Sources Sought 36C78625Q50077.pdf

SUBJECT* 852 Grounds Maintenance for Jefferson Barracks National Cemetery

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 22172

SOLICITATION NUMBER* 36C78625Q50077

RESPONSE DATE/TIME/ZONE 02-10-2025 1:00 PM MOUNTAIN TIME, DENVER, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* S208

NAICS CODE* 561730

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

National Cemetery Administration Contracting Services 18434 Joplin Road Triangle VA 22172

POINT OF CONTACT*

Kim Leone Kim.Leone@va.gov

PLACE OF PERFORMANCE

ADDRESS Jefferson Barracks National Cemetery

2900 Sheridan Rd St. Louis, MO

POSTAL CODE 63125

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION Agency Website AGENCY CONTACT’S EMAIL ADDRESS Kim.Leone@va.gov EMAIL DESCRIPTION Work Email

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING

PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET

INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH

(IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES-SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources-sought/RFI only. The purpose of this sources-sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 561730 (size standard of $9.5 Million). Responses to this sources-sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources-sought, a solicitation announcement may be published. Responses to this sources-sought synopsis are not considered adequate responses for a solicitation announcement.

Responses to this notice shall include the following:

1. Company name

2. Address

3. Point of contact

4. Phone, fax, and email

5. DUNS number/ UIE number

6. Type of Large or small business, e.g. Services Disabled Veteran Owned Small Business, Veteran-owned small business?

a. If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

7. Must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

8. Provide any relevant FSS, NAC, GSA Contract vehicles the company holds if applicable.

a. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solutions you are providing information for available on your schedule/contract?

9. Please review salient characteristics/ and provide feedback or suggestions. If none, please reply as N/A.

a. List any available options to meet needs as outlined in the statement of work.

b. Please include any questions about the statement of work below.

c. Please provide sample pricing if available.

10. Are you the manufacturer, distributor, or an equivalent solution to the items being referenced?

11. Please provide general pricing of your products/solution for market research purposes.

Requirement The Department of Veterans Affairs (VA), National Cemetery Administration, is seeking a Base plus 4-year contract that meets the requirements outlined in the Performance Work Station below for the Jefferson Barracks National Cemetery.

Important information:

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside.

However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated.

Notice to potential offerors:

All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service- Disabled Veteran-Owned Businesses or Veteran Owned Small Businesses who respond to a solicitation on this project must be registered with the Small Business Administration website: https://veterans.certify.sba.gov/ .

Responses to this notice shall be submitted via email to Kim.Leone@va.gov. All responses under this notice must be emailed to Kim Leone at Kim.Leone@va.gov and use the following title in the Subject Line: 36C78625Q50077 Jefferson Barracks National Cemetery Ground Maintenance Requirement. Telephone responses shall not be accepted.

Responses must be received no later than Monday February 10, 2025 at 1:00 P.M. MST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice shall not be considered as requests to be added to a prospective bidders list or to receive a copy of the solicitation.

APPENDIX 1

PERFORMANCE WORK STATEMENT

GROUND MAINTENANCE SERVICES

JEFFERSON BARRACKS CEMETERY, 2900 Sheridan Rd, St. Louis, MO 63125

January 23, 2025

NCA MISSION

NCA honors Veterans and their eligible family members with final resting places in national shrines and with lasting tributes that commemorate their service and sacrifice to our Nation.

NATIONAL CEMETERY BACKGROUND AND SOW STANDARDS:

National Cemeteries are National Shrines that honors our Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery shall reflect this nation’s concern for those interred there. For this reason, in addition to the Dignity Clause, the Contractor’s strict adherence to the specifications of the Operational Standards and Measures (please review this additional attached document file) shall be required and shall be 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.

PERIOD OF PERFORMANCE

This is an Indefinite-Delivery, Indefinite Quantity requirement. The term of this contract shall be for a period from Date of contract award through 365 calendar days plus four (4) 1-year Options through 2030, if exercised. Contractor shall submit an invoice electronically, in arrears, at the end of each month.

GENERAL REQUIREMENTS

(a) All work shall be performed during normal cemetery hours of operation 7:00AM, through 3:30PM local time Monday through Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends. Contractor may make a written request to the Contracting Officer Representative (COR), in advance, to work outside of the normal work hours when needed to carry out the specifications of this contract.

(b) Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation. Except for Memorial Day and Veterans Day, work is normally not conducted on Federal holidays.

The following is a list of all Federal holidays:

FEDERAL HOLIDAYS

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required grounds maintenance services at frequencies agreed upon by the Contractor and, the Contracting Officer Representative (COR), and the Cemetery Director. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services. Please see Attachment A – Service Delivery Summary.

LINE ITEM

NUMBER SECTION DESCRIPTION

A.1.1

Mow all turf areas, and rough or native grass areas, string trim around upright headstones and flat markers, blade edge around flat grave markers & sweep and remove debris on artificial turf.

A.1.2

Other string trimming in improved areas, trim sidewalks, curbs, beds, fence etc., & blade edge all curbing and sidewalks. Concrete sidewalk to be edged: 1,100 (If), Concrete curbs to be trimmed:

(120,940 (If) and Fence line to be trimmed: 24,620 (If).

0003 A.1.3 Mowing and trimming section 3A (7 acres) 0004 A.1.4 Leaf mulching or removal

0005 A.1.5 Flower removal during mowing season

A.1.6 Mow all turf areas, and rough or native grass areas and string trim around upright headstones for Sylvan Springs expansion

A.1.1 Mow all turf areas, and rough or native grass areas, string trim around upright headstones and flat markers, blade edge around flat grave markers & sweep and remove debris on artificial turf.

The Contractor shall mow, as coordinated by the COR and/or CO as appropriate, which includes string trimming and edging in conjunction with each mowing - all turfgrass areas to present a well-manicured, neat, professional appearance always, in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service and in accordance with NCA Operational Standards and Measures Guidebook. Turf areas consist of different blends of fescue grasses, Kentucky bluegrasses or both mixed varieties. The contractor shall meet the proper maintenance requirements of all varieties of grasses. A complete mow/trim/edge cycle is usually required each week during the growing season and to be considered a complete mow/trim/edge event, all turfgrass areas must be completely mowed/trimmed/edged and removed of debris within a one-week (Monday-Friday) time period. Each burial section shall be mowed/trimmed/edged and

New Year's Day 1st day of January Martin Luther King's Birthday President's Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day 19th day of June Independence Day 4th day in July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11th day in November Thanksgiving Day Fourth Thursday in November Christmas Day 25th day of December cleared of debris prior to moving to the next section. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting. (reference attachment D – Mowing Zone Map:A).

Mowing:

Mowing height shall be as specified by the COR and coordination with or through the COR and/or CO as appropriate, generally 3 inches.

a) Mowing frequency shall be often enough that:

1) Excessive clippings are not generated, and

2) No more than one and a half inches (1.5”) of new grass growth be removed per mowing.

If mowing is delayed by weather or some other reason and grass height becomes excessive, then mowing height shall be increased so no more than one-third of the grass height is removed at once, and it shall then be mowed twice per week at a slightly lower height each time until the COR-specified target height is achieved.

b) Clippings shall normally be left on the turf if they are well dispersed and don’t inhibit grass growth or detract from the appearance of the cemetery, but excessive quantities or accumulations of clippings shall be removed. Windrows or clumps shall not remain after mowing but shall be promptly removed. Any grass clippings on headstones, flat markers, monuments, mulch beds, or impervious surfaces such as walkways and roads shall be blown or swept onto adjacent turf, or collected and disposed of, before workers leave the section being mowed. Any clippings or edgings deposited on sidewalks or at public visitor areas including the Committal Shelter areas shall be removed (by sweeping or mechanical blower) at same time mowing work is occurring. Mechanical means of removal maybe required.

c) Contractor is responsible for removal and replacement of all items on graves that may impair mowing/trimming operations. Collection and disposal of Debris and Trash within the Cemetery grounds and boundaries may include items, but are not limited to, fallen twigs and branches that are under ten (10) inches (25.40 cm) 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 (7.62 cm) in diameter that are not the apparent result of an interment. Tree limbs and sticks that impair mowing shall be removed from sections upon discovery and removed to the designated area through coordination with or through the COR and/or CO as appropriate.

d) Contractors shall be responsible for removal of flower cones, flowers, flags, and other items off the ground damaged by mowing/trimming operations. No loose damaged items shall be left in the section before Contractor moves on to another section. Damaged flags are never to be thrown in the trash, instead shall be removed from the sections to the designated area coordinated through the COR and/or CO as appropriate.

e) Mowers shall be commercial grade and designed to produce a professional, high-quality cut, and they shall be properly maintained, adjusted, and kept clean and presentable. Mowers shall be sterilized when there is a possibility of disease transmission. Appropriate size of mowers shall be used in all locations designated by the COR and/or CO as appropriate where confined areas, numerous monuments or other obstacles are present.

f) Mulching blades shall be used in all mowers and shall be kept sharp, so grass is cut cleanly, not torn, or shredded. Rear or Mulching decks are preferred on all mowers to assist in keeping headstones free from debris. Mulch kits must be removable, and removal maybe requested by COR and/or CO as appropriate.

g) Mowing direction shall be changed or reversed from one mowing cycle to the next, wherever doing so is practical. Mowers shall not be operated within six inches of markers, monuments, tree trunks, or other vertical surfaces.

h) Mowing patterns in open areas shall be precise, and attractive to enhance the cemetery’s appearance. The Contractor shall provide a diagram of mowing patterns before first mowing of the season.

i) Mower ground speed (and turning) shall be slow enough to provide a complete, clean cut, without turf damage. At turning areas, such as at ends of grave rows, around trees and other objects, mower operators shall reduce ground speed and exercise care to prevent tearing or otherwise damaging turfgrass or creating turn or ring patterns in turf from the mower tires.

This is especially critical when soils are wet. Any damage to turf from mower tires at these turn points shall be repaired within 1 day of identification by COR and/or CO as appropriate.

j) Floral and commemorative items on grave sites shall be removed prior to mowing and trimming, and then replaced afterward in their same locations by the Contractor. Please see Floral policy - Attachment C: Floral/Grounds Policy.

k) Cleaning of mowing equipment shall NOT be done on Cemetery property, and only clean equipment shall be brought to the Cemetery to reduce the risk of introducing contaminant weed seeds in the cemetery turf.

l) Newly seeded/sodded in burial and non-burial areas are common throughout the cemetery property. Such areas shall be marked for ease of identification, push mowers shall be used, and clippings removed until the turfgrass is well enough established that it shall not be damaged by riding mowers.

m) Unsuitable mowing conditions are likely at times due to heavy rain, lightning, or other extreme conditions. The COR request the Contracting Officer stop work, if conditions are such that work that day shall do more damage than good to the Cemetery grounds if or is dangerous to workers.

n) When Contractor drives equipment over a fresh gravesite, it is the Contractor responsibility to re-rake the gravesite and leave to its original condition, acceptable to NCA Shrine Standards.

o) The Contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, and irrigation equipment while performing mowing and trimming services. Any damage shall be reported to the COR and/or CO as appropriate immediately.

p) All mower decks must utilize a non-smudging rubber or polycarbonate protective guard/bumper on the edge of the mowing deck closest to the headstone to help protect the headstones from damage and to absorb the shock if contact is made with a headstone. The contractor is responsible for all damage, repair or replacement of all headstones as determined by the COR.

q) Contractor is responsible for removal and replacement of all lawn, shrubs, and trees due to damage by the Contractor. Contractor shall provide replacement plants and shall be of the same type and size. The Cemetery is responsible for plants damaged by the Cemetery or third parties, storms, flood or frost damage and trees beyond their normal life span.

r) The Government shall not be held responsible for any damage to the Contractor’s equipment, materials, supplies, personal belongings or which may result from vandalism, theft, etc. while on site.

The Contractor shall trim grass and vegetation around headstones that mowers miss. Grass around flat markers shall at times also be trimmed rather than edged. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. Objects and areas to be trimmed around include headstones, section markers, monuments, trees, planting beds, shrubs, buildings, curbs/curbing, fences, walls, poles, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes and covers.

(A) Trimming height shall be the same as mowing height, and no shorter or higher. There shall be no scalping.

(B) Trimming frequency shall run concurrently with mowing, but mowing shall be done first so trimming height can be matched to the mowed height. Cemetery Headstone Markers of each section shall be mowed and trimmed before progressing through the cycle to the next section. At no time can the headstones of a section be mowed and not trimmed by COB.

(C) Clippings shall be mulched, dispersed, or removed if visually objectionable after trimming, and before proceeding with work in other sections or areas. Mechanical means of removal maybe required when excess clippings are abundant.

(D) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces. All fuel storage containers and storage must meet OSHA requirements.

(E) Caution shall be exercised to avoid any damage to headstones, markers, monuments, building walls, trees, other desirable plant materials, or any other assets. Any damage shall be immediately reported to COR.

(F) Equipment - commercial grade string trimmers shall be used.

(G) String Litter - Trimmer string pieces (longer than short pieces of perhaps an inch or two in length that break off with regular wear) shall not remain on the grounds. COR reserves the right to have Contractor pick up and dispose of trimmer strings left on the site or sites where 2 or more strings are found.

Flat Marker Blade Edging. The Contractor shall edge around flat grave markers to remove grass/vegetation that is growing around or over the markers. This shall be done with each mowing cycle. The depth of the vertical cut at the edge of the flat markers shall be 1” to 2” deep and the width of the cut shall not exceed ½”. There shall be a clean and neat vertical edge left around each flat marker.

Metal blades shall NOT be used to edge around flat markers. The Contractor shall exercise caution not to chip flat markers with blades. Most flat markers are grouped together in the same burial sections, but a few (which also require edging) are by trees in sections with upright headstones.

A.1.2 Other string trimming in improved areas, trim sidewalks, curbs, beds, fence etc., & blade edge all curbing and sidewalks: Concrete sidewalk to be edged: 1,100 (If), Concrete curbs to be trimmed:

120,940 (If) and Fence line to be trimmed: 24,620 (If). In addition to the standards outlined in A.1.1:

a) The Contractor shall maintain a vegetation free edge approximately one-half inch wide and one inch deep along all curbs and sidewalks throughout the cemetery. This operation should be conducted to maintain the manicured appearance desired as determined by the COR. Any edgings deposited on sidewalks, or at public visitor areas including Committal Shelter areas shall be removed at same time edging work is occurring.

b) The cemetery is divided into five (5) zones (reference attachment D – Mowing Zone Map:A).

Mowing should commence on Monday of each week. All zones of sections that are mowed must be trimmed by the close of business on the day mowing occurred. Note: Section 3A may require additional mowing as coordinated by the COR and CO as appropriate.

c) The Contractor shall trim all standard turf grass areas that cannot be maintained by traditional mowing equipment. Trimming shall be accomplished with handheld devices that shall cut the grass at the same 3-inch height as the mowed areas.

d) Trimming shall occur around all individual upright headstones and flat granite markers, as well as at all other locations of grass area edges that cannot be maintained at 3" height through use of mowing equipment.

e) Contractor shall utilize string line trimmers around all upright headstones and utilize plastic composite blade type trimmers to avoid damage and to cleanly trim edges around flat granite ground markers.

f) Contractor shall edge Flat Markers weekly. Contractor shall avoid contact with headstones, markers, monuments, buildings, walls, trees, shrubs, flowers, any other desirable plant materials, or any other structure than can be damaged by contact with the trimming device's cutting instrument.

g) All clippings resulting from the trimming operation shall be kept on mowed turf grass areas only.

Any clippings deposited on headstones, flat markers, monuments, sidewalks, or at public visitor areas including the Committal Shelter areas shall be removed at same time trimming work is occurring.

A.1.3 Mowing and trimming section 3A (7 acres): The contractor shall perform an additional mowing/trimming as outlined in A.1.1 and A.1.2 for the 7 acres surrounding the administration building. This additional mowing and trimming usually occurs prior to Memorial Day each year, as coordinated by the COR and/or CO as appropriate.

A.1.4 Leaf mulching and removal: Six weeks following the completion of the mowing season, the contractor shall conduct mulching and/or removal of leaves throughout the cemetery as coordinated by the COR and CO as appropriate

a) This begins when the contractor ceases regular mowing and trimming.

b) Leaves shall be blown away from headstones, landscaping beds, fencing, hard surfaces and buildings to keep the mowers away from those areas during mulching operations.

c) The COR shall determine when operations shift from fully mowing to leaf mulching operations.

d) The COR shall determine when leaf mulching is appropriate or when leaf removal is required. At no time shall leaf mulching or removal be combined with a traditional mowing outlined in A.1.1.

A.1.5 Flower removal during mowing season: The contractor shall remove unauthorized/unsightly flowers and all grave decorations from or near all gravesites to include items on or attached to the headstone as scheduled or coordinated by the COR and CO as appropriate

a) Disposal of unsightly fresh flowers shall be the contractor’s responsibility using a contractor supplied dumpster.

b) Undamaged artificial flowers and unauthorized items (excluding glass or dangerous items) removed from the gravesite must be stored in a COR designated location for thirty (30) days, IAW NCA policy 3425, to allow for visitors to retrieve the items. Disposal of all stored items prior to the next pickup shall be the contractor’s responsibility using a contractor supplied dumpster.

c) US or Service Flags shall not be removed unless the flags or wooden sticks/poles are damaged. Damaged flags are never to be thrown into the trash, instead they are to be turned over to the COR for proper disposal.

d) All standard cemetery vases in usable condition are to be separated and placed in the nearest roadside vase container.

A.1.6 Mow all turf areas, and rough or native grass areas and string trim around upright headstones for Sylvan Springs expansion:

Sylvan Spring grounds maintenance is addressed in the next section. The acres requiring services for this project are projected to be turned over in several phases but are not to exceed the acreage identified on the Cemetery Data section listed in this requirement. Two acres of the expansion are projected to be turned over in the middle of the Base Year with remaining acres projected to be turned over some time in Option Year Two of this requirement. The Contractor shall mow, as coordinated by the COR and/or CO as appropriate, which includes string trimming and edging in conjunction with each mowing - all turfgrass areas to present a well- manicured, neat, professional appearance always, in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service and in accordance with NCA Operational Standards and Measures Guidebook. Turf areas consist of different blends of fescue grasses, Kentucky bluegrasses or both mixed varieties. The contractor shall meet the proper maintenance requirements of all varieties of grasses. A complete mow/trim/edge cycle is usually required each week during the growing season and to be considered a complete mow/trim/edge event, all turfgrass areas must be completely mowed/trimmed/edged and removed of debris within a one-week (Monday-Friday) time period. Each burial section shall be mowed/trimmed/edged and cleared of debris prior to moving to the next section. Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting. (reference attachment D – Mowing Zone Maps:B).

Mowing:

a) Mowing height shall be as specified by the COR and coordination with or through the COR and/or CO as appropriate, generally 3 inches.

b) Mowing frequency shall be often enough that:

1) Excessive clippings are not generated, and

2) No more than one and a half inches (1.5”) of new grass growth be removed per mowing.

If mowing is delayed by weather or some other reason and grass height becomes excessive, then mowing height shall be increased so no more than one-third of the grass height is removed at once, and it shall then be mowed twice per week at a slightly lower height each time until the COR-specified target height is achieved.

c) Clippings shall normally be left on the turf if they are well dispersed and don’t inhibit grass growth or detract from the appearance of the cemetery, but excessive quantities or accumulations of clippings shall be removed. Windrows or clumps shall not remain after mowing but shall be promptly removed. Any grass clippings on headstones, flat markers, monuments, mulch beds, or impervious surfaces such as walkways and roads shall be blown or swept onto adjacent turf, or collected and disposed of, before workers leave the section being mowed. Any clippings or edgings deposited on sidewalks or at public visitor areas including the Committal Shelter areas shall be removed (by sweeping or mechanical blower) at same time mowing work is occurring. Mechanical means of removal maybe required.

d) Contractor is responsible for removal and replacement of all items on graves that may impair mowing/trimming operations. Collection and disposal of Debris and Trash within the Cemetery grounds and boundaries may include items, but are not limited to, fallen twigs and branches that are under ten (10) inches (25.40 cm) 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 (7.62 cm) in diameter that are not the apparent result of an interment. Tree limbs and sticks that impair mowing shall be removed from sections upon discovery and removed to the designated area through coordination with or through the COR and/or CO as appropriate.

e) Contractors shall be responsible for removal of flower cones, flowers, flags, and other items off the ground damaged by mowing/trimming operations. No loose damaged items shall be left in the section before Contractor moves on to another section. Damaged flags are never to be thrown in the trash, instead shall be removed from the sections to the designated area coordinated through the COR and/or CO as appropriate.

f) Mowers shall be commercial grade and designed to produce a professional, high-quality cut, and they shall be properly maintained, adjusted, and kept clean and presentable. Mowers shall be sterilized when there is a possibility of disease transmission. Appropriate size of mowers shall be used in all locations designated by the COR and/or CO as appropriate where confined areas, numerous monuments or other obstacles are present.

g) Mulching blades shall be used in all mowers and shall be kept sharp, so grass is cut cleanly, not torn, or shredded. Rear or Mulching decks are preferred on all mowers to assist in keeping headstones free from debris. Mulch kits must be removable, and removal maybe requested by COR and/or CO as appropriate.

h) Mowing direction shall be changed or reversed from one mowing cycle to the next, wherever doing so is practical. Mowers shall not be operated within six inches of markers, monuments, tree trunks, or other vertical surfaces.

i) Mowing patterns in open areas shall be precise, and attractive to enhance the cemetery’s appearance. The Contractor shall provide a diagram of mowing patterns before first mowing of the season.

j) Mower ground speed (and turning) shall be slow enough to provide a complete, clean cut, without turf damage. At turning areas, such as at ends of grave rows, around trees and other objects, mower operators shall reduce ground speed and exercise care to prevent tearing or otherwise damaging turfgrass or creating turn or ring patterns in turf from the mower tires.

This is especially critical when soils are wet. Any damage to turf from mower tires at these turn points shall be repaired within 1 day of identification by COR and/or CO as appropriate.

k) Floral and commemorative items on grave sites shall be removed prior to mowing and trimming, and then replaced afterward in their same locations by the Contractor.

l) Cleaning of mowing equipment shall NOT be done on Cemetery property, and only clean equipment shall be brought to the Cemetery to reduce the risk of introducing contaminant weed seeds in the cemetery turf.

m) Newly seeded/sodded in burial and non-burial areas are common throughout the cemetery property. Such areas shall be marked for ease of identification, push mowers shall be used, and clippings removed until the turfgrass is well enough established that it shall not be damaged by riding mowers.

n) Unsuitable mowing conditions are likely at times due to heavy rain, lightning, or other extreme conditions. The COR request the Contracting Officer stop work, if conditions are such that work that day shall do more damage than good to the Cemetery grounds if or is dangerous to workers.

o) When Contractor drives equipment over a fresh gravesite, it is the Contractor responsibility to re-rake the gravesite and leave to its original condition, acceptable to NCA Shrine Standards.

p) The Contractor shall take the utmost care not to damage headstones, markers, floral or commemorative items, structures, survey monuments, and irrigation equipment while performing mowing and trimming services. Any damage shall be reported to the COR and/or CO as appropriate immediately.

q) All mower decks must utilize a non-smudging rubber or polycarbonate protective guard/bumper on the edge of the mowing deck closest to the headstone to help protect the headstones from damage and to absorb the shock if contact is made with a headstone. The contractor is responsible for all damage, repair or replacement of all headstones as determined by the COR.

r) Contractor is responsible for removal and replacement of all lawn, shrubs, and trees due to damage by the Contractor. Contractor shall provide replacement plants and shall be of the same type and size. The Cemetery is responsible for plants damaged by the Cemetery or third parties, storms, flood or frost damage and trees beyond their normal life span.

s) The Government shall not be held responsible for any damage to the Contractor’s equipment, materials, supplies, personal belongings or which may result from vandalism, theft, etc. while on site.

The Contractor shall trim grass and vegetation around headstones that mowers miss. Grass around flat markers shall at times also be trimmed rather than edged. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. Objects and areas to be trimmed around include headstones, section markers, monuments, trees, planting beds, shrubs, buildings, curbs/curbing, fences, walls, poles, signs, fire hydrants, parking lot bumper blocks, boulders, utility/valve boxes and covers.

(A) Trimming height shall be the same as mowing height, and no shorter or higher. There shall be no scalping.

(B) Trimming frequency shall run concurrently with mowing, but mowing shall be done first so trimming height can be matched to the mowed height. Cemetery Headstone Markers of each section shall be mowed and trimmed before progressing through the cycle to the next section. At no time can the headstones of a section be mowed and not trimmed by COB.

(C) Clippings shall be mulched, dispersed, or removed if visually objectionable after trimming, and before proceeding with work in other sections or areas. Mechanical means of removal maybe required when excess clippings are abundant.

(D) All fuel cans must be kept, stored, carried, or used outside of turf sections and on hardtop or concrete surfaces. All fuel storage containers and storage must meet OSHA requirements.

(E) Caution shall be exercised to avoid any damage to headstones, markers, monuments, building walls, trees, other desirable plant materials, or any other assets. Any damage shall be immediately reported to COR.

(F) Equipment - commercial grade string trimmers shall be used.

(G) String Litter - Trimmer string pieces (longer than short pieces of perhaps an inch or two in length that break off with regular wear) shall not remain on the grounds. COR reserves the right to have Contractor pick up and dispose of trimmer strings left on the site or sites where 2 or more strings are found.

CEMETERY DATA (Quantities are approximate, field confirm prior to quote)

Item Base Yr Opt#1 Opt#2 Opt#3 Opt#4 Concrete Sidewalk to be edged (If) 1,100 1,100 1,100 1,100 1,100 Concrete Curbs to be trimmed (If) 120,940 120,940 120,940 120,940 120,940

Fence line to be trimmed (If) 24,620 24,620 24,620 24,620 24,620 Upright Headstones to be trimmed 149,500 151,000 152,500 154,000 155,500

Flat Markers to be trimmed 7,360 7,360 7,360 7,360 7,360 Turf & rough/native mow areas (acres) 271.5 271.5 271.5 271.5 271.5

Underdrains 7 7 7 7 7 Group burial corner markers trimmed 1,800 1,800 1,800 1,800 1,800

Sylvan Springs Expansion Project 2(est) 2(est) 27 (est) 27 (est) 27 (est)

SECTION B: ROLES AND RESPONSIBILITIES

B.1 Use of Cemetery Facilities and Utilities

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor equipment, supplies, items, or personal property. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of Veterans Affair’s facilities used by Contractor's employees.

(b) The Government shall provide limited space assigned by the COR. Space offered shall be in “as-is" condition. Any such modifications or alterations shall be at the expense of the Contractor. Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any equipment, supplies, fuel storage, or telephone and utility services. If available, only water utilities at designated work and storage areas shall be provided for purposes of contract performance only. The Contractor shall be responsible for the cleaning and maintaining of any Government spaces provide for their use. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearances, and unsanitary conditions.

(d) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, hazardous materials, used parts, etc. in accordance with manufacturers recommendations, OSHA standards, State and Federal regulations.

(e) Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

(f) Government buildings, service shelters and customer public bathrooms are available, but are not easily accessible due to the size of the cemetery grounds. Due to the size of the cemetery and the location of the stationary restrooms, the Contractor may consider having at least 3 portable toilets place throughout the cemetery grounds for the convenience contracted ground maintenance staff. Portable toilet location must be coordinated with the COR prior to placement.

(g) Back fill and black dirt materials shall be provided by Jefferson Barracks National Cemetery

B.2 Operations and Storage Areas

(a) The Contractor shall confine all operations (including storage of materials) on Government premises to areas as coordinated by the COR and/or CO as appropriate.

(b) Temporary buildings (e.g., storage sheds, shops, offices) and utilities may be erected by the Contractor in coordination with the COR and/or CO as appropriate and shall be built with labor and materials furnished by the Contractor without expense to the Government.

The temporary buildings and utilities shall remain the property of the Contractor and shall be removed by the Contractor at its own expense upon completion of the contract.

(c) The Contractor shall, use only established roadways, or use temporary roadways constructed by the Government. When materials are transported in performance of 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, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads that has been caused by the Contractor. To minimize interference of daily operational activities with flow of Cemetery traffic, the Contractor is to keep roads, walks and entrances to grounds, parking and occupied areas of buildings clear of materials, debris, and equipment. At least one lane must be always open to traffic.

(d) The COR shall designate working space and space available for storing materials.

(e) Contract personnel are subject to the Cemetery rules of conduct. In addition to items listed elsewhere in this contract, the Contractor is 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, security, or safety of the event or visit is compromised.

(f) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by other contractors. Keep roads clear of materials, debris, standing equipment and vehicles at all times. Materials and equipment shall not be stored in other than assigned areas.

B.3 Utility Interruptions

(a) No utility services such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior notification to the COR and/or CO as appropriate.

(b) Contractor shall submit a notice to and shall coordinate with the COR and/or CO as appropriate regarding the interruption of any such services, in writing, 48 hours in advance of interruption. Notification shall state reason, date, exact time of, and approximate duration of such interruption.

(c) Interruption shall cause least inconvenience to operations of Cemetery. Interruption time may occur at other than Contractor's normal working hours.

B.4 Protection & Damage

(a) The Contractor shall preserve and protect all structures, equipment, grounds, and vegetation (such as trees, shrubs, gravesites, and grass) within the cemeteries which are not to be removed and which do not interfere with the work required under this contract.

The Contractor shall only remove trees when specifically coordinated to with the COR and/or CO as appropriate and shall avoid damaging vegetation that shall remain in place.

If any limbs or branches of trees are broken during contract performance or by the careless operation of equipment by workmen, the Contractor shall trim those limbs or branches with a clean cut, apply tree bandage spray to tree stub, and properly dispose of broken limb from the site as defined herein.

(b) The Contractor shall preserve all grounds (such as turf, gravesites etc.). For example, Contractor shall not create or produce tire ruts with equipment in cemetery property.

driving over recently dug gravesites. All damage caused by Contractor to cemetery property shall be repaired at Contractor’s expense.

(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 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.

B.5 Restoration

(a) Except as otherwise shown or specified, contractor shall not disturb any water, steam, gas, internet, telephone, electric or other services. Existing work to be altered or extended that is found to be defective in any way, shall be reported to the COR and/or CO as appropriate 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. Any additional requirements must be awarded and distributed by the CO before any work can be initiated to avoid unauthorized commitments in the future.

(b) Upon completion of contract, existing work (lawns, paving, roads, walks, buildings, utilities, facilities, etc.) disturbed, removed, or damaged because of performing required services, shall be patched, repaired, reinstalled, or replaced as determined necessary by the COR & at the expense of the Contractor. Lawns, paving, roads, walks, buildings, utilities, facilities, etc. shall be repaired / refinished and left in as good condition as existed before contract commencement. All restoration work shall be accomplished without undue delay and jointly inspected by the COR and Contractor thirty (30) days prior to contract completion.

(c) The Contractor, at its own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen/sub-contractors to existing piping, conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone - if applicable), to the work performed under this agreement, which are not scheduled for discontinuance or abandonment.

B.6 Contract Administration

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

(b) Contractor’s work schedule shall account for daily cemetery activities and operations and minimize any disruptions. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

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

(ii) Schedule services

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

(c) All administrative contract functions are the responsibility of the VA Contracting Officer.

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

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

B.7 Contractor Responsibilities

(a) The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. The Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor. The government expects the Contractor to work throughout all weather conditions not determined as severe and to apply additional labor and equipment as necessary to meet deadlines.

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

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

(d) The Government shall not provide the Contractor with any fuel storage, equipment, trash/recycling, electricity, telephones, or utilities. The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearance, and unsanitary conditions.

(e) The Contractor is responsible for safely handling any chemicals, pesticides, herbicides, cleaning solutions, etc. in accordance with manufacturers recommendations, and Federal and State guidelines. A MSDS (Material Safety Data Sheet) is required for all chemicals, pesticides, herbicides, and cleaning solutions. The Contractor shall comply with Minnesota Statute 18B and is responsible for obeying all Federal & State Pesticide/Herbicide and Fertilization applicator laws in the performance of work on cemetery property. Pesticide Management Sheets shall be submitted to COR by COB of all applications performed per instruction of Minnesota Statutes 18B.37.

(f) If space is provided, only the Contractor’s equipment, supplies, and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on cemetery property. Maintenance or repair of Contractor equipment shall only be conducted in designated area by the COR.

(g) Cooperation with other Contractors: The…