Sources Sought 36C78626B0004 NSP Danville.pdf

Sources Sought Notice

SUBJECT* Danville National Cemetery – National Shrine Project 809-NSP25-006

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 68116

SOLICITATION NUMBER* 36C78626B0004

RESPONSE DATE/TIME/ZONE 03-16-2026 10:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* Z1QA

NAICS CODE* 561730

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

National Cemetery Administration

Contracting Services

18434 Joplin Road

Triangle VA 22172

POINT OF CONTACT* Contracting Officer

Shane Hilts shane.hilts@va.gov

402-714-8099

PLACE OF PERFORMANCE

ADDRESS Danville National Cemetery

1900 East Main Street

Danville Illinois

POSTAL CODE 61832

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.cem.va.gov/

URL DESCRIPTION National Cemetery Administration

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

SOURCES SOUGHT / REQUEST FOR INFORMATION (RFI)

Midwest District – Danville National Cemetery National Shrine Project Project No.: 809-NSP25-006 Set-Aside: 100% SDVOSB (SBA VetCert required) Agency: Department of Veterans Affairs (VA), National Cemetery Administration (NCA) Location of Performance: Danville National Cemetery, 1900 E Main St, Danville, IL 61832

1. Purpose

This is a Sources Sought notice issued solely for market research under FAR Part 10. The Government is seeking capable SDVOSB firms to inform acquisition strategy for the Danville National Cemetery National Shrine Project. This is not a solicitation; no award will be made from this notice. Do not submit a bid or proposal at this time.

2. Project Overview (Summary of Work)

The contemplated requirement is a full cemetery section renovation at Danville National Cemetery, including comprehensive headstone raise, reset, and realignment (upright and flat markers), turf renovation with sod, surveying, grading & drainage improvements, headstone cleaning, and site restoration. Work must be performed in accordance with VA/NCA standards for national shrine appearance and the technical specifications contained in the SOW. The base period of performance is 365 calendar days from Notice to Proceed.

Key elements include (non-exhaustive):

Professional surveying (licensed in Illinois) to locate headstones/markers, reserved gravesites, section markers, control monuments, utilities, and to produce realignment and grading plans with spot elevations and 1/10-ft contours.

Headstone raise, reset, and realignment (upright & flat) using specified aggregate bases/backfill and plastic geogrid support system for flat markers; strict tolerances (e.g., max 1/8" off string lines; vertical plumb within 1°); keystone methodology; daily joint verification with COR using BOSS reports; markers must not be removed from gravesites during operations; protection from damage/discoloration.

Turf renovation with sod: kill/remove existing vegetation; soil testing (imported and on-site), soil amendments (e.g., compost, elemental sulfur, gypsum, fertilizers), placement/compaction of imported topsoil (2"), fine grading, sod installation and 30-day establishment period; irrigation head adjustments and testing; erosion/dust control. Seasonal windows: Apr 15–Jun 30 and Aug 15–Oct 15 (turf must be established prior to winter; no bare ground).

Headstone cleaning using NCA-approved biological cleaners (e.g., D/2 or WeatherZyme) with test-cleaning, controlled pressure (<500 psi), turf protection, and re-cleaning if soiled before acceptance.

Earthwork: vegetation removal; excavation/backfill; base aggregates; leveling sand;

subgrade amendment (gypsum + organics), moisture control, compaction testing (ASTM methods), and safe disposal/stockpiling per SOW.

Quality & safety: Contractor Quality Control Plan (QCP); daily/weekly schedules & reports; testing laboratory services; strict standards of conduct; work hours (8:00 a.m.– 4:30 p.m., Mon–Fri; restrictions around ceremonies and certain holidays);

fencing/screening of staging area; protection of existing utilities, irrigation, and vegetation; warranty of work for one (1) year.

Work Areas / Quantities (for planning):

Sections: 15, 13, 17 (Full Section Renovation)

Approx. Headstones / Turf Areas: Section 15 – 530 flat marble headstones; ~34,979 sq ft turf. Section 13 – 580 flat marble headstones; ~38,333 sq ft turf. Section 17 – 786 flat granite markers; ~31,640 sq ft turf. Actual quantities to be verified/ certified by the contractor’s licensed surveyor prior to work.

3. Anticipated Period of Performance

365 calendar days after Notice of Award/Proceed. Turf renovation windows are constrained to Spring (Apr 15–Jun 30) and Fall (Aug 15–Oct 15) within the performance period.

4. Set-Aside & Eligibility

The Government anticipates a total (100%) SDVOSB set-aside. Respondents must:

Be verified as SDVOSB under SBA’s VetCert program at time of any future solicitation and award.

Qualify as “small” under the eventual NAICS. (The Government is considering NAICS 561730 (Landscaping Services) or 238990 (All Other Specialty Trade Contractors);

provide feedback on the most appropriate NAICS and your size status.)

5. Place of Performance & On-Site Constraints

Danville National Cemetery (Danville, IL). Work sequencing must minimize disruption;

no work on Veterans Day, Memorial Day, and two days immediately prior to Memorial Day; daily coordination with Cemetery for funeral/ceremony schedules; strict decorum and safety requirements apply.

6. Capability Statement – Requested Information

Interested SDVOSB firms should submit a brief capability statement (PDF, ≤10 pages) that addresses the items below. Please do not include cost/price.

A. Corporate Information

1. Company name, UEI, CAGE, address, website, and primary POC (name, email, phone).

2. SDVOSB VetCert status; SBA size status for proposed NAICS (state your primary

NAICS).

3. Bonding capacity (single/aggregate) and available lines of credit.

B. Relevant Experience (past 5–7 years)

1. National cemetery or similar sacred/historic sites projects involving headstone/marker raise, reset, realignment, and turf renovation with sod—highlight projects with geogrid support systems, survey-based realignment, strict alignment tolerances, and seasonally constrained turf windows. Include contract value, period, scope, your role, % self-performed, and customer POC.

2. Professional surveying in Illinois for monument/headstone layout and grading plans;

experience producing CAD realignment grids, 1/10-ft contours, spot elevations, and certified quantity verification.

3. Quality control & testing: in-house/third-party testing labs; familiarity with ASTM D698, D1557, D1556/D2167, etc.; compaction targets and documentation.

C. Technical Approach (high level)

1. Proposed approach to phased work sequencing (limit active area; daily joint verification; keystone methodology; string-line alignment; irrigation coordination).

2. Methods to protect markers (no removal from gravesites), prevent damage/discoloration; equipment selection (track type vs. wheeled) to avoid over-compaction.

3. Turf establishment plan within Spring/Fall windows, erosion/dust control, herbicide program, soil amendments, and irrigation testing/adjustments.

D. Key Personnel & Safety

1. On-site Superintendent qualifications (≥3 years supervising similar cemetery/site construction) and English fluency.

2. Safety program (OSHA compliance; NFPA references; site fencing/privacy screening;

daily barricading of open holes; dust control).

E. Supply Chain & Materials

1. Ability to source approved geogrid products (e.g., MarkerGrid or approved equal) and NCA-approved cleaners (D/2, WeatherZyme).

2. Access to Illinois-certified sod growers meeting NTEP criteria and compost/topsoil per SOW specs.

F. Feedback to Government

1. Recommended NAICS/PSC and any constraints affecting competition.

2. Suggested contract type (e.g., firm-fixed-price) and risk considerations.

3. Preliminary view of project duration feasibility given seasonal turf windows.

7. Submission Instructions

Due Date/Time: March 16, 2026 at 10:00am CST

Email Subject: “RFI – 809-NSP25-006 Danville NC Shrine Project – SDVOSB Capability Statement – [Company Name]”.

Submit To: Shane Hilts at shane.hilts@va.gov

8. Additional Notes

The Government may use responses to determine set-aside, NAICS, and acquisition strategy and may invite one-on-one market research calls.

Respondents are responsible for all costs associated with responding.

If a solicitation is released later, details may differ from this RFI; monitor SAM.gov for updates.

End of Document

Midwest District Danville National Cemetery National Shrine Project Project No.: 809-NSP25-006

Table of Contents

A. STATEMENT OF WORK

B. SPECIFICATIONS

SECTION 01 33 23 - SHOP DRAWINGS, PRODUCT DATA, AND

SAMPLES

SECTION 01 45 29 - TESTING LABORATORY SERVICES

SECTION 02 21 13 - SITE SURVEYS (LIMITED)

SECTION 31 00 00 - EARTHWORK

SECTION 32 39 20 - HEADSTONE SETTING, ALIGNMENT AND

CLEANING

SECTION 32 92 24 - TURF RENOVATION

C. LIST OF EXHIBITS

D. LIST OF ATTACHMENTS

A. STATEMENT OF WORK

GENERAL REQUIREMENTS

1.1 SUMMARY OF WORK:

A. WORK AREA: All work is to be performed on Danville National Cemetery, in the burial sections and surrounding areas listed in the work area schedule. (See Exhibit ‘A’ – Danville National Cemetery Renovation Areas.)

B. CEMETERY SECTION RENOVATION: The Contractor gaining award must provide all personnel, management, supplies, transportation, equipment and supervision necessary to perform and complete all work to provide complete section renovation for the cemetery sections indicated that includes, but not limited to: site surveying; preparing grading plans and headstone realignment plans; vegetation removal, grading and drainage, excavation and backfill;

headstone identification/tagging; headstone handling; flat marker geogrid support system; headstone re-installation; headstone cleaning; turf renovation; and site restoration work. Note: “Headstone” includes both upright headstones and flat markers.

The Contractor will complete all work within Three Hundred and Sixty-Five

(365) calendar days after receipt of Notice of Award, subject to all terms, conditions, provisions, and schedules of the contract. Performance must be in accordance with the requirements, conditions, terms and representations contained in this solicitation.

Note: The effective period of Turf Renovation component of the project shall occur between April 15 to June 30 for spring, and from August 15 to October 15 for fall of awarded period of performance. Turf must be established prior to the onset of winter season. Bare ground is not acceptable during this time.

C. One of the most important considerations in erecting or emplacing a headstone or marker is that of precision in alignment. Much of the beauty that exists or should exist in a national cemetery is the direct result of perfectly aligned headstones and markers. It only takes one headstone or marker out of alignment to spoil the appearance of an entire row, and thereby, the appearance of the entire section.

The appearance of the finished work shall be gravesite section(s) of contoured grass landscape, with headstones set and aligned with each other in the vertical, horizontal, lateral and diagonal directions within the tolerances specified herein.

It is critical that existing conditions are surveyed, and contours adjusted as necessary and approved by the COR to produce such an appearance. Failure to achieve this finished work will be basis for accepting or not accepting the finished work.

D. Provide all work to complete a single gravesite and the immediate surrounding turf in accordance with the statement of work, drawings and specifications.

Immediate surrounding turf is that turf that begins at the gravesite and runs up to the adjoining gravesites, section boundaries, fences, curbs, sidewalks, garden or tree lines and as further defined on the drawings. Award will be made based on entire cemetery Sections listed including “Row or “Rows” of gravesites and may contain Government Upright Headstones and/or Flat Markers as defined herein.

A single “Row” of gravesites is defined as an array of continuous gravesites that begins and ends at the limits of a single section. The number of actual gravesites in each row may and does vary.

E. The quantities of gravesites listed for each section is for bidding purposes only.

Prior to beginning work of gravesite renovation, the Contractor must provide a survey of the area within the scope of work by a professional land surveyor licensed in the state of Illinois. The survey will locate the physical boundaries of the limit of work shown on the Drawings, gravesites markers, (upright or flat), reserved gravesites, section markers, control monuments, edge of pavement, curb lines, walkways, trees, valve boxes, vaults, walls, fences, and all other visible structures within the limit-of-work. The survey will provide a summary table listing total quantities of each type of gravesite marker (upright and flat markers) within each burial section and total area of turf renovation. Quantities listed must be certified by the professional land surveyor. (See Section "SITE SURVEY" for additional requirements.) Based on the survey, the actual quantities of gravesites and area of turf renovation will be determined. If there are inconsistencies in the number of gravesites and turf renovation, the CO will negotiate with the contractor via a Request for Equitable Adjustment based off the original bid price.

F. TO ENSURE THE ACCURACY OF MARKER PLACEMENT DURING

THE RAISE AND REALIGNMENT PROJECT, THE FOLLOWING

PROCEDURES WILL BE FOLLOWED BY CEMETERY PERSONNEL /

CONTRACTING OFFICERS REPRESENTATIVE (COR) AND THE

CONTRACTOR BEFORE THE RAISE / REALIGNMENT PROCESS

BEGINS:

The Contracting Officer Representative (COR) and the Contractor or designee as listed in the official contract documents must conduct a joint gravesite verification and inspection prior to the removal of headstones/markers from any gravesite. The COR will provide a copy of the Burial Register Report from the Burial Operation Support System (BOSS) to the Contractor. The Burial Register Report will be used to verify the section, row, grave number, first and last name of each decedent and the condition of the headstone/marker included in the scope of work (SOW). All inconsistencies will be researched, discussed and resolved with the Cemetery Director prior to moving any headstone or marker from the gravesite. Upon completion of the joint survey and corrective actions as necessary, the COR and the Contractor must certify the verification and inspection, by signing the Burial

Register Report printout. The CO/COR will give the approval to begin the project.

When the Contractor finishes working each day, a joint re-inspection will be completed for all headstones and markers raised & realigned. The Contractor and the COR will re-inspect and verify the accuracy of the placement of headstones or markers on the correct gravesite using the same Burial Register Report that was used for the initial inspection. A copy of the original, signed verification and inspection form must be forwarded to the Contracting Officer, a copy of the report will be maintained by the Cemetery. Copies of the inspections/verification forms will be provided to the contractor’s designee and COR for their official contract files.

The Contractor will protect all headstones and markers from damage during the process. The Contractor will ensure that headstones and marker are protected from damage or being discolored from dirt or soil contact. Contractor must submit transmittals to the COR on the method of elevating headstones and markers for approval.

HEADSTONES AND MARKERS WILL NOT BE PHYSICALLY REMOVED

FROM THE GRAVESITE DURING THE PROJECT.

PRICE/COST SCHEDULE

ITEM

NO. DESCRIPTION UNIT TOTAL PRICE

BASE BID PERIOD OF PERFORMANCE: 365 DAYS

BASE BID: FULL CEMETERY

SECTION RENOVATION

(SECTIONS: 17, 15, 13)

LUMP

SUM $_________________

TOTAL OF BASE BID

BASE BID – LUMP SUM BID AMOUNT $_________________

GRAND TOTAL BID AMOUNT $_________________

Note (1): The professional land surveyor must measure the total square feet of area to receive turf replacement/renovation to include all of the cemetery sections defined in the work area. Excluded from the total square-footage calculation for turf replacement/renovation are the footprint of paving, gravesite markers, headstones, section markers, valve boxes, trees, mulched beds, and any other site feature which deducts from the area of turf.

Note (2): Irrigation Systems: Irrigation systems are to be protected in place. Any damage to the irrigation system must be repaired by the Contractor at no additional cost to the Government. Work to be accomplished under this contract does not involve new installation of irrigations lines, sprinkler heads or other associated fixtures. However, the work does involve the raising and/or lowering of sprinkler heads, and irrigation valve boxes. The Contractor must submit a request to the COR/Cemetery Director to make temporary adjustments to the irrigation system in the sections subject to the contract so as not to interfere with the Contractor’s activities. Temporary adjustments include:

temporary removal and capping of sprinkler heads; temporary adjustment of arc patterns of sprinkler heads; and temporary adjustments to irrigation scheduling. All irrigation adjustments must be restored to their original condition prior to installation of new sod.

1.2 BURIAL SECTION DATA:

1.3 THE NCA MISSION: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the Contractor at this cemetery must reflect this nation’s concern for those interred there. For this reason, the Contractor’s strict adherence to the specifications is required and is

Cemetery Section Gravesite Type Approx. Gravesite Size Headstone Type Number of Headstones Approx Turf Area Work Type

15 Casket 5X12 FLAT MARBLE 530 34979 FULL 13 Casket 5X12 FLAT MARBLE 580 38333 FULL 17 Casket 4x8 Flat Granite 786 31640 FULL

DANVILLE (809) FY26 SHRINE PROJECT

Full Section Renovation as described herein includes all the following: Headstone Support System, Marker Raise, Reset, and Realign, Complete Turf Renovation, and Headstone Cleaning Raise & Realign as described herein includes all the following: Headstone Support System, Marker Raise, Reset, and Realign, Turf Renovation as needed, and Headstone Cleaning.

Cemetery Section essential. The Contractor must demonstrate a clear understanding of, and the sensitivity to, environmental issues during the performance of the contract.

1.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR):

A. The VA Contact Person is Chris Roberts the Danville National Cemetery Assistant Director and COR for the project. The COR or their designee(s) will make site visits on a regular basis. The COR may designate an “authorized on site designee” to observe work progress.

B. The Contracting Officer’s Representative (COR) responsibilities will include, but not be limited to surveillance of services required under this contract;

determining the adequacy of Contractor performance according to the specifications of this contract; acting as the Government’s representative;

ensuring compliance with contract requirements insofar as the work is concerned; and advising the CO of any contract issues. The COR cannot authorize deviations from the specifications and requirements of this contract. In the event the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The COR designated for this proposed contract will be officially appointed in writing by the CO.

C. If work is authorized to be performed after hours or on weekends/holidays and an emergency should occur, the Contractor shall contact the VA Police Office in the absence of the COR or their designee. The VA Police will then contact the COR or take appropriate action.

1.5 CEMETERY LOCATION: The services will be performed at one (1) location:

DANVILLE NATIONAL CEMETERY

1900 E Main St, Danville, IL 61832

1.6 CONTRACTOR DUTIES:

A. Contractor Superintendent: A competent and experienced Contractor Superintendent must be provided by the Contractor for not less than two (2) hours a day whenever work is being performed - other than trash and debris pick-

up. The Contractor Superintendent must have not less than three (3) years experience as a direct supervisor of a commercial service operation that included surveying, soil excavation, and site construction in industrial, commercial or public sites. The Contractor Superintendent must ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure that employees are adequately supervised, and proper conduct is maintained. In the absence of the Superintendent, the Contractor must appoint an English-speaking crew foreman or an employee who must be responsible to ensure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications and that the work must progress without undue delay.

B. Work Hours: Work shall be performed between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, except for Holidays, unless otherwise directed by the COR. At Contractor request and with the written permission of the COR, work shall also be permitted to be scheduled for weekends and/or Holidays.

When emergency situations, that are caused by the Contractor or severe adverse weather prohibits work during the week, then he/she must obtain approval from the COR to work on weekends in order to meet the period of performance. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration time frame. No work is permitted on Veterans Day and Memorial Day and the two days immediately prior to Memorial Day for preparation. Notwithstanding, if any work under this contract shall be performed outside of the VA’s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday), then Contractor must notify the COR at least 48 hours in advance.

C. Federal Holidays: Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Day, New Year’s Day, Martin Luther King, Jr., Washington’s Day*

Federal law (5 U.S.C. 6103) establishes the following public holidays for Federal employees. Please note that most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday).

*This holiday is designated as "Washington's Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law.

D. After Normal Hours On-Call/Emergency Situations: The Contractor must establish and maintain a point-of-contact to receive emergency calls from the COR(s). The point-of-contact must be available on a 24-hour basis including during weekends, Federal Holidays and after normal hours of operation. The Contractor must provide name/telephone number(s) for Project Manager (Home & Office), Superintendent, and Foreman, including normal and emergency/after-hours contact numbers, mobile, and fax numbers. In the event of an emergency situation, repairs must be made as expeditiously as circumstances allow or within (24) hours upon initial emergency call. If work is authorized to be performed after hours or on weekends/holidays and an emergency should occur, the Contractor must contact the COR and the Cemetery Director. In the absence of the COR and the Cemetery Director, the Contractor must contact the local police.

1.7 WORK SCHEDULE

A. Two weeks after Notice to Proceed, the Contractor must provide a Work Plan in the form of a critical path timeline schedule (i.e., Gantt chart) includes, at a minimum, the date of Notice to Proceed, the submittal period, the mobilization date, the start and completion dates of each major work element, showing sequence of section renovations listing each task and subtask, and total time required to complete the renovation, testing and inspection dates, punch list/correction period, demobilization, project completion date, and subsequent maintenance periods. The schedule should prove that the work will be completed within the allotted time for completion of the contract.

B. Submit proposed Work Plan in electronic and hard copy formats for COR review and approval prior to start of project. The Work Plan must make considerations for weather delays, planting dates, Federal holidays and burial services. The schedule accounts for all work, is logical in its progression through the Cemetery, and is realistic and feasible given daily operations and delays which occur at the cemetery. The Work Plan must be updated weekly to accurately reflect the work that has been completed and any adjustments to milestones and target completion dates. The updated Work Plan must be distributed to the project team and presented to the COR prior to the beginning of weekly progress meetings.

1.8 PROJECT MEETINGS and REPORTING:

A. The Contractor must report each workday to the Cemetery Director or COR at the main office of the Danville National Cemetery. Contractor must log in and obtain funeral and/or special schedules as defined herein. This check in is mandatory. Daily meetings will be at an agreed upon time between the COR and the Contractor. The Contractor must provide an anticipated work schedule each workday or as agreed upon with the Cemetery Director or COR, and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. These daily meetings shall also be an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which will vary, depending on the event. The Contractor’s site manager 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 fails to re-direct employees away from an event in a timely fashion, the COR(s) will then assist in doing so. Daily meetings shall be at an agreed upon time between the COR and the Contractor.

B. A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided daily. The Contractor must be solely responsible for ensuring that no contract work causes any funeral, 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 must be solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR(s).

C. The Contractor site manager must provide WEEKLY and DAILY work schedules to the CO and COR. The contractor is required to schedule all required services and is further required to comply with their schedule except for delays beyond his/her control. Such delays shall be coordinated through the CO.

The work schedule must include deficient work identified by contractor's quality control inspections and not yet corrected.

D. The Contractor must 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 must be submitted each workday by 8:00 A.M. indicating work being performed on that day.

E. The Contractor must meet with the COR or authorized designee, at the end of each workday to present documents showing services performed and ensure that work is on schedule.

F. The Contractor’s site manager must provide weekly an accurate written report identifying all work that took place within the previous seven calendar days. The Contractor must document services performed, indicate the location where work was to be performed, and provide information to the COR as required. The report must include an updated Project Work Plan to prove that the work in progressing according to schedule. (See Article 1.8 – “Phasing and Work Sequencing” for requirements of the Project Work Plan.)

G. In instances where the COR determines that the work is behind schedule, he/she will notify the Contracting Officer and the Contractor must 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. The VA will set-up and conduct regular virtual Project Meetings. The frequency of these meetings shall be at least weekly or as determined by the CO. The CO, COR, District Project Manager are expected to attend these meetings. On the Contractor’s side, the Contractor’s project manager and site manager at a minimum must attend these meetings. The Contractor’s subcontractor(s) may be asked to attend as appropriate. Be prepared to discuss matters such as procedures, progress, problems, scheduling, coordination, changes, discrepancies, submissions, etc. The VA will record and distribute meeting minutes to all parties.

1.9 SCHEDULE OF VALUES

A. Two weeks after Notice to Proceed, the Contractor must provide the CO and COR with a Schedule of Values for each major work element in the contract to assist the COR with verification of work performed and to justify progress payments for work completed.

1.10 CLEAN UP and DISPOSAL:

A. The Contractor must be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained as a result of Contractor’s performance. The Contractor must wash-down with water all soiled or stained structures headstones, and monuments at the end of each workday. Roadways must 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 shall be used at any time on Government property. The Contractor must bear all costs associated with washing and cleaning. Any such washing/cleaning must be brought to the immediate attention of the COR prior to washing/cleaning.

B. The Government will not provide receptacle(s) for disposal of debris related to this contract. The Contractor shall be permitted to place his/her trash receptacle dumpsters in the COR approved “Contractor Staging Area”.

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

D. The Contractor must 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. The Contractor is required to obtain required disposal permits from the State regulatory agency. On-installation storage or disposal of hazardous waste is NOT allowed.

1.11 WORK PERFORMED BY OTHERS ON SITE:

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

B. The Contractor (including his/her employees, subcontractors, consultants or the like must not operate trucks, tractors, and other heavy equipment on any turf area except as provided in this contract to perform work or as authorized by the COR.

The Contractor must be responsible for repairing turf damage caused by the Contractor‘s equipment and staff at no additional cost to the Government.

1.12 WORK ENVIRONMENT:

A. All work under this contract shall be performed primarily outdoors and personnel performing these services shall be exposed to wind, sun, cold, dampness, frost, fog and rain. These conditions, may, at times, be extreme. The contractor must take all necessary precautions to protect his/her employees from the elements to the maximum practicable extent. Weather shall not be considered an excusable delay in meeting specifications or project schedule. The Contractor understands that it shall be necessary to work throughout all weather conditions (unless highly extreme, causing equipment rutting and/or hazards, damage to turf, and dangerous to employees or public) and to apply additional labor and equipment as necessary to meet deadlines, at no additional cost to the Government. If weather conditions are so extreme such that work performed on that day may cause more damage to the cemetery grounds than good, (e.g., equipment rutting) and/or posing hazards to employees or public, 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 must exercise and exhibit absolute decorum, composure and stability at all times and refer such individuals to Cemetery Staff.

1.13 CONTRACTOR-FURNISHED ITEMS:

A. The Contractor must be responsible for supplying all equipment, personnel, tools, supplies and materials necessary to perform the services required by this contract.

B. Contractor-furnished items necessary to perform work as required under this contract must be furnished, maintained and operated by the contractor and must be consistent and fully compliant with all applicable OSHA, Federal, State, County, City laws, ordinances and regulations.

C. The Contractor must 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 without COR(s) approval.

D. Contractor Staging Areas: Primary staging area shall be in the Cemetery spoils area, or as directed by the COR. The Contractor must install a 6-foot high chain link fence with privacy screen fabric and gates around this entire area for duration of the work in those sections. Contractor must base operations out of these staging areas, using it for materials, equipment storage, administration, employee toilets, trash dumpster area, employee parking, employee lunch/break area, etc. After completion of project work, Contractor must remove fencing and restore the area back to original condition.

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

F. Only Contractor equipment and supplies (property) required to perform work under this contract must be stored at the Contractor’s designated storage area at the end of each workday. No personal property, equipment, or vehicles shall be stored on the cemetery premises.

G. 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. If Contractor hookup to Danville National Cemetery electrical distribution system is approved by COR, the Contractor shall provide all necessary connections and complete connection work in accordance with NEC requirements, and at no additional cost to the Government.

H. Water: Water will only be made available via Contractor connection to existing

Cemetery water system in existing locations where connection is available, at no cost to the Contractor for purposes of this contract only. The Contractor shall be responsible for making connections to this water supply in accordance with local regulations. Coordination and COR-approval is required for water connection assemblies. Water outlets must be equipped with shut-off valves to prevent water waste. Contractor must not obstruct normal traffic flow on adjacent roads while water is being obtained. In locations where Cemetery water system is not readily available, the Contractor must provide and utilize portable water tanks and/or water trucks as necessary to transport water to areas where needed in order to complete the work required by this contract, at no additional cost to the Government.

I. Refuse Facilities: The Contractor must provide his/her own REFUSE

FACILITIES, and these shall only be located in the COR approved “Staging Area”. The Contractor shall not be authorized to place dumpsters or refuse facilities in any other location at the cemetery other than the approved staging area. The contractor shall be required to dispose of all debris and other waste materials generated by his/her work at a licensed off-site landfill unless otherwise directed by the COR. The Government will not provide receptacles for disposal of debris as a result of the services provided under this contract. In case of Hazardous Materials contractor is required to obtain required disposal permits from the State regulatory agency.

J. Portable Toilets: The Contractor must provide portable chemical toilets for use by workmen as necessary to comply with applicable OSHA requirements. These portable toilet facilities must be kept clean and free of excessive odors, insects, etc. Locate portable toilet facilities in the COR approved Contractor Staging Area only. It shall not be permissible to locate portable toilet facilities in any other locations throughout the cemetery. The use of the permanent cemetery toilet facilities by workmen is strictly prohibited throughout the duration of this contract. All connections and appliances connected therewith must be removed prior to completion of contract, and premises left perfectly clean. The Contractor and Contractor’s workers must not use Cemetery restroom facilities.

K. Identification, Parking, Smoking, and VA Regulations: The Contractor's employees must wear visible identification at all times while on the premises of the Cemetery. It shall be the responsibility of the Contractor to park in the appropriate designated parking areas. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking shall be prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations will result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

1.14 STANDARDS OF CONTRACTOR AND EMPLOYEE CONDUCT:

A. Contractor personnel must be required to adhere to the following standards of dress, conduct, supervision and training while performing work on Government property. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 5901. It will be subject to immediate enforcement action by the Contracting Officer if these standards are not adhered to during the period of performance of this contract. Contractor management must be responsible for training and safety precautions prescribed by OSHA regarding safety equipment and devices.

B. Contractor personnel must be fully clothed at all times, to include upper garment to cover body from the waist to the neck and long pants or slacks.

Clothing must be clean, and presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine.

Overall cleanliness and personal hygiene are imperative. Uniform shirts and hats are preferred. If uniforms are used, they must be in unison among all employees. Garments, which have a message, slogan or printing of any kind other than the Contractor’s business attire, shall be prohibited. T-shirts and/or tank tops as outer garments are prohibited. Protective/safety clothing and shoes must meet or exceed OSHA and state requirements. The Contractor must maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas.

C. The Contractor/personnel must not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at any time on Government premises. Playing radios and/or electronic games/devices is prohibited. Due to the sensitive mission of the cemetery, Contractor employees shall come into daily contact with grieving individuals, therefore Contractor employees must exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from cemetery visitors must be politely referred to Government cemetery staff. Gratuities of any kind must be strictly prohibited.

D. Contractor personnel must consume food and beverage only within areas designated by the COR(s). Intoxication, and violence or criminal acts of any kind will not be tolerated, and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited (including legalized marijuana use). Use of tobacco products is only allowed in specific areas designated by the COR/Cemetery Director.

E. Contractor employees must only take breaks/rest periods and lunch breaks at the Contractor Staging Area, not in the field. Eating and drinking (except water) is prohibited in the work areas and within sight of a committal shelter during a service.

F. Workers must utilize contractor provided temporary chemical toilet facilities located only in the Contractor Staging Area. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery.

G. No tools, equipment or other items will be placed or leaned on headstones or monuments. Contractor personnel must not lean, sit, or stand on or against headstones or monuments. Nor can they drive over them. Contractor personnel must use tools approved by the Contracting Officer Representative (COR), to lift markers out of the ground; pickaxes are not an acceptable tool for moving markers.

H. Identification, Parking, Smoking, and VA Regulations: The Contractor's employees must wear visible identification at all times while on the premises of the Cemetery. Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The Cemetery will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. 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. Smoking is prohibited inside any buildings at the Cemetery.

Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

I. Orientation for Contractor Employees:

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

a. Safety and Environmental Protection, and Fire Safety.

b. Project Work Schedule.

c. Rules Pertaining to Workers.

d. General Parameter Job Related Issues.

e. Disaster procedures.

f. All technical requirements of the project.

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

3. The Contractor must be responsible to ensure that his/her employees (including contractor’s consultants, subcontractors, etc.) are aware of all the terms and conditions set forth above in this solicitation package regarding their performance and conduct during the performance period of this contract. Each contractor and subcontractor employee must sign a Statement of Compliance, (Attachment 8); the Contractor must deliver the signed statements to the COR before work may begin or before any new employee is allowed to work on Cemetery grounds

J. Labor Force and Equipment:

1. The Contractor must be aware of the intensive labor and equipment requirements needed to meet contract specifications. Contractor must be responsible to provide, labor and equipment as necessary to meet deadlines at no additional cost to the Government. The Contractor must provide additional resources necessary to meet or return to specified work requirements after special events and/or services. The Contractor must determine the number of employees and the amount and kinds of equipment needed during the period of performance.

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

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

1.15 SAFETY and ENVIRONMENTAL PROTECTION:

A. The Contractor is responsible to ensure that all work must be done in a manner that safeguards all VA visitors, employees, and public. The Contractor must be solely responsible for any and all actions initiated and/or completed by his/her employees. Furthermore, the contractor and his/her employees must 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, must meet all safety requirements of Danville National Cemetery's Safety Officer, Department of Veterans Affairs, OSHA, and the State. It is incumbent upon the Contractor to be familiar with these requirements. "Safety" must also include the Contractor having a safety representative who maintains regular and routine contact with the Safety Officer at Danville National Cemetery.

C. Adequate warning devices, barricades (orange construction fence), guards, flagmen or other necessary precautions must 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. All work areas will be secured with barricades (orange construction fence) at the end of each workday.

D. Contractor fuel storage containers must be limited to those less than 55-gallon storage capacity. Any fuel storage must comply with environmental laws and regulations.

E. Spill Prevention, Containment, and Clean-up: The Contractor must 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.

F. Dust Control: Keep dust down at all times, including during nonworking periods. Sprinkle or treat with dust suppressants, the soil at the site, haul roads, and other areas disturbed by operations. Dry power brooming will not be permitted. Instead, use vacuuming, wet mopping, wet sweeping, or wet power brooming.

1.16 FIRE SAFETY:

A. Applicable Publications: Publications listed below form part of this Article to the extent referenced. Publications are referenced in text by basic designations only.

1. National Fire Protection Association (NFPA):

a. 10-2013 Standard for Portable Fire Extinguishers

b. 70-2017 National Electrical Code

2. Occupational Safety and Health Administration (OSHA)

a. 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.

B. Fire Safety Plan: Establish and maintain a fire protection program in accordance with 29 CFR 1910. Prior to start of work, prepare a plan detailing service-specific fire safety measures, including periodic status reports and submit to COR for review.

C. 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. Separate temporary facilities, such as trailers, storage sheds, and dumpsters, 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). Locate only in staging area where approved by COR.

E. Temporary Electrical: Install, use and maintain installations in…