Draft Performance Work Statement.pdf

Performance Work Statement (PWS) for the

Grounds Maintenance

1.0 General

1.1 Introduction

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 150 National Cemeteries in 42 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

1.2 Objective

National Cemeteries are National Shrines. The standards of maintenance and appearance at these cemeteries must reflect this nation's concern for those interred there. For this reason, strict adherence to these specifications as well as the National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 9.1 December 2023) is essential. The contractor is encouraged to use an innovative and creative technical approach, in addition to standard commercial practices to manage the grounds maintenance operations at the Cemetery in order to maintain the high standards of appearance as a National Shrines.

1.3 Scope of Work

The Contractor shall provide all supervision, labor, equipment, materials, uniforms, and supplies necessary to perform the following Grounds Maintenance Services at the National Memorial Cemetery of the Pacific. The Grounds Maintenance Services will include flat granite marker cleaning, flat granite marker edging, turf maintenance-trimming & edging, and hillside vegetation management. The contractor shall provide the manpower & resources necessary to perform and complete multiple jobs.

1.4 Background

The National Memorial Cemetery of the Pacific was established in 1949. Situated on 111.5 acres, it is known locally as “Punchbowl” because it is in the crater of an extinct volcano. Before Punchbowl became a cemetery, the site was used as a place of sacrifice during the ancient days of Hawaii. More than 1400 interments are conducted each year and currently there are approximately 62,000 decedents interred in this national shrine.

1.5 Type of Contract

1.6 Period of Performance

(1) year and four (4) option the period of performance of this contract is tentatively set to begin on 3/16/2024 through one years.

1.7 Place of Performance

The Contractor shall provide Grounds Maintenance Services at the National Memorial Cemetery of the Pacific (NMCP), hereby known as “Punchbowl Cemetery”. The Cemetery’s hours of operation are Monday through Friday, from 8:00 a.m. to 4:30 p.m., except Federal Holidays.

Specific locations, sizes and services required for the cemeteries are as follows:

Cemetery Address Acreage Required Services

National Memorial Cemetery of the Pacific

2177 Puowaina Drive Honolulu HI, 96813

75 Developed Acres

Grounds Maintenance Services

SITE SUMMARY

Classification Approximate Area/Quantity

Total Site Area 112 Acres

Total Developed Cemetery 75 Acres

Burial Section Area 68 Acres

Curb lines/Sidewalk Edging 35,000 Lineal-Feet

Flat Marker Edging 37,000

Flat Marker Cleaning 20,000

Hillsides (non-irrigated areas) 2 Acres

1.8 Applicable Documents

The Contractor shall comply with all applicable Federal laws, regulations, requirements, and agency standards. All applicable instructions and directives are listed below:

NCA-Operational-Standards-and-Measures-Guidebook-Dec2023.pdf (va.gov) https://vaww.nca.va.gov/docs/wcag/ICS/NCA-Operational-Standards-and-Measures-Guidebook-Dec2023.pdf

2.0 Specific Requirements/Tasks

2.1 CLIN 1: Flat Granite Marker Cleaning. Flat granite markers and flat granite memorial markers are to be cleaned, free of debris and objectionable accumulations. Such as animal droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, lichens, and other biological activity. The natural surfaces of the flat granite markers must be retained. The flat granite markers must not be bleached, painted, whitewashed, or calcimined. Acceptable Products: ‘D/2 Biological Solution by D/2 Biological Solutions, Inc.; ‘Weatherzyme’ by United Laboratories, Inc. The contractor shall protect the surrounding turf of the flat granite markers from injury.

2.2 CLIN 2: Turf Maintenance-Trimming & Edging.

2.2.1 Trimming: The Contractor shall be responsible for trimming and edging all grass within the cemetery and any grass outside perimeter enclosure walls along Puowaina Drive. Turf heights shall be 2.5” to 3.5”. All turf areas that cannot be maintained by traditional mowing equipment shall be trimmed at the same height of the mowed grass. Avoid contact with flat granite markers, markers, signs, 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 flat granite marker is unacceptable.

Trimming will be accomplished free of scalping, rutting, bruising, and uneven cutting. Streaks or irregularities, plowing, or gouging of the soil is unacceptable. Turf must not be shorter around headstones creating a “bowl” effect.

2.2.2 Edging: Edge turf at streets, curbs, walkways, mow bands, landscape borders, tree wells, and planting beds inside and outside cemetery grounds. Edging shall provide a clear zone 1/2-inch wide by 1 to 2 inches deep with all vegetation removed from joints and cracks. Avoid damaging pavement. Remove debris from edging from the site on the same day as the edging event. Equipment used for edging shall be approved by the COR.

2.2.3 Removal of Grass Clippings and Soil: Immediately remove grass and/or soil splatter deposited onto flat markers, section markers, niches, and other structures the same day as the edging and/or trimming event that produced them.

2.3 CLIN 3: Flat Granite Marker Edging: All flat granite markers within all cemetery sections shall be edged. Edge turf around flat granite markers at 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 maximum and the width of the cut shall not exceed 1/2 inch. Flat granite markers shall show turf edged vertically even with the marker and shall be free of trimming debris. The contractor shall use “stick” edgers with metal blades to ensure a clean cut. The Contractor shall ensure not to scratch, chip, or mark grave markers with edging equipment.

2.3.1 Removal of Grass Clippings and Soil: Immediately remove grass and/or soil splatter edging and/or trimming event.

2.4 CLIN 4: Hillside Non-Irrigated Vegetation Management. Vegetation in visually prominent areas within the undeveloped areas of the cemetery must be trimmed to present a well-maintained appearance. Trim vegetation in the two locations identified on the Cemetery map.

One location is on the slope on the north side of section G and H between Outer Drive; the second location surrounds the Overlook and the Memorial Walk. Maintain vegetation heights so that it does not exceed more than 4 to 6 inches.

2.4.1 Removal of Grass Clippings and Soil: Immediately remove grass and/or soil splatter edging and/or trimming event.

3.0 Contractor Quality Assurance.

3.1 The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the CO or the COR will initiate either a Corrective Action Report (CAR), a Performance Assessment Report (PAR) or a Contract Discrepancy Report (CDR). The Contractor shall respond to the COR in accordance with the instructions provided.

3.2 Quality Control: The Contractor shall develop and maintain an effective quality control plan to ensure services are performed in accordance with this PWS. The Contractor’s quality control plan is the means by which he assures himself that his work complies with the requirement of the contract. At a minimum, the Contractor shall develop a quality control plan in accordance with the Performance Requirements identified in the Quality Assurance Surveillance Plan (QASP). After acceptance of the quality control plan, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

3.3 Quality Assurance: The Government will monitor the Contractor’s performance under this contract using the Quality Assurance Surveillance Plan (QASP). All work performed under this contract will be subject to inspection at all times by the Government.

3.4 Progress Meetings: The Contracting Officer may require the Site Manager to meet with the Contracting Officer, Contracting Officer Representative (COR), and other Government personnel as deemed necessary. The Contractor may request a meeting with the Contracting Officer or COR when the Contractor believes such a meeting is necessary.

4.0 Delivery or Deliverables

The contractor shall provide the specific deliverables described below within the performance period stated in 1.6 of this PWS.

Line Item

PWS

referenc e

Name Place of Performance Qty Unit Period of Perfor mance

Inspection Schedule

Target

0001 Para 2.1 Flat Sections: A, B, C, D, E, F, 662 26 Bi- The COR 98% CLIN 1 granite G, H, I, J, K, L, M, N, O, P, markers Weekly will marker Q, R, S, T, U, V, W, X, II, inspect cleaning. III, IV, MA, & MB. when job

* is finished.

0002 Para Trimming Sections: A, B, C, D, E, F, All of 52 Weekly The COR 95%

2.2.1 . G, H, I, J, K, L, M, N, O, P, the will CLIN 2 Q, R, S, T, U, V, W, X, II, Sections inspect III, IV, MA, & MB. when jog is finished.

Para Edging. Sections: A, B, C, D, E, F, All of 52 Weekly The COR 95%

2.2.2 G, H, I, J, K, L, M, N, O, P, the will

CLIN 2 Q, R, S, T, U, V, W, X, II, Sections inspect

III, IV, MA, & MB. when jog is finished.

0003 Para 2.3 Flat Sections: A, B, C, D, E, F, All of 52 Weekly The COR 95% CLIN 3 granite G, H, I, J, K, L, M, N, O, P, the will marker Q, R, S, T, U, V, W, X, II, Sections inspect edging. III, IV, MA, & MB. once a week.

0004 2.4 Task

Hillside vegetatio n manage ment.

Section G & H hillside, Overlook hillside.

Hillsides 4 Quarte rly

The COR will inspect once a quarter.

90%

*Half of the sections in the cemetery shall be cleaned in a year

5.0 Meetings

Meetings will be conducted at either the NMCP Administration Office, location at 2177 Puowaina Dr., or through an alternative method of communication (such as a teleconferencing), as approved by the Contracting Officer.

6.0 Key Personnel

The following personnel are considered key personnel by the Government: Site Manager and Assistant Site Manager. The Contractor shall submit the contact information for key personnel and replacements to the CO and COR.

6.1 Program/Site Manager: The Contractor shall provide a Program/Site Manager who shall be responsible for the performance of the work. The name of this person and an alternate, who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contract Officer. The Program/Site Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The Program/Site Manager or alternate shall be available between 8:00 a.m. to 4:30 p.m., Monday through Friday except Federal Holidays.

6.2 Contractor Identification: All contract personnel shall be identified as a Contractor, i.e., badge, company logo, or uniform. All contract personnel are required to identify themselves such that they avoid creating an impression in the minds of the public that they are Government officials.

7.0 Government Furnished Property/Equipment/Information

7.1 Government Furnished Property: The contractor is required to furnish all property necessary to perform the contract. There will be no Government Furnished Property provided by the Government.

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

7.1.1 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 9.1, December 2023).

7.1.2 All contractor personnel operating vehicles on government property must possess a valid state driver's license. 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 of vandalism to privately owned vehicles parked on cemetery property. All Contractor employees park on cemetery property at their own risk. The Contractor shall observe all traffic, parking, directional signs, and regulations when using the cemetery’s roadways. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor’s employees under any conditions.

7.2 Storage Facilities: The Government will not furnish a storage building at the Cemetery site for use by the Contractor to store supplies and equipment. Contractor shall bring all supplies and equipment on a daily basis. An area will be designated by the COR for smoking, lunch/breaks, employee parking, etc. as approved by the Contracting Officer (CO. All utilities to this area are the responsibility of the Contractor. The Government will not be responsible for any damage to, or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall provide any storage buildings/lockers at their own expense.

7.3 Tools and Equipment: 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.

7.4 Hazardous Materials: The Contractor shall request the approval of the COR if the Contractor desires to store any hazardous materials at the Cemetery. If approval is granted the Contractor is responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, flammable materials, etc. on site in properly ventilated hazardous materials lockers in accordance with all federal, state and county laws and regulations and manufacturers recommendations.

7.4.1 The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment. SDS (Safety Data Sheets) are required for all chemicals and cleaning solutions. The Contractor shall provide a master file of SDS sheets to the COR.

8.0 Glossary of Abbreviations and Acronyms

CO Contraction Officer

COR Contracting Officer’s Representative

NMCP National Memorial Cemetery of the Pacific

CAR Corrective Action Report

PAR Performance Assessment Report

CDR Contract Discrepancy Report

9.0 Technical Exhibits

390.00' 229° 41 30"