SOW Disinterment Support Svc 08.27.25.pdf

STATEMENT OF WORK

DISINTERMENT SUPPORT SERVICES

(IN SUPPORT OF DEFENSE POW/MIA ACCOUNTING AGENCY MISSION)

NATIONAL MEMORIAL CEMETERY OF THE PACIFIC

2177 PUOWAINA DR.

HONOLULU, HI 96813

1.1 Introduction

The Department of Veterans AƯairs, National Cemetery Administration, honors Veterans with a final resting place and lasting memorials that commemorate their service to our nation. There are approximately 150 National Cemeteries in 42 states that receive visitors, hold ceremonies, and conduct committal services on an ongoing basis. Because of the special significance and attention our National Cemeteries receive from the public, strict adherence to the following specifications is essential.

1.2 Background

The National Memorial Cemetery of the Pacific (NMCP) was established in 1949. Situated on 111.5 acres, it is known locally as “Punchbowl” because it is in the crater of an extinct volcano. Before Punchbowl became a cemetery, the site was used as a place of sacrifice during the ancient days of Hawaii. More than 1,400 interments are conducted each year and currently there are approximately 62,000 decedents interred in this national shrine.

Under orders from the Secretary of Defense (SECDEF), the Defense POW/MIA Accounting Agency (DPAA) is tasked with exhumation of unknown remains from the National Memorial Cemetery of the Pacific (NMCP), Honolulu, HI. The remains are believed to be United States Military personnel that died during World War II (WWII) and Korea.

1.3 Objective

The objective of this contract is to provide on-site disinterment services to the National Memorial Cemetery of the Pacific, Honolulu, Hawaii during their disinterment mission.

Contractor shall perform various tasks in accordance with the Statement of Work (SOW), technical specifications, and all terms and conditions contained in this SOW.

1.4 Period of Performance

(1) year and four (4) option years. The period of performance of this contract is tentatively set to begin on 9/1/2025 through one years. The number of events per year will consist of up to:

A. Base year – 20 events B. Option year 1 - 20 events C. Option year 2 - 20 events D. Option year 3 - 20 events E. Option year 4 - 20 events

2.0 Scope of Work

The Contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that the Disinterment Support Services are performed at the cemetery in a manner that shall maintain proper respect. The disinterment event typically consists of a consecutive Sunday and Monday. Each event shall have no more than 8 gravesites prepared for disinterment. Sunday will be the preparation of the gravesites for disinterment the following day. Monday will consist of the disinterment and the Dignified Transfer of Remains followed by backfilling and sodding of the gravesites.

NMCP will provide a schedule of events to the contractor. Services shall include, but are not limited to the following:

2.1 Contractor Requirements

A. The Contractor shall provide a minimum of six (6) disinterment support personnel per event, Sunday and Monday.

B. The Contractor shall provide the necessary equipment and tools to support NMCP with the two (2) day event.

C. NMCP will provide the heavy equipment and personnel to operate the equipment for the event to include a: backhoe, tractors, trailers, turf protection mats, cables, shoring material, stanchions, chains, ramps, sod cutter, probing tool, casket trays and grave covers.

D. The Contractor’s primary requirement is to assist NMCP personnel with the ground support of the disinterment process and backfilling and sodding of the gravesites outlined in the SOW.

E. The Contractor shall perform all work in coordination with NMCP personnel.

F. The Contractor shall not operate or utilize NMCP’s equipment or tools unless specifically authorized and approved by the NMCP supervisor.

G. The Contractor shall provide an on-site supervisor who is fluent in the English language. The Contractor’s on-site supervisor shall be one (1) of the six (6) disinterment support personnel.

2.2 Key Personnel and Personnel Management

The on-site supervisor is considered key personnel for the success of the contract and as such, shall have a minimum of two (2) years of experience in a non-supervisory position followed by two (2) years of successful experience in field supervision. Accepted field supervision will be 24 months of one of the following or a mixture of that equates to no less than 24 months:

Excavation Cemetery/Disinterment Landscaping Or Similar Projects

If the accepted on-site supervisor is to be replaced, a resume must be submitted and accepted by the COR prior to the new employee beginning work on the contract.

2.2 Equipment and Supplies

The Contractor shall provide the necessary equipment and tools to support NMCP with the two (2) day event. Contractor’s equipment must comply with Occupational Safety and Health Administration (OSHA) standards. A cemetery personnel will inspect and approve the equipment and tools prior to the start of the event. All equipment and tools needed but are not limited to:

A. Uniforms, shovels, spades, trenching shovels, post pounder, hand tamper, rakes, blower, ladders, and two (2) jumping jack mechanical tampers.

B. Personal Protective Equipment (PPE) are to be worn at all times to include safety hats, safety shoes (steel toe), safety googles, hearing protection and safety gloves.

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

2.3 Standards of Employee Conduct

Contractor and contractor personnel shall be required to adhere to the following standards of dress and conduct while performing work in the National Memorial Cemetery of the Pacific.

A. Clothing shall be presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine. Uniform shirts and pants are required. At the minimum, the uniform shirts shall be the same color. Clothing shall be clean and cleanliness. T-shirts and/or tank tops as outer garments and jeans are prohibited. Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements.

B. Behavior and language must be appropriate, reverent, and respectful at all times.

C. Eating and drinking (except water) is prohibited in the cemetery. The Contracting OƯicer Representative (COR) will designate an area for breaks and lunches.

D. Use of intoxicating beverages, any tobacco products, and illegal drugs on the Cemetery premises is strictly prohibited.

3.0 Sunday Disinterment Responsibilities – Contractor Duties

On Sundays, the Contractor is responsible for the following tasks in support of the scheduled disinterment operations but are not limited to:

A. Hours of Operation - 6:30 A.M. HST to no later than 3:00 P.M. HST.

B. Grave Preparation - The Contractor shall ensure that each disinterment gravesite has three grave covers in place. Rolls up and sets aside the sod from the gravesite area to allow for safe excavation. Remove flat granite markers and ensure they are placed at the gravesite that is being excavated with NMCP supervisor approval.

C. Equipment Setup and Site Safety - The Contractor shall place turf protection mats beneath the backhoe outriggers and front loader before excavation to protect the existing turf. Removes stanchions and "keep out" chains to allow site access for disinterment personnel. Installs shoring systems at gravesites as directed by NMCP personnel, particularly in cases where graves are deeper than five (5) feet or where soil conditions are unstable. The Contractor shall ensure gravesite is straight, smooth, and vertical in order to prevent collapsing.

i. Grave Sites Safety – Contractor shall observe NCA grave site safety standards. Excavation day Contractor will not remove flat granite markers from their socket without Foreman approval.

ii. Under no circumstance will contractor leave an open gravesite unattended, contractor shall ensure safety barriers are in place during lunch, breaks and in between gravesite excavation.

D. Casket Location and Exposure - The Contractor shall check for active pipes by digging at the foot of the gravesites at a minimum of 18” down from the surface when directed by NMCP personnel. Probe for the casket only when instructed by NMCP personnel. Use a shovel to carefully expose the casket so that overlying dirt can be removed without causing damage to the casket.

The Contractor may be responsible for removing roots, pipes, or any obstructing objects to the casket. The Contractor shall place the dug soil in the trailer (supplied by NMCP) to prevent damage to grass surrounding gravesite.

E. Trenching and Cable Placement – The Contractor shall trench the front of the casket to enable a cable to be hooked onto the head of the casket for lifting.

Places two additional open cables beneath the casket and remasters them to ensure safe and stable lifting. The Contractor shall make every eƯort to not damage, step on, or otherwise harm the caskets during the disinterment.

F. Site Restoration and Cleanup - Once the caskets are prepared for the following day’s removal, the Contractor shall reinstall stanchions and chains around the excavated site to restrict access and place grave covers on open gravesites. Cleans the disinterment site and surrounding areas to return them to presentable condition, free of spoils and equipment.

3.1 Monday Responsibilities – Contractor Duties

On Mondays, the contractor is responsible for the following tasks in support of scheduled disinterment operations but are not limited to:

A. Hours of Operation – 6:00 A.M. HST to 2:30 P.M. HST or when the backfill and sodding of the opened gravesites are complete.

B. Casket Removal Preparation –The Contractor shall open one gravesite at a time. Removes stanchions, chains, and grave covers to access the gravesite.

C. Casket Extraction and Handling – The Contractor shall assist with cable placement and setup for the backhoe to lift the casket from the gravesite.

While the casket is being pulled from the gravesite the Contractor shall assist by guiding the placing of the casket into a casket tray. Removes the pulling cables from underneath the casket. Positions the tray and casket securely for the dignified transfer.

3.2 Backfilling and Sodding

A. In support of the backfilling of the gravesites, NMCP will provide the transportation of the backfill material to each gravesite. The contractor shall be able to support backfilling two (2) gravesites at the same time. Backfill shall be brought to established grade in one (1) foot lifts, maximum. Each lift shall be thoroughly compacted by the contractor by means of an approved mechanical tamper. After backfilling is complete and compacted, the remaining two (2) inches shall be filled with topsoil that is capable of growing healthy grasses. Backfill should not be mounded but should conform to existing grades. The Contractor shall remove all unusable dirt, rocks, roots and other types of objects from the cemetery grounds.

B. Once the topsoil is filled, the contractor shall place sod provided by NMCP on each gravesite. If NMCP cannot provide new sod to place, the salvaged sod shall be replaced and tamped to ground level. All sod laid shall be level with existing adjacent grade.

C. In the case of weather delays or noncompletion of the backfilling and sodding of each gravesite that were opened for the event. The contractor shall return the following day to complete or as directed by the COR.

3.3 Sunken Graves

A. A sunken grave is defined as any gravesite that has receded two (2) inches or more from the existing adjacent grade. Standard graves excavated and backfilled are approximately three and one-half feet wide and approximately eight feet long. The Contractor will warranty this work of backfilling for a minimum of one (1) year. The Contractor shall repair any sunken gravesite identified by the COR. Due to sunken graves being primarily a safety hazard, when the COR notifies the Contractor of sunken graves, the Contractor has thirty (30) days to repair the grave.

B. Sunken grave site shall have sod cut out and be filled with approved select backfill and tamped to within two (2) inches of established grade. Topsoil capable of growing healthy grasses shall be added. Sod will then be replaced to bring the gravesite to established grade. The disturbed area shall then be raked free of stones and any debris larger than one (1) inch measured in any direction.

3.4 Weather Cancellations

NMCP will contact the Contractor by email or text the day before the event to cancel the event due to bad weather.

In the case that the Contractors have come to work, and a cancellation has been determined by bad weather, the contractor can file a request for equitable adjustment with the contracting oƯicer for reasonable expenses caused by the delay. The contractor is still required to complete the two (2) day event if it extends outside of the consecutive Monday and Sunday due to weather cancellations.

4.0 Contractor Quality Assurance.

The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR or Cemetery Personnel directed by the COR will inspect by validating actual work performance, physically checking an attribute of the completed task and meets the standards contained in this SOW. The COR will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the oƯicial record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the CO or the COR will initiate a Contract Discrepancy Report (CDR) and then a Cure Notice will be issued by the CO. However, the Contracting OƯicer may issue a Cure Notice at any time he/she deems appropriate. Depending on the overall performance of the Contractor, an unsatisfactory reply to the Cure Notice should require a Show Cause letter to be issued, followed by consideration of termination of the contract.

NCA/Contractor Meetings: An initial step in avoiding disputes and claims is to settle minor problems and misunderstandings at the lowest possible level. Accordingly, the contractor or the Contractor's Representative shall meet with the COR or his representative as often as necessary at the discretion of the COR. A mutual eƯort shall be made to resolve all problems identified during these meetings. Any unresolved issues may be elevated to CO for a determination.

End of Statement of Work