Attachment B - SOW - GMS Memphis NC - REVISED 7-18-2024.pdf

Memphis National Cemetery Grounds Maintenance Services

B.1 DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

GENERAL INFORMATION

This Statement of Work describes the basic objectives of Memphis National Cemetery.

INTRODUCTION

The Department of Veterans Affairs, National Cemetery Administration (NCA), honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 155 National Cemeteries in 39 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. As the final resting place for our nation’s heroes, the standards for management, maintenance and appearance of these cemeteries have been established by the National Cemetery Administration (NCA) to reflect this nation’s concern and respect for those interred there, therefore strict adherence to the following specifications is essential.

B.2 BACKGROUND

Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required when scheduling and performing work to not interrupt cemetery operations.

1. The overall responsibility of the Contractor is to plan and perform the activities associated with statements of work as described herein, which are required to maintain an acceptable appearance of the cemetery grounds in accordance with National Cemetery Administration Operational Standards and Measures.

2. National cemeteries are a 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 (NCA) to reflect this Nation’s concern and respect for those interred there.

3. The NCA mission: The NCA honors veterans with a final resting place and lasting memorials that commemorate their service to our nation.

Memphis National Cemetery is a United States National Cemetery located in the Nutbush neighborhood in northeast Memphis, Tennessee. The physical location is 3568 Townes Ave, Memphis Tennessee 38122. 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 the specifications is required as well as National Cemetery Administration standards.

a. Site features include a main entrance with gates, administration building, maintenance building, maintenance compound, committal shelters, a flag assembly with floral beds, memorial area with floral beds, extensive landscaping with trees, shrubs, and ground cover.

Turf is 419 Bermuda and Palisades Zoysia

b. National Cemeteries are National Shrines, as codified in 38 U.S. Code § 2403 (c), “All national and other veterans’ cemeteries under the control of the National Cemetery Administration shall be considered National Shrines as a tribute to our gallant dead …”.

Therefore, 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 the specifications described in the attachments, which are based on the National Cemetery Administration, National Shrine Commitment, Operational Standards and Measures, is mandatory.

c. A national shrine is a place of honor and memory that declares to the visitor or family member who views it that, within its majestic setting, every Veteran may find a sense of serenity, historic sacrifice, and nobility of purpose. Each visitor should depart feeling that the grounds, the gravesites, and the environs of the national cemetery are a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

d. The NCA National Shrine Commitment, Operational Standards and Measures should be considered as goals and requirements for the performance of key operational processes and should be applied at both open and closed national cemeteries where work is done by either a Federal or contract workforce.

B.3 PLACE OF PERFORMANCE

The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to perform the following Grounds Maintenance Services at Memphis National Cemetery: provide the workforce and all resources necessary to perform and complete multiple grounds maintenance requirements simultaneously, including Trimming, Edging, Flower and Debris pick up and disposal, leaf removal, Sweeping/Blowing roads and walkways, and Extreme Weather Storm Damage Cleanup to maintain an acceptable appearance of the cemetery grounds.

Specific location, size and services required for the cemetery are as follows:

Cemetery Address Acreage Required

Services Memphis National Cemetery 3568 Townes Ave

Memphis, TN 38122

44 Developed Acres Grounds Maintenance

B.4 GENERAL REQUIREMENTS & SPECIFICATIONS

B.4.a DESCRIPTION OF SERVICES.

The National Cemetery Administration (NCA), Memphis National Cemetery has an immediate need for Grounds Maintenance. Contractor shall provide all labor, equipment, supervision, and supplies to complete Grounds Maintenance services necessary to ensure that the services are performed at Memphis National Cemetery in a manner that will provide manicured turf trimming, flower and debris removal, and leaf removal, presenting a clean, neat, and professional appearance throughout.

Services include, but are not limited to: Trimming, edge trimming of roadways, walkways, all edges with turf, removal of trash, leaves, grave decorations, unsightly floral arrangements, and debris, as well as, sweeping/blowing off walkways and roadways, storm debris clean-up, seasonal leaf collection and removal from the Cemetery.

All work shall be performed during normal workdays from 8:00am – 4:30pm local time (Monday thru Friday - excluding Federal Holidays). Work performed outside of normal work hours shall be at the discretion and approval of the VA Contracting Officer's Technical Representative (COR).

The Period of Performance for this project shall consist of a Base Year (12 Months) and (4) -1-Year Option periods (if exercised):

• Base Year: September 1, 2024, to March 31, 2025

• Option Year 1: September 1, 2025, to March 31, 2026

• Option Year 2: September 1, 2026, to March 31, 2027

• Option Year 3: September 1, 2027, to March 31, 2028

• Option Year 4: September 1, 2028, to March 31, 2029

Contractor shall perform all work utilizing best management and safety practices.

Contractor shall understand and meet all current applicable NCA Operational Standards and Measures (Attachment or Appendix). Minor changes in standards shall be at no cost to the government (i.e., timeline to perform tasks).

Contractor shall coordinate work in advanced with COR to minimize the impact to cemetery operations.

COR shall be notified in writing of all completed work by COB or no later than 10:00am the next business day.

Contractor shall provide a list of equipment and Operational Plan in proposal.

TABLE OF CONTENTS

B.4.1 GROUNDS MAINTENANCE

B.4.1.1 MOWING TURF AREAS

B.4.1.2 EDGING OF WALKWAYS, CURBS AND OTHER HORIZONTAL

SURFACES

B.4.1.3 TRIMMING OF HEADSTONES, MONUMENTS, MARKERS, AND

OTHER VERTICLE SURFACES

B.4.1.4 TRASH, DEBRIS, LEAF AND GRAVE DECORATION/FLORAL

ARRANGEMENT REMOVAL

B.4.1.5 SWEEPING/BLOWING OFF ROADWAYS AND CONCRETE SURFACES

B.4.1.6 SOD REPAIRS AND INSTALLATION

B.4.1.7 MULCH-INSTALL AND REPLENISH TO INCLUDE ALL TREES,

SHRUBS, BEDS, UTILITY DRIVES AND ROADSIDES

B.4.1.8 EXTREME WEATHER STORM DAMAGE AND DEBRIS CLEAN-UP

B.4.1.9 HEADSTONE AND MARKER CLEANING

B.4.1.10 BUILDINGS AND SURROUNDING CONCRETE SURFACES CLEANING

B.5.1 GOVERNMENT CONTRACT MANAGEMENT

B.5.1.1 CONTRACTING OFFICER

B.5.1.2 CONTRACTING OFFICERS’ REPRESENTATIVE (COR)

B.5.1.3 CONTRACTOR STAFFING REQUIREMENTS

B.5.1.4 SITE SUPERVISOR REQUIREMENTS

B.5.1.5 EMPLOYEE REQUIREMENTS

B.5.1.6 CONTRACTOR/EMPLOYEE CODE OF CONDUCT

B.5.1.7 WORK HOURS/SCHEDULE

B.5.1.8 CONTRACTOR FURNISHED ITEMS

B.5.1.9 QUALITY ASSURANCE PLAN

B.4.1 GROUNDS MAINTENANCE

NCA Cemetery Operations Operational Standards and Measures, Feb. 2021 Category 5, Grounds Maintenance Sub-Category 2: Turf / Mineral Bases

Standard 2.1: Visually prominent areas have sand, mineral, or well-established healthy stand of turf.

• Measure 2.1: Sand, mineral, or turf in visually prominent areas are generally weed free.

Standard 2.4: Visually prominent areas have a well-established, healthy stand of turf.

• Measure 2.4a: Visually Prominent Areas with established turf are Generally Free of Bare

Areas.

• Measure 2.4b: Visually Prominent Areas with established turf are maintained within one inch above the range of that which is professionally recommended for that type of turf and geographic region according to the Cemetery Grounds Management Plan.

Standard 2.6: Visually prominent areas are properly trimmed and edged.

• Measure 2.6: Other features (any additional turf areas requiring edging or trimming such as sidewalks, curbs, monuments) are trimmed or edged according to the Cemetery Grounds Management Plan

Standard 2.7: Avoid damage and ensure continuation of a well-established, healthy stand of turf during grounds maintenance operations.

• Measure 2.7: Turf damage due to grounds maintenance tasks is identified and corrective action initiated by close of business the same day.

The contractor shall mow, edge, and trim all grass within the cemetery and the perimeter tree line, entry gates, and walls. All damage due to contractors’ equipment or operations shall be repaired and/or replaced by the contractor at no cost to the government. Contractor is responsible to report any damages immediately to the COR.

Note: Bermuda (419) Grass and Palisades Zoysia height shall be maintained at 2” inches or as directed by the COR. Scalping is not acceptable. Cutting height shall be established as per required in the Turf Maintenance Plan, with approval from the District Agronomist.

B.4.1.1 MOWING TURF AREA

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

SCOPE

Bermuda Grass height of cut (H.O.C) shall be maintained at maximum height of cut of 2” inches. Cutting height shall be established as required in the Turf Maintenance Plan, with approval from the District Agronomist.

Turf shall be cut to maintain heights as set forth below (this may change if grounds require such height change):

Cutting Height, Inches Turf grass Species

2” 419 Bermuda 2” Palisades Zoysia

GENERAL REQUIREMENTS

All Mowing shall be done a minimum of once a week during the growing season, (Typically Mid- February through November) or as weather determines through growing season. The growing season may require mowing twice weekly due to weather conditions to keep the turf from growing more than One half (1/2) inch above the maximum height of 2” (Two) inches for 419 Bermuda and Palisades Zoysia.

Mowing shall be performed often enough so that no more than 1/3 of leafage is removed at any single mowing.

Mower blades shall be maintained as sharp as possible to provide the best cut to insure turf health.

During dormant periods, mowing shall be done as necessary to maintain National Shrine Standards.

Advanced Written Notice and COR Approval is required prior to mowing more than once a week.

Scalping is not acceptable. Where scalping is evident, and does not recover, the Contractor will be responsible for repair of the damage at no cost to the Government. When scalping is a result of ruts, contractor shall ensure top dressing is completed in the ruts to not scalp the center of the gravesite.

After mowing, no excessive thatch will be permitted to remain on the turf. Visible rows or clumps of turf clippings shall not be allowed to remain on turf areas that have been cut. All clippings must be removed from the site. No clippings or trimmings shall be left in any of the flower beds, mulch, or paved areas.

Optimally, the height should be no more than half an inch (½) above that range. Grass is trimmed on borders.

Top dressing areas with ruts from turf mowing to be completed once a year or on an as needed bases, requested by the COR. Proper top-dressing techniques shall be utilized (example – sand) and shall be approved by the COR prior to completion.

Contractor shall be responsible for mowing, edging, and trimming all grass within the cemetery as specified by COR.

EQUIPMENT AND SUPPLIES

Contractor shall utilize commercial grade mowers with mulching decks and mulching blades. Cutting blades on mowing equipment must be kept sharp so that grass tips are properly cut - not torn or damaged.

Cutting heights of all mowing equipment shall be set according to heights specified in the Grounds Maintenance Plan. The height of grass is what is measured to get correct cutting height. Contractor shall indicate cutting deck height on weekly report.

A. Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces.

B. Commercial grade power trimmers and power edgers will be used to trim grass from around headstones, monuments, markers, etc.

C. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are properly cut—not torn or damaged. Cutting heights of all mowing equipment shall be set according to heights specified below. The height of grass is measured to get the correct cutting height.

D. All mowers must have mulching checks with mulching blades.

E. All equipment used in cemetery on any/all inclines that are < 3% (greater 3 percent) shall be rated by equipment manufacturer specifications for such and must meet proper OSHA standards to be allowed for usage at any time on cemetery grounds and surroundings.

F. Mowers and other ground equipment must be kept off irrigation boxes. Stress on boxes causes burst pipes as far as 10" from the box due to flex and pressure placed on pipes. Damage will be the responsibility of Ground Contractor for repair(s)

Any contractor equipment brought in from third-party vendors, or other job sites, to include other national cemeteries, must be cleaned with a diluted environmentally approved disinfectant cleaning solution to prevent any cross contamination of unwanted grasses/weeds, diseases, fungi, and/or insects.

Contractor shall attest weekly, in writing (email), that all equipment being used on cemetery grounds has been cleaned.

Mowers used for non-turf services shall not be used on turf grass unless cleaned prior to entering the turf area. Contractor will attest, in writing, that all equipment being used on turfed areas has been cleaned prior to use.

Any cross contamination or associated turf damage resulting from Contractor negligence shall be repaired, treated, or replaced at the Contractor’s expense.

ADDITIONAL REQUIREMENTS

Scalping, mud striping, race tracking, and/or rutting of Cemetery grounds are strictly prohibited and will not be tolerated. If such turf damage is identified, the Contractor shall repair and/or replace the damaged turf at the Contractor’s expense no more than 72 hours after identification.

No thatch layer shall exist at any time on cemetery grounds. By following the prescribed mowing schedule, the presence of thatch should be eliminated. If thatch is present following a mowing, it must be mulched, raked, or otherwise collected, and removed from cemetery grounds by close of business on the day it was created. Multiple passes of mowing equipment may be necessary to thoroughly mulch clippings.

Rotation of directional mowing shall be performed each mowing in best effort practice to prevent ground rutting from mowing equipment and promote turf health.

The walkways (inside and out), interment area, and roads shall be cleaned of grass clippings, dirt, and leaves after all ground maintenance operations (mowing, edging, and trimming, etc.). These areas shall be swept or blown off immediately after completion of grounds maintenance operations.

If additional time, weekend or after hour work is needed due to scheduling conflicts, negative impacts to cemetery operations, weather conditions etc., the contractor shall submit a written/email request to the COR for approval. Overtime / weekend work will be at no cost of the Government. A written request/email must be submitted to the COR for consideration, a minimum of 24 hour(s) in advance of requested overtime/weekend work. Approval from COR is required prior to initiating any after-hours/weekend work or repairs. When after-hours/weekend work is authorized, a minimum of two (2) contractor personnel shall be on-site throughout the duration of work/repairs.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

GUARANTEE

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility of the Contractor at no cost to the Government.

B.4.1.2 EDGING OF WALKWAYS, CURBS AND OTHER HORIZONTAL SURFACES

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

SCOPE

All edging of walkways, curbs, and other horizontal surfaces will be done a minimum of once per week during the growing season (Typically, but limited to March through November), or as directed by the

COR.

All streets, curbs, walkways, irrigation control boxes, control markers, manhole covers, and crypt field drain clean-out covers shall be vertically edged with a bladed edger inside and outside cemetery grounds.

All streets, curbs, walkways, entry gates including walls, irrigation control boxes, control markers, manhole covers, and crypt field drain clean-out covers will be blown clean after mowing, trimming, and edging before close of business on the day edging occurs.

GENERAL REQUIREMENTS

All streets, curbs, walkways, irrigation control / valve boxes, control markers, manhole covers, all tree rings and planting beds shall be vertically trimmed with a bladed edger inside and outside cemetery grounds. The desired result will be a ½” wide clear gap between the turf/grass and the horizontal surface.

Street edges, with no discernable curbing, shall be edged in such a manner as to eliminate turf/grass from overlapping the roadway.

All edging shall be followed with a string trimmer to dress the top line of the grass. Turf along the edged areas shall be trimmed to ensure the height of the turf matches the entire turfed area. Turf shall not be higher near the edged area than the turf in the mow-able area. Optimally, the height should be no more than half an inch (1/2) above specified range of turfgrass.

All edging will be followed with a string trimmer to dress the top line of the grass.

All equipment used in cemetery on any/all inclines that are < 3% (greater 3 percent) shall be rated by equipment manufacturer specifications for such and must meet proper OSHA standards to be allowed for usage at any time on cemetery grounds and surroundings.

Care shall be taken that no clippings are blown into mulch beds. Clippings shall be removed from mulch beds by close of business on the day they were created.

The walkways and roads shall be cleaned of grass clippings, dirt, and leaves after all ground maintenance operations (mowing, string trimming, and edging). These areas shall be swept or blown off immediately after completion of ground maintenance operations.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately. Contractor will be responsible for repair or replacement of all damage.

The COR will conduct random inspections of edging weekly.

The Contractor shall provide all necessary supervision, labor, supplies, OSHA approved personal protective equipment (PPE), and grounds maintenance equipment required for edging of walkways, curbs, and other horizontal surfaces.

GUARANTEE

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to perform job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility

B.4.1.3 TRIMMING OF HEADSTONES, MONUMENTS, MARKERS, AND OTHER

VERTICLE SURFACES

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

SCOPE

Work consists of trimming all un-mowed grass around headstones, monuments, markers, and other vertical surfaces to the recommended mowing height using string line-type trimmers.

Mowing shall be performed prior to trimming or edging. All trimming shall be done a minimum of once per week during the growing season (Typically, but limited to March through November), following the approved mowing schedule.

All trimming shall be performed no more than one workday behind the mowers.

Will be done a minimum of once a week during growing (Typically Mid-February through November) or as directed by the COR. The growing season may require trimming twice weekly due to favorable weather conditions to keep the turf from growing more than ½” inch above the maximum recommended height of 2 inches. Advanced Written Notice and COR Contracting Officer Approval is required prior to trimming more than once a week.

All trimmings shall follow the mowing schedule.

Trimming will be performed no more than one workday behind the mowers. All un-mowed grass around headstones, monuments, markers, rocks, trees, and other vertical surfaces shall be trimmed to keep the grass at the height standard described in NCA Operational Standards and Measures (Attachment or Appendix).

Turf in burial and public areas should be maintained at a height within ½” range of that which is professionally recommended for the recommended grass type for that geographic region.

Optimally, the height should be no more than half an inch (½) above that range. Grass is trimmed on borders.

Care will be taken near headstones to prevent damage to the headstone. Grass clippings/stains will be removed from headstone bases after trimming.

Scalping is not acceptable. Trimmers will be kept level to prevent scalping between and around headstones. All string trimmers shall always have anti-scalping devices attached. Where scalping is evident, and does not recover, the Contractor will be responsible for repair of the damage at no cost to the Government.

All equipment used in cemetery on any/all inclines that are < 3% (greater 3 percent) shall be rated by equipment manufacturer specifications for such and must meet proper OSHA standards to be allowed for usage at any time on cemetery grounds and surroundings.

Discarded trimmer string shall be removed from the grounds after trimming operations are complete.

Care will be taken that no clippings will be blown into mulch beds. Any clippings will be cleaned from mulch beds by close of business on the day trimming occurs.

The walkways and non-grass surfaces (inside and outside the cemetery), flagpole bases, interment areas, and roads will be cleared of grass clippings and leaves after mowing, string trimming, and edging.

Visibly prominent areas, such as administrative offices, public restrooms, shelters, pavilions, and columbarium, will have clippings blown or swept from roads and walkways as soon as the operation causing debris is completed.

Any damage to headstones, cemetery fixtures, grounds, or equipment during grounds maintenance operations must be reported to the COR immediately. Contractor will be responsible for repair or replacement of all damage.

The COR will conduct inspections of trimming weekly.

EQUIPMENT AND SUPPLIES

The Contractor shall provide all necessary supervision, labor, supplies, OSHA approved personal protective equipment (PPE), and grounds maintenance equipment required for trimming of headstones, monuments, markers, and other vertical surfaces.

GUARANTEE

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility

B.4.1.4 TRASH, DEBRIS, LEAF AND GRAVE DECORATION/FLORAL

ARRANGEMENT REMOVAL

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

NCA Cemetery Operations Operational Standards and Measures, Feb. 2021 Category 3, Facilities Maintenance Sub-Category 4: Waste Management o Standard 4.1: Trash is collected, disposed of, and does not detract from cemetery appearance.

• Measure 4.1a: The cemetery's central trash collection points are in areas that minimize public visibility.

Category 5, Grounds Maintenance Sub-Category 5: General Management o Standard 5.1: All areas where cemetery operations have been conducted are neat, clean, and free of debris and equipment at the end of the workday.

• Measure 5.1a: Debris, equipment, tools, and supplies are removed at the conclusion of each task and at the end of the workday.

Trash and Grave Decoration/Floral arrangement removal (Daily– Invoiced Monthly)

SCOPE

All trash, debris, contents of trash cans, dead or unsightly flowers, and all fallen tree limbs and branches not attached to the tree shall be removed from the Cemetery areas a minimum of once each workday or as necessary. Any limbs or branches attached to the tree hanging down shall be reported to the COR as soon as possible for action.

All grave decorations shall be removed weekly (invoiced monthly), or as needed, to be determined by the

COR.

GENERAL REQUIREMENTS

All trash, debris, contents of trash cans, dead or unsightly flowers, and all fallen tree limbs and branches not attached to the tree shall be removed from the Cemetery areas a minimum of once each workday or as necessary. Any limbs or branches attached to the tree hanging down shall be reported to the COR as soon as possible for action.

Unauthorized items left at graves will be tagged with section and grave number and held for 30 days in a designated area. Contractor personnel will maintain, in an area to be identified by the COR, and retrieve items until disposed of such item.

All unsightly grave decorations and/or flowers will be removed weekly or as needed in accordance with cemetery floral regulations. Serviceable floral cone vases will be cleaned and placed in the floral vase containers near the burial sections and admin. American flags will be disposed of appropriately.

The contractor shall provide the necessary labor and suitable conveyance each workday for pickup of trash, debris, grave decoration, and unsightly floral arrangements from the Cemetery’s grounds.

A dumpster placement area shall be placed in a designated area of the cemetery and screened from public view.

Removal and disposal of debris from the Cemetery’s grounds shall be the responsibility of the contractor for all items found in and around the Cemetery.

Leaf Collection and Debris Removal (Weekly-Invoiced Monthly)

Work consists of collecting and removing from the cemetery grounds, area outside the cemetery walls, all fallen leaves, pinecones, nuts, and twigs as frequently as necessary to keep a debris free appearance.

GENERAL REQUIREMENTS

Leaf and debris collection and removal shall be accomplished throughout the year (January 1 through December 31) as required. All fallen leaves and debris must be removed during this period, except when delayed by the onset of severe weather conditions. Random inspections shall be conducted daily by the

COR.

The Contractor shall conduct daily inspections of the entire cemetery throughout the year to ensure there is no accumulation of leaves, nuts, twigs, and/or natural debris in any area.

Leaf collection/clearing must be performed a minimum of once per week in accordance with NCA Standards and Measures.

Heavy accumulation of leaves, nuts, twigs and/or natural debris as seen during severe weather, storm season, and/or peak leaf season may require certain areas to be collected more frequently than weekly as directed by the COR or Cemetery Leadership.

Peak leaf season typically but not limited between October and January, subject to weather conditions.

Leaves, nuts, twigs, and other natural debris shall be hand raked, vacuumed or machine blown from the interment areas into the roadways and then collected and properly disposed. Cemetery grounds, as defined above, include the areas outside of the perimeter fenced area.

Any accumulation of mulched leaves or natural debris shall be removed by the Contractor no later than the next business day.

COR shall perform random inspections.

Leaf cleaning should use the same section schedule as followed with the section mowing schedule to be provided by cemetery.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately.

protective equipment (PPE), and grounds maintenance equipment required for trash, debris, and grave decoration/floral arrangement.

GUARANTEE

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility

B.4.1.5 SWEEPING/BLOWING OFF ROADWAYS AND CONCRETE SURFACES

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

NCA Cemetery Operations Operational Standards and Measures, Feb. 2021 Category 5, Grounds Maintenance Sub-Category 5: General Management o Standard 5.1: All areas where cemetery operations have been conducted are neat, clean, and free of debris and equipment at the end of the workday.

• Measure 5.1b: Roads, walkways, shelters, and burial sections are free of grounds maintenance debris by the end of the workday.

Work consists of clearing/sweeping/blowing off all paved, rocked, and concreted surfaces to include all walkways, sidewalks, roads/roadways, flag assembly area, columbaria, memorial wall areas, memorial walk, committal shelters, service roads behind the committal shelters, and parking areas of debris.

Two times (2x) daily: once prior to interment services, and once before the end of the workday, or as instructed by the COR- Invoiced monthly.

All concrete surfaces around the Administrative Building, Public Information Center, as well as all concrete surfaces in the committal shelters, columbaria, memorial wall area and flag assembly area shall be swept/blown off prior to 9:00am daily.

All high visibility areas must be clear of debris (i.e., mud, dirt, twigs, leaves, grass clipping, animal excrement, etc.) at all times.

Roadways, curbs, and walkways shall be kept free of grass clippings, leaves, rocks/pebbles, mulch, and dirt. Roadways and curbs are to be swept/blown daily.

The Contractor shall be required to utilize a shovel or other device to clean up any dirt or animal excrement that remains after clearing/sweeping/ blowing off efforts have been completed. At times these areas may require washing to eliminate mud and dirt build up before COB.

Debris shall not be swept/blown into flower/planting beds, mulch areas, paved areas, nor left in rows or clumps on turf areas.

Storm Clean-up (wind, rain, hail, etc.): Cemetery should be checked and cleaned up the next working day following the storm unless the extent of the storm prompts civil defense authorities to declare emergency movement only. Should this occur, clean-up should be done as soon as emergency restrictions are lifted.

Any damage to cemetery property or grounds shall be reported to the COR and/or Cemetery Leadership immediately.

protective equipment (PPE), and grounds maintenance equipment required for clearing/sweeping/blowing off all roadways, concrete surfaces, and designated areas.

GUARANTEE

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

All and any damage resulting from the Contractor personnel, tools, and/or equipment shall be repaired, and/or items replaced, at the Contractor’s expense.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility

B.4.1.6 SOD REPAIRS AND INSTALLATION

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

NCA Cemetery Operations Operational Standards and Measures, Feb. 2021 Category 5, Grounds Maintenance Sub-Category 2: Turf / Mineral Base o Standard 2.4: Visually prominent areas have a well-established, healthy stand of turf.

• Measure 2.4a: Visually Prominent Areas with established turf are Generally Free of Bare

Areas.

• Measure 2.4b: Visually Prominent Areas with established turf are maintained within one inch above the range of that which is professionally recommended for that type of turf and geographic region according to the Cemetery Grounds Management Plan.

SCOPE OF WORK

Work shall consist of large, sodded areas. Areas will be defined by COR as needed.

Sod shall be square in shape and no less than 12 inches or sod rolls of size equivalence.

Replaced sod borders shall be uniform in appearance. All borders of sod squares/sections shall be married, and hand tamped in such a manner as to prevent gaps, trip hazards, and encourage proper regrowth.

Contractor shall provide all supplies, materials, and labor to replace all sod in section as designated by

COR.

Areas of sod repair and installation shall be shown to contractor by COR.

Turf types- Sod only may be used:

Type Required % Purity Palisades Zoysia 98-99

Only Sod listed shall be used at any time. Topsoil will need to be placed and graded before sod is laid.

Where ruts are noticeable tilling and grading may need to be done.

Contractor will warranty this work and Sod for a minimum of 1 year. Any dead sod shall be replaced at cost to the contractor. Contractor will take on full responsibly of watering and maintaining healthy turf.

Mowing of new sod is prohibited until turf is fully rooted.

PROCEDURE

All areas requiring repair shall have sod removed, with a sod cutter or spade, and be filled with appropriate backfill and be tamped to within two (2) inches of established grade. Area shall be tamped level after filling. Extreme care will be taken with sod cutters to prevent damage to headstones, signage, and other structures.

The Contractor shall be responsible for the removal and disposal of dead turf and shall refill the site with quality topsoil, or topsoil/fertilizer mix, capable of growing healthy grasses shall be added. The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction.

Area should be tamped level after filling the hole.

The contractor shall be responsible for purchase, transportation, care, and storage of all sod that is required for gravesites and bare areas throughout the cemetery. Delivery tickets, indicating date, weight, analysis, purity of sod, and vendor’s name shall be submitted to the COR.

Sod shall be square in shape and no less than 12 inches. Replaced sod borders shall be uniform in appearance. All borders of sod squares/sections shall be married, and hand tamped in such a manner as to prevent gaps, trip hazards, and encourage proper regrowth. Sod shall then be replaced as specified to bring the gravesite to established grade. All edges of sod/turf on shall be brought together, edges married together and tamped.

Healthy turf must be established within sixty (60) days of repair.

ADDITIONAL REQUIREMENTS

No substitution of sod type, weight, or application other than list shall be used in cemetery. Sod shall be free of all noxious weeds, insects, and disease.

Only the cultivars of sod specified (listed) and currently in area of work performed that have been adapted in the State of Tennessee and certified by the State Agronomy Testing Laboratory shall be accepted. Any substitution of sod type, weight, or application shall be specifically approved by the COR in writing.

The Contractor shall be responsible for mowing and watering of all newly sodded areas and maintaining them in a healthy and vigorous condition.

Rather than operating the irrigation system only for individual gravesites where sod is being established, those gravesites shall be spot watered with hoses or other watering methods as needed when routine irrigation or rainfall is insufficient for the new sod.

• Newly installed sod shall be watered within 1/2 hour of installation.

• Newly installed sod shall be watered daily - to the point of saturation - for the first two weeks. The Contractor shall begin less frequent and deeper watering after the first two weeks.

• Weather conditions will dictate the amount and frequency of watering.

All repaired areas shall be sodded within thirty (30) days of repair. Healthy turf shall be re-established within sixty (60) days of repair completion during the growing season.

The Contractor shall, at his/her own expense, replace any sod which has died or been damaged during the establishment period.

NOTE: Newly placed sod shall not be mowed until fully established.

The Contractor shall be responsible for mowing and watering all sodded areas and maintaining them in a healthy and vigorous condition. Spot watering will be accomplished with hoses or other watering methods.

The Contractor shall, at their own expense, replace any sod which has died, has been damaged during the establishment period or during mowing operations.

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately. Any repairs to such reported, are at the responsibility of the contractor at his/her own expense.

B.4.1.7 MULCH-INSTALL AND REPLENISH TO INCLUDE ALL TREES, SHRUBS,

BEDS, UTILITY DRIVES AND ROADSIDES

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

NCA Cemetery Operations Operational Standards and Measures, Feb. 2021Category 5, Grounds Maintenance Sub-Category 4: Planting Beds o Standard 4.1: Cemetery Planting Beds are well maintained, attractive, and compatible with the geographic region.

• Measure 4.1a: Planting beds are Generally Weed-Free.

Measure 4.1b: Plants in planting beds are healthy, free of pests and disease, and are maintained in accordance with the Cemetery Grounds Management Plan1.

All trees, bushes, and shrubs located on the Cemetery grounds must be mulched (install and replenish) biannually. No earlier than (1) month prior, and no later than (2) weeks prior to Memorial Day and no earlier than (1) month prior, and no later than (2) weeks prior to Veterans Day, or as scheduled by the COR). Mulch around trees (where applicable), shrubs, beds, utility drives and roadsides (planting, tree, and/or flower) shall be maintained continuously (year-round) in an attractive and uniform 2-4” thick layer appearance. Upon initiation of mulching, all mulching activities shall be completed within thirty (30) calendar days unless otherwise specified by COR and/or Cemetery leadership.

Areas to be mulched consist of the following:

-Hardwood Blend Mulch

Mulch shall be utilized throughout the entire cemetery grounds.

Blown in mulch shall be the preferred method of application.

GENERAL REQUIREMENTS

Existing mulch shall be removed, prior to the installation of any new mulch in planting beds and/or tree rings to prevent the “Volcano effect.” All tree rings and planting beds shall be kept uniform in appearance, esthetically pleasing to the eye, and maintained free of weeds, sticks, stones, clippings, and other foreign material to include bugs, ants, and other pests.

The saucers (watering basins/ tree rings) around planted trees, shrubs, bushes, and/or planted material shall be kept free of grass and weed growth. Mulch shall be pulled back 4” from the trunks of trees, shrubs, hedges, and bushes and level with the surrounding area to reduce the potential of pest damage and allow for the bark to dry then gradually sloped up to the 4” depth. The diameter of the mulched area shall be equivalent to the drip line for each tree and shrub. When removing weed growth, the visible weed and underlying root system shall be removed.

Hardwood Blend mulch shall be added when required.

Mulch shall not contain any grey or discolored mulch content.

All supplies and materials shall be supplied by the Contractor.

Trees, planting beds, shrubs on any incline, decline, and/or angle shall be required to be maintained with the same esthetically pleasing ring (Level with the slope)

The diameter of the mulched area shall be equivalent to the drip line for each tree, shrub, hedge and/or bush level and of the same height. COR will make final determination if required.

Fresh mulch shall be added no earlier than thirty (30) days but no less than fourteen (14) calendar days prior to Memorial Day and/or as required by the COR.

COR will identify all areas to be mulched and determine the type of mulch to be used.

The Contractor is responsible for providing all mulching supplies, tools, and/or materials. All receipts for mulching related supplies, tools, and materials must be provided to the COR within seven (7) calendar days of purchase.

GUARANTEE

The Contractor shall, at their own expense, replace any trees or shrubs which have died, been damaged as result of contractor error or negligence during grounds and/or maintenance operations to include mowing, trimming, etc., or improperly applied chemical sprays/applications/treatments.

The contractor is responsible for all training, supplies, personal protective equipment (PPE), equipment, and/or tractor attachments required to complete job.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance operations must be reported to the COR immediately and repair / replacement shall be the responsibility

The areas that are to be mulched (but not limited to) are highlighted below.

B.4.1.8 EXTREME WEATHER STORM DAMAGE AND DEBRIS CLEAN-UP

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

NCA Cemetery Operations Operational Standards and Measures, Feb. 2021 Category 8, Safety Sub-Category 1: Operations o Standard 1.2: In accordance with the Occupational Safety and Health Administration’s

(OSHA) Walking Working Surfaces: All areas where cemetery operations have been conducted are neat, clean, and free of debris and equipment at the end of the workday.

• Measure 1.2a: Roads, sidewalks, paths, and parking lots open to the public or for cemetery operations during adverse conditions are safe and accessible (e.g., clear of ice and snow or storm debris).

• Measure 1.2b: Safety hazards (holes, hazardous trees and branches, sprinkler heads, etc.)

identified and corrective action initiated within the same workday.

In the instance of a storm/severe weather event, the cemetery shall be checked and cleaned up the next business/workday following the storm/severe weather event. If the magnitude of the storm/severe weather event prompts civil defense authorities to declare a state of emergency and/or restrict travel to emergency services/emergency movement only; cemetery clean-up shall be completed as soon as emergency restrictions are lifted.

Extreme Weather Storm Damage and Debris clean-up shall be a pre-coordinated event. No work shall commence without advanced written approval of the COR. Verbal authorizations must be followed up with written approval / authorization.

Work consists of the Contractor ensuring that roadways are clear and the collection and removal of debris from high visibility and common areas throughout the cemetery grounds due to damage resulting from an extreme weather event.

Minor storm damage to include, but not limited to, clearing/removal of fallen limbs and/or collection of natural debris associated with typical area afternoon thunderstorms is included in prior statements of work and for purposes of compensation shall not be considered here.

The COR will prioritize locations throughout the Cemetery where the Contractor shall be required to pick up scattered debris, remove fallen trees, branches, limbs, twigs, leaves, etc., resulting from unexpected or adverse weather conditions. A designated brush pile in the front of the cemetery shall be used for the collection of all natural/tree debris.

Storm debris shall not be moved to the adjacent tree line / wooded area. Contractor shall coordinate removal/pick up of debris.

Atlantic hurricane season for the State of Tennessee is defined by the National Oceanic and Atmospheric Administration as occurring annually from June 1st through November 30th.

Storm Clean-Up in the event of an extreme weather event such as the following:

• Hurricane

• Tornado

• High gusting winds

• Above average rainfall

• Hail

• Snow/Ice storms

Trees over 18” in diameter shall be the responsibility of cemetery for removal.

PROCEDURE

In the event of extreme weather as categorized above and accompanied by a “State of Emergency” declaration, the Cemetery grounds shall be inspected by Cemetery Leadership no later than 24 hours after the conclusion of the extreme weather event to assess for any damage and/or safety hazards.

For the purposes of safety and accountability, the Contractor Supervisor on-site shall be required to supply and maintain a viable phone/cell contact number with the Contracting Officer Representative (COR) and/or Cemetery Leadership. Following an extreme weather event/declared state of emergency, Cemetery Leadership shall enact a recall roster for accountability of personnel.

If phone lines or telecommunications are down, Contractors shall report to the Cemetery grounds at the start of the next business day dependent on the safety of road conditions and travel restrictions.

Work shall commence only after cemetery leadership has inspected the entire cemetery and ensured safe clean-up may commence.

GENERAL REQUIREMENTS

Safety is paramount and is the responsibility of Cemetery Staff and Contractors alike. Identified safety concerns and/or changing safety conditions shall be reported to the COR immediately for further guidance. Unsafe acts shall not be performed and failure to adhere to safety guidelines and regulations will not be tolerated.

The Contractor shall provide all necessary labor, supplies, OSHA approved personal protective equipment (PPE), and grounds maintenance equipment for road clearance and cleaning/collection and removal of all storm damage related debris.

Work consists of the Contractor assisting Cemetery Staff with road clearance and cleaning/collection/removal of debris from high visibility and common areas throughout the cemetery grounds due to damage resulting from an extreme weather event.

Minor storm damage to include, but not limited to clearing/removal of fallen limbs and/or collection of natural debris associated with typical Memphis, Tennessee afternoon thunderstorms is included in prior statements of work and for purposes of compensation shall not be considered here.

The COR will prioritize locations throughout the Cemetery where the Contractor shall be required to pick up scattered debris, remove fallen trees 18” or smaller, branches 8” or smaller, limbs, twigs, leaves, etc., resulting from unexpected or adverse weather conditions. A designated brush pile in the back of the cemetery shall be used for the collection of all natural/tree debris.

Snow and Ice removal are situational events that shall require approval from the COR or Cemetery Director before work is initiated. Work shall consist of removal of snow and ice from the Cemetery’s driveways, all walkways on the Cemetery’s grounds, all steps to buildings and structures, sidewalks surrounding the Cemetery’s site, and areas outside the Cemetery’s walls as designated by the COR. In the event of an interment during the snow season, the contractor shall clear passages from the roadway to the gravesite.

The contractor shall remove snow accumulation from roadways 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. Snow shall not be piled on graves or roadway but be spread to allow it to melt as soon as possible.

Snow removal shall be performed by the contractor for accumulation of snow of 2 inches or more…