P09 Quincy Grounds Maintenance_RandR.docx

QUINCY NATIONAL CEMETERY

GROUNDS MAINTENANCE CONTRACT

1.0 GENERAL REQUIREMENTS

Quincy National Cemetery is a National Shrine. National Cemeteries are a final resting place for our nation’s heroes and as such, the standards for management, maintenance, and appearance of these cemeteries have been established by the National Cemetery Administration to reflect this nation’s concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the specifications is required and essential.

1.1 RESPONSIBILITIES

a. The Contractor shall furnish all labor, supervision, materials, supplies, tools and equipment required to perform the work called for in this contract, unless otherwise indicated herein, at:

Quincy National Cemetery Quincy, IL 62301

b. The administration of this contract will be by the Contracting Officer (CO), National Cemetery Administration, Centralized Contracting Division, Stafford, VA 22556.

c. The Contractor shall furnish a copy of the specifications contained in this contract to each of their employees performing work under the contract to ensure their complete familiarity with the requirements stated herein.

1.2 PERIOD OF PERFORMANCE

The period of performance shall consist of a base and four (4) 12-month option years.

The period of performance reads as follows:

1.3 HOURS OF OPERATION

The Contractor is responsible for conducting business between the hours of 7:30 a.m.

Central Standard Time (CST) and 4:00p.m CST Monday through Friday, except Federal Holidays or in the case of a local or national emergency, or as otherwise arranged with the COR. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of the contract services.

1.4 STANDARDS OF EMPLOYEE CONDUCT

The Contractor’s personal appearance and conduct shall be professional and unobtrusive at all times. Questions from Cemetery visitors shall be politely referred or directed to cemetery personnel. The 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:

a. Contractor personnel shall be fully clothed at all times in matching uniforms, 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. T-shirts and/or tank tops and short pants as outer garments are prohibited. Steel Toe Shoes/boots shall have no holes or loose soles. Steel-toed shoes or equivalent will be required in accordance with OSHA requirements. Contractor employees shall maintain personal hygiene.

b. It is expected that Contractor personnel will conduct themselves in a respectful manner, not engaging in loud boisterous behavior or use profane or abusive language. Radios or cell phones are not permitted while maintaining the grounds of the Cemetery.

c. The Contractor and Contractor personnel shall not eat or drink beverages except water or non-alcoholic beverages while in the work area. The use of intoxicating beverages and/or drugs is strictly prohibited. The use of alcohol or illegal drugs on these premises is a violation of Federal Law and will not be tolerated.

d. The Contractor and Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools or other items of equipment will be placed or leaned against headstones or monuments.

e. The Contractor and Contractor personnel shall take all necessary precautions to prevent damage to headstones, monuments, flower vases and other cemetery structures during execution of this contract. The Contractor shall be charged current replacement costs for headstones or other property damaged as a result of actions by Contractor personnel.

1.5 USE OF CEMETERY FACILITIES

a. There are no facilities located on the property of Quincy National Cemetery.

1.6 MAINTENANCE DURING CEMETERY FUNCTIONS

The Contractor personnel shall not operate motorized equipment during special Cemetery activities. The COR or authorized representative of the COR shall furnish the Contractor with a schedule of all ceremonies 24 hours in advance of scheduled ceremonies.

1.7 INSPECTION OF CEMETERY FACILITIES

a. The COR will perform a weekly inspection of the Cemetery. Inspections will be tentatively scheduled five (5) (calendar) days in advance and confirmed with the Contractor 24 hours in advance of the inspection. Although the Contractor’s attendance at inspections is at the discretion of the Contractor, the Contractor’s attendance and participation in the inspection is strongly encouraged. Inspections may occur more frequently and may be unannounced as well. During the inspection, the appearance of the Cemetery will be observed, and any deficiencies noted within the scope of the contract will be reported to the Contractor for corrective action and completion within 2 to 5 calendar days of receiving such notification from the COR. The COR will set the deadline for the correction depending on the severity of the deficiency. The COR will notify the Contract Officer of items not corrected/completed within the set time period for further action by the contracting officer.

1.8 PERFORMANCE OF EVALUATION MEETING

a. The issuance of a Contracting Discrepancy Report (CDR) may be the cause for scheduling of a meeting among the prime Contractor, CO, and COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. Minutes of the meeting will be signed by the prime Contractor, CO, and COR.

b. Should the Contractor not concur with the minutes, he or she will state in writing to the CO within the ten (10) calendar day period any area he or she does not concur and explain the reasons for non-concurrence. The CO will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision. The Contractor will be notified of the decision in writing within ten (10) calendar days by the CO.

1.9 ACTION

a. Normally, the COR will verbally tell the Contractor of the discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the contract CDR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

b. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, a letter must be written to the responsible organization element requesting corrective action to be taken.

c. When the Contractor fails to perform satisfactorily, a CDR will be issued to the Contractor. The seriousness of the failure will determine when the CDR is to be issued.

d. If a CDR is issued for unacceptable service, a payment reduction for that service may occur.

e. If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, another CDR may be issued, and payment may be reduced for that services.

f. Upon issuance of a third CDR, a CURE NOTICE may be issued to the Contractor.

However, the CO may issue a Cure Notice at any time he or she deems appropriate.

g. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice may result in the issuance of a SHOW CAUSE letter, followed by consideration of termination of the contract.

1.10 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

a. The Contracting Officer's Representative (COR) for the contract is Cemetery Caretaker Supervisor, Quincy National Cemetery. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, monitor the Contractor’s performance and notifies both the Contract Officer and the Contractor of any deficiencies; and coordinate availability of Government furnished property. The COR is not authorized to add, modify, delete, or otherwise change any of the costs, specifications, provisions, requirements, or terms and conditions of the contract.

b. The Contractor shall submit monthly inspection reports to the COR. The inspection forms will be provided to the Contractor by the COR. Any headstones that are cleaned will be listed, along with other services performed.

2.0 MAINTENANCE OF GROUNDS

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be held responsible for and be governed by all the requirements therefore.

2.1 MAINTENANCE OF GROUNDS – Cemetery Clean-Up and Trash Removal

a. Work consists of collecting and removing all trash, tree limbs, as well as any other debris, such as dead or unsightly flowers, within the Cemetery and outside perimeter areas.

b. Cemetery Clean-up

1. All trash, debris, fallen tree limbs, and dead or unsightly flowers, will be removed from the entire Cemetery grounds (includes perimeter areas, drives, walks, creek banks, and landscaping) a minimum of twice weekly (e.g., Monday & Friday) and more often when necessary during the period of the contract.

2. Flowers will be removed from graves when they become withered, faded or unsightly. All other grave decorations will be removed after consulting with the Cemetery Director or his designee.

3. The Contractor shall provide necessary labor and suitable conveyance each workday for pickup of this debris from Cemetery grounds.

4. Removal of debris and disposal away from the Cemetery grounds shall be the responsibility of the Contractor.

5. The Contractor shall assure that Cemetery grounds are in a clean condition after each storm. The Contractor shall initiate action to pick-up scattered debris (limbs, twigs, branches, leaves, etc.) resulting from storms, winds and natural falling as soon as the weather permits.

c. Trash Pick-up

1. All cemetery trash containers shall be emptied once per month and contents removed and disposed of off cemetery grounds.

2.2 MAINTENANCE OF GROUNDS – Leaf Collection

a. Work consists of collecting and removing all fallen leaves and twigs from the Cemetery grounds and the immediate area outside the Cemetery.

b. General Requirements: Leaf mulching (to return to soil by mulching deck mowers) will be accomplished from 1 October through 1 January of the contract year. All fallen leaves not mulched and returned to soil must be removed during this period, except when delayed by the onset of severe weather conditions (snow/ice). The Contractor shall schedule removal work accordingly.

c. Procedures

1. Beginning 1 October, the Contractor shall use mulching deck mowers to shred all fallen leaves on a weekly basis to avoid heavy build-up of leaves.

2. Heavy accumulations of fallen leaves will not be mulched, but collected and removed from Cemetery grounds to prevent damage to (smothering of) turf.

3. The Contractor shall inspect all areas of the Cemetery during this period and ensure that there is no accumulation of leaves in any area.

3.0 TURF MAINTENANCE

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be held responsible for and be governed by all the requirements therefore.

3.1 TURF MAINTENANCE – Mowing, Trimming, and Edging

a. Mowing: The Contractor shall begin mowing at the start of the contract when directed by the COR and continue throughout the entire growing season with the final mowing occurring as seasonal growth has ceased, ending in the fall as directed by the COR. Mowing season generally begins late March or early April and extends into November. Turfgrass shall be mowed as needed, generally weekly once growth has begun in the spring, but may be required more frequently in early Spring and less frequently during hot summer months. The turf is composed of typical lawn-type cool season species. Mowing height shall be three (3) inches unless otherwise specified by the COR. Mowing frequently shall be often enough that no more than 1/3 of the grass height is removed at any mowing. On occasions when grass height exceeds 4.5 inches, such as when weather delays mowing, cutting heights shall be raised to remove only 1/3 of the grass height, and then mowing frequency increased, with each cutting removing 1/3 of the height until the 3-inch target is again achieved. Where practical, Contractor shall reverse direction of mower travel with each mowing and vary mower wheel patterns. Any clumps or windrows of clippings left from mowing shall be dispersed or removed and any clippings adhering to headstones shall be cleaned off before the Contractor leaves the cemetery. Any mud or other debris accumulated from mowing left on sidewalks, fences, monuments, or other paved areas will be blown, hosed, or cleaned off before the Contractor leaves the cemetery. Grave decorations will be removed to permit mowing and trimming around the headstones and then will be replaced to their original location. However, if grave decorations are unsightly, the decorations will be removed.

Contractor shall clean all mowing and trimming equipment prior to arrival at the cemetery to assure that only clean and weed/grass free equipment is unloaded at the cemetery. All mowers (riding and push) shall not be operated within six (6) inches of the headstones, monuments, tree trunks, and other upright structures. If a mower does contact and mark up a headstone, the contractor must immediately remove the mark with a sanding sponge approved by the COR. Mower operators shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc., while performing mowing services. When such items are present, the Contractor will remove and replace all floral or commemorative items, etc., to their proper place. The Contractor shall repair or replace all items damaged by the Contractor at no additional cost to the cemetery as directed by the COR. At the turning areas, such as at the ends of grave rows and around trees and other objects, mower operations shall reduce ground speed and exercise care to prevent damaging turfgrass or creating turn or ring patterns in turf from the mower tires.

The Contractor shall promptly notify the COR verbally or in writing of any defects or problems noticed in the cemetery (such as sunken spots, pest damage, downed tree limbs), especially if they are a safety concern or affect mowing operations.

Equipment Requirements:

• Mower type, size, and tire style shall be designed for use on high quality turf.

• Mowers shall be mulching type, without side discharge, to prevent blowing clippings onto headstones.

• Mulching blades shall be used.

• Blades shall be kept sharp, so grass is cleanly cut, not torn or damaged.

• Riding mowers shall have “trim” feature on both sides to facilitate mowing either direction be side objects.

b. Trimming: Trimming of the turfgrass will be done immediately FOLLOWING (not prior to) each mowing operation, unless otherwise directed by the COR. The Contractor shall trim around all headstones and other vertical surfaces with hand-held string trimmers at the same three (3) inch height as mowed, and no shorter; scalping of the grass must be prevented. (Scalping weakens and thins turf and allows weed growth.) Care shall be taken to avoid contact with headstones, monuments, trees, shrubs, flowers, and any other desirable plant materials, etc., or any other structure that can be damaged by contact with the trimmer. Any clumps of grass clippings resulting from trimming shall be dispersed before the Contractor leaves the cemetery. Walk-behind push type trimmers (not lawn mowers), string trimmers, or manual or power trimming shears will be used to trim grass from around headstones, monuments, and fences. Contractor shall trim all standard turf grass areas that cannot be maintained by traditional mowing equipment.

c. Edging: Edging along the sidewalks and curbs will be completed monthly during the growing season, including one week prior to Memorial Day. Edging will be performed with a push edger, or a stick edger. A trimmer will not be permitted to use for any edging work.

3.2 TURF MAINTENANCE – Fertilization

a. The Contractor shall be responsible for maintaining the turf area of the Cemetery in healthy condition by proper application of fertilizers and herbicides.

b. Equipment and Supplies

1. The Contractor shall supply all necessary equipment and supplies necessary in the performance of the contract.

c. Procedure

1. The Contractor shall be responsible for taking all precautions to prevent damage to the Cemetery, in any manner, including headstones, monuments, trees, turf and structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones or other cemetery structures/property damaged as a result of action by Contractor personnel.

2. Fertilizer at the recommended rate stated below per 1000 square feet. It shall be applied by the Contractor three (3) times each year, within a week before or after:

Application # 1---June 1--- 1.0 lb actual N per 1000sq.ft Application # 2---Sep 1--- 1.0 lb actual N per 1000sq.ft Application # 3---Final Mowing--- 1.5 lb actual N per 1000sq.ft

The third and final application will be late fall when grass is mowed for the last time of the season.

d. Fertilizer shall have at least 40% of the N (nitrogen) in a slow or controlled release form (such as sulfur coated urea), and shall have an N-P-K ratio of approximately 4-1-2 or 3-1-2 (e.g., 24-6-12 or 30-10-20). If local or state law prohibits use of phosphorous fertilizer on established turf then the ratio shall be approximately 2-0-1 or 3-0-2. No iron may be included in the fertilizer due to its potential to stain headstones. At Contractor’s option, application #3 (late fall, 1.5 lbs actual N) may be a100% water soluble N fertilizer (such as straight urea) with no P or K.

3.3 TURF MAINTENANCE – Weed Control

a. Herbicide applications are to include two post-emergence treatments to control established broadleaf weeds, two pre-emergence treatments to prevent growth of annual grasses, and, if needed, an application targeting yellow nutsedge (using a herbicide with strong activity on yellow nutsedge, such as the products ‘Dismiss’ or ‘SedgeHammer’). Dates of application shall be:

(a) First pre-emergence – mid to late April (or prior to crabgrass germination, before soil is 55 degrees F)

(b) First post-emergence – mid to late May

(c) Second pre-emergence – June

(d) Nutsedge application – June

(e) Second post-emergence – October

1. Herbicides applied shall be labeled for turf use, and all label directions shall be followed. Application must be under the direction of a Certified Applicator.

2. The Contractor shall provide all water needed for spraying or other purposes.

3.4 TURF MAINTENANCE – Aeration, Over-seeding

a. Work consists of core aeration of the 1.6-acre area followed immediately by overseeding in September.

1. A commercial machine designed to core aerate turf shall be used to create or plug holes in the turf 3-4” deep.

2. Immediately following aeration the area shall be over-seeded at a rate of 3 lbs of seed per 1000 square feet (65 total lbs of seed will be required). Grass seed shall be of a fresh new crop seed complying with purity and germination requirements stipulated herein. Grass seed to approximate the following:

*Certified Only

3. Seed type shall be as described above, or a comparable mixture approved by the Director, Rock Island National Cemetery. Delivery tickets, indicating date, weight, analysis and vendor’s name, etc., shall be submitted to the Cemetery Director or COR.

3.5 TURF MAINTENANCE – Mole Control

a. Moles have been a problem at Quincy National Cemetery. Contractor shall control moles ONLY with worm- or grub-type bait that contains bromethalin as the mole toxin (such as ‘Talpirid’, ‘Tomcat Mole Killer’, or ‘Motomco Mole Killer’), OR with traps.

3.6 TURF MAINTENANCE – Grub Insecticide

a. A preventative grub insecticide shall be uniformly applied to up all turfgrass at the cemetery between mid-June and mid-July (for most products). The maximum commercial label rate for the site of one the following insecticides shall be used:

clothianidin (e.g., Arena) imidacloprid (e.g., Merit) thiamethoxam (e.g., Meridian) Chlorantraniliprole (e.g., Acelepryn) if applied in May or June

b. If a granular product is used, any deposited on impervious surfaces (walks/pavement) shall be removed or blown onto the turf immediately following application.

3.7 TURF MAINTENANCE – Small Area Turf Repair, Sunken Grave Repair

a. For small areas where turfgrass has been damaged or died, or the smoothness of surface disrupted such as by a sunken grave, the Contractor will restore that area to match the surrounding grade and type and quality of turfgrass, which shall be free of weeds or non-matching grass.

b. Quality topsoil shall be used for any fill that is needed, and the soil shall be appropriately compacted to prevent additional settling.

c. Starter fertilizer shall be used to help re-establish the grass.

d. Generally, new sod will be used in reestablishing the turfgrass, but the COR will provide guidance if seed should be used instead, or if existing sod may be cut and reused.

e. Contractor shall ensure adequate irrigation is provided to the area to maintain the new turfgrass in good health to match the surrounding turfgrass through the growing season.

1. The establishment period for turf shall begin immediately after installation, with the approval of the COR. Maintenance shall be done by the Contractor for at least 60 days with proper mowing, fertilization, pest control, and irrigation as needed until final acceptance is made by the Government.

2. In addition, sod installed during the spring and summer shall be maintained after the 60-day period to at least the same quality (greenness) of established, nearby turf through the rest of the growing season with proper fertilization, pest control, and irrigation as needed.

3. If the sod, all or part, dies during the growing season (unless surrounding turf also dies due to weather extremes) the contractor is responsible to replace the dead sod and the maintenance process begins anew. Any sod laid after September 1 that dies before or is obviously in poorer condition than surrounding, established turf by the following May 1 shall be repaired or replaced by the Contractor and the maintenance process begins anew.

4.0 HEADSTONES

All work performed under this section is subject to the General Requirements and Contract Documents forming a part of these specifications, and the Contractor shall be responsible for and governed by all requirements therefore.

4.1 HEADSTONES - Cleaning

a. Work consists of cleaning all headstones and markers to remove objectionable material and discoloration, such as accumulations of bird dropping or mud, moss, grass stains, residue from trees, fungus, and so forth. Approximately, 562 headstones shall require cleaning annually. The number of headstones cleaned could increase or decrease depending on cleanliness of stones throughout the year.

b. “D/2 Antimicrobial Solution” (from Cathedral Stone Products) or Weather-Zyme (United Laboratories) are the only chemicals to be used to clean headstones.

c. When water under pressure is used, such pressure shall not be greater than 500 psi and work shall be accomplished in a manner that does not cause any etching of the stone surface to occur. A test cleaning shall be done in an inconspicuous area of a headstone (based on age and or style) and approved by the COR prior to cleaning all like headstones and markers. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended.

d. Hand scrubbing may be used as needed. If manual agitation is necessary to remove soiling, only a soft bristle (synthetic or natural) brush shall be used; metal or stiff plastic shall not be used because it can scratch the stone.

e. General Requirements:

• Headstones shall be cleaned as determined by the Cemetery Director or the Director’s designee.

• The Contractor shall clean ALL headstones two (2) weeks prior to Memorial Day for the duration of the contract.

• Individual headstones will be cleaned as necessary throughout the year as specified by the COR.

• The Contractor shall furnish a monthly list identifying gravesite numbers indicating completion.

• The headstones natural surfaces shall be retained. The headstones shall not be painted, whitewashed or calcimined.

f. Procedure

• Wet each headstone with clean water and then apply “D/2 Antimicrobial Solution” to all surfaces.

• Lightly scrub with a soft nylon bristle brush.

• Rinse the headstone with clean water.

4.2 HEADSTONES – Fine Tune Alignment

a. Minor realignment, consisting merely of straightening the headstone, is called fine tuning, or bump and run, and may be accomplished with one person, but is usually more efficient with one or two others to sight in along headstone rows and columns to guide the adjustment:

1. Using a wooden tamping/pry stick and level, bump the first and last headstones in a row or column back to its original plumb position. It is best to have no more than 10 headstones between leveled headstones.

2. Lightly tamp the ground around the base of the headstone to keep it in place.

3. Bump all headstones in between the leveled headstones so they line up and meet NCA Standards and Measure 4.2a: 90% of headstones and markers that are properly aligned.

b. Other methods of bump and run are allowed but the contractor must get prior approval and direction from the COR.

c. The contractor is responsible to protect headstones from damage or being discolored from contact with dirt, soil or other contaminants during realignment or other maintenance operations.

d. The contractor is responsible to repair any turf damage from the fine tune and align process. The contractor is also responsible to fill in and seed any “divots” from tamping around the headstones during find tune and align.

5.0 FLYING OF FLAG

a. A nylon storm flag will be provided by the Rock Island National Cemetery. The Contractor shall contact Rock Island National Cemetery when a new flag is needed. The Government will also replace the halyard when needed.

b. The flag will be lowered to half-staff for any special occasion that requires it and raised when the order is given. The COR will instruct the Contractor when this is required.

6.0 TREES AND SHRUBS

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be held responsible for and be governed by all the requirements therefore. Any damage from these activities to turf, headstones, or other cemetery property will be the responsibility of the Contractor to repair.

6.1 TREES AND SHRUBS – Tree Pruning

a. Work includes complete cleanup of debris and its removal from the cemetery. Pruning shall be done by an ISA or TCIA certified arborist and according to ANSI A300 Standards. Most of the work will be crown-cleaning of mature trees (removal of dead, diseased, broken, or other problem branches), and structural or training pruning of younger trees.

6.2 TREES AND SHRUBS – Tree and Stump Removal

a. Work includes complete cleanup and removal of all debris from the cemetery and grinding out the stump to a depth of six inches and removing the grindings.

6.3 TREES AND SHRUBS – Shrub Maintenance and Pruning

a. Maintain shrubs in a healthy, attractive condition with hand pruning (not shearing). Dead, diseased, crossing, and other problem branches shall be removed. Natural shape and appropriate size of the species shall be maintained. Non-flowering shrubs will be evaluated in early spring prior to growth and trimmed as needed maintain healthy, uniform growth and appearance. Flowering shrubs will be maintained as needed during the growing season to promote flowering, and maintain uniform growth, and appearance. Flowering shrubs will be trimmed/pruned as needed following flowering to maintain healthy, uniform growth, and appearance.

b. Shrub areas shall be kept free of shrub trimmings or any other debris.

c. Shrubs will be properly fertilized two (2) times per year with proper slow-release type shrub fertilizer; one (1) application in Spring, and one (1) application in Fall.

7.0 PLANTING BEDS AND TREE RINGS

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be held responsible for and be governed by all the requirements therefore. Any damage from these activities to turf, headstones, or other cemetery property will be the responsibility of the Contractor to repair. All mulch beds at Quincy National Cemetery consist of trap rock, there are no wood mulch beds.

7.1 PLANTING BEDS AND TREE RINGS – Pre-Emergence Herbicide

a. The mulch beds shall receive two pre-emergent herbicide applications per year. The first application April 1st and the second September 1st. The application will consist of a granular herbicide labeled for pre-emergence weed control in landscape beds, consisting of approximately a 4:1 ratio of trifluralin and isoxaben, such as Snapshot 2.5 TG (or equal)”

7.2 PLANTING BEDS AND TREE RINGS – Weed Control and Removal

a. Maintain all mulched or rocked areas, including tree rings and rip rap area next to creek bed, free of weeds with monthly (April through October) weed removal, either by hand or with carefully directed spot applications of a glufosinate herbicide (such as Finale), or other product approved by the Midwest District Agronomist.

7.3 PLANTING BEDS AND TREE RINGS – Bed Edging

a. Edge beds and tree rings as needed to maintain clean/crisp bed edges and remove encroachment of turfgrass and weeds.

8.0 IRRIGATION SYSTEM

All work performed under this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be held responsible for and be governed by all the requirements therefore.

8.1 IRRIGATION SYSTEM – Spring Start Up and Fall Shut Down

a. The Contractor shall coordinate with the COR prior to the Contractor charging up the irrigation system. The Contractor shall commence charging of systems (weather permitting) no earlier than April 1, with all irrigation lines charged by April 30.

b. The Contractor shall coordinate with the COR prior to the Contractor winterizing the irrigation system. The Contractor shall commence winterizing systems (weather permitting) no later than October 31, with all irrigation lines and pump station winterized according to manufacturer’s recommendations.

c. This work includes any State or local testing such as backflow prevention devices. The contractor will be responsible for ensuring the backflow testing results are properly reported to requesting agencies within the requested time. This is generally an annual inspection.

d. The Contractor shall exercise all manual control and shut-off valves at least twice per year according to American Water Works Association (AWWA) guidelines. Exercising the valve is operating the valve at least one full cycle until the valve operates freely with little resistance; this may take several full cycles and should be done slowly to avoid damage due to water hammer.

8.2 IRRIGATION SYSTEM – Operation and Maintenance

a. The Cemetery is an improved area requiring irrigation and shall receive sufficient amounts of water as necessary to present turf with a uniform green color without browning, no barren areas (where there is supposed to be turf) resulting from lack of water, and healthy foliage for trees, bushes, and plants. The Contractor is responsible for maintaining the irrigation system in full working order and providing adequate coverage to maintain turf with a uniform green color without browning or barren areas, and adequate flow for trees, bushes, and plants. The Government will provide general training on the use of the Cemetery irrigation system. The Contractor’s use of the Cemetery irrigation system shall be mandatory.

b. The Contractor shall inspect irrigation system for proper operation each operational day throughout the irrigation season (typically April 1 through October 31 annually).

c. The Government does not guarantee 100 percent coverage by irrigation systems. The Contractor shall ensure all improved areas receive water and shall further prevent runoff into the streets or drainage ditches, or accumulation of water in low areas. The Government retains the right to operate all irrigation systems, to include the timers or main valves. The Contractor shall adjust watering times such that all systems have adequate pressure to function properly and do not reduce pressure in water mains such to cause operational problems. The irrigation schedule set at the main controller shall be adjusted in coordination with the COR.

d. The Contractor shall seek to improve the efficiency of the irrigation system. Irrigation heads shall be adjusted whenever their coverage or volume is inadequate, too plentiful, or misdirected. The Contractor shall abide by any local, state, or other water agency regulations or controls in force at the time of this contract.

e. Due to certain functions, events and practices, special request for timers and sprinkler systems adjustments may be required to meet these activities.

f. The Contractor shall provide all labor supervision, equipment, parts, replacement parts, materials, etc. to maintain sprinkler heads, bubblers, sprayers, and riser connections as necessary to eliminate obstructions, leaks, and other defects which would prevent proper operation of the irrigation system, at no additional cost to the Government. Sprinkler heads, bubblers and sprayers shall be maintained clear of dirt and other debris for approximately 1 inch around their outside circumference. Contractor shall notify the COR when a head cannot be repaired or maintained to functional condition and a replacement head is necessary. Replacement sprinkler heads, bubblers, and sprayers shall be of the same make, manufacturer, model, flow rate, and spray pattern as existing. The Contractor shall plan for replacing approximately 10% of the sprinkler heads annually. Additional costs for replacement heads above 10% when needed shall be addressed on a case-by-case basis through the changes clause of this contract.

g. The Contractor shall provide all labor supervision, equipment, parts, replacement parts, materials, etc. to maintain the irrigation pump station, at no additional cost to the Government. The Contractor shall inspect the pump station for proper operation at least once per week during irrigation operation, checking all gaskets under pressure and checking the flow meter to ensure proper flow rate. The Contractor shall perform all weekly, monthly, quarterly, and seasonal maintenance according to the manufacturer’s preventative maintenance schedule.

h. The Contractor shall provide all required labor, supervision, equipment, parts, replacement parts, materials, etc. to maintain the installed sprinkler system, to include, but not limited to, valve systems, underground piping, sprinkler heads, bubblers, sprayers, and riser connections. Any damage to such systems caused by the Contractor shall be repaired or replaced by the Contractor at no expense to the Government. The Contractor shall promptly report damage to or malfunction of any sprinkler system to the COR. The Contractor shall operate and maintain the irrigation systems in good working order and repairable condition at all times.

i. The Contractor shall repair the sprinkler system by locating and repairing defective and broken electric and manual valves, valve control boxes, irrigation valve pit covers, controller, controller boxes, electrical wiring (between timer and valves), controller pedestals, sprinkler heads, bubblers, sprayers, risers, water lines, automatic and manual drains, backflow preventers, air vacuum breakers, all types of fittings (tees, unions, ells, nipples, clamps, etc.), and pipes. Sprinkler heads and valve control boxes shall be flush with the ground and level. The Contractor shall clean out sprinkler heads, bubblers, sprayers, and nozzles when plugged with debris. The Contractor shall regularly clean out or replace sprinkler head/sprayer filters. The Contractor shall regularly clean accumulated sediment from the valve boxes. When repair is not possible the Contractor shall notify the COR and additional costs for replacement parts shall be addressed on a case-by-case basis through the changes clause of this contract.

j. The Contractor shall respond within thirty (30) minutes during business hours and within two (2) hours during non-duty hours, after notification, for repairing leaks, breaks, faulty controllers, valves not completely shut off or controllers identified as being stuck in the "on" position. When it is determined that there is a leak, break or stuck "on" situation, the Contractor shall immediately isolate the irrigation line using the nearest isolation gate valve at no additional cost to the Government. Additional costs for line or valve replacements shall be addressed on a case- by-case basis through the changes clause of this contract. The Contractor may be required to flush out the systems with either water pressure, air pressure, or both to remove accumulation of debris from the water lines as a result of water line breaks. Faulty water main supply valves are the Government’s responsibility.

9.0 SNOW REMOVAL

a. Work consist of removing snow and ice from cemetery entrance, driveway, all walkways on cemetery grounds and other areas as designated be the Contracting Officers Representative (COR).

b. Snow removal shall be accomplished after an accumulative depth of two (2) inches within four (4) hours of the snowfall Monday through Friday and within an eight (8) hour period on weekends and holidays.

c. Ice removal shall be accomplished immediately upon icing conditions. Snow removal shall be accomplished by using a plow attached to a tractor or a self -propelled unit, snow blower or shovel. The tractor or self-propelled unit shall be restricted to paved areas.

d. Ice removal shall be accomplished by applying a de-icer. The chemical shall be of the type that will not stain or damage carpeting, flooring, turf, shrubbery, trees, walkways and driveways.

10.0 UPRIGHT RAISE AND REALIGN

The Contractor shall meet or exceed the requirements of this Guidance Specification in its proposed technical approach. The successful Offeror’s technical approach will be incorporated into the resulting contract.

Phasing and Work Sequencing: All work is to be accomplished in a sequential manner, with the raise and realign work limited to no more than one (1) row of headstones at any given time in order to minimize overall disruption to the cemetery. Work cannot begin in subsequent burial rows until such time that work has been completed in prior burial rows. The Contractor shall submit a proposed project work schedule sequence for COR review and approval prior to start of project.

10.1 UPRIGHT HEADSTONE RAISE, LOWER, REALIGN, LEVEL, BACKFILL

a. Raise, lower, realignment, reset, and backfill services, defined as work consisting of extracting, resetting, aligning, backfilling, and compacting upright headstones that are identified in this contract. The process includes inventorying and assuring accurate placement on each gravesite at the cemetery. The contractor shall provide all supervision, professional advice/guidance, professional land surveys, labor, parts, materials, equipment, and personnel, to provide the services defined herein.

b. The COR will determine the beginning point and ending points in each gravesite section.

c. The contractor shall limit headstone raise and realignment activities to one section at a time. Upon satisfactory completion of the headstone raise & realignment in that section and with approval of the COR/Cemetery Director, the contractor may proceed to the next section scheduled for headstone raise & realignment activities. After satisfactory headstone raise & realignment of a section and with the approval of the COR/Cemetery Director, turf renovation activities may commence in that section. Headstone raise & realignment activities will not be permitted simultaneously in two or more sections of the cemetery unless the contractor receives prior approval from the Cemetery Director or Cemetery Foreman/COR in writing.

d. Upright headstone descriptions:

1. Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds.

2. Civil War type (older) upright marble headstones are typically around 35 to 39 inches long, 9-1/2 to 12 inches wide, 3 to 4 inches thick, and weigh approximately 130 to 160 pounds.

3. Other headstone types may exist and are not included in the contract scope of work unless otherwise specified.

e. All in-ground vases, temporary markers, floral, commemorative, or other types of decorations (arrangements) causing interference with the raise and realignment of upright headstone operation shall be carefully, and in an orderly manner, moved from and after completion of the work, moved back to all gravesites by the Contractor. Prior to removal, the contractor shall verify the numbering sequence and location of the headstone and associated decorations or vases. If the vases are in poor condition their replacement back to the gravesites can be waived at the approval of the COR.

f. Do not remove headstones from the burial section as part of this project. Headstones are to remain on their respective gravesites at all times. Headstones must be handled and stored on each gravesite in a dignified manner. The Contractor will coordinate with COR the appropriate method for temporary storage for unique situations and site conditions. Typically, this requires laying each headstone onto 4x4 lumber supports directly on each gravesite. Attachment K will be used to record the names/locations of each specific marker on each specific gravesite before start of any work. The contractor and cemetery will verify the locations of headstones prior to renovation work and after renovation work and shall sign the spreadsheet where indicated. All headstones will be properly placed in their sockets prior to the end of each workday.

g. Headstones shall be removed from their sockets using wooden and/or metal clamps. If metal clamps are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to and marking of the headstone. Clamps may be attached to a skid steer loader (i.e. Bobcat®) or similar machine to extract the headstone from the socket. When headstones are removed from their sockets, they shall be carefully stored on each associated gravesite. Use care not to scratch or damage headstones in any manner. The headstones shall be laid with front inscription side up while the headstone is lying horizontally on the ground. The headstone shall be protected from direct ground contact while lying horizontally. The protection method shall be as approved by the COR and shall be free of deterioration in weather. An approved method is to support each headstone with two (2) wood 4X4’s. Alternate methods can be approved. Cardboard shall not be used. Wood or other suitable appropriate and attractive material shall be used to keep the headstones from contact with the soil while lying horizontally during the construction period. Contractor shall be responsible for replacing damaged headstones and restoring all damages caused to turf during performance of this work.

h. Crushed Rock Base Material Specifications:

1. Crushed Rock shall be composed of limestone, granite, dolomite, or any other hard, sound rock that is produced by blasting and then crushing.

2. Crushed Rock shall be clean, hard, tough, and durable fragments (excluding schist, shale or slate) of uniform quality throughout and free of any detrimental quantities of soft, friable, thin, elongated or laminated pieces, disintegrated material, dirt, organic matter, oil, alkali, or other deleterious substance.

3. Crushed Rock shall consist of hard durable fragments of particles of rock, free of stripping dirt, vegetation, and other foreign substances. Hardness: Resistant to breaking, crushing, or crumbling

4. Shape: Sharp and angular (Do not use rounded pea gravel.)

5. Gravel or Crushed Gravel mixed with filler, sand, crushed rock, or crushed stone is NOT an acceptable substitute.

6. Crushed Rock shall consist of the product obtained by crushing rock or stone so that is meets the following graduation requirements:

Sieve Size % Passing

7. The gradation of crushed rock shall comply with ASTM D-448. Sampling and sieve analysis shall be performed in accordance with ASTM D-75 and ASTM C-136.

i. Compaction of Crushed Rock Base Material:

1. The Crushed Rock Base Material shall be compacted in lifts not exceeding 1-1/2” in thickness. Before compaction, moisten or aerate each layer as necessary to provide optimum moisture content. If the fines are dry at the time of compaction, use a very fine mist type hose and spray the Base Material sparingly. The moisture content of the material during placing operations shall be within ± 2% of the optimum moisture content as determined by ASTM D 1557. Compact each layer to 90% to 95% relative density. Do not perform compaction operations on excessively wet soils.

2. Tamping Tools: Shall be approved by COR prior to use. Tamping tools shall have sufficient impact area and weight to achieve 90% to 95% compaction of the Crushed Rock Base Material. Tamping tools made of wood or containing wood (such as wood handles) are not acceptable.

3. The use of a backhoe to tamp as the sole means of compaction is prohibited.

10.2 UPRIGHT HEADSTONE SETTING

a. The headstones shall be removed from their sockets as per paragraph 10.1-e. and 10.1-f. All headstone sockets shall be dug with a three (3) inch clearance at the front, back, sides and underneath the headstone. Headstone sockets shall be dug to the required depth to meet the height and alignment requirements. All headstone sockets shall be clean and free of loose dirt and debris prior to adding Crushed Rock Base Material. Moistened Crushed Rock Base Material shall be added and heavily tamped to 90% to 95% compaction in the bottom of the sockets to provide a minimum three (3) inch footing under the base of the headstone prior to the re-installation of the headstones. Moistened Crushed Rock Base Material shall be placed around all four sides of the headstones and compacted per the requirements of paragraph 10.1-h., providing for a minimum fourteen (14) inches depth of Crushed Rock Base Material along the sides of the headstone as measured from the bottom of the headstone. Typically, there should be three (3) inches of space remaining from the top of the compacted Crushed Rock Base Material to the ground surface to allow tamped topsoil and grass seed to be applied. The actual measurement will vary depending on the how much the headstone was raised or lowered and shall be approved by the COR. See Exhibits (A) and (B).

b. Existing headstone sockets that exceed the correct depth requirements shall be filled with sufficient Moistened Crushed Rock Base Material and compacted per the requirements of paragraph 10.1-h. to achieve the correct final depth. All headstone sockets shall be clean and free of loose dirt and debris prior to adding Crushed Rock Base Material. After filling in the deep sockets in this manner, proceed with requirements in paragraph 10.3-e for completing the headstone realignment.

1. After removal of the headstone(s), backfill and compact the existing socket prior to digging the new socket. Backfill the existing socket with Moistened Crushed Rock Base Material. Thoroughly tamp to 90% to 95% compaction at each 1-1/2” inch vertical intervals (1-1/2” inch lifts), leaving the last three (3) inches at the top to have tamped topsoil and grass seed applied.

2. Contractor shall dig/excavate the new socket in accordance with the requirements in paragraph 10.2-a.

3. All headstone sockets shall be clean and free of loose dirt and debris prior to adding Crushed Rock Base Material.

c. The completed raised and realigned headstones shall be anchored firmly in place such that the headstones are rigid with no give or play in any direction regardless of the soil and terrain conditions. All headstones shall be firmly set and anchored in place with no movement from forces subjected by the COR.

10.3 UPRIGHT HEADSTONE RAISE AND REALIGNMENT PROCESS:

a. Prior to starting work in each burial section, the location of the existing permanent gravesite control markers and the required gravesite row/gravesite spacing layout dimensions shall be verified and certified by a licensed surveyor and coordinated with the COR.

1. The Contractor shall use a licensed surveyor to validate and/or relocate any existing permanent control markers…