Grafton Grounds SOW (002).docx

WORK STATEMENT

A.1 BACKGROUND

Grafton National Cemetery located in Grafton, WV is a historic national cemetery that was established in 1867 and is listed on the National Register of Historic Places. Approximately one half of the burials at the cemetery are from the remains of unknown soldiers who were removed from various battlefields in the Clarksburg area. This cemetery is a satellite cemetery under the supervision of the Director of West Virginia National Cemetery. Cemetery grounds encompass approximately 3.2 acres of land.

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 of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones and flat grave markers that mark those gravesites and memorialize the service of individuals.

National Cemeteries are National Shrines that honor our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. Each cemetery receives visitors and standards of maintenance & appearance must reflect the Nation’s concern for those interred there. Because of the special significance and attention each cemetery receives from the public, strict adherence to contract specifications, terms and condition is essential.

A.2 CONTRACT DEFINITIONS / ACRONYMS

(a) Business Hours & Days of Operation: Normal cemetery business hours / days of operation are 7:30AM to 4:00PM, Monday through Friday, excluding Federal Holidays.

(b) Contracting Officer (CO): VA official with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer shall delegate one or more representatives to serve as the Contracting Officer’s Representative (COR). All administrative functions remain with the VA Contracting Officer.

(c) Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. COR responsibilities include certification of invoices, placing orders for service, providing technical guidance to the Contractor and overseeing technical aspects of the contract.

(d) Cemetery Director (Administrator / Management Official): The Cemetery Director is the VA Official responsible for day-to-day oversight of a National Cemetery, including burying veterans and eligible family members, and maintaining cemetery grounds as a national shrine. The Cemetery Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(e) Contractor: The term “Contractor” as used herein refers to the prime Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions and provisions.

(f) National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of Interments, Grounds Maintenance, Headstones, Markers and Equipment & Facilities Maintenance. A copy of NCA Operational Standards shall be provided to the Contractor by the COR.

(g) NCA Turf & Landscape Handbook 3420: Outlines procedures for the proper establishment and care of turf-grass in VA National Cemeteries. A copy of the handbook shall be provided to the Contractor by the COR.

A.3 GENERAL REQUIREMENTS

(a) Contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide turf mowing, trimming, edging & leaf / trash / debris removal services at the Grafton National Cemetery as specified herein. Unless otherwise provided in this contract, specialized interment equipment shall be furnished by the Government.

(b) All work shall be performed during normal cemetery hours of operation (7:30am - 4:00pm 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 Representative (COR).

(c) The Director of West Virginia National Cemetery; located at Rt. 2 Grafton, West Virginia, (304)-265-2044 is responsible for the Grafton National Cemetery and shall be available to the Contractor for questions and/or clarifications concerning the work requirements this contract.

(d) Places of Performance:

(e) Period of Performance. The contract for services will consist of a base year and four option years, if exercised as follows:

A.4 TECHNICAL SPECIFICATIONS

The following index of services briefly describes the work involved. All services described in the Schedule, including Technical Specifications, Addenda, Terms, Conditions and Clauses of the contract shall form the complete requirement.

A.4.1 LAWN MAINTENANCE -- MOWING, TRIMMING & EDGING

(a) SCOPE

The Contractor shall be responsible for mowing, edging, and trimming all grass within the Grafton National Cemetery. Cemetery turf encompasses roughly three (3) acres of lawn area.

(b) NCA STANDARDS

(i) Standard 2.1c: 95% of turf in visually prominent areas is maintained within one inch above the range of that which is professionally recommended for that type of turf and region.

(ii) Standard 2.6: Turf surrounding a headstone or marker is trimmed to its recommended height.

(c) PROCEDURES

(iii) Equipment: The Contractor shall use rear-discharge or mulching mowers only. Riding mowers may only be operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces. Commercial grade power trimmers and power edgers shall be used to trim grass from around headstones, monuments, markers, etc.

(iv) Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. The height of grass is what is measured to get the correct cutting height. The cutting height of all mowing equipment shall be set to maintain a turf height of three inches (3.0") during the months of April, May, October and November. In the months of June, July, August and early September due to warmer temperatures, usually lower rainfall totals and slower turf grass growth, mowing equipment shall be set to maintain a turf height of four inches (4.0”). At no time shall more than one third of new growth be removed during any single mowing. The Contractor must also avoid blowing grass onto headstones to avoid staining when mowing.

(v) Mowing: The Contractor shall mow all turf areas beginning on April 1st or the first workday thereafter. Mowing shall be accomplished on a weekly cycle (or as otherwise directed by the COR). If grass clippings are evident, the Contractor shall remove and dispose of the clippings at no extra cost to the Government. Mowing shall conclude on November 30th or the first workday thereafter.

(vi) Trimming: In conjunction with mowing, trimming of un-mowed grass areas shall commence on April 1st or the first workday thereafter. The base of headstones, trees, monuments, markers, buildings walls, fences, signs and other vertical surfaces shall be trimmed weekly (or as otherwise directed by the COR). The trimming shall conclude on November 30th or the first workday thereafter.

Note: All un-mowed grass around headstones, monuments, markers, and other vertical surfaces shall be trimmed to keep the grass at the prescribed three inch (3.0") height standard. Special care shall be taken not to scalp between or around headstones and other vertical surfaces. There is a severe bank between two terraces of the cemetery that are covered with turf and will require mowing with the use of a walk behind mower. This is a severe slope that may require two employees to mow this area together to insure employee safety and to insure that the mower is kept in place during mowing.

(vii) Edging: From April thru November, all streets, curbs, walkways, tree wells, shrub and flower beds shall be edged every other week (or as otherwise directed by the COR). Edging, with the use of a gasoline powered stick edger with sharp blade attachment will be used and shall provide a clear zone 1/2 “wide by 1” deep with all vegetation removed from joints and cracks. This also includes the small number of flat markers at the cemetery. Damage to asphalt / concrete shall be avoided.

(viii) Memorial Day & Veterans Day Ceremonies: Unless otherwise requested by the COR, mowing and trimming of cemetery grounds shall be performed within three (3) days prior to the Memorial Day weekend, and three (3) days prior to Veterans Day.

(ix) Any clippings deposited on roadways or other non-turf grass areas including along Walnut Street and in the drainage ditches along the bottom of each tier shall be removed the same day as the mowing event that produced them. Any clippings deposited on sidewalks or at public visitor areas including at the Committal Shelter areas shall be removed at same time mowing work is occurring. Also, any windrows left in between headstones after mowing shall be picked up by the Contractor on the same day that mowing has occurred.

(x) Contractor shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear providing a cleaner cut. Contractor shall clean all mowing and trimming equipment before unloading at the cemetery. This shall minimize the possibilities of weed contaminates to cemetery turf from outside mowing areas. The contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, irrigation equipment, etc. while performing mowing services.

(xi) The Contractor shall remove and replace all floral or commemorative items, etc. to their proper place while performing mowing services. The Contractor shall repair or replace all damaged items caused by the contractor at no additional cost to the cemetery as directed by the COR.

(xii) New seed/sod shall be present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations. New sod shall be hand mowed until it is fully established to the point where it shall not be damaged by riding mowers. All mowing around trees shall be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf. Contractor shall vary wheel-width patterns and mowing patterns after each mowing to prevent and avoid wheel rutting from occurring.

(xiii) 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 above that range. For example, the height of Tall Fescue grass should be between 3.0” and 3.5”. Grass is to be trimmed on borders.

(xiv) Edging: Edge all curbs, flat markers, walkways, roadway’s permanent building / structure lines, tree wells and shrub beds within the cemetery area. COR shall conduct random inspections of edging weekly.

(xv) The walkways (inside and out), flagpole bases, interment area, and roads shall be cleaned of any grass clippings and leaves after mowing, weed eating, edging, and trimming.

A.4.2 TRASH & DEBRIS REMOVAL

(a) SCOPE

(i) Work consists of collecting and removing all trash, dead or unsightly flowers, tree limbs, dead leaves and leaf debris, as well as any other debris within the Grafton National Cemetery.

(ii) Trash, debris and leaf removal at Grafton National Cemetery includes all areas within the cemetery property lines and outside surrounding areas and walkways from the wall to existing roads. Drainage ditches along bottom ditches within the cemetery must also be kept clean and free of debris and grass after each mowing.

(iii) Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items include, but are not limited to:

· Fallen leaves, twigs and branches that are less than ten (10) inches in diameter.

· Paper products, cigarette-butts, gum, glass and metal products.

· Plastic and any other synthetic items.

· Loose rock and stone over three (3) inches in diameter that are not the apparent result of an interment.

· Also included is the material found within the trash receptacles located throughout cemetery grounds.

(b) NCA STANDARDS

(i) Standard (2.3): All turf is free of debris (i.e., leaves, fallen branches and trash).

(ii) Standard (7.2): Trash is collected, disposed of and does not detract from cemetery appearance.

(c) PROCEDURES

(i) Trash & Debris collection and removal shall be accomplished weekly from April 15th through November 15th annually. All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs and leaves shall be removed from the Grafton National Cemetery a minimum of once per week.

(ii) Dumpster placement areas are not available at the cemetery. The Contractor shall provide all labor, equipment and transportation necessary for the collection, removal and disposal of trash & debris with each scheduled grounds clean-up.

(iii) Removal of debris and disposal away from the cemetery grounds shall be the responsibility of the Contractor.

(iv) All walkways, roads, and parking areas shall be swept prior to interment services or on a weekly basis.

(v) Trash & Debris collection shall be accomplished weekly throughout the stated time frame except when delayed by the onset of severe weather conditions (i.e., heavy rain). The Contractor shall schedule removal work accordingly. The Contractor shall inspect all areas of the cemetery during this period and ensure that there is no accumulation of debris in any area.

A.4.3 SNOW & ICE REMOVAL

SCOPE:

Work consists of removal of snow and ice from the cemetery driveway, all walkways on the cemetery grounds, and all steps to buildings, structures, and interment shelters, city sidewalks surrounding the cemetery site, and areas outside the cemetery walls as designated by the Contracting Officer Representative (COR). In the event of an interment during the snow season, the Contractor will be responsible for clearing passages from the roadway to the gravesite.

REQUIREMENT:

Snow removal will be accomplished by using a plow attached to a tractor or a self-propelled unit, snow blower or shovel. The tractor or self-propelled unit will be restricted to paved areas.

Ice removal will be accomplished by applying a deicer. This chemical must be of the type that will not stain or damage carpeting, flooring, turf, shrubbery, trees, walkways and driveways.

Contractor shall take precautions to prevent damage to buildings, roadways, sidewalks, curbing, trees, headstones and markers by equipment used to remove snow and ice. Contractor shall be responsible for repairing any damage caused by equipment in the performance of snow and ice removal.

The Contractor will begin snow removal only when the snowfall total has exceeded (one) 1” in depth.

A.5 CONTRACT MANAGEMENT

(a) Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or generally directing the work to be performed under the contract. Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) The COR may direct and arrange the Contractor’s work schedule in specific areas of the cemetery to coordinate with daily cemetery activities and operations. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Placing orders for services.

(iii) Verification / certification of payments to the Contractor for services rendered.

(iv) Assuring that any changes effecting work involved, price, terms and/or conditions under the contract are not implemented before written authorization is issued by the Contracting Officer.

(c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

(d) Site Manager: The Contractor shall provide a “Site Manager” who shall be on-site at all times during contract performance. The Site Manager shall be responsible for the following:

(i) Directing, overseeing and coordinating the work involved.

(ii) Staying abreast of all upcoming cemetery functions including special holiday events and interment activities.

(iii) Ensuring that contract work does not cause any committal service, ceremony, procession or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(e) The Site Manager shall re-direct work throughout the rest of the Cemetery – so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR may then do so.

(f) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

Note: To cause the least possible interference with cemetery activities, contract personnel shall stop (cease) all work in areas where burials are taking place. As a general "rule-of-thumb", work should not take place within 1,000 feet of an ongoing committal service or ceremony. Cemetery personnel will notify the Contractor in advance of any scheduled burial services.

(g) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The Government shall provide, at the time of contract award, a list of Government personnel authorized to act as COR.

A.6 INSPECTION & MONITORING PROCEDURES

(a) A record keeping system of Contractor work performance shall be established and implemented by the VA COR for the services involved. The COR shall inspect all work performed and submitted by the Contractor for acceptance. The Government reserves the right to reject all work that does not meet contract specifications. Work rejected by the COR shall be re-performed without cost to the Government.

(b) Payment: The Contractor shall submit a monthly invoice in arrears for all services rendered. Prior to certification of payment, invoices shall be verified by the COR for accuracy against all Weekly Progress Reports submitted by the Contractor for the billing period.

Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. With the exception of Memorial Day and Veterans Day, work is normally not conducted on Federal holidays. The following is a list of all Federal holidays: Also included would be any day specifically declared by the President of the United States of America as a National holiday.

New Year's Day Martin Luther King's Birthday President's Day Memorial Day Juneteenth Fourth of July Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

A.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather - other than prolonged excessive rainfall, shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor is responsible for taking all precautions to prevent damage to the cemetery, in any manner, including headstones, markers, monuments, flower bases, trees and other structures during maintenance operations. The Contractor shall be charged current replacement costs for headstones, markers and other cemetery structures or property damaged because of actions by the Contractor and/or its personnel.

(c) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(d) More than one Contractor may have access to storage areas designated by the COR. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on cemetery property.

(e) The Contractor shall not operate trucks, tractors, or other heavy equipment on any turf areas except as provided in this contract or as authorized by the COR. The Contractor shall be responsible for repairing turf damage caused by the Contractor regardless of weather conditions, and at no additional cost to the government.

(f) The Contractor shall provide adequate safety warning devices, barricades and cover boards, etc., at all work sites to eliminate hazards from public visitors and cemetery employees at no cost to the government.

(g) At the end of each day, the Contractor shall remove all debris from the cemetery site. At all times rubbish and trash generated by the Contractor shall be kept clear of vehicular and pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(h) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance. Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of New York.

(i) Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident. This shall be followed up by a written notice to the COR. Any Contractor (including its agents and employees) that knowingly files a false claim may be criminally prosecuted.

A.8 STANDARDS OF EMPLOYEE CONDUCT

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

(a) Shall be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA. Contractor employees shall maintain personal hygiene.

(b) Shall not engage in loud or boisterous behavior or use profane or abusive language and show proper reverence during committal service.

(c) Shall not eat or drink beverages except water or non-alcoholic drinks while in the work area or in site of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

(d) Contractor personnel shall not lean, sit or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments.

(e) SMOKING is not permitted in any buildings within the National Cemetery. This restriction includes offices, restrooms, stairwells, entrances, exits or any other public area.

(f) Use of Cemetery Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(g) The Government shall not provide the Contractor with any fuel storage, equipment or telephones. If available, electric and/or utilities at the designated work and storage areas may be provided for purposes of contract performance only. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors and unsanitary conditions.

(h) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

A.9 SUPERVISION & TRAINING

(a) The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

(b) The Contractor shall remove employees for cause, to include, but not limited to, misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government.

(c) The Contractor is responsible for safety / precaution training of Contractor employees performing work under the contact. OSHA standards shall be observed by the Contractor in all work performed. Appropriate safety equipment shall be furnished by the Contractor-to-Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices.

(End of Work Statement)