S02_Attachment 1_Headstone Maintenance Scope of Work FT Sheridan.pdf

36C78620D0095

STATEMENT OF WORK

FORT SHERIDAN NATIONAL CEMETERY

1. THE NATIONAL CEMETERY ADMINISTRATION MISSION

The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the Statement of Work and the Specifications shall be required and will be essential. 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 that mark those gravesites and memorialize the service of individuals.

2. BACKGROUND

a. In 1999 Congress passed legislation requiring VA to ensure that National Cemeteries serve as a dignified and respectful setting. Each Cemetery is to be an expression of appreciation and respect of a grateful Nation for the service and sacrifice of her veterans.

b. Further, each National Cemetery is to be maintained as a National Shrine. A National Shrine is defined as a place of honor and memory that declares to the visitor/family who views it as a majestic setting, offering a sense of serenity, historic sacrifice and nobility of purpose. The National Cemetery is a beautiful and awe-inspiring tribute to those who gave much to preserve our Nation’s freedom and way of life.

c. The Fort Sheridan National Cemetery is located at Vattman Road, Fort Sheridan, IL 60037. The

Cemetery is composed of 7 developed acres. The Cemetery contains the remains of veterans, spouses and dependent children whose graves are identified by upright, flat headstones and private monuments.

3. DESCRIPTION

The Contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that interment and headstone setting operations are performed at the Cemetery in a manner that shall maintain proper decorum and respect. Services include transporting casketed and cremated remains from the committal service area to the gravesite, interments of casketed and cremated remains, disinterment’s, grave excavation, and installation of initial and replacement headstones. The Contractor may be required to be on-site Memorial Day weekend and other special days as requested by the COR. No materials, tools (to include casket cart and lowering device), vehicles, sod, storage and staging area or rest room facilities to include temporary port-o-lets will be provided by the National Cemetery Administration. It is the contractor’s responsibility to supply all within NCA Standards.

4. PROGRAM OBJECTIVES

Under this effort, the successful contractor shall be responsible for interment operations and installation of initial and replacement headstones. Technical Specifications have been provided as Attachment B to this Solicitation. The Contractor may use whatever method he/she chooses to meet the goals of the Cemetery and NCA Operational Standards and Measures, as long as the end result is of an acceptable quality to the satisfaction of the COR and Cemetery Director (located at Abraham Lincoln National Cemetery, Elwood, IL). The Contractor shall submit a detailed performance plan to indicate how the Contractor plans to meet the goals of the Cemetery to the COR and Director for approval.

The contractor is responsible for:

1. Initial and replacement headstone setting (including in inclement weather).

2. Grave excavation and backfilling, interments, and disinterment (casketed and cremains) and re-establishment of turf (including in inclement weather).

3. Providing all tools (to include casket cart and lowering device), vehicles, sod etc. to perform the required duties.

4. Providing a safe working environment for contractor, as well as Cemetery staff.

5. Referencing and following the National Standards and a copy will be provided by COR.

5. STANDARDS OF EMPLOYEE CONDUCT

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

a. Be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing will be clean each day. Any soiled clothing should be Cemetery work-related that day. Tank tops as outer garments are prohibited. Tee-shirts will have the company logo visibly displayed. Shoes/boots will 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. Shall show proper reverence during committal service.

c. Not eat or drink beverages except water or non-alcoholic drinks while in work area or in sight of committal service area 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, markers, or monuments.

No tools, equipment or other items will be placed or leaned on headstones or monuments at any time. Contractor personnel shall not drive over headstones, markers, or monuments.

e. Contractor personnel shall only smoke in smoking areas, as designated by the Contracting Officer’s

Representative (COR). All other areas are designated as NO SMOKING.

f. The Contractor shall discuss the guidance in this paragraph and in Attachment J with his/her employees and all subcontractors. Any doubts as to proper procedures shall be brought to the attention of the COR, Cemetery Director, and/or CO for guidance or resolution. Each contractor and subcontractor employee shall sign a Statement of Compliance (Attachment J); the Contractor shall deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds.

6. USE OF CEMETERY FACILITIES

a. The Government will not be responsible for any loss, damage, or theft of contractor items, nor will free telephone service be provided. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of both the Department of Veterans Affairs facilities and Contractor-installed facilities used by the Contractor's employees.

b. The Government will NOT furnish a storage building or area at the Cemetery site for use by the Contractor to store supplies and equipment. Contractor shall be responsible and required to provide and remove the material, equipment, tools and supplies to perform operations daily.

c. The Government will NOT furnish a restroom facility to include temporary port-o-lets and will not be allowed on the grounds.

d. Any hazardous substance that is used and which is a standard practice within the cemetery industry must be handled, stored, and transferred in accordance with all OSHA, EPA, and DOT laws, regulations, and recommendations.

e. The Contractor will be responsible for safely storing any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations. An SDS (Safety Data Sheet) is required for all chemicals, pesticides, herbicides and cleaning solutions.

f. Electricity, water, and phone services will NOT be furnished by the Government for the Contractor’s.

7. CONTRACTOR'S RESPONSIBILITIES

The Contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees' fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois.

8. SITE SUPERVISION AND TRAINING

a. The Contractor shall provide a superintendent who will be on site at all times when work is being conducted. The superintendent must have not less than five (5) years of experience as a direct supervisor of burial/interment operations and headstone setting/maintenance. The superintendent shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and committal services and ensure employees are adequately supervised and proper conduct is maintained.

b. Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action will be referred to the Contacting Officer (CO) for final resolution;

however, the Contractor shall first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor shall not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is directed by the COR and is later found invalid and/or unreasonable by the Contracting Officer.

c. The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to:

1) National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers

2) Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

3) Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

4) Site supervisor/foreman is required to hold a 10-hour OSHA certification.

9. INSPECTION AND CLEANING OF CEMETERY FACILITIES

a. The Contractor shall be required to submit daily inspection reports/checklists and work accomplished to the COR weekly. The inspection forms/checklists shall be provided to the Contractor (see “Work Summary and Progress Report”, Attachment F)

10. MAINTENANCE DURING CEMETERY FUNCTIONS

a. The burial activities at a National Cemetery will take precedence over other contract activities. The Contractor shall cooperate and coordinate with the COR or authorized designee, in arranging schedule to cause the least possible interference with cemetery activities in actual burial areas. The COR or a representative shall furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled event.

b. Work noise during the interment services shall not disturb the service. Vehicles and equipment shall not pass through the service area during this period. Contractor personnel shall not operate motorized equipment or conduct other commercial activities during interment services.

c. Execute work in such a manner as to interfere as little as possible with work being done by others.

To minimize contract activity interference with flow of cemetery traffic, keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of materials, debris and standing equipment/vehicles at all times. At least one lane must be open to traffic at all times.

11. PERFORMANCE EVALUATION MEETING

a. The issuance of a Contract Discrepancy Report (CDR) found at Attachment E may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).

b. Should the Contractor not concur with the minutes, they shall so state their objections in writing to the Contracting Officer, within ten calendar days, and also explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written.

The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.

12. ACTIONS

a. The COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.

b. If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the responsible organizational element requesting corrective action be taken.

c. When the Contractor is not meeting the acceptable limits of satisfactory performance, a CDR will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.

d. When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, “Inspection and Acceptance”.

e. If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible.

13. CONTRACTOR’S QUALITY CONTROL PLAN (QCP)

The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. This QCP shall be forwarded to the Contracting Officer along with the requested initial proposal and may be revised as necessary during the life of the contract, with concurrence of the COR and Contracting Officer. The Contracting Officer will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor’s QCP shall include the following or have incorporated into during performance of contract, at a minimum:

a. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections shall be accomplished and documented; and the title of the individual(s) who will perform the inspections.

b. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

c. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.

d. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.

e. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

f. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.

g. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

14. HISTORIC PRESERVATION

When the Contractor or any of the Contractor's employees, prior to, or during the service work, are advised of or discover any possible archeological, historical and/or cultural resources, the Contractor shall immediately notify the COR verbally, and then with a written follow up.

15. PLACEMENT OF ORDERS

Delivery Orders for services at the Fort Sheridan National Cemetery in Vattman Road, Fort Sheridan, IL 60037 will be placed by the COR. Orders may be faxed to the contractor at the COR's discretion.

Agents/Branches: If the contractor maintains agents/branches, the Department of Veterans Affairs is to be provided with a list containing any information necessary indicating how and with whom orders are to be placed.

16. BILLING/INVOICE FOR PAYMENT

Invoices shall be submitted in monthly via tungsten to the Fort Sheridan National Cemetery located at Vattman Road, Fort Sheridan, IL 60037.

17. AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Government will provide, at the time of contract award, a list of Government personnel authorized to act as CORs.

18. EXPOSURE OR ACCIDENTAL DISCOVERY OF REMAINS

a. Should any on-site activity, incident, emergency, or disaster result in exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the Contractor shall IMMEDIATELY notify the Abraham Lincoln National Cemetery Director, the COR and/or the CO; take immediate steps to protect and render safe any exposed remains; and stop any further work that could affect those remains or gravesite until the Cemetery Director provides the Contractor guidance regarding disposition of the remains and permission to proceed.

GENERAL CONDITIONS

1. WORK ENVIRONMENT AND WEATHER CONDITIONS

a. All work under this service Contract will be performed outdoors and personnel performing these services will be exposed to wind, heat, sun, cold, dampness, frost, fog, and rain. These conditions, may, at times, be extreme. The Contractor shall take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. Weather will not be considered an excusable delay in meeting specifications or project schedule. The Contractor understands that it may be necessary to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines, at no additional cost to the Government. If weather conditions are such the work performed on that day may cause more damage to the Cemetery grounds than good, the COR has the authority to stop work until conditions improve and the COR directs continuation of performance.

b. Due to the sensitive mission of the Cemetery, the work could occasionally involve contact with and/or exposure to grieving individuals. Contractor personnel shall exercise and exhibit absolute decorum, composure and stability at all times and refer such individuals to Cemetery staff.

2. SAFETY AND ENVIRONMENTAL PROTECTION

a. The Contractor shall be responsible to ensure all work shall be done in a manner that safeguards all

VA visitors, employees, and public. The Contractor shall be solely responsible for any and all actions initiated and/or completed by his/her employees. Furthermore, the Contractor and his/her employees shall have a clear understanding of, and be sensitive to, such environmental issues as ground water contamination, wetlands, etc., and be consistent and fully compliant with all applicable Federal, State, County and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

b. Matters related to safety, and any actions of the Contractor shall meet all safety requirements, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements.

c. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor at all work sites to eliminate hazards and for the protection, safety, and warning of all public visitors, pedestrians, cemetery employees, and vehicular traffic within the area. All open and unattended holes in the ground must be covered with plywood and/or barricaded for pedestrian safety.

d. Spill Prevention, Containment, and Clean-up: The Contractor shall contain, clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and Local laws and regulations or otherwise stated herein, and the installation spill control plan at no cost to the Government.

e. Dust Control: Keep dust down at all times, including during nonworking periods. Sprinkle or treat with dust suppressants, soil at the site, haul roads, and other areas disturbed by operations. Street sweeping or vacuuming methods shall minimize the introduction of fugitive dust and fine particulates into the air. Sweeping shall be collected and disposed of as municipal waste.

3. FIRE SAFETY

a. Applicable Publications: Publications listed below form part of this Article to extent referenced.

Publications are referenced in text by basic designations only.

1) National Fire Protection Association (NFPA):

i. Standard for Portable Fire Extinguishers

ii. Flammable and Combustible Liquids Code

2) Occupational Safety and Health Administration (OSHA)

i. 29 CFR 1926, Safety and Health Regulations for Construction

b. Fire Safety Plan: Establish and maintain a fire protection program in accordance with 29 CFR 1926.

c. Means of Egress: Do not block exits for occupied buildings, including paths from exits to roads.

Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

d. Situate temporary facilities, such as trailers and dumpsters, away from existing buildings and new construction by distances in accordance with NFPA 241. For small facilities with less than 6 m (20 feet) exposing overall length, separate by 3m (10 feet).

e. Fire Extinguishers: Provide and maintain extinguishers in construction areas and in accordance with 29 CFR 1926, NFPA 241 and NFPA 10.

f. Flammable and Combustible Liquids: Store, dispense and use liquids in accordance with 29 CFR 1926, NFPA 241 and NFPA 30.

g. Smoking: Smoking is prohibited except in designated smoking rest areas approved by the COR.

4. OPERATIONS

a. It is understood the Government will not be held responsible for any damage to or loss of the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft etc.

while on site. The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment.

b. The Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

c. All utilities to this area are the responsibility of the Contractor. Electrical power is to be supplied by either a Contractor-owned generator or by the local power company. Secondary service runs and the cost of power are the Contractor’s responsibility.

d. The Contractor would then be responsible for delivering and removing all necessary equipment and supplies on a daily basis.

5. DISPOSAL AND RETENTION

a. Contractors shall be responsible for cleaning cemetery structures, headstones/flat makers, monuments, and roadways that are soiled or stained as a result of Contractor’s performance. The Contractor shall wash-down with water all soiled or stained structures headstones/flat markers, and monuments at the end of each workday. Roadways shall be cleaned with a street sweeper each day as needed to keep the existing roads free from dirt and mud resulting from Contractor operations.

No hazardous chemicals are to be used at any time on Government property except as approved, such as pesticides and cleaners. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning.

b. At the end of each day the Contractor shall remove all debris from the Cemetery site resulting from the work. The Contractor shall ensure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site.

c. The Government will not provide receptacle(s) for disposal of debris related to this contract. The

Contractor shall provide his/her own means of removing debris daily. The Contractor shall dispose of all debris and other waste materials at a licensed off-site landfill unless otherwise directed by the

COR.

d. The Contractor shall dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act (RCRA) and all other applicable Federal, State, and Local law and regulations.

On-installation storage or disposal of hazardous waste is NOT allowed.

6. PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT, UTILITIES,

AND IMPROVEMENTS

a. Damage to Government property: The Contractor (including his or her employees, subcontractors, consultants or the like) shall be responsible for repair or replacement of any contractor damaged cemetery structure, to include turf, curb, road pavement, headstones or markers, valve boxes, grid monument control markers, trees, plant beds, etc., which are chipped, marred, damaged and/or ruined at the fault of the Contractor. The Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the COR prior to repair, replacement, or installation.

b. The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site that are not to be removed and which do not unreasonably interfere with the work required under this contract. The Contractor shall only remove trees when specifically authorized to do so by the COR and shall avoid damaging vegetation that will remain in place. If any limbs or branches of trees are broken during contract performance, or by the careless operation of equipment, or by workmen, the Contractor shall trim those limbs or branches with a clean cut and remove and properly dispose of from the site as defined herein.

c. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party, the locations of which are made known to or should be known by the Contractor. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor.

d. Protection of Existing Utilities: Contractor shall be responsible for damages to utilities, above and below ground.

7. RESTORATION

a. Contractor shall remove, cut, alter, replace, patch and repair existing work as necessary. Except as otherwise shown or specified, do not disturb any water, steam, gas, or electric services without prior approval of the COR or Contracting Officer. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work shall conform in type and quality to that of original construction, except as otherwise shown or specified.

b. Upon completion of Contract, Contractor shall deliver work complete and undamaged. Existing cemetery features (lawns, paving, roads, and walks) disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. All restoration work shall be accomplished without undue delay.

c. At Contractor's own expense, Contractor shall immediately restore to service and repair any damage caused by Contractor's workmen/subcontractors to existing cemetery infrastructure.

8. USE OF ROADWAYS

The Contractor shall, under regulations prescribed by the Contracting Officer or COR, use only established roadways, or use temporary roadways constructed by the Contractor when and as authorized by the COR or Contracting Officer. When materials are transported in prosecuting the work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, or similar construction the Contractor shall protect them from damage by well-constructed bridges. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads.

9. AVAILABILITY AND USE OF UTILITY SERVICES

a. WATER: A water system is not available. The Contractor shall provide and utilize portable water when needed.

b. ELECTRICITY: In case the Contractor requires electricity while in performance of this Contract, the Contractor shall provide and utilize portable generators as necessary to complete the work.

10. WORK PERFORMED BY OTHERS ON SITE

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 any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, and needing any direction, it shall be provided by the COR. The Contractor Supervisor shall be responsible for reporting to the COR any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor Supervisor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather will leave it to the COR to resolve the issue.

11. REPORTING AND RECORD KEEPING

a. The Contractor Supervisor shall report to the COR at the Cemetery when there is a scheduled interment or other work to be performed (headstone setting/maintenance). This check-in is mandatory and shall be at a time agreed upon by the COR and the Contractor Supervisor within the requirements of paragraph “b” below.

b. The purpose of the meeting is to coordinate and establish the work schedule to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony, and to submit the required written reports to the COR. These meetings are for the Contractor Supervisor to ask questions and ensure he/she understands the off-limit areas, which may vary depending on the event. The Contractor Supervisor can thus assign tasks accordingly throughout the rest of the Cemetery so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor Supervisor fails to re-direct employees away from an event in a timely fashion, the COR may then assist in doing so.

The Contractor Supervisor or his designee shall provide the COR the following documentation:

c. The Contractor Supervisor shall provide WEEKLY and DAILY work schedules to the COR, when necessary. The contractor is required to schedule all required services and is further required to comply with his schedule except for delays beyond his control. Such delays shall be coordinated through the COR. The work schedule shall include deficient work identified by contractor's quality control inspections and not yet corrected.

d. The Contractor shall submit the WEEKLY schedule every Friday by 3:00 P.M. indicating the work to be performed during the following week and the DAILY schedule shall be submitted on a daily basis by 8:00 A.M. indicating work being performed on that day.

e. The Contractor Supervisor shall provide weekly an accurate written report identifying all work that took place within the previous seven calendar days. The contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR as required.

f. A list of known scheduled interments will be provided to the Contractor Supervisor the week prior to the scheduled interments, and a final list of scheduled interments will be provided daily.

Contractor will receive notice of services at least one (1) calendar days prior to needed services.

The Contractor Supervisor shall be solely responsible for ensuring that no contract work causes any committal service, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity or security of the event is compromised. The Contractor shall be solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR.

g. The Contractor’s performance and progress on this contract shall be measured weekly based on how timely, accurately, and adequately he/she accomplishes and completes the weekly work scheduled and as needed to systematically accomplish the contract work over the duration of the project. In instances where the COR determines that the work is behind schedule, he will notify the Contracting Officer and the Contractor shall increase workforce and/or hours of operation at no additional cost to the Government in order to achieve completion of the contract work within the specified timeframe.

h. SUBMITTALS - The Contractor shall submit the following documents or information in accordance with the table below.

Submittal Frequency Submittal Schedule Work Plan/Staffing Plan Initial and As Revised With proposal Fire Safety Plan Initial and As Revised Prior to beginning work Emergency Contacts Initial and As Revised Prior to beginning work Employee Statements of Compliance Initial and As Revised Prior to beginning work Licenses, Permits, Insurance on Vehicles, Liability, Workman’s Compensation Insurance, etc.

Initial and As Revised Prior to beginning work

Internment equipment: casket cart, casket/urn delivery vehicle, lowering device.

Initial and As Revised Prior to beginning work

Headstone setting tools: lifting mechanism and method; tamping tools;

temporary headstone supports

Initial and As Revised Prior to beginning work

Sod or seed mix delivery tickets and certification

As Needed Upon delivery

Gradation of crushed rock As Needed Upon delivery Safety Data Sheets (See FAR Clause 52.223-3)

As Needed Prior to use

Daily Work Schedule Daily Every day by 8:00 A.M.

Weekly Schedule (for next week) Weekly Every Friday by 3:00 P.M.

Weekly Report and Rework List (for current week)

Weekly Every Friday by 3:00 P.M.

12. EMPLOYEE REQUIREMENTS

a. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

b. Labor Force and Equipment: The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Contractor shall be responsible to provide all labor and equipment as necessary to meet deadlines. The Contractor will provide all necessary resources to complete the efforts assigned under the scope of this contract.

c. Employee Listing: The Contractor shall maintain and provide the COR a current list of all employees on site including subcontractor personnel. The list shall include the employee’s name, job title, and driver’s license number.

d. Employee Identification: The Contractor's employees shall wear visible identification at all times while on the premises of the Cemetery.

e. Contractor personnel shall park only in the COR approved parking identified for this project.

Workers are not allowed to park throughout the cemetery grounds, and violation of this requirement shall form the basis for immediate contract enforcement action, to include immediate removal from the Cemetery.

f. The Contractor shall be responsible to ensure that his/her employees (including contractor’s consultants, subcontractors, etc.) are aware of all the terms and conditions regarding their performance and conduct during the performance period of this contract.

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United States (Federal) District Court, or other appropriate agency/jurisdiction.

h. Contractor personnel are subject to rules of the Cemetery applicable to their conduct.

13. ORIENTATION FOR CONTRACTOR EMPLOYEES

The contractor shall be responsible to ensure that contractor employees coming to the work site will receive complete information on each of these subjects:

- Safety, Environmental Protection, and Fire Safety.

- Project Work Schedule, Rules Pertaining to Employee Requirements and Conduct, General

Parameter Job Related Issues.

- Disaster procedures.

- All technical requirements and work procedures of the contract.

14. WORK HOURS

a. Work may be performed between the hours of 8:00 a.m. to 4:30 p.m. local time, Monday through Friday except observed Federal Holidays or unless otherwise directed by the COR. At Contractor request and with the written permission of the COR, work may also be permitted to be scheduled during weekends and/or Holidays. When situations prohibit work completion during the normal work week, (such as weather-related or contractor-caused delays), then the Contractor will make arrangements with the COR to work on weekends, as needed, in order to meet the requirements of performance within the period specified. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified period of performance.

After Normal Hours/On-Call/Emergency Situations

b. The Contractor shall establish and maintain a point-of-contact to receive emergency calls from the COR(s). The point-of-contact shall be available on a 24-hour basis including during weekends, Federal Holidays and after normal hours of operation. The Contractor shall provide phone, pager and cell phone numbers for emergency and/or after hour’s situations. Repairs shall be made as expeditiously as circumstances allow or within (24) hours upon initial emergency call.

c. Contractor shall provide name/telephone number(s) for Project Manager (Home Office), Supervisor, and Foreman, including normal and after hours contact numbers, cell and fax numbers.

d. If work is authorized to be performed after hours or on weekends/holidays and an emergency should occur, the Contractor shall contact the COR and the Cemetery Director. In the absence of the COR and the Cemetery Director, the Contractor shall contact the local police.

e. Federal Holidays. The Federal Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. In addition, as a service to all Veterans and their families, a national cemetery will never go more than two days without offering interment times and the NCA will accommodate interments when there is a three-day holiday. The Contractor shall provide interment services during these special instances.

15. PERMITS, LICENSES AND INSURANCE

a. The Contractor shall be responsible for obtaining all necessary and current licenses, permits, vehicular insurance and registration, Workman’s Compensatory Liability Insurance, property liability insurance etc., prior to the commencement of work. The Contractor shall provide the Contracting Officer copies of these required documents within 10 days from date of award of a contract or as other times where the COR deems necessary during the duration of the project.

16. CONTRACTOR-FURNISHED ITEMS

a. The Contractor shall be responsible for supplying all equipment, personnel, tools, supplies and materials necessary to perform the services required by this contract. Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained and operated by the contractor and shall be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances and regulations.

b. The Contractor shall be responsible for the supply, maintenance and repair of all Contractor- owned equipment. This includes minor maintenance/repair and minor operating parts for equipment such as lubrication, oil changes, spark plugs, gaskets, cotter pins/keys, electric extension cords, etc., to keep all equipment in good operational condition throughout the period of performance of this contract. No Contractor equipment maintenance repairs of any kind can be done on Cemetery property.

c. The Contractor shall be responsible for ensuring that all of his/her motor vehicles and equipment meet State inspection, safety, licensing, registration, and insurance requirements.

d. Only Contractor equipment and supplies (property) required to perform work under this contract shall be used on cemetery property. No personal property, equipment, or vehicles shall be staged on the cemetery premises.

17. THE GOVERNMENT’S RESPONSIBILITIES

a. Upon award of the contract, the Government will inform the Contractor prior to commencing the work, of any known damages to the cemetery grounds, headstones/markers or any other areas that the Contractor is unaware of and not responsible for. In addition, upon award of the contract, a walk-through of the cemetery grounds will be scheduled by mutual agreement of the Government and Contractor, and will be attended by the COR, appropriate contractor personnel (to include the Supervisor/Project Manager). The Contracting Officer is an optional attendee.

b. The Government will not provide the Contractor with any equipment and materials storage, furnishings, fuel storage, equipment, materials, restrooms, or telephones. Utilities will be provided as defined in “AVAILABILITY AND USE OF UTILITY SERVICES”.

c. Notification of Non-Compliance: The COR will notify the Contractor of any detected non-compliance with the foregoing requirements. The Contractor shall take immediate corrective action after receipt of such notice. Such notice, when delivered to the Contractor at the work site, shall be deemed sufficient for the purpose of notification. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order ceasing all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to such cessation direction shall be made the subject of claim for extension of time for excess costs or damages by the Contractor.

SECTION D ‐ CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Attachments A through J

ATTACHMENT (A) DEPARTMENT OF LABOR WAGE DETERMINATION

ATTACHMENT (B) TECHNICAL SPECIFICATIONS

ATTACHMENT (C) PERFORMANCE WORK SUMMARY PLAN

ATTACHMENT (D) QUALITY ASSURANCE SURVEILLANCE PLAN

ATTACHMENT (E) CONTRACT DISCREPANCY REPORT FORM

ATTACHMENT (F) WORK SUMMARY AND PROGRESS REPORT

ATTACHMENT (G) RECOMMENDED EQUIPMENT LIST

ATTACHMENT (H) FORT SHERIDAN NATIONAL CEMETERY FLORAL/GROUNDS POLICY

ATTACHMENT (I) GROUNDS MAINTENANCE MAP

ATTACHMENT (J) EMPLOYEE STATEMENT OF COMPLIANCE

ATTACHMENT (A)

DEPARTMENT OF LABOR WAGE DETERMINATION

ATTACHMENT (B)

TECHNICAL SPECIFICATIONS

SECTION 1

Grave, Excavation, Backfill, and Interments

SECTION 2

Headstone Initial and Replacement Setting;

SECTION 3

Exhibit A, Exhibit B, Exhibit C

SECTION 1

GRAVE, EXCAVATION, BACKFILL, AND INTERMENTS

1.1 GENERAL

Any/all work done in this section is subject to the General Requirements that form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements thereunder.

1.2 SCOPE

Work consists of excavation, backfilling and preparing for interments specified by the Contracting Officer’s Representative (COR). The COR or representative will notify the Contractor one (1) calendar day in advance of the gravesite to be opened. The National Scheduling Office will schedule committal services (i.e. services held at the committal service area) Monday through Friday. The Contractor shall provide interment services described herein, with preparation services performed before these times and interment services accomplished after the committal service is complete. As a service to all Veterans and their families, a national cemetery will never go more than two days without offering interment times and the NCA will accommodate interments when there is a three-day federal holiday. Therefore, there may be instances where the Contractor shall be required to perform interments on weekends and/or holidays and outside the regular hours.

1.3 PROCEDURE

1.3.1 All gravesite excavations, for casketed or cremated remains (cremains), shall be completed no less than one (1) hour prior to the committal service. If a private concrete vault is to be used, the gravesite excavation shall be completed to allow the vault to be pre-set in the grave (30) mins prior to the service. Each new gravesite shall be finished and ready for viewing by the next of kin no later than one and one-half (1 ½) hours after the committal service. The contractor must be on site at the cemetery no later than two and a half (2 ½) hours before the first scheduled service to begin work.

1.3.2 It will be the COR's responsibility to notify the Contractor of any underground utilities in the vicinity of gravesite excavation. In turfgrass areas, prior to permitting excavation equipment in the burial section, the Contractor shall provide and place turf protection mats/panels along the path of entry to the grave site and the on the turf area surrounding the gravesite to protect the turf from damage from the equipment used to excavate the graves.

1.3.3 Gravesites measure 4’ x 4’; 4’ x 8’ and 5’ x 10’ (depending on the section) unless otherwise advised by the COR. The COR will advise the Contractor of the required type (see below), depth, and position prior to any excavation operation. Contractor shall probe all full interments (casket) prior to excavation to assure adequate depth for 2nd interment. COR should be notified immediately of insufficient depth to accomplish interment.

1.3.3.a Caskets, Traditional: The graves shall be excavated to three (3) feet by eight (8) feet and a depth of Four (4) feet or seven (7) feet, depending on the expectation of second interment(s), and to be determined by the COR.

1.3.3.b Cremains, In-Ground: The graves shall be approximately 18 inches square or round and three (3) feet deep.

1.3.4 When a grave is opened to receive a second interment and is found to be of insufficient depth to permit interment due to an existing vault, poly liner, or casket not being deep enough, the

Contractor shall notify the COR or Cemetery Director immediately. After notification to the COR and/or the Cemetery Director and with their approval, the remains of the first interment shall be removed and the grave excavated to a depth to accommodate both interments.

1.3.5 Additional costs for disinterment and excavating the grave to a greater depth to accommodate the second interment shall be addressed on a case-by-case basis through the change’s clause of this contract. The gravesite shall be screened from the public view during the removal and re-interment of any remains.

1.3.6 In turfgrass areas, turf should be removed and salvaged from the gravesite prior to excavation and shall be reused, if possible, on the gravesite. Turf shall be cut 2 inches deep to keep roots healthy.

1.3.7 All excavated soil shall be removed from the gravesite area prior to the scheduled interment and brought back in to backfill the grave. Any excess backfill shall be hauled off the cemetery each day and properly disposed of by the contractor at the contractor’s expense.

1.3.8 Jackhammers or other mechanical means may be used during frozen ground conditions. The

Contractor shall contact the COR with questions concerning accessibility. The Contractor may pre-dig grave excavations during more favorable weather with approval from the COR.

1.3.9 When a grave is opened, the Contractor shall be responsible for removing any headstone(s) needed to ensure access for the vault and the remains and subsequently reinstalling headstone(s) removed. All open excavated graves shall be properly protected and secured to prevent unauthorized access to the excavation by visitors, NCA staff, or contractor employees.

1.3.10 The Contractor shall transfer the remains in a dignified manner from the committal service area to the proper gravesite following all NCA policies.