SOW HNC Grounds Maintenance.docx

STATEMENT OF WORK

National Cemetery Administration Houston National Cemetery Houston, TX 77038 Four-Month Grounds Maintenance

1. GENERAL INFORMATION

1.1. This is a firm, fixed price contract for cemetery grounds maintenance services at Houston National Cemetery, Houston, Texas and hereafter referred to as Houston or “Cemetery.” Contractor shall provide all labor, supervision, material, equipment, tools and supplies to complete grounds maintenance services to maintain Houston National Cemetery grounds following National Cemetery Administration standards. The Cemetery is located at 10410 Veterans Memorial Drive, Houston, Texas 77038.

1.2. The National Cemetery Administration Mission.

1.2.1. The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the Integrated Pest Management at VA National Cemeteries, Turfgrass Maintenance in VA National Cemeteries, Performance Work Statement, Performance Work Requirements Summary and Guidance Specifications shall be required and shall be essential.

1.3. Background.

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

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

1.3.3. The Houston National Cemetery contains the remains of approximately 95,000 veterans, spouses and dependent children. National Cemeteries are National Shrines. The standards of maintenance and appearance at the cemeteries must reflect this nation’s concern for those interred there. For this reason, strict adherence to the specifications is required as well as the National Cemetery Administration standards.

2. DESCRIPTION OF CONTRACT OBJECTIVES

2.1. The Contractor shall furnish all labor, supervision, professional expertise, vehicles, tools, equipment, materials, and services necessary to ensure that grounds maintenance is performed in a manner that shall meet or exceed the requirements to maintain healthy turf grass and that presents a clean, neat, professional and aesthetic grounds appearance throughout the Cemetery. The Contractor shall comply with applicable federal, regional, state, local laws, and commercial standards.

2.2. Services include, but are not limited to, mowing, trimming (features and headstones), edging (features and flat markers), weed control, removal of trash (generated by the Contractor), as well as sweeping or blowing off grass from sidewalks, roads and headstones. Scheduling of services shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. The exception is Memorial Day, which may be a workday for Federal employees, but not for the Contractor. No work shall be allowed during special weekend activities.

2.3. The Contractor shall be responsible for complying with the standards of the facility’s grounds maintenance services described herein. The Government’s objectives are described in the NCA’s “Operational Standards and Measures”, the Statement of Work (SOW), and other requirements identified herein, as they are applicable to the services required in the Pricing Schedule.

2.4. Contract Objectives.

2.4.1. Perform grounds maintenance services to maintain the Cemetery to maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in this solicitation.

2.4.2. To have the Contractor perform mowing, trimming of headstones and flat markers, and edging of the improved grounds focused on maintain healthy grass and a clean, neat and professional grounds appearance overall.

2.4.3. To have the Contractor perform pre- and post-emergent weed control applications to effectively maintain the cemetery 95% weed free.

2.4.4. To have the Contractor perform a one-time mowing and trimming cycle to maintain vegetation in unimproved grounds.

2.4.5. To have the Contractor perform floral pickup and disposal on a monthly cycle.

2.4.6. The life of the contract is planned for a four (4) month period.

2.5. Basis of Performance Requirements

2.5.1. National Cemetery Administration (NCA) Operational Standards & Measures: Provides standards for performance in the key cemetery operational areas of interments, grounds maintenance, headstones, markers and equipment & facilities maintenance. A copy of NCA Operational Standards will be provided to the Contractor by the COR.

2.5.2. NCA Turf & Landscape Handbook 3420: An excerpt from Handbook 3420 is provided in Attachment 10. Only the “Mowing/Trimming/Edging” portions indicated in the handbook shall apply to this contract.

2.5.3. NCA Integrated Pest Management Procedures Handbook 3410 – An excerpt from Handbook 3410 is provided in Attachment 11. Only the “Weed Control in Turfgrass Areas” portions indicated in the handbook shall apply to this contract.

2.6. Supervision.

2.6.1. Contractor Superintendent: The Contractor shall provide a competent and experienced supervisor who speaks and writes fluent English on site for at least four (4) hours a day whenever work is being performed, other than trash and debris pick-up.

2.6.2. The Contractor Superintendent must have not less than five (5) years’ experience as a direct supervisor of grounds maintenance operations that included mowing, trimming, edging, and cleanup in industrial, commercial or public sites.

2.6.3. The Contractor Superintendent shall ensure all specifications are being met, ensure contract work does not conflict with ceremonies and funerals, and ensure employees are adequately supervised and proper conduct is maintained.

2.6.4. The Contractor shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required. The Contractor is expected to remove any employees from the Cemetery for cause, to include, but not limited to, safety violations, other misconduct in performance of duty under these specifications and/or conduct contrary to the best interests of the Government. If the Contractor fails to act in this regard, or the reason for a removal is immediately required to protect the interests of the Government, the COR may direct the removal of an employee from the premises. Contractor objections to any such action shall be referred to the Contacting Officer (CO) for final resolution; however, the Contractor will first immediately comply with COR direction pending any CO final resolution at a later time or date. The Contractor shall not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is directed by the COR, and is later found invalid and/or unreasonable by the CO.

2.6.5. In the absence of the Superintendent, the Contractor shall appoint an English-speaking crew foreman or an employee who shall be responsible to insure that the work is being accomplished in an expeditious manner, is performed in accordance with the contract specifications and that the work will progress without undue delay.

3. DESCRIPTION OF SERVICES:

3.1. CLIN 001: Improved Grounds Mowing. The Contractor shall mow all Improved Grounds to look well-manicured, with a neat and professional appearance at all times. Improved Grounds are visually prominent and medium visual impact areas requiring more frequent maintenance, such as burial areas, high visibility specialty areas, and non-burial areas (see Attachment 6, Definitions). All Improved Grounds shall be maintained in the same manner as a high-quality residential lawn under contract from a professional lawn maintenance service. This generally requires a complete mow/trim cycle every week during the growing season (February through November). Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting.

3.1.1. The Contractor shall maintain grass height within one (1) inch (+/-) of that which is professionally recommended for the predominant grass type at the Cemetery (Bermuda) or as recommend by the COR. Optimally, the height should be no more than one-half an inch (½”) above the recommended range for the type of turf at the Cemetery as recommend by the COR. The Contractor’s Performance Work Plan shall address any adjustments required depending on weather conditions and approved by the District Agronomist.

3.1.2. The Contractor shall be required to pick up, collect and dispose of debris and trash (see Attachment 6, Definitions), natural and manmade, prior to and after mowing/trimming any area.

3.1.3. The Contractor shall identify, move and replace all floral or commemorative items placed on gravesites in burial sections, etc. to their original locations (i.e. specific gravesites) as necessary while performing mowing/trimming services.

3.1.4. The Contractor shall keep all headstones, flat markers, monuments, roadways, walkways (inside and out), flagpole bases, public visitor areas including at the Committal Shelter, or other non-turf areas free of clipping or edging deposits. Clippings shall be mechanically blown or swept onto nearby turf areas when possible or collected and disposed of on the same day as the mowing, trimming, or edging event that produced them. At no time is freshly mowed grass to be blown onto headstones per the rules of behavior in Attachment 9, Employee Stateman of Compliance and Attachment 10, NCA Handbook 3420.

3.1.5. The Contractor shall immediately remove and dispose of, or mulch clearly visible clumps of grass clippings on top of the turf to prevent the appearance of windrows.

3.1.6. The Contractor shall use commercial grade rear-discharge mowers or commercial grade mowers with mulching decks only. The Contractor shall use properly maintained and adjusted cutting equipment to prevent streaks or irregularities, uneven cutting, plowing, or gouging of the soil. Cutting blades on mowing and trimming equipment must be kept sharp so that grass tips are cleanly cut and not torn or damaged. Riding mowers may be used if they are not operated within six (6) inches of markers, monuments, tree trunks or other vertical surfaces.

3.1.7. All mowing equipment shall be cleaned before unloading or mowing at the Cemetery to reduce the risk of introducing contaminant weed seeds into the Cemetery turf. No equipment shall be cleaned on Cemetery property.

3.1.8. The Contractor shall hand mow new seed/sod areas (present at all newly buried gravesites, second interment gravesites, and repaired gravesite locations) until they are fully established to the point where they will not be damaged by riding mowers.

3.1.9. The Contractor shall be familiar with and utilize different mowing patterns and shall change direction, change patterns, and vary mower wheel width patterns after each mowing thereby reducing turf wear, prevent wheel rutting, and provide a neater appearance. All mowing around trees will be accomplished in a manner that prevents a “ringing pattern” around the tree and associated damage to turf.

3.1.10. There may be periods of excessive rainfall when the Contractor cannot access areas for mowing due to excessive wetness. The COR has the authority to stop work if weather conditions are such that work that day will do more damage than good to the Cemetery grounds. During these periods, the Contractor shall be expected to ensure the grass is cut in less than seven calendar days once grass is suitable for mowing.

3.2. CLIN 002, 005: Trimming. The Contractor shall trim grass and vegetation around vertical surfaces or any other structure or area that cannot be maintained by traditional mowing equipment to match surrounding area grass height within Improved Grounds. Streaks or irregularities, uneven cutting, plowing, or gouging of the soil is unacceptable. The vertical surfaces to be trimmed include headstones, flat markers, 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.

3.2.1. The Contractor shall trim turfgrass surrounding headstones and flat markers to its recommended height for the type of turf at the Houston National Cemetery after each mowing cycle.

3.2.2. The Contractor shall trim all areas concurrent with mowing. Trimming operations of all non-mowed turf areas shall be considered a part of mowing. The Contractor shall mow first, followed by trimming.

3.2.3. The Contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area.

3.2.4. The Contractor shall exercise caution to avoid contact with headstones, markers, monuments, building walls, trees, shrubs, flowers, any other desirable plant materials, etc. or any other structure than can be damaged by contact with the trimming device’s cutting instrument.

3.2.5. The Contractor shall use commercial grade power trimmers and power edgers to trim grass from around headstones, flat markers, monuments, section markers, etc. The Contractor shall use trimmers with a plastic blade attachment to cleanly trim edges around all headstones and flat markers, monuments, section markers, etc. or as otherwise directed by the COR.

3.3. CLIN 003, 004: Unimproved Grounds Mowing and Trimming. The Contractor shall mow and trim all unimproved Grounds to look neat and professional. The unimproved Grounds at Houston National Cemetery are medium visual impact, native grass/plant areas near the Shelters, around the irrigation ponds, and along the streets interior to the Cemetery (indicated on Grounds Map) that are generally viewed at a distance and/or meant to be maintained in a neat but natural state. The Contractor shall maintain grass height between 4 and 6 inches as recommended by the COR or District Agronomist. This generally requires a complete mow/trim twice a year during the growing season (March through November). Mowed areas shall be uniform in appearance, free of skips, gaps, scalping, rutting, bruising, and uneven and rough cutting. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing. Fences in unimproved areas shall be free of vines/vegetation. The Contractor shall mulch or remove grass clippings when visible after trimming, before leaving work area.

3.4. CLIN 006: Flat Marker Blade Edging. The Contractor shall edge turf perpendicular to the outside perimeter (edge) of flat grave markers to remove all grass/vegetation that is growing around or over the entire outside perimeter of the flat grave markers during each mow/trim 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. No metal blades shall be used to edge around flat markers. The Contractor shall exercise caution not to chip flat markers with blades. Flat markers are grouped together in the same burial sections.

3.5. CLIN 007: Feature Edging. The Contractor shall blade edge all streets, curbs, walkways, tree wells, permanent building/structure lines, and planting beds. Edging shall provide a clear zone ½” to 1” wide by 2” to 3” deep with all vegetation removed from joints and cracks. Damage to asphalt/concrete shall be avoided. Edging events shall be completed as ordered by the COR. The first edging cycle shall be completed approximately at the start of the mowing season, the second cycle one week prior to Memorial Day, the third during the month of July, and a fourth edging during the month of September. Additional edging events may be scheduled by the COR. The exact dates will be provided by the COR.

3.6. CLIN 008, 009: Weed Control. The Contractor shall control broadleaf and grassy weeds through execution of a weed control program appropriate for the area, in accordance with NCA Handbook 3410, Integrated Pest Management Procedures for VA National Cemeteries (excerpt provided in Attachment 10), and current federal, state, and local regulations. The Contractor shall comply with all applicable parts of 29 Code of Federal Regulations (CFR) 1910, Labor, Occupational Safety and Health Standards; 29 CFR 1925, Labor, Safety and Health Standards for Federal Service Contracts; 40 CFR 150-189, Protection of Environment, Pesticide Program; and 49 CFR 171, Transportation, General Information, Regulations, and Definitions.

3.6.1. The herbicide applications required shall consist of one (1) broadcast pre-emergent herbicide application and one (1) broadcast post emergent herbicide application.

3.6.2. Pre-Emergent Application: Exact timing of application shall be based on soil temperature (65℉) and weather conditions. This application needs to be completed prior to October 31st based 5- and 10-year average soil temperature and weather conditions for weed control efficacy. Prior approval from COR required before application.

3.6.3. Post-Emergent Application: Exact timing based on weed development. Current 2024 weed pressure and emergence requires an immediate application. Prior approval from COR required before application.

3.6.4. The herbicides used by the contractor shall be specifically labeled for control of weeds in the Hybrid-Bermuda and any other types of turf at the Houston National Cemetery. The Cemetery turf is pre-dominantly Hybrid-Bermuda-grasses (Tif 419 and TifTuf).

3.6.5. The herbicide applications shall be applied directly by or under the on-site supervision of a current commercially licensed Texas Certified Pesticide Applicator with three (3) years’ experience. All applications shall be performed as per the Rules and Regulations of the Texas Department of Agriculture and/or the Texas Structural Pest Control Board, whichever has jurisdiction over the contractor’s applicator license. The Contractor is responsible for specifically following all labels directions on the bag/container of herbicide at all times. This includes, but is not limited to, all safety, mixing, weather conditions, and application directions and information.

3.6.6. The Contractor shall coordinate the herbicides and doses as well as application date and time with the COR within three (3) business days of receiving the order. Herbicides must be approved by the COR and District Agronomist a minimum of three (3) days prior to each and any application.

3.6.7. The Contractor shall provide to the COR, in writing, a list of all herbicides, mixes, and related surfactants or other chemicals, along with a copy of the manufacture’s label. The list shall include the proposed amount of product per acre, percentage of solution, and/or application rate per 1000 square feet (and/or per acre). The Contractor shall also provide the COR with a copy of the label and the Safety Data Sheet (SDS) for any and all herbicides and other chemicals or surfactants, prior to any and all applications being performed. The Contractor shall NOT begin any application without providing this information to the COR and obtaining the approval of the COR to proceed.

3.6.8. The Contractor shall always mix and apply herbicide so as to provide optimum control of target weeds, according to label directions. The contractor shall be responsible for any and all repeat, follow-up, and/or spot spray herbicide applications, due to ineffective applications. These repeat, follow-up, and spot spray treatments shall be provided at no additional charge to the government. Chemical chemistry rotation must be used – alternate between herbicide mode of actions to mitigate herbicide resistance.

3.6.9. All contractor personnel shall be properly clothed and wearing proper safety equipment during any and all applications.

3.6.10. All mixing of chemicals and filling of tanks shall be performed off site or only in an appropriate area of the cemetery as determined and directed by the COR.

3.6.11. Performance of work shall not impede nor disturb any burial or memorial service, or burial operation at any time. As a general “rule of thumb” work should not take place within 1000 feet of a committal shelter during a service, or during a ceremony in the cemetery.

3.6.12. A written record of the application shall be delivered to the COR immediately following the application, whether completed or not, before leaving the cemetery on the day of any application. The written record shall show the company name, company contact information, and the names, titles, and license information of the company’s staff that performed the application. The written record shall specify application area, the chemicals used (trade name, chemical, amount/dose), targeted weeds, and weather conditions (including the temperature and the average wind speed) during the time of application.

3.6.13. The Contractor shall coordinate with the COR any watering requirements to activate chemicals, as needed. The Cemetery shall schedule and perform this watering requirement.

3.7. CLIN 010: Floral Removal: Contractor will remove once a month (First Thursday of the month or as designated by cemetery staff) all floral arrangements, floral holders, and grave decorations placed at gravesites and in columbaria areas in accordance with cemetery floral regulations. During the removal, the following guidance is as follows:

3.8. Reporting and Record Keeping.

3.8.1. The Contractor Superintendent shall report on a daily basis to the COR at the Maintenance Building of the Cemetery and log in on days when work is being performed. This DAILY check-in is mandatory and shall be at a time agreed upon by the COR and the Contractor Superintendent. The purpose of the DAILY meeting is to coordinate and establish the daily work schedule to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony, and to submit the required written reports to the COR. These Daily meetings are for the Contractor Superintendent to ask questions and ensure he/she understands the off-limit areas, which may vary depending on the event. The Contractor Superintendent 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 Superintendent fails to re-direct employees away from an event in a timely fashion, the COR may then assist in doing so.

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

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

3.8.4. The Contractor Superintendent shall provide WEEKLY an accurate written report identifying all work that took place within the previous seven (7) calendar days. The Contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR as required.

3.8.5. A list of scheduled ceremonies will be provided to the Contractor Superintendent the week prior to the scheduled events, and a list of scheduled funerals will be provided daily. The Contractor Superintendent shall 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 shall be solely responsible for staying abreast of all such upcoming events and when in doubt, he/she must ask the COR.

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

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

Table 3.8. Submittal Schedule

3.9. Performance Evaluation Meeting.

3.9.1. The issuance of a Contract Discrepancy Report (CDR) found at Attachment 4 may be cause for the scheduling of a meeting among the Contractor, CO, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, CO, and the COR will sign minutes of the meeting(s).

3.9.2. Should the Contractor not concur with the minutes, they shall so state their objections in writing to the Contracting Officer, within ten (10) calendar days, and also explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten (10) calendar days of submission of any objections.

3.10. Actions.

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

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

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

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

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