Attachment B-Togus Grounds Maint SOW .rtf

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DESCRIPTION / SPECIFICATIONS / WORK STATEMENT

Background

Togus National Cemetery is located on the Grounds of the Togus VA Medical Center, outside Augusta, Maine. It is a satellite cemetery under the supervision of the Director of Massachusetts National Cemetery. Togus VA Medical Center is the site of the first Soldiers and Sailors Home, established in 1866, and is listed on the National Register of Historic Places. Cemetery grounds encompass approximately 31 acres of land.

The cemetery is divided into two sections (East and West) with both sections comprising approximately 31 acres. East cemetery is approximately 7.1 acres, and West cemetery is approximately 24 acres.

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 interested there. Because of the special significance and attention each cemetery receives from the public, strict adherence to contract specifications, terms and conditions are essential.

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.

Contract Definitions / Acronyms

Business Hours & Days of Operation: Normal cemetery business hours / days of operation are 8:00AM to 4:30PM, Monday through Friday, excluding Federal Holidays.

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 Technical Representative (COR). All administrative functions remain with the VA Contracting Officer.

Contracting Officer’s Technical 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.

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.

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.

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.

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.

at General Requirements

The contractor shall furnish all supervision, labor, materials, tools, supplies and equipment necessary to provide cemetery grounds maintenance services at the Togus National Cemetery as specified herein. Unless otherwise provided in this contract, specialized interment equipment shall be furnished by the Government.

All work shall be performed during normal cemetery hours of operation (8:00am - 4:30pm local time / Monday through 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 Director of Massachusetts National Cemetery, located at Off Connery Avenue, Bourne, Massachusetts 02532 (508) 563-7113, is responsible for the Togus National Cemetery and shall be available to the Contractor for questions concerning the work requirements this contract.

A copy of the current version of NCA Operations Standards & Measures will be provided to the Contractor upon contract award. This is to be used by the Contractor as a reference on grounds/turf maintenance procedures and protocols for NCA cemeteries.

Places of Performance:

Cemetery Location Togus National Cemetery Togus VA Medical Center, Togus, Maine 04330

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.

Section Description A.5.1 General Grounds Maintenance A.5.1a General Grounds Maintenance (growing SEASON) (spring, summer, fall) (April 1st to october 31st) a.5.1b General Grounds MAINTENANCE (non-growing SEASON) (Winter SEASON) (November 1st to March 31st) A.5.2 Turf maintenance: fertilization, weed control, Areation, Overseeding, and Dethaching

A.5.3 Headstone & Marker Cleaning A.5.4 refill sunken graves A.5.5

STORM DAMAGE

A.5.6 Grave Excavation & Backfilling of Cremated Remains A.5.7

RAISE, REALIGN & RESET UPRIGHT HEADSTONES

a.5.8 Bump & RUN (Realign Upright Headstones)

GENERAL GROUND MAINTENANCE

(Growing season) (Spring, summer and Fall Seasons) (April 1st to October 31st) (Winter Season) (November 1st- March 31st)

Consists of on-going and recurring maintenance tasks. For the purposes of this document these are broken down in to five subtasks: mowing, trimmng, edging, leaf removal, and general clean up. detailed expectations of these tasks will be provided in the subsections below.

A.5.1A Growing Season

The Contractor shall be responsible for mowing, edging, and trimming all grass within the Togus National Cemetery. Cemetery turf encompasses roughly thirty-one point 2 (31.2) acres of lawn area.

PROCEDURES

Equipment: The Contractor shall use rear-discharge or mulching mowers only. Riding mowers may be used if they are not operated within two (2) inches of headstones, markers, monuments, tree trunks or other vertical surfaces. Commercial grade power trimmers and power edger shall be used to trim grass from around headstones, monuments, markers, etc.

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"). At no time shall more than one and a half inches (1.5") of new growth be removed during any single mowing.

Mowing: The Contractor shall mow all turf areas beginning April 1st or the first workday thereafter. Mowing shall be accomplished on a weekly cycle 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 October 31st.

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). The trimming shall be concluded on October 31st.

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.

Edging: From April 1st to October 31st. All streets, curbs, walkways, tree wells, shrubs and flower beds shall be edged at a minimum of once monthly (or as otherwise directed by the COR). Edging shall provide a clear zone 1/2 “wide by 1” deep with all vegetation removed from joints and cracks. Damage to asphalt / concrete shall be avoided.

Any clippings deposited on roadways or other non-turf grass areas 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.

Contractors shall be familiar with and utilize different mowing patterns. Changing direction and patterns reduces turf wear providing a cleaner cut. The contractor should clean all mowing and trimming equipment before unloading it at the cemetery. This shall minimize the possibilities of weed contamination to 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.

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.

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.

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 trimmed on borders.

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.5.1A.2 Memorial Day Preparations

SCOPE

Work consists of power washing and chemically cleaning all sidewalks, roadways, curbs, and gates two weeks prior to Memorial Day.

PROCEDURES

Contractors shall use a pressure washer to clean breaks in roadways, curbs, and sidewalks of loose debris and unintended growth.

All gates will be washed with pressure washer and/or by cloth with soap as necessary to remove buildup of grime from the year.

A.5.1A.3 Tree, Shrub, & Planting Bed Maintenance

SCOPE

Work consists of maintaining all trees, shrubs, annual and perennial plants and planting beds to keep them free of any/all dead, broken branches and/or unsightly weed growth.

Trees shall be kept free of sucker growth, waterspouts, broken/dead limbs, and low hanging limbs/branches. All shrubs and hedges shall be trimmed and shaped the third week of May and the last week of October before both Memorial and Veterans Day.

Debris & Waste Removal: The Contractor is responsible for the proper removal and disposal of all debris and waste resulting from Cutting, Pruning and Trimming work activities. All pruning / trimming cuts, tree limbs, dead branches, bush / shrub / hedge clippings and other debris shall be removed from cemetery grounds the same day the work is performed and be properly disposed of.

PROCEDURES

Pruning, cutting, trimming and shaping of trees shall be accomplished in accordance with the following:

All pruning tools shall be kept sharp and properly functioning. Pruning cuts shall be made in accordance with ANSI A300 Standards.

When cutting back trees, drop crotch as much as possible and avoid cutting back to small suckers. Remove smaller limbs and twigs in such a manner as to leave the foliage pattern evenly distributed.

In reducing overall size, attention is to be given to symmetrical appearance. The top is to be higher, and the sides reduced in order to maintain a tree-like form.

When pruning trees, the Contractor must avoid topping or pollarding and should retain the trees natural shape as much as possible. The Contractor shall also avoid removing more than one fourth of the total area in one single operation.

In lifting the bottom branches of trees for clearance which should be about fifteen (15) feet, care should be given to symmetrical appearance, and cuts should not be made so large that they shall prevent normal sap flow. Trim the tree high enough to allow sunlight to penetrate the trunk sometime during the day.

The Contract is responsible for reporting dead, diseased or insect infested trees or shrubs to the COR within 48 hours of discovery.

PROCEDURES

Planting beds, hedges and shrubs shall be maintained in accordance with the following:

All planting beds shall have a fresh (3) inch coating of shredded hardwood mulch uniformly applied to them in May before Memorial Day.

Planting beds shall be kept attractive and free of weeds. Any cultivation shall be generally shallow to avoid any damage to the roots. Dead or dying plant material shall be reported to the COR. The replacement plants, if needed, shall be furnished by the COR and planted by the Contractor.

Hedges and shrubs shall be trimmed to promote a healthy and attractive appearance and uniform growth over all parts of the plant, with the bottom wider than the top.

Hedges and shrubs shall be kept free of dead branches, leaves, and all weed growth. Weeds and their root system shall be removed.

Utility Lines Compliance: Where pruning / stump grinding / tree removal conflicts with existing utility service lines (above or below ground), cemetery personnel and the appropriate utility company shall be notified by the Contractor. The Contractor shall obtain all necessary permits and cooperate with the utility company to avoid any damage or liability.

a.5.1a.4 general clean up (gROWING SEASON)

SCOPE

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 Togus National Cemetery.

Pre-scheduled monthly floral pick-ups shall take place at Togus National Cemetery on dates specified in the cemetery Floral Regulations Handout. A copy of the handout shall be provided to the Contractor.

Trash, debris and leaf removal at Togus National Cemetery includes all areas within the cemetery property lines and outside surrounding areas and walkways from the wall to existing roads.

Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items included, 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.

PROCEDURES

Trash & Debris collection and removal shall be accomplished weekly from January 1st through December 31st annually. All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs and leaves shall be removed from the Togus National Cemetery a minimum of once per week. All grave decorations shall be removed weekly or as needed.

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.

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

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

Storm Clean-Up (wind, rain, hail, snow, ice, etc.): Cemetery should be checked and cleaned up 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.

Trash & Debris collection shall be accomplished weekly throughout the year except when delayed by the onset of severe weather conditions (i.e., Snow and Ice). 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.5.1a.5 Snow & Ice Removal (Growing Season)

SCOPE

According to local weather bureau statistics, the Togus, Maine area receives an average of over 60" (inches) of snow annually. 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 COR.

In the event of an interment during the snow season, the Contractor shall be responsible for clearing passages from the roadway to the gravesite.

REQUIREMENTS

Snow shall be removed by the Contractor on all paved surfaces including roads, driveways and sidewalks and building entrances / steps when it accumulates 1” or more.

Snow removal shall be accomplished by using a plow attached to a tractor or a self-propelled unit, snow blower or shovel. Tractors and self-propelled units are restricted to paved areas.

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

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

A.5.1B GENERAL GROUNDS MAINTENANCE (NON-GROWING SEASON)

WINTER SEASON:

(November 1st- March 31st) a.5.1b.1 general clean up (winter SEASON)

SCOPE

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 Togus National Cemetery.

Pre-scheduled monthly floral pick-ups shall take place at Togus National Cemetery on dates specified in the cemetery Floral Regulations Handout. A copy of the handout shall be provided to the Contractor.

Trash, debris and leaf removal at Togus National Cemetery includes all areas within the cemetery property lines and outside surrounding areas and walkways from the wall to existing roads.

Trash & Debris are defined as any item, material or foreign object not permanently attached to or planted within Cemetery grounds and boundaries. Items included, 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.

Fall leaf collection and removal shall be accomplished weekly from November 1, through December 31st.

All fallen leaves and tree debris must be removed during this period, except when delayed by the onset of severe weather conditions (Snow and Ice). The Contractor shall schedule Fall Leaf & Debris removal work accordingly.

PROCEDURES

Trash & Debris collection and removal shall be accomplished weekly from January 1st through December 31st annually. All trash, debris, contents of trash cans, dead or unsightly flowers and fallen tree limbs and leaves shall be removed from the Togus National Cemetery a minimum of once per week. All grave decorations shall be removed weekly or as needed.

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.

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

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

Storm Clean-Up (wind, rain, hail, snow, ice, etc.): Cemetery should be checked and cleaned up 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.

Trash & Debris collection shall be accomplished weekly throughout the year except when delayed by the onset of severe weather conditions (i.e., Snow and Ice). 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.5.1b.2 Snow & Ice Removal (winter season)

SCOPE

According to local weather bureau statistics, the Togus, Maine area receives an average of over 60" (inches) of snow annually. 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 COR.

In the event of an interment during the snow season, the Contractor shall be responsible for clearing passages from the roadway to the gravesite.

REQUIREMENTS

Snow shall be removed by the Contractor on all paved surfaces including roads, driveways and sidewalks and building entrances / steps when it accumulates 1” or more.

Snow removal shall be accomplished by using a plow attached to a tractor or a self-propelled unit, snow blower or shovel. Tractors and self-propelled units are restricted to paved areas.

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

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

A.5.2 Turf Maintenance -- Fertilization & Weed Control

SCOPE

Contractor shall be responsible for maintaining the turf area of the cemetery and the immediate area surroundings of the cemetery in a healthy condition with proper application of fertilizers and herbicides (to control weeds, diseases and insect pests).

Turf in burial areas should be 90 percent weed free. Pest and disease-free turf should cover at least 95 percent of the area.

The turf is to be aerated annually in September as provided in the Turf Application Schedule. Approximately all turf acreage should be treated at Togus National Cemetery.

PROCEDURES

Equipment: The Contractor is to supply all necessary spreaders, applicators, hoses and other equipment. Water shall be furnished by the Government at no cost to the Contractor.

Supplies: The Contractor shall furnish all required herbicides; fertilizers and any other supplies as indicated in the turf application schedule. Soil tests shall be obtained by the COR or his/her representative. Soil samples shall be sent to the local county agricultural extension office for analysis by the Contractor and copies of results shall be given to the COR by the Contractor. Test results shall show any deficiencies and the needed corrections.

Fertilizer: Fertilizer shall be applied based on the application rates that are listed in the Turf Application Schedule or based on results from soil tests. Fertilizer shall be applied in the fall and spring of each year, which is the optimum time for fertilization of cool season turf grasses. Fertilizer that is used will contain a minimum of fifty (50) percent nitrogen from slow-release sulfur coated urea, have a 23-0-5 NPK ratio and be applied in granular form.

Broadleaf Weed Control: Any personnel using pesticides/herbicides shall be properly trained, and the person in charge shall be duly licensed to use pesticides in the state of Maine. Treatment for broadleaf weeds shall be accomplished in the spring and fall as specified in the Turf Application Schedule using a post emergent broadleaf herbicide that controls cool season broadleaf and grassy weeds such as dandelion, plantain and clover, crabgrass. Broadleaf herbicide will be applied in liquid form to the turf throughout the entire cemetery. shall be maintained at 90 percent weed free. Copies of all MSDS sheets for herbicides applied shall be turned into the COR one week before the scheduled application.

Initial and Second Crabgrass Pre-Emergent Application: Contractor shall apply pre-emergent crabgrass herbicide in liquid form when treating crabgrass at manufacturers recommended rate allowable for cool season grasses. Pre-emergent herbicide must be applied with properly calibrated broadcast spreading equipment. The contractor shall begin the application after the soil temperature has reached 55 degrees for three consecutive days. This is the time that crabgrass seeds begin active germination in the soil. Any application that is completed before this period may not be as effective in overall crabgrass control. This shall be determined with the use of a soil thermometer placed at a 1–2-inch soil depth in various sections of each cemetery to accurately gauge soil temperature. The dates for application listed in the application schedule are only an estimated time frame and could begin earlier or later depending upon the soil temperatures. Monitoring of the soil temperature shall only be needed for the first application listed in the application schedule.

Pesticides and Herbicides: Contractor shall keep a record of all pesticides/herbicides applied and furnish a copy to COR along with all supporting MSDS sheets for any chemicals used within five working days of application. Records shall show type, amount, application area, and weather conditions. Signs shall be posted informing the public that a chemical has been applied (Date and Time of Application). Turf in high visibility areas shall be at least 90 percent pest and disease free.

Beetle Larva: Application #9 for Beetle Larva is a zero dollar and will be quoted and Modded as needed.

Turf Application Schedule: Fertilizer and herbicides shall be applied to meet NCA Turf standards. Contractor shall provide fertilization, pre-emergent crabgrass & broadleaf weed control services in strict accordance with the following:

Turf Application Annual Application Date Description #1 October 5th – 10th Application #1: Post-emergent broadleaf weed control applied in liquid form, to control various broadleaf weeds such as dandelion, plantain and clover.

#2 November 1st – 5th Application #2: Granular, slow release (minimum 50%) sulfur coated urea fertilizer with a guaranteed NPK analysis of 23-0-5. This shall be applied at a rate of 5 lbs. / 1000 sq. ft. using a properly calibrated broadcast spreader.

#3 May 5th – 10th Application #3: Post-emergent broadleaf weed control applied in liquid form, to control various broadleaf weeds such as dandelion, plantain and clover. This will be combined with a liquid application for the pre-emergent control of annual weed grasses such as crabgrass, goosegrass and barnyard grass #4 May 20th -25th Application #4: Granular, slow release (minimum 50%) sulfur coated urea fertilizer with a guaranteed NPK analysis of 23-0-5. This shall be applied at a rate of 4 lbs. /1000 sq. ft. using a properly calibrated broadcast spreader #5 June 15th – 20th Application #5: Pre / early post emergent control for annual grasses such as crabgrass, goosegrass and barnyard grass and shall be applied in liquid form.

#6 August 5th – 10th Application #6: Post emergent control for annual weed grasses such as crabgrass and a post emergent control for broadleaf weeds and nutsedge applied in liquid form.

#7 September 1st – 5th Application #7: Core aeration and over seeding of all cemetery turf acreage. Seeding mix shall consist of 50% Kentucky Blue grass seed (3 varieties) & 50% Creeping red fescue (3 varieties). Seed shall be applied at a rate of 10 lbs. /1000 sq. ft. by broadcast spreader after completion of aeration.

#8 September 20th – 25th Application #8: Granular, slow release (minimum 50%) sulfur coated urea fertilizer with a guaranteed NPK analysis of 23-0-5. This shall be applied at a rate of 4 lbs. /1000 sq. ft. using a properly calibrated broadcast spreader.

#9 N/A Optional Application: White (Beetle) Grub Control Application Treatment for the control of beetle grub larvae using an approved product in granular form. White Grub control will be applied to the entire turf acreage or specific areas as specified by the COR. Pricing shall be negotiated when (and if) determined necessary by the COR and shall require a written modification to the contract executed by the Government Contracting Officer. No optional services shall be performed until written authorization from the Contracting Officer is received. The necessity of this application is solely at the Government's discretion.

a.5.2.1 Lawn Maintenance -- Sodding, Seeding, Aeration & Dethatching

SCOPE

Work consists of seed bed preparation, annual fall over seeding and seeding of areas of the cemetery where the turf has been disturbed or has died. In particular all newly dug or refilled graves need re-seeding.

The Contractor is responsible for the removal and disposition of dead ground and shall refill the site with quality topsoil and perform the seeding to include the bare areas to ensure a quality turf.

Delivery tickets for grass seeds indicating date, weight, analysis, purity, and vendor’s name, etc. are to be submitted to the COR. Guidance from expert sources (e.g. local county agricultural extension agent or, agronomist in Memorial Service Network 1 Offices or landscape architects in NCACO) is adhered to regarding turf selection. Work also consists of performing annual turf maintenance activities to include aeration and over seeding.

PROCEDURES

Type of Sod & Seed: Kentucky Bluegrass and Creeping Red Fescue are to be the primary grass to be developed. Only cultivars of grass sod / seed that have been adapted to the Northeast / Mid-Atlantic region of the United States shall be accepted. Any substitution of sod/seed type, weight or application must be specifically approved by the COR in writing. Sod / seed are to be free of all noxious weeds.

50% Kentucky Bluegrass & 50% Creeping Red Fescue (3 different varieties) Purity Germination

95% 90%

Guarantee: The Contractor shall be responsible for mowing and watering all newly seeded areas and maintaining them in a healthy and vigorous condition. The Contractor shall, at his own expense, replace any sod or seed which has died or been damaged during the establishment period. Healthy turf shall be re-established within 30 days on all grave re-openers during the growing season.

Any area to be hand seeded or hydro-seeded shall have a minimum of two (2) inches of topsoil placed on it, but still maintaining a ground surface that is level to the adjacent grade. To keep a level grade, it is sometimes necessary to remove soil before placing topsoil on the area. Surface shall conform to a finished rectangular shape with a level grade, free of water retaining depressions, soil friable, free of clumps and of uniform firm texture.

When a hydro-seed mixture is not used, the top soiled area must be free of sticks, stones, or other foreign material over one (1) inch in any dimension. The soil shall be compressed and firmed into the finished look once the seed is in place; the easiest and suggested method is to use a roller designed to evenly distribute the weight over the soil and press it into place.

Turf shall be established within thirty (30) days from the date of interment or date of repair on all graves during the growing season, or when applicable, from the start of the growing season. The Contractor shall be responsible for mowing and watering all seeded areas and maintaining them in a healthy and vigorous condition.

The entire cemetery turf acreage shall be aerated and over seeded annually beginning in early September with the use of a core aerator / seeder. Soil cores shall be removed to a depth of (4) four inches with a between core spacing of (6) inches. Soil cores may be left lying on the turf-grass surface. Where soil compaction is severe (in heavy traffic areas) a second pass with the aerator across the area at a right angle to the first pass should occur. Seed shall be applied at a rate of 10 lbs. per 1000 sq. ft to the entire turf acreage after core aeration to help ensure that seed is deposited into aeration holes for highest seed germination rate possible.

A.5.3 Headstone & Marker Cleaning

SCOPE

Work consists of cleaning upright headstones and flat markers to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth.

, markers and niche covers are not damaged by Contractor operations.

GENERAL REQUIREMENT

Approximately 5,372 headstones, (East & West sections) at Togus National Cemetery shall be pressure washed and chemically cleaned prior to Memorial Day and Veterans Day. The contractor shall also pressure wash sidewalks, curbs, entrance gate and cemetery fencing.

The natural surfaces of headstones & markers shall be retained. They shall not be painted, whitewashed or calcimined. Headstones or markers that have any dirt splash up or grass debris from mowing, trimming or edging shall be promptly cleaned when found.

The Contractor shall furnish a monthly list identifying the National Cemetery Location and specific Section and Gravesite Number of each stone cleaned.

(d) CLEANING OF HEADSTONES:

CLEANING OF UPRIGHT HEADSTONES:

All temporary markers, floral, commemorative or other types of decorations (arrangements) causing interference with the cleaning of upright headstones /markers will be carefully and orderly moved from and upon completion of the cleaning of the headstones / markers, moved back to the gravesite by the Contractor.

Cleaning Techniques will demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etcetera and will be consistent and fully compliant with all applicable Federal, State and County laws, ordinances and regulations. General requirements for application of the cleaning product:

Ideally the product will be environmentally friendly, free of harsh chemicals, non-corrosive, and formulated to remove common stains (mold, mildew, algae, ect).

Clean water will be used to wet the stone prior to washing, to apply the cleaning product and to rinse the stone after washing. Once the stone is wet, cleaning techniques with water will include low pressure water spraying with the wand affixed with a fan tip. The distance between the fan tip and the headstone surface shall be a minimum of 12”.

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

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

Rinsing: Thoroughly rinse the headstone or marker surface using clean, clear water under low pressure or without pressure.

Site disturbance: If water used in cleaning should soften the soil around the base of the headstone or marker so it is loosened, care will be taken not to tip the headstone out of plumb or alignment.

Care will be taken to protect the turf area from damage. Any turf damaged by the Contractor will be restored at Contractor’s expense. Upright headstones will be set and anchored firmly in place with no movement from forces subjected by the COR or inspector after cleaning has been completed.

Headstones that have been cleaned but become marked, discolored, dirt covered, or muddied due to subsequent contract work including but not limited to turf reestablishment issues will be re rinsed and scrubbed at no additional cost to the government. Headstones that become discolored, dirt covered, or muddied etcetera after initial cleaning has been completed but prior to the overall project completion will be re-cleaned at no additional cost to the government. All headstones are to be clean at the time of the project completion final inspection.

The end result of this service is that the Contractor will provide the Government “CLEAN” headstones/markers. A clean headstone or marker is free from objectionable material and discoloration, such as accumulations of bird droppings or mud, tire and hose markings, grass stains, residue from trees, fungus, and so forth.

A.5.4 Refill Sunken Graves

SCOPE

The Contractor shall furnish all labor and materials (including topsoil & seed) necessary to refill and seed sunken graves. Work consists of refilling existing sunken graves with suitable high-grade topsoil to the height of existing adjacent graves.

Approximately twenty-four (24) graves shall be refilled per year at Togus National Cemetery (east & west sections combined). Refilling of sunken graves shall normally be accomplished between March and November of each year.

PROCEDURES

The COR shall provide the Contractor with a list of sunken graves to be refilled & seeded throughout the year.

A sunken grave is defined as any gravesite that has receded three (3) inches or more from existing adjacent graves. A standard size gravesite measures approximately 3’ wide x 8’ in length.

Sunken graves shall be filled with approved backfill and tamped to within two (2) inches of established grade. Topsoil shall be added to bring the gravesite to the established grade.

The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction. The area shall then be seen in accordance with the procedures outlined in the Lawn Maintenance Applications portion in this contract.

All topsoil is subject to random / independent soil analysis. COR should approve the topsoil the Contractor provides for sunken graves prior to use. The contractor must remove soil not approved for use within 24 hours after the determination is made.

A.5.5 Storm Damage

The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR or designee. The point-of-contact shall be available on a 24-hour basis during weekends, Federal Holidays and after normal business hours of operation. The Contractor shall provide telephone, pager and cell phone numbers for emergency and after hour’s situations.

Emergency Service Requests may include (but are not limited to) complete tree removal / stump grinding, pruning / removal of damaged tree limbs and branches, general clean-up of debris as a result of storm, wind and/or lightening damage, or any other occurrence of damage beyond the reasonable control of the cemetery (i.e., fires, floods, unusually severe weather, etc.).

The contractor shall respond to all Emergency Service Requests within eight (8) hours of the initial call. Work shall be accomplished within twenty-four (24) hours of the initial request or as expeditiously as circumstances permit. Emergency requests should warrant a more rapid than routine response to ensure timely corrective action and to address any safety issues that may jeopardize employee or pedestrian safety. The Contractor shall keep the COR fully informed of work progress and status of all emergencies.

Procedures: Upon arrival at the cemetery, the Contractor shall immediately assess the damage and submit a written proposal to the COR estimating the amount of time (hours) necessary to complete the work involved. The Contractor’s proposal shall be approved in writing by the COR prior to commencement of work. All emergency work and services shall be performed at the fixed hourly rate indicated in the “Storm Damage” Price Schedule. VA National Cemetery reserves the right to purchase emergency services from sources other than the Contractor when determined to be in the best interest of the Government.

Tree Removal / Stump Grinding: Where emergency circumstances warrant the complete removal of a tree(s), removal shall be accomplished under the instruction and guidance of a Certified Arborist provided by the Contractor. Procedures for Stump Grinding are as follows:

All trees shall be topped prior to falling and all limbs over 3 ½” in diameter must be lowered to the ground by ropes. The stumps are to be ground to a maximum of 8" below soil level, or to the lateral roots, if reached before the specific depth.

The Contractor shall not grind stumps to the depth that would interfere with the roots of any adjacent tree(s) the Government intends to retain. The cavity of the stump is to be filled with topsoil and tamped to meet the existing grade.

All wood chip particles and debris from the tree removal shall be cleaned up thoroughly and removed from the cemetery. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any headstones, adjacent plant material or structures.

All stumps shall be removed using stump-grinding equipment. Stumps and all surface roots shall be ground to at least 8” below the soil surface and all ground stump/root wood shall be removed. The hole shall be filled with topsoil, compacted, and then seeded. All chips and debris from stump removal shall be taken off-site the same day the work is performed and shall be properly disposed of.

A.5.6 GRAVE EXCAVATION & BACKFILLING OF CREMATED REMAINS

SCOPE: Work consists of excavating and backfilling gravesites for cremated remains. The COR shall notify the Contractor twenty-four (24) hours in advance of any gravesite to be excavated. The contractor shall be compensated for the exact number of interments accomplished.

PROCEDURES

All gravesite excavations shall be completed within a minimum of one (1) hour prior to the interment service and backfilled within one (1) hour after the interment service. The gravesite must be available for visitation within one (1) and one-half (½) hours after the interment service.

It shall be the COR’s responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavations.

Overall dimensions of a gravesite measure approximately 3’ wide x 8’ in length unless otherwise advised by the COR and shall be excavated 18” square and three (3) feet deep at centerline and 30” from foot end of grave for the first interment of cremated remains (cremains). When a second interment of cremated remains (cremains) is being interred, the grave shall be excavated at 18” square and 3’ deep at centerline 4’ from the head of the gravesite. When multiple burial of cremated remains (cremains) are being interred on the same day in the same grave, both urns shall be entombed in the same excavated site following the above measurements, but depth shall be enough that 18” of soil shall cover the top of the urns.

When a gravesite is excavated to receive a second interment and is found to be of insufficient depth to permit the second interment, the COR shall be notified before the cremains are lowered or moved within the gravesite location. The COR shall decide whether the existing remains shall be removed so that the grave can be dug at the proper depth to accommodate both interments or if the cremains shall be entombed elsewhere within the boundaries of the gravesite. The COR shall inform the Contractor of which procedure to follow. Arrangement and payment for the disinterment of remains from previous burials is the National Cemetery's responsibility. Excavating the grave to a greater depth to accommodate an additional interment shall be the responsibility of the Contractor and is considered as a part of the regular grave excavation price. The COR shall be present and shall be responsible for ensuring the gravesite is deepened to accommodate additional interment. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

Established turf shall be removed from the gravesite prior to excavation and shall be reused on the gravesite. In rare instances when the turf cannot be reused, the gravesite shall be top-soiled and seeded in accordance with the procedures outlined in the Lawn Maintenance Applications portion in this contract. Any excess backfill shall be removed in the direction of the COR to a land fill or dump at the Contractor’s expense.

When a gravesite is deemed unsafe for a gravesite service, or by request from the next-of-kin, the burial service shall take place at the Rostrum. At the conclusion of the service, the Contractor shall transfer the cremains in a dignified manner to the proper gravesite following all NCA policies. COR approves the mode of transportation for the cremains. The Contractor shall be required to lower the cremains into the gravesite manually in a safe and efficient manner with dignity and without damage to the urn. If any damage occurs to the urn, the Contractor shall reimburse the Government for all incurred costs.

For gravesite services, the Contractor shall neatly set-up greens in an orderly manner. All services require seating that shall consist of approximately six (6) to twelve (12) chairs dependent on the forecasted size of the funeral. These items shall be in place at least one (1) hour prior to the burial service.

The area where the burial service is to take place shall be clean, free of webs, and any other dirt or debris.

The Contractor shall lower the United States of America Flag to half-mast, one-half (½) hour before the interment service. One-half (½) after the conclusion of the interment service, the Contractor shall return the United States of America Flag to full mast.

The Contractor shall designate a member of his staff to keep visitors away from the interment area and provide other duties as assigned by the COR.

Backfill shall be brought to establish grade in one (1) foot lifts. Each lift shall be thoroughly compacted by means of a hand tamper. A mechanical tamper shall not be used in order to prevent damage to the urn. Care shall be taken to fill and compact all voids surrounding the entombed urn to reduce subsequent ground settlement. Backfill should not be mounded but conform to existing grades.

When the grave is a second interment and has an existing headstone, the temporary marker shall be centered at the head of the gravesite directly against the headstone.

All floral bouquets, arrangements, etc. left at the gravesite by the funeral party shall be neatly arranged upon the grave. Fixtures and stands from floral wreaths shall be removed before placing the wreath flat on the grave.

Interment flowers shall be removed three (3) days after the interment and the gravesite fan raked clean of all debris.

A.5.7 Raise, Realign, & Reset

Handling of Markers and Headstones

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.

HEADSTONES AND/OR MARKERS WILL NOT BE PHYSICALLY REMOVED FROM THE GRAVESITE DURING RAISE AND REALIGNMENT

Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they drive over them. Contractor personnel should use tools approved by the Contracting Officer Representative (COR), such as shovels, pry bars or pinch bars to lift flat markers out of the ground; pickaxes are not an acceptable tool.

No tools, equipment or other items will be placed or leaned on headstones or markers. Once headstones/markers are removed from the socket, do not place on dirt piles or mud; they should be carefully placed on each associated gravesite and protected in such a way as to prevent any soiling and be out of the way of any other work.

Headstones shall be removed from their sockets using wooden and/or metal clamps. If metal clamps are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to and marking of the headstone. Clamps may be attached to a skid steer loader (i.e.