH/WALK-BEHIND MOWING

A. NCA STANDARDS

1. Visually prominent areas in the cemetery are properly trimmed and edged.

B. SCOPE

The Contractor shall be responsible for trimming and edging all grass area perimeters, other designated areas, and flat markers within the cemetery and any grass outside perimeter enclosure walls and fences up to a natural or man-made border, such as a road or tree line. This encompasses approximately 270 acres of irrigated turf grass, and 20 acres of non-irrigated lawns within the developed area of the cemetery.

a. In addition, the contractor will be responsible for push mowing or walk-behind mowing specific sections, listed below in subsection b of this scope. The use of riding mowers is prohibited in these sections. Other designated areas the contractor will maintain by mowing or string trimming are listed in subsection c of this scope.

b. Sections to be mowed: 1, 2, 3, 4, 5, 6A, 6B, 6C, 7, 8, 9, GG, HH, JJ, KK, LL, MA, MB, MC, MD, MM, and the Rostrum. These sections and the corresponding grass buffer areas surrounding them are estimated to be less than 9 acres total. Contractor is responsible for confirming all measurements. See Willamette National Cemetery Map below (page 30).

c. Maintain non-irrigated vegetation in visually prominent areas of the cemetery by mowing. Maintain vegetation height at 4 to 6 inches. In no circumstances shall the vegetation be allowed to grow taller than 6 inches. Undeveloped areas, adjacent to cemetery sections, that can’t be push mowed, will need to be string-trimmed. Designated areas to be push mowed, walk-behind mowed, or string trimmed: All turf between the perimeter fences along Mt. Scott Blvd and SE 132nd St and the edge of road and areas designated as steep terrain as depicted on the Willamette National Cemetery Map below (page 30).

d. Cemetery sections and other designated areas will be mowed, trimmed, and edged weekly when approved by the COR, typically beginning the first week in March and ending on the week in November, in conjunction with the cemetery mow cycle, listed in the WNC Floral Policy. If any floral items need to be moved during mowing, the items will need to be neatly placed back on the corresponding gravesite.

e. Cutting Height: Maintain turf in burial and public areas at a height within one inch range of that which is professionally recommended for the grass type by the Oregon State University. Agricultural Extension. Optimally, the height should be no more than half an inch above that range. For example, the height of Perennial Ryegrass should be between 3.0 and 3.5 inches. In no circumstances shall the turf be allowed to grow taller than 4.0 inches or to be cut lower than 3.0 inches. Turf that is cut lower than 3.0 inches shall be repaired by Turf Renovation at no additional cost to the Government.

f. Clean walkways, curbs, concrete bases, and roads of grass clippings and leaves after, mowing, edging, and trimming. Do not use leaf-blowers to move grass clippings into planting beds, rock mulches, wetlands, and woodland perimeter. Grass clippings are to be disposed of off-site.

The Government maintains and operates the irrigation systems. The contractor shall monitor the cemetery grounds for over- or under-watering and report to COR any causes for concern regarding the irrigation system or its operation. The contractor shall report any leaks, pipe breaks, broken heads, broken valve boxes, other non-functional irrigation components to the COR in the daily report. The contractor shall also report any safety concern that is found during trimming and edging activity.

C. DEFINITIONS

Visually Prominent Areas:

Interment areas, including turf at Columbaria Walls Committal service shelters Areas adjacent to the main entrance road Turf, trees, and planting areas adjacent to flagpole/assembly area Public information building Visitor entrance to the administration building Entrance gate Primary roads and routes to the committal service shelters Flag Pole & Assembly Area

Medium Visual Impact Areas Non-burial areas adjacent to the secondary road Areas adjoining the memorial path Areas adjacent to the maintenance building and yard Path to Shelters from Admin/Maintenance compound

Low Visual Impact Areas Non-use areas Soil spoils areas Areas not normally viewed by visitors/public

D. EQUIPMENT

1. The Contractor shall not operate any equipment in excess of 1000 pounds on any burial section except when authorized in writing by the COR.

2. Commercial-grade power trimmers and power stick edgers with steel blades will be used to trim grass from around markers, monuments, curb lines, walkways, grass filter strips along roadways, etc. Power trimmers shall be equipped with scalp-protectors.

E. GENERAL REQUIREMENTS

1. Sharpen and balance mowing blades daily and clean mowing equipment prior to transitioning between burial sections and undeveloped areas containing non-irrigated vegetation.

2. Clean trimming equipment prior to entering the cemetery grounds. This will minimize the possibility of introducing weed contaminates to cemetery turf from areas outside the cemetery grounds. Contact the COR to inspect the equipment prior to unloading.

3. Clean trimming equipment prior to moving equipment from a turf area known to contain weed infestation (e.g., Poa annua, bent grass, Japanese knotweed, Clover, etc.) to a turf area free of that weed infestation. This will minimize the spreading the weed infestations within the cemetery grounds. Contact the COR to inspect the equipment prior to proceeding from one such turf area to the next.

4. Take the utmost care not to damage markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc., while performing trimming and edging services.

5. Repair or replace all damaged items caused by the Contractor to the satisfaction of the COR at no additional cost to the Government. Remove and replace all floral and commemorative items, such as fresh cut flowers, wreaths, (and artificial flowers, and potted plants when allowed), to their proper gravesite during the course of performing trimming services.

6. Clean walkways, curbs, concrete bases, and roads of grass clippings and leaves after trimming and edging activity. Do not use leaf-blowers to move grass clippings into planting beds, rock mulches, wetlands, and woodland perimeter.

F. PROCEDURE

1. Frequency of Trimming, & Debris Removal: All turf areas in visually prominent and medium visual impact areas shall be trimmed and edged every week during the growing season (March thru November), conditions permitting. Low visual impact areas must trimmed and edged every week during the growing season. Trimming and edging will be accomplished during the week prior to Veterans Day (November 11) even though this is not normally considered the growing season. During periods of active growth, and after dethatching operations, as approved by the COR. Complete trimming around markers and debris removal in conjunction with each mowing cycle.

2. Equipment Maintenance: Equipment maintenance shall be conducted in the designated maintenance area. Do not refuel equipment in cemetery burial sections.

3. Trimming: All turf areas that cannot be maintained by traditional mowing equipment shall be trimmed at the same height of the mown grass. These areas may include the base of Markers, flat markers, trees, planting beds, monuments, curbs/curbing, section markers, buildings, walls, fences, signs, other vertical surfaces, or any other structures. Take great care to avoid contact with Markers, markers, monuments, building walls, trees, shrubs, flowers, any other desirable plant materials, and any other structure than can be damaged by contact with the trimming device’s cutting instrument. Scalping of the turf around a marker/Marker is unacceptable. Trimming will be accomplished free of scalping, rutting, bruising, and uneven and rough cutting. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable.

4. Flat Marker Edging: Trim turf around flat markers at 90 degrees (perpendicular to the face of the marker) to remove all grass/vegetation that is growing around or over the entire outside perimeter of the flat grave markers. The depth of the vertical cut at the edge of the flat markers shall be 1 inch minimum and the width of the cut shall not exceed 1/4 inch. There shall be a clean and neat vertical edge left around each flat marker. Use “stick” edgers with fixed blade for flat marker edging.

5. Edging: Edge turf at roads, curbs, walkways inside and outside cemetery grounds. The COR shall conduct random inspections of edging weekly. Edging shall provide a clear zone 1/4-inch wide by 1-inch deep with all vegetation removed from joints and cracks. Avoid damaging pavement. Remove edging debris from the site on the same day as the edging event. Use “stick” edgers with steel blades.

6. Removal of Turf Clippings: Immediately remove or disperse windrows and mats of grass clipping deposited on the turf to avoid turf damage. Remove clippings deposited on markers and other monuments, section markers, concrete bases, roads, walks, plazas, beds, tree basins, or other non-turf grass areas the same day as the Trimming event that produced them. Remove clippings deposited on sidewalks or at public visitor areas including the Committal Shelter(s).

7. Removal of Grass Clippings and Soil: Immediately remove grass and/or soil splatter deposited onto markers and other structures the same day as the trimming event that produced them. Cleaning of markers and structures soiled by mowing and trimming activities is incidental to the work and shall not be considered as “Marker Cleaning and Maintenance” or “Structure Maintenance”, nor billed as such.

8. Damage to Government Property: Contractor trimming and edging operations shall not damage markers, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, plants, turf, etc. The Contractor shall repair or replace all damaged items caused by the contractor to the satisfaction of the COR at no additional cost to the Government. 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.

9. Memorial Day: Complete mowing, trimming, edging & debris removal work in all gravesite sections no later than close of business on the Thursday prior to Memorial Day to allow sufficient time for the placement of Individual Gravesite Flags, personal floral arrangements on individual graves and for the preparation of Memorial Day services at the cemetery.

10. Veterans Day: Complete trimming, edging & debris removal work for Veterans Day no later than one (1) workday prior to the scheduled holiday.

11. Inspection: The COR will inspect trimming and edging a minimum of once a week.

12. Verification: Daily from March thru mid-November, and Friday of each week mid-November thru the end of February, the Contractor shall submit to the COR cemetery site plan(s) indicating the areas and dates turf areas were trimmed. Use a different colored highlighter marker for each day.

B.5.4 PLANTING BED, FENCE LINE & WALKWAY/ROADWAY MAINTENANCE

A. NCA STANDARDS

1. Cemetery planting beds are well maintained, attractive, and compatible with the geographic region.

2. Planting beds are generally weed free.

B. SCOPE

1. Throughout the month, maintain the cemetery planting beds in a healthy, visually pleasing condition with proper application of herbicides and mulch to control weeds. Even if weeds are controlled with herbicide, weeds must be removed from planting beds, tree rings, and around cemetery section markers, etc. Contractor shall dispose of all dead and dying weeds off-site.

2. Personnel shall be properly trained in the operations they are to perform. If pesticide sprays are used, the person in direct charge shall be licensed by the State.

3. Control weeds year-round in all landscape beds, areas of mineral mulch, area of organic mulch, tree wells, areas around all buildings, weather station, irrigation stations, walls and columbaria walls, and weeds growing in walkways and roadways. This service includes areas outside the cemetery fence line up to roadways and/or natural borders.

4. Maintain planting bed edging materials in sound, stable condition, and in proper relationship to finish grade.

5. If any new planting beds, tree rings, etc. are added, the contractor is expected to incorporate planting bed maintenance into the monthly work schedule as approved by the COR.

C. DEFINITIONS

1. Planting Bed: Any non-turf area planted with trees, shrubs, and/or ground cover plants. Ground cover: Low growing plants growing over an area of ground. Ground covers include grasses, shrubs, and herbaceous plants.

2. Wildflowers: Annual and perennial flowering ground cover plants grown by sowing seeds.

3. Vegetation: All plant material including weeds.

4. Weed: Any non-desirable plant material, including escaped and invasive ornamental plants, grasses, etc.

5. Pesticide: Includes herbicides, insecticides, fungicides, poisonous baits, etc.

6. DBH: Diameter (of a tree) at Breast Height.

D. DEVELOPED CEMETERY VEGETATION CONTROL

1. Non-irrigated areas of the developed cemetery within the property lines, and within the public right-of-way (outside of cemetery fence line) shall be trimmed/edged to control excessive weed growth, reduce any fire hazard, and provide a properly maintained appearance. This area includes vegetation on either side of the road to the spoils area.

2. Maintain vegetation height at no more than 6 inches throughout the year.

3. Trim vegetation from around valve boxes, standpipes, and other utility structures so they are readily visible.

E. WEED CONTROL

1. Planting beds shall be kept attractive and free of weeds. Weeds and their root system will be removed.

2. Non-planting beds such as storage and maintenance yards, areas of open earth, pavements, bark mulch beds, etc. shall be kept free of weeds. Weeds and their root system will be removed.

3. Areas with mineral mulch such as rock-lined swales, rock borders, and other areas mulched with decorative rock shall be kept free of weeds. Weeds and their root system shall be removed. Mineral mulch includes decomposed granite, pea gravel, pebbles, cobblestones, rip-rap, boulders, etc.

4. Apply pre-emergent weed control twice yearly as indicated in the “Tree, Shrub and Planting Bed Application Schedule” prior to mulch placement. In April and September of each year an application of granular ‘Snapshot TG’ (or approved equal) herbicide shall be applied to all mulched beds. This herbicide is for the control of weed grasses and broadleaf weeds in planting beds, open earth areas, and mineral mulch areas, and should be applied following the label directions. Apply herbicide before the application of fresh mulch.

5. Apply monthly spot applications of post-emergent weed control, or manually remove weeds by cultivating soil and completely removing weeds.

F. ORGANIC MULCH

1. Once per year, apply Contractor-provided, COR-approved organic mulch to maintain a 3-inch-deep layer in planting beds, tree mulch rings, and open earth areas. Mulch material shall be aesthetically pleasing, hardwood bark, dark brown, free of any weeds or pests. Bark mulch shall be similar in color and texture to the existing bark mulch and shall be approved by the COR prior to installation. Mulch shall not be a chipped wood product and shall not contain dyes or other colorants.

a. Maintain mulch in a uniform depth throughout the planting beds and areas of open earth.

b. Hand weed and/or use appropriate chemical controls for weed control in mulch beds.

c. Apply fresh mulch after application of pre-emergent herbicide.

d. All planting beds and tree rings will use bark dust at a depth of 3 inches, to make a uniformed appearance.

G. PLANTING BED APPLICATION SCHEDULE:

1. Apply Pesticides, and Mulch as indicated in the Schedule below. Any deviation from this Schedule must be approved by the COR. Provide mulching, planting beds, non-turf areas, and open earth areas in strict accordance with the following:

DESCRIPTION

B.5.5 LEAF REMOVAL

A. SCOPE

1. Fallen leaves will be removed from all developed cemetery property weekly. Period of Performance will be 12 jobs. Each job will be scheduled at the discretion of the COR. Approximate need of service will be mid-October to January. Areas included, but not limited to are Cemetery Sections, Columbaria, Rostrum, Cemetery Buildings, Sidewalks, Roadways, Planting Beds, and Internal/External Fence lines. All fallen leaves are to be disposed of off station at the end of every workday.

B. EQUIPMENT

1. Contractor is to provide all equipment necessary to accomplish leaf removal. Examples of leaf removal include back-pack blowers, rakes, and vehicles to remove leaves after they have been blown to cemetery streets for pick-up.

C. PROCEDURES

1. Contractor will provide all necessary personnel, and equipment to remove fallen leaves from cemetery property weekly.

2. Contractors will not walk on markers when performing leaf removal.

3. Any cemetery damage that is caused by the contractor will be repaired at contractor expense.

4. Completed work will be inspected by COR

B.5.6 VERTEBRATE PEST CONTROL

A. SCOPE

1. Cemetery Sections and adjacent turf areas will be inspected by contractor weekly to provide a monthly service to identify areas where vertebrate pests (moles, voles, gophers, and other burrowing animals) are causing damage to cemetery turf. Once vertebrate damage is identified, contractor will take steps to reduce vertebrate populations from cemetery grounds such that 90% of the grounds are free of pests.

B. EQUIPMENT

1. Traps or poison may be used to control vertebrate pests. If traps are used, traps must not present a danger or tripping hazard to employees or cemetery visitors. Trap locations must be flagged for easy identification by contracting and cemetery personnel. When traps are removed from turf, soil must be leveled and tamped for uniform appearance.

2. Poison baits and fumigants may be used to control vertebrates with approval of COR. If poison is used, appropriate signage must be used to identify turf area affected in accordance with county agricultural commissioner’s office.

3. Use Attachment G-Vertebrate Pest Inspection Sheet to track progress.

C. PROCEDURES

1. Contractor will provide all necessary personnel, and equipment to remove vertebrates from cemetery.

2. All vertebrates will be disposed of off station.

3. Any cemetery damage that is caused by the contractor will be repaired at contractor expense.

4. Completed work will be inspected by COR

B.5.7 CONTRACTOR RESPONSIBILITY

A. STANDARDS OF EMPLOYEE CONDUCT

1. Contractor and contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

2. Contractor's employees shall be required to wear uniforms displaying the name of the company and the employee's name.

3. Contractor’s employees shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Matching company Polo shirts are permissible with the Director’s approval. The outermost garment worn must display the company name to identify the individual as an employee of the contractor. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T- shirts and/or tank tops as outer garments are prohibited. Garments displaying a “message” or “slogan” other than the Contractor’s business name are prohibited. Other clothing in question shall require the Director’s written approval.

4. Contractor employees will maintain personal hygiene. Shoes/boots will have no holes or loose soles. Steel-toed shoes will be required in accordance with OSHA. All required uniforms and personal protective equipment will be provided by the contractor.

5. Contractor personnel shall not engage in loud or boisterous behavior, use profane or abusive language nor use personal radios. Be cognizant of services being conducted at service shelters and people visiting gravesites.

6. Due to the sensitive mission of the Cemetery, Contractor employees shall exercise courtesy and respect while within the cemetery. If inquiries are received from visitors Contractor Employees are to identify themselves as such and assist the visitors to the best of their ability. When in doubt or unable to provide the requested information, they are to refer the visitors to a Willamette Team Member or the Administration Office.

7. PIC Public restrooms may be used only when there are no cortege or visitors present. Contractor employees must be in uniform and identifiable if using the PIC restrooms and shall not relieve themselves in the woods. Offenders will be subject to dismissal.

8. Breaks and lunch periods shall be taken in areas designated by the COR, not in the field.

9. Contractor personnel shall neither eat nor drink beverages, except water or non-alcoholic drinks, while in work area, nor in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

10. The only designated smoking area for the cemetery is located on across from the field breakroom. All other areas are designated as NO SMOKING.

B. ORIENTATION FOR CONTRACTOR EMPLOYEES:

1. The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive complete information on each of these subjects:

a. Safety and Environmental Protection, and Fire Safety.

b. Project Work Schedule.

c. Rules Pertaining to Workers.

d. General Parameter Job Related Issues.

e. Disaster procedures.

f. All technical requirements of the project.

2. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

3. The Contractor shall be responsible to ensure that his/her employees (including contractor’s consultants, subcontractors, etc.) are aware of all the terms and conditions set forth above in this solicitation package regarding their performance and conduct during the performance period of this contract. Each contractor and subcontractor employee shall sign a Statement of Compliance, (Attachment H); the Contractor shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on cemetery grounds.

C. HANDLING OF MARKERS AND MARKERS

1. Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledge 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 markers and flat grave markers that mark those gravesites and memorialize the service of individuals.

a. Contractor personnel cannot walk, stand, lean, sit or jump on markers or markers, nor shall the wheels/tracks of any Contractor vehicle ever drive over them.

b. No tools, equipment or other items will be placed or leaned on markers or markers.

c. Contractor shall be responsible for replacing damaged markers and markers at no additional cost to the Government and for restoring turf damaged during performance of this work.

2. Any doubt as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.

3. The Contractor is required to discuss this guidance with their employees and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin.

D. USE OF CEMETERY FACILITIES

1. The Government will not be responsible for any loss, damage, or theft of contractor items.

2. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affairs' facilities used by contractor's employees that are acceptable to the COR and in accordance with National Cemetery Administration Operational Standards and Measures (Version 5.1, July 2014, or the most current version).

3. All contractor personnel operating vehicles on government property must possess a valid state driver's license.

4. Project Manager shall provide a personnel roster to the COR whenever new employees are hired with verification that new employees have undergone proper training, have read, and signed the statement of compliance, and possess a valid driver’s license.

5. Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Government is not responsible for any damage, theft, or vandalism to privately owned vehicles parked on cemetery property. All Contractor employees park on cemetery property at their own risk.

6. The Contractor shall observe all traffic, parking, directional signs, and regulations when using the cemetery’s roadways including speed limits. Speeding will not be tolerated and grounds for immediate removal from the cemetery property. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor’s employees under any conditions.

7. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

8. The Contractor shall provide, as part of their offer, a list of tools and equipment to be used during the course of the contract, for the approval of the Government. Ten (10) days after contract award, and every year thereafter, the Contractor shall verify in writing that this equipment is in safe operating condition. The Contractor shall comply with all Federal, State, City, County, regarding the use of Personal Protective Equipment for all contract personnel. All Personal Protective Equipment is provided by the Contractor.

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

10. SDS or Safety Data Sheets (formerly known as MSDS or Material Safety Data Sheets) are required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor shall provide master file of SDS sheets to the COR.

11. Reasonable use of water and electricity will be furnished by the Government at no expense to the Contractor. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from the Government outlets to the work areas where the utilities are needed.

12. Phone service will NOT be furnished by the Government for the contractor's work area. Any Internet/Fax/Telephone service will be Contractor-provided as approved by the COR.

E. LEVELS OF MAINTENANCE

1. To establish maintenance priorities, areas of the cemetery are described here in order of their potential to impact the visual impression of families and visitors. Areas considered Visually Prominent have the highest priority when allocating resources.

F. INSPECTION OF CEMETERY FACILITIES:

1. The Contractor will perform an inspection each workday. During this inspection, any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the Contracting Officer or COR.

2. The Contractor will be required to submit inspection reports and work accomplished to the COR weekly. The inspection forms will be provided to the Contractor.

G. SAFETY AND TRAINING

1. The Contractor shall be responsible for new employee orientation, specific job training requirements and safety precautions for Contractor employees performing work under these specifications. A report of this completed training with date hired and training completed will be provided to the COR. OSHA standards shall be observed by the Contractor in all work performed.