Attachment A - Statement of Work.pdf

Beaufort National Cemetery Grounds Maintenance Services

GROUNDS MAINTENANCE - STATEMENT OF WORK

B.1 DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

GENERAL INFORMATION

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

B.2 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 156 National Cemeteries in 43 states and Puerto Rico that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis.

Beaufort National Cemetery is one (1) of three (3) South Carolina-based national cemeteries. It is located in Beaufort County, Beaufort, South Carolina which is approximately 90 minutes southwest of Charleston, SC and one hour northeast of Savannah, GA. The address is 1601 Boundary Street, Beaufort, South Carolina 29902. The physical location is on the north side of Boundary Street, east of Lafayette Street, and west of Rodgers Street. The cemetery’s anticipated burial rate will be 800 per year.

Site features include a main entrance, flag circle with floral bed, administration building with floral beds, 2 maintenance buildings with floral beds, 2 sets of visitor restrooms, 2 committal shelters with floral beds, columbarium with floral beds, East and West entrances both with planting beds, extensive landscaping with trees, shrubs, and ground cover. Turf is Zeon Zoysia.

B.3 BACKGROUND

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 …”. 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.

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. Every action by contracting 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 or disrupt cemetery operations.

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.

B.3 PLACE OF PERFORMANCE

The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to provide Grounds Maintenance Services to the Beaufort National Cemetery. Specific location, size and services required for the cemetery are as follows:

Cemetery Address Acreage Required Services

Beaufort National Cemetery

1601 Boundary Street Beaufort SC 29902-3947

41.2 irrigated turf acres; FY25-26 Expansion Project will add 2.9 irrigated turf acres for a total 44.1 irrigated turf acres

Grounds Maintenance Services

B.4 GENERAL REQUIREMENTS & SPECIFICATIONS

B.4.a COMPLETE GROUNDS MAINTENANCES SERVICES TO BE PROVIDED:

The Contractor shall furnish all supervision, labor, equipment, materials and supplies necessary to perform the following Grounds Maintenance Services at Beaufort National Cemetery. The contractor shall provide the workforce and all resources necessary to perform and complete multiple grounds maintenance requirements simultaneously to maintain an acceptable appearance of the cemetery grounds.

B.4.b DESCRIPTION OF COMPLETE GROUNDS MAINTENANCES SERVICES:

The National Cemetery Administration (NCA), Beaufort National Cemetery has an immediate need for Grounds, Turf, Headstone, Columbarium, Fence, Wall, Lawn, Tree, Shrub, and Plant Bed Maintenance, Irrigation System Maintenance and Testing, Soil Testing, Trash, Debris, and Leaf Removal. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure total cemetery maintenance is performed at Beaufort National Cemetery in a manner that shall maintain healthy grass, trees, shrubs, and plants in accordance with NCA Operational Standards and Measures and the Beaufort National Cemetery Grounds Maintenance Plan, and present a clean, neat, and professional appearance throughout the cemetery.

Services include, but are not limited to: maintenance of grounds, to include regular mowing, weed eating, edge trimming of roadways, removal of trash, leaves, grave decorations, unsightly floral arrangements and debris (that are not in compliance with the cemetery floral policy), as well as, sweeping/blowing off walkways and roadways; and irrigation system operation, inspection and maintenance (to include pump house monitoring, irrigation pipe maintenance and repairs (1”-10”), valve and head replacement, Monitoring Hunter system); gravesite maintenance, to include sunken graves and grounds repair, cleaning and trimming around headstones and markers; plant material maintenance, to include maintenance of planting and mulch beds (to include tree rings), and tree & shrub trimming and pruning; lawn / turf maintenance, to include sod installation, aerification, de-thatching, overseeding, application of fertilizers and herbicides / pesticides / fungicides, lime application (as indicated by soil tests), and weed control; pest control; storm debris clean-up; headstone services, to include raise and realign, fine tuning, proper transport and setting of all initial, subsequent, and replacement headstones at correct gravesite; cleaning and pressure washing of headstones, markers and niche covers, committal shelters, Columbaria, Administration Building, Maintenance Buildings, Entrance and Exit signs at both the main entrance and the east/west entrances, the brick boundary wall surrounding the historic section of the cemetery, and walkways/sidewalks and curbs.

Contractor shall keep drainage ditches clean and free from trash, debris, plant growth, and any manner of moss or algae formation.

All work shall be performed during normal workdays from 7:30am – 4:00pm local time (Monday thru Friday - excluding Federal Holidays where NO burials are scheduled). All times in this SOW and contract are Eastern Standard Time (EST). Work performed outside of normal work hours shall be at the discretion and approval of the VA Contracting Officer's Representative (COR).

The Period of Performance for this project shall consist of a Base Year (12 Months) and 4 Option years (if exercised).

Base Year: August 1, 2025 – July 31, 2026 Option Year One: August 1, 2026 – July 31, 2027 Option Year Two: August 1, 2027 – July 31, 2028 Option Year Three: August 1, 2028 – July 31, 2029 Option Year Four: August 1, 2029 – July 31, 2030

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 to standards and measures shall be at no cost to the government (i.e., timeline to perform tasks).

Contractor shall coordinate work in advance 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.

All facilities under contractor control, vehicles, equipment, and materials will be maintained within compliance with OSHA and Annual Workplace Evaluation Standards. All areas on the cemetery grounds are subject to inspection by the Collateral Duty Safety Officer (CDSO) to ensure compliance. Violations will be mitigated or resolved within 30 days of written notice by the COR.

Table of Contents

B.4.1. GROUNDS MAINTENANCE

B.4.1.1. MOWING TURF AREA

B.4.1.2. MOWING NON-TURF AREA

B.4.1.3. EDGING OF WALKWAYS, CURBS AND OTHER HORIZONTAL SURFACES

B.4.1.4.

TRIMMING OF HEADSTONES, MONUMENTS, MARKERS, AND OTHER

VERTICAL SURFACES

B.4.1.5.

TRASH, NON-MINERAL DEBRIS, AND GRAVE DECORATION/FLORAL

ARRANGEMENT REMOVAL

B.4.1.6. SWEEPING/BLOWING OFF WALKWAYS & ROADWAYS

B.4.1.7.

UNDERGROUND SPRINKLER SYSTEM OPERATION, INSPECTION, AND

MAINTENANCE

B.4.2. GRAVESITE MAINTENANCE

B.4.2.1a. SUNKEN GRAVE & GROUNDS REPAIR B.4.2.1b. SUNKEN CREMATION AND SMALL AREA GROUNDS REPAIRS B.4.2.1c. SOD REPAIRS AND INSTALLATION

B.4.3. LEAF AND DEBRIS COLLECTION & REMOVAL

B.4.4. PLANT MATERIAL MAINTENANCE

B.4.4.1. PLANTING BEDS

B.4.4.2. MULCHING

B.4.4.3. TREE & SHRUB TRIMMING / PRUNING / MAINTENANCE

B.4.5. LAWN / TURF MAINTENANCE

B.4.5.1. SUPPLY & INSTALL SOD ON ALL 1ST & SUBSEQUENT BURIAL SITES

B.4.5.2. CORE AERIFICATION

B.4.5.3. FERTILIZATION

B.4.5.4. GIPSUM APPLICATION

B.4.5.5. WEED CONTROL

B.4.5.6. FUNGICIDE APPLICATION

B.4.5.7. WETTING AGENT APPLICATION

B.4.6. PEST CONTROL

B.4.6.1.

ARMADILLOS/MOLES, IGUANAS AND OTHER PESTS

B.4.6.2. CONTROL OF FIRE ANTS AND MOLE CRICKETS

B.4.6.3. INSECT / PEST / DISEASE CONTROL

B.4.6.4. OPERATIONAL FLOW CHART WARM SEASON TURFGRASS AREAS

B.4.7. EXTREME WEATHER STORM DAMAGE AND DEBRIS CLEAN-UP

B.4.8. SUPPORT SERVICES

B.4.8.1. HOLIDAY DECOR

B.4.9. HEADSTONE SETTING, RAISE & REALIGNMENT

B.4.9.1.

HEADSTONE TRANSPORT, SETTING (ALL FIRST, SUBSEQUENT AND

REPLACEMENT HEADSTONES)

B.4.9.2. HEADSTONE FINE TUNE ALIGNMENT

B.4.10. CLEANING AND PRESSURE WASHING

B.4.10.1.

PRESSURE WASH CLEANING OF HEADSTONES, MARKERS, NICHES AND

COLUMBARIA

B.4.10.2. COMMITTAL SHELTERS 1 & 2

B.4.10.3. ADMINISTRATION AND MAINTENANCE BUILDINGS

B.4.10.4. WALKWAYS, CURBS, SIGNAGE AND FRONT & SIDE GATES / ENTRYWAYS

B.4.10.5. BRICK BOUNDARY WALL

B.4.11. CONTRACT MANAGEMENT

B.4.11.1. CONTRACTING OFFICER

B.4.11.2. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

B.4.11.3. CONTRACTOR STAFFING REQUIREMENTS

B.4.11.4. SITE SUPERVISOR REQUIREMENTS

B.4.11.5. EMPLOYEE REQUIREMENTS

B.4.12. CONTRACTOR/EMPLOYEE CODE OF CONDUCT

B.4.13. CONTRACTOR STAGING AREA

B.4.14. CONTRACTOR FURNISHED ITEMS

B.4.15. QUALITY ASSURANCE PLAN

B.4.1 GROUNDS MAINTENANCE

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 5.2.1: Visually prominent areas have sand, mineral, or well established, healthy stand of turf.

Measure 5.2.1: Sand, mineral, or turf in visually prominent areas are generally weed free.

Standard 5.2.2: All sand, mineral, or turf is free of debris (i.e., leaves, fallen branches, and trash).

Measure 5.2.2a: Sand, mineral, or turf in visually prominent areas is free of trash.

Measure 5.2.2b: Sand, mineral, or turf areas are cleared of leaves and other natural debris, as needed, or at least weekly.

Standard 5.2.4: Visually prominent areas have a well-established, healthy stand of turf.

Measure 5.2.4a: Visually Prominent Areas with established turf are Generally Free of Bare Areas.

Measure 5.2.4b: 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 5.2.6: Visually prominent areas are properly trimmed and edged.

Measure 5.2.6: 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 5.2.7: Avoid damage and ensure continuation of a well-established, healthy stand of turf during grounds maintenance operations.

Measure 5.2.7: Turf damage due to grounds maintenance tasks is identified and corrective action initiated by close of business the same day.

Standard 5.2.8: The grade of every gravesite blends in with adjacent grade levels.

Measure 5.2.8: Sunken graves have been identified and a plan of action developed to re-establish the ground level and cover within 30 calendar days of the date identified.

Standard 5.2.9: Gravesite openers and re-openers avoid damage and ensure continuation of a well-established, healthy stand of turf, presenting a disciplined evolution, not a construction site.

Measure 5.2.9a: Interments (first and subsequent) during the growing season that show healthy turf re-established within 60 days of the interment.

Measure 5.2.9b: Winter grave re-openers that show healthy turf re-established within 60 days of the start of the growing season.

Sub-Category 3: Trees and Shrubs Standard 5.3.1: Trees and shrubs are healthy and free of pests and disease, and/or are maintained in accordance with the Cemetery Grounds Management Plan.

Measure 5.3.1: Trees and shrubs are healthy and free of pests and disease, and/or are maintained in accordance with the Cemetery Grounds Management Plan.

Note: The cemetery will need to implement a plan to remedy or remove any/all dead or dying tree(s).

Sub-Category 4: Planting Beds Standard 5.4.1: Cemetery Planting Beds are well maintained, attractive, and compatible with the geographic region.

Measure 5.4.1a: Planting beds are Generally Weed-Free.

Measure 5.4.1b: Plants in planting beds are healthy, free of pests and disease, and are maintained in accordance with the Cemetery Grounds Management Plan.

Sub-Category 5: General Maintenance Standard 5.5.1: All areas where cemetery operations have been conducted are neat, clean, and free of debris and equipment at the end of the workday.

Measure 5.5.1a: Debris, equipment, tools, and supplies are removed at the end of the workday.

Measure 5.5.1b: Roads, walkways, shelters, and burial sections are free of grounds maintenance debris by the end of the workday.

Standard 5.5.3: Floral vases and its receptacles are well marked and in good condition.

Measure 5.5.3a: Floral vases are clean, free of water and debris, and in good repair.

Measure 5.5.3b: Receptacles for floral vases are well marked, clean, neat, and in good repair.

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.

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 5.2.4: Visually prominent areas have a well-established, healthy stand of turf.

Measure 5.2.4a: Visually Prominent Areas with established turf are Generally Free of Bare Areas.

Measure 5.2.4b: 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 5.2.7: Avoid damage and ensure continuation of a well-established, healthy stand of turf during grounds maintenance operations.

Measure 5.2.7: Turf damage due to grounds maintenance tasks is identified and corrective action initiated by close of business the same day.

SCOPE

Contractor shall be responsible for mowing, edging, and trimming all grass within the cemetery and the exterior wall areas surrounding the cemetery including the perimeter tree line, entry gates, street side entrances, street sides along outer wall and walls/fences. 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.

GENERAL REQUIREMENTS

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 1 ½” – 2” Zeon Zoysia

All Mowing will be done a minimum of once a week during growing season, which is typically, but not limited to March thru December, or as directed by the COR. The growing season may require mowing twice weekly due to favorable weather conditions to keep the turf from growing no more than one half (1/2”) inch above the maximum recommended height of 2” inches for Zeon Zoysia turfgrass. Advanced written notice and COR /Contracting Officer approval is required prior to mowing more than once a week. Mowing should be performed often enough so that no more than 1/3 of leafage is removed at anyone (1) mowing.

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/clippings will be permitted to remain. 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 areas or paved areas.

All grass clippings clumped together excessively due to rapid growth or wet grass; the contractor will remove immediately after mowing.

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.

EQUIPMENT AND SUPPLIES

Contractor shall utilize commercial grade mowers with mulching decks and mulching blades.

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 in the Grounds Maintenance Plan. The height of grass is measured to get the correct cutting height. Contractor shall indicate cutting deck height on weekly report.

D. 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.

E. 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).

F. Mowers will not be driven across gravesites without turf (i.e. winter graves, etc.). Damage (i.e.

tracks, ruts, marks, etc.) to gravesites without turf caused by mowers driving across them will be repaired by the contractor at the Contractor’s expense.

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.

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.

GUARANTEE

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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 MOWING NON-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.

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 5.2.4: Visually prominent areas have a well-established, healthy stand of turf.

Measure 5.2.4a: Visually Prominent Areas with established turf are Generally Free of Bare Areas.

Measure 5.2.4b: 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 5.2.7: Avoid damage and ensure continuation of a well-established, healthy stand of turf during grounds maintenance operations.

Measure 5.2.7: Turf damage due to grounds maintenance tasks is identified and corrective action initiated by close of business the same day.

SCOPE

The contractor shall be responsible for mowing all non turf areas within the cemetery and the exterior wall areas surrounding the cemetery including the perimeter tree line, entry gates, street side entrances, street sides along outer wall and walls/fences. 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.

GENERAL REQUIRMENTS

The contractor will meet the same general requirements for mowing non-turf areas as for mowing turf areas (B.4.1.1). The COR can approve a different cutting height as fitting grasses other than Zeon Zoysia in coordination with the District Agronomist.

EQUIPMENT AND SUPPLIES

The contractor will meet the same equipment and supplies directives for mowing non-turf areas as for mowing turf areas (B.4.1.1). Special attention will be paid to the guidance against cross-contamination.

ADDITIONAL REQUIREMENTS

The contractor will meet the same additional requirements for mowing non-turf areas as for mowing turf areas (B.4.1.1).

GUARANTEE

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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.4.1.3 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.

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 5.2.6: Visually prominent areas are properly trimmed and edged.

Measure 5.2.6: 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.

SCOPE

All streets, curbs, walkways, irrigation control boxes, control markers, manhole covers, and crypt field drain clean-out covers, all grass within the cemetery and the exterior wall areas surrounding the cemetery including the perimeter tree line, entry gates, street side entrances, street sides along outer wall and walls/fences shall be vertically edged with a bladed edger inside and outside cemetery grounds.

GENERAL REQUIREMENTS

All edging will be done a minimum of once per week during the growing season, which is March through December, or as directed by the COR.

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 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.

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.

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 COR will conduct random inspections of edging weekly.

GUARANTEE

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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.4.1.4 TRIMMING OF HEADSTONES, MONUMENTS, MARKERS, AND OTHER VERTICAL

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, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 5.2.6: Visually prominent areas are properly trimmed and edged.

Measure 5.2.6: 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.

SCOPE

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

GENERAL REQUIREMENTS

Work will be done a minimum of once a week during growing season, which is March through December, 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 one (1) 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 one-inch 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.

The COR will conduct inspections of trimming weekly.

GUARANTEE

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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.4.1.5 TRASH, NON-MINERAL DEBRIS, 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, December 2023 Category 3, Facilities Maintenance

Sub-Category 4: Waste Management Standard 3.4.1: Trash is collected, disposed of, and does not detract from cemetery appearance.

Measure 3.4.1a: The cemetery's central trash collection points are in areas that minimize public visibility.

Measure 3.4.1b: Public-use trash receptacles are clearly marked, clean, neat, and in good repair.

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 5, Grounds Maintenance

Sub-Category 5: Grounds Maintenance Standard 5.2.2: All sand, mineral, or turf is free of debris (i.e., leaves, fallen branches, and trash).

Measure 5.2.2a: Sand, mineral, or turf in visually prominent areas is free of trash.

SCOPE

Works consists of removing trash and debris from all areas within the cemetery and the exterior wall areas surrounding the cemetery including the perimeter tree line, entry gates, street side entrances, street sides along outer wall and walls/fences, and emptying the outdoor cemetery trash cans daily.

GENERAL REQUIREMENTS

The contents of all outdoor cemetery trash cans will be removed daily. Outdoor cemetery trash cans are co-located with vase containers at stations located throughout the cemetery grounds.

All trash (on ground and reachable in trees or bushes), non-mineral debris, dead or unsightly flowers, and all fallen tree limbs and branches under 3” in diameter and not attached to the tree shall be removed from the Cemetery areas a minimum of once each workday or as necessary. Any trash in trees that is unreachable, fallen limbs or branches over 3” in diameter, and broken limbs and branches still attached to the tree hanging down shall be reported to the COR as soon as possible for action.

A weekly or bi-weekly pickup plan will be developed by the contractor and approved by the COR for the predictable removal of authorized gravesite decorations. All unsightly (dead) flowers will be removed in accordance with cemetery floral regulations. Serviceable floral cone vases will be cleaned and placed in the floral vase containers collocated with the outdoor ceremony trash cans located throughout the cemetery.

Unauthorized decorations as designated by the cemetery floral policy are to be removed daily from the cemetery grounds. US Flags and Military Branch flags are authorized as long as they are lower than the headstone and should only be removed once damaged or in poor condition. All other flags are to be referred to the COR for instructions on whether they are to be removed or left alone.

All grave decorations, once picked up, will be handled as follows:

The contractor will maintain one (1) bin for artificial flowers and two (2) separate bins which represent 30 days and 60 days for gravesite decorations. Bins shall be placed in an area of the cemetery designated by the COR and screened from public view.

• Decorations removed from gravesites will be placed in the 30-day bin with a tag attached indicating the section and gravesite from which it was removed.

At the end of each month, the items in the 60 days bin will be placed in the dumpster, and the bins will be rotated. The artificial flower bin will be emptied monthly.

Dumpsters shall be placed in an area of the cemetery designated by the COR and screened from public view.

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

A copy of the cemetery floral policy and gravesite decoration guidelines are provided at the end of the SOW. The COR must provide any updates or changes to both the contractor and the contracting officer.

GUARANTEE

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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.4.1.6: SWEEPING/BLOWING OFF WALKWAYS & ROADWAYS:

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, December 2023 Category 5, Grounds Maintenance

Sub-Category 5: General Management 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.

SCOPE

Work consists of all walkways, roads, and parking areas including the maintenance yards on the cemetery grounds will be swept daily or as instructed by the COR at a minimum of twice daily.

GENERAL REQUIREMENTS

The walkways, roads, and parking areas will be cleaned of all debris (i.e., mud, dirt, twigs, leaves, grass clippings, animal excrement’s, spider webs, bird, or insect nests, etc.). All walkways, roads, and parking areas will be blown at the beginning of the day (before -08:15am) and at the end of the day (no later than 4:00pm). Times can be adjusted with the approval of the COR.

Additional cleanings of the walkways, roads, and parking areas are required when there is an accumulation of debris on the walkways, roads and parking areas caused by contracted grounds maintenance operations.

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

EQUIPMENT AND SUPPLIES

The Contractor shall provide all necessary supervision, labor, supplies, OSHA approved personal 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 providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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.4.1.7. UNDERGOUND SPRINKLER SYSTEM OPERATION, INSPECTION, AND

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 responsible for and governed by all the requirements thereunder.

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 5.2.4: Visually prominent areas have a well-established, healthy stand of turf.

SCOPE

Work consists of monitoring, operation, and maintenance of Hunter ACC2 irrigation sprinkler system. The Contractor shall assume responsibility for the irrigation system “as is “; as irrigation system is operational and fully functional as per manufacturer specifications. Beaufort National Cemetery has approximately 44 acres of irrigated turf.

GENERAL REQUIREMENTS

DESCRIPTION

The work specified herein shall be provided to facilitate the successful and ongoing operation of an automatically controlled underground landscape irrigation system, including system controllers and control devices, control valves, sprinkler heads and accessible field wiring, and startup in the spring and shutdown in the fall if required or designated by COR.

Irrigation parts required for repair(s) shall be supplied by the government.

All labor for repairs shall be charged at the hourly rate indicated in the schedule and broken down into quarterly hours (15 min) increments as appropriate. Labor Rates for Irrigation repairs to be provided on an “As-Needed/ As-Requested” bases.

Contractor and COR will inventory parts needed for frequent repairs. Designated location of parts will be established and maintained by the government. If additional parts are needed for a repair and not on hand, Contractor will notify COR with a list and specifics of what is needed for repair for the government to purchase.

The Contractor shall keep an Irrigation Repair Log, which shall be provided to the COR monthly, or more frequently if requested by the COR.

INSPECTIONS AND MAINTENANCE

This contract shall include all irrigation system startup and operation, as well as shutdown if required. It also includes regular diagnostic and repair service, including emergency callback service, and periodic inspections and preventative maintenance of all above-ground system components, controllers, control devices, and replacing damaged or inoperable sprinkler heads, valves, heads, solenoids, and other irrigation components (per the COR).

System shall be operated efficiently to keep turfgrass and other landscape plants healthy, without being over-watered or drought stressed. The contractor shall be required to perform the following:

Underground Irrigation Systems with Stand-Alone Controllers Provide monthly examination of irrigation system by walking site and performing a thorough inspection of grounds and irrigation components. Contractor shall observe the sprinkler for 2 full rotations in all zones. 1x monthly and make report available to COR within 5 working days of the month.

During each inspection, prepare a list of all trouble spots and problem issues that are visibly identifiable, including but not limited to broken sprinkler heads, incomplete spray patterns, spray patterns on the roads, tree/branch interference with spray patterns. In addition, review system operation with on-site operators to determine and record additional issues experienced during daily operation that may not be readily observable.

In accordance with inspection notes, physically inspect all field controllers, including visible wiring in controller cabinet. Adjust controller programs to reflect site specific requirement, seasonal changes, and cemetery staff needs.

Visibly inspect controller grounding grid for good mechanical connection.

Verify operation of all irrigation valves and spray devices by manually running each station on each controller 4x annually.

Adjust spray devices to assure proper spray pattern and radius of water pattern as identified within a 5-day time period.

Repair or replace any broken or malfunctioning spray devices as identified with a 5-day time period.

Repair shall be performed by contractor. Replacement parts shall be furnished by the government.

Verify that all flow sensors are operating properly. Recalibrate as required to meet manufacturer’s recommendations. 1x annually.

Verify that all system master valves are operating properly. Perform preventive maintenance service to valves to meet manufacturer’s recommendations. 2x annually.

Inspect and clean as needed all filtering devices on irrigation system 5x annually, including but not limited to mainline filters, drip line filter, and spray head filter devices.

Test all controller grounding for proper resistance according to equipment manufacturers recommendations. Provide written report detailing grounding resistance for each controller, highlighting deficient ground locations, and notifying the site manager of required action. 2x annually.

When notified by the COR of possible damaged, broken, or inoperable irrigation turf rotors and irrigation box lids, the contractor shall schedule an inspection of the identified damaged, broke, or inoperable irrigation turf rotors and irrigation box lids within 72 hours, however Contractor will ensure the site is covered with safety cones, plywood, or another barrier immediately to prevent injury. The contractor shall supply the COR a written report as to his or her finding no more than five (5) days after being notified. The contractor shall coordinate with the COR for a service repair start date and time range. Place an orange safety cone over broken irrigation box lids until repaired or replaced to prevent trip hazards.

Troubleshoot and repair faulty valves, heads, solenoids, and other components if required.

Contractor is to repair all leaks in the system up to and including 6–8-inch pipe when needed.

Contractor will dig to expose pipes, heads, clear around boxes, and installation of solenoids / valves as required and refill holes to within 1" of grade to accept sod.

WORK NOT INCLUDED

Maintenance service shall not include the performance of any work required as a result of improper use, accidents, or negligence for which the contractor is not directly responsible.

Any work determined to still be under warranty from another entity shall be identified to the COR immediately. Remedial action may be taken to mediate damage to government property.

GUARANTEE

The contractor is responsible for providing all necessary supervision, labor, training, supplies, OSHA-approved personal protective equipment (PPE), tools, and equipment required to complete the job.

The Contractor shall, at their own expense, replace any turf, 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.

Any damage to headstones, cemetery fixtures, grounds or equipment during grounds maintenance contracted 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.4.2 GRAVESITE MAINTENANCE

B.4.2.1a SUNKEN GRAVE AND GROUNDS REPAIR (Casket Sites) 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, December 2023 Category 5, Grounds Maintenance

Sub-Category 2: Turf / Mineral Base Standard 2.8: The grade of every gravesite blends in with adjacent grade levels.

Measure 2.8: Sunken graves have been identified and a plan of action developed to re-establish the ground level and cover within 30 calendar days of the date identified.

NCA Cemetery Operations Operational Standards and Measures, December 2023 Category 8, Safety

Sub-Category 1: Operations 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.

Standard 8.1.5: Grounds are maintained in a manner that avoids safety hazards.

for visitors and staff.

Measure 8.1.5: The number of accidents or reported injury to visitors or cemetery staff due to preventable safety hazards as reported on VA Form 2162.

SCOPE

Work consists of refilling, compacting, and leveling sunken casket grave sites with suitable soil to match existing adjacent graves and reestablishing the turfgrass.

GENERAL REQUIREMENTS

A sunken grave casket site is defined as any gravesite that has receded two (2) inches from the existing adjacent grade.