Statement of Work for Headstone Setting Raise and Realign at Abraham Lincoln NC.pdf

STATEMENT OF WORK

INITIAL & REPLACEMENT UPRIGHT HEADSTONE & FLAT MARKER SETTING

ABRAHAM LINCOLN NATIONAL CEMETERY

INTRODUCTION: The National Cemetery Administration (NCA) honors veterans with a final resting place and lasting memorial that commemorates 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 NCA to reflect this Nations’ concern and respect for those interred there. For this reason, the Contractor’s strict adherence to the performance objectives and standards, and technical specifications are essential. Critically important is the awareness required of the Contractor employees of the remains buried in the grounds where the work is performed. The utmost care must be given to these remains and the headstones that mark those gravesites and memorialize the service of individuals.

BACKGROUND/HISTORY: Abraham Lincoln National Cemetery, located at 20953 W. Hoff Road, Elwood, IL 60421, is a prominent and solemn U.S. Department of Veterans Affairs (VA) burial site. It honors U.S. military veterans, service members, and eligible family members by providing burial and memorial benefits. The cemetery ensures a dignified final resting place with perpetual care, including headstones, flags, and honors for the deceased.

The NCA estimates that the annual requirements for initially setting and replacing headstones and flat markers will be approximately 2,500. This number is based on historical figures. The number of headstones and flat markers set per month are generally evenly distributed throughout the year but may fluctuate. See below historical data:

Fiscal Year

Upright Headstones 1st

Upright Headstones Repl.

Flat Marker 1st

Flat Marker Repl. Total:

FY20 1909 667 1 16 2593

FY21 2025 785 0 23 2833

FY22 1801 806 1 16 2624

FY23 1720 655 6 19 2400

FY24 1628 698 2 15 2343

FY25 1568 701 1 20 2290

AVG 1775 719 2 18 2514

Historically, headstone and flat marker setting requirements have been met by two full-time employees each year (this did not include the raise and realign requirement of this contract).

To maintain the cemetery's adherence to National Shrine standards, approximately 4,250 upright headstones need to be raised and realigned annually, not to exceed a variance of ± 5% (4038-4462).

SCOPE OF SERVICES: The Contractor shall furnish all labor, material, equipment, and supervision to install (i.e., set) initial and replacement upright headstones and flat markers; raise and realign headstones and markers; fine tune align upright headstones; and clean upright headstones at Abraham Lincoln National Cemetery (hereafter referred to as “ALNC” or “Cemetery”) in accordance with the contract requirements.

OBJECTIVES:

• Initial and Replacement Upright Headstone and Flat Marker Setting: Set all upright headstones and flat markers within 8 days of receipt per the technical specifications and National Shrine Standards.

• Raise and Realign Upright Headstones: Raise, level, reset, realign, backfill, and clean approximately 4,250 ± 5% existing upright headstones annually per the technical specifications and national shrine standards. The headstones will be grouped in sections and identified by the NCA within the first month of the period of performance. The Contractor must complete the raise and realign requirement within the one-year period of performance specified in the price schedule.

• Fine Tune Alignment (FTA) Upright Headstones: Bring approximately 8,500 ± 5% existing upright headstones into alignment within one (1) degree plumb. Visually aligned horizontally, vertically, and diagonally.

• Cleaning Upright Headstones: Clean all upright headstones annually with approved cleaning products and methods listed in section A.7.

GENERAL REQUIREMENTS

Scheduling of the work shall be coordinated with the COR to avoid disruption of ongoing Cemetery operations. All work shall be performed during normal cemetery hours of operation, 8:00 am - 4:30 pm local time Monday through Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal Holidays or weekends at the discretion and approval of the Contracting Officer (CO) and VA Contracting Officer’s Representative (COR). The contractor may make a written request to the CO and COR to work outside of the normal work hours when needed to carry out the specifications of this contract.

The contractor must conduct services outlined below and according to the contract during all interment and operational days when the cemetery is open* regardless of weather conditions. (* Memorial Day may be a workday for Federal employees but not for the Contractor—no work will be allowed during the special weekend activities.)

Federal Holidays: All work required under this contract shall be performed during normal cemetery hours of operation, except observed Federal Holidays and Weekends, or unless otherwise directed by the COR. The following is a list of all Federal holidays:

New Year's Day Martin Luther King's Birthday Washington’s Birthday *Memorial Day Juneteenth National Independence Day Independence Day (Fourth of July)

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

At Contractor request and with the written permission of the COR, work may also be permitted to be scheduled during weekends and/or Holidays. When situations prohibit work completion during the normal work week, (such as weather-related or contractor-caused delays), then the

Contractor will make arrangements with the COR to work on weekends, as needed, in order to meet the requirements of performance within the period specified. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified period of performance.

After Normal Hours/On-Call/Emergency Situations

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

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

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

Place(s) of Performance Abraham Lincoln National Cemetery.

CEMETERY LOCATION

Abraham Lincoln National Cemetery 20953 W. Hoff Road Elwood, IL 60421

(815) 423-9958

SECTION A: DESCRIPTION OF WORK

A.1 Set New Initial Upright Headstones

a. The Contractor shall install initial upright headstones in a manner that will present a clean, neat, and professional appearance throughout the Cemetery and will meet or exceed the requirements in accordance with Contract Specifications and Drawings found at Attachment 1.

Procedure for Upright Headstone and Flat Marker Setting and the Replacement of Headstones and Markers:

b. The responsibility for ordering upright headstones and flat markers (herein referred to collectively as “Headstones” unless otherwise specified), checking for proper wording and initial inspection for damages shall be that of the Government. Headstones are received at the Cemetery and unloaded by the Government. The Government is responsible for the unloading of Headstones from the delivery truck, inspecting the headstones for damage and reporting defects to cemetery staff. Headstones identified by the COR as damaged or after inspection of inscription as incorrect shall be removed/destroyed by the Government.

c. The Contractor shall properly set Headstones on the correct gravesites within eight (8) calendar days of delivery to the Contractor by the Contracting Officer’s Representative (COR).

Headstones shall be protected from damage by the Contractor during transportation throughout the cemetery. The Contractor shall transport and dispose of removed Headstones to an onsite location approved by the COR.

d. The COR will designate a suitable area for storage of Headstones to protect the Headstones from the weather and avoid damage or staining. The Headstones may be stored by resting them on their bottom edge and leaning them against the wall at a safe angle. Several Headstones may be stacked against the first stone to conserve space with proper separation in all cases. If there is any breakage or damage in any form due to the Contractor’s handling or negligence, the cost of replacement will be borne by the Contractor.

e. The Contractor shall report and provide a written list no later than 9:00 am local time (Central) on the planned daily Headstone settings to the COR. The Contractor shall pick up the Headstones from the COR designated storage area and deliver the Headstones to the roadside area of the proper gravesite section using Contractor-provided vehicle or equipment. Delivery of the Headstone from roadside area to gravesite will only be accomplished with hand dolly or similar type lightweight dolly equipment as needed and appropriate to prevent turf damage and/or rutting from occurring. At no time are there to be motorized vehicles or equipment driven on any turfed areas. No tools or equipment are to be left unattended at any time on a grave site for any reason.

f. Standard upright granite headstones are approximately 42 inches long by 13 inches wide by 3 inches thick and weigh approximately 175 pounds. Standard granite flat markers are approximately 18 inches long by 12 inches wide by 3 inches thick and weigh approximately 70 pounds.

g. The Contractor will coordinate all associated field layout dimensions with COR prior to start of work. The Contractor is responsible for layout of the work and for all measurements in connection with the layout. Utilize existing burial section grid monumentation for all Headstone row layout work. Execute the work to the lines and grades needed to accomplish the work and to ensure that Headstones are correctly and accurately located on their associated gravesites. The Contractor is responsible for furnishing all stakes, templates, platforms, equipment, tools, materials, and labor required to layout any part of the work.

h. Any Headstones broken or damaged by the Contractor shall be reported to the COR at time of discovery each working day to allow time for Cemetery staff to make corrections and to ensure the grave is properly marked. The Contractor shall be responsible for the cost of the Headstone replacement. All Headstone replacements must be coordinated with the COR. Any grid or sectional monuments disturbed, displaced, or broken shall be replaced by the Contractor at the Contractor’s expense. All grids or sectional monuments disturbed, etc., shall be properly reset by a licensed land surveyor at Contractor’s expense. Curbs, roads, walks, turf, trees, utilities, etc. exist above and below the ground that are damaged or disturbed by the contractor during performance of contract work shall be repaired at the expense of the contractor. Repairs to the above shall be corrected by the Contractor within fourteen (14) workdays, unless otherwise agreed to with the CO and COR.

A.2 Set Replacement Upright Headstones

a. The Contractor shall remove, replace, and install replacement upright headstones in a manner that will present a clean, neat, and professional appearance throughout the Cemetery and will meet or exceed the requirements in accordance with Contract Specifications and Drawings found at Attachment 1.

b. The Procedures for setting replacement upright headstones are the same as outlined in para. A.1 except that the previous headstone socket will be used (unless damaged or out of alignment) for the replacement headstone. The amount of work and time to complete each replacement headstone is significantly less than an initial upright headstone.

A.3 Set New Initial Flat Markers

a. The Contractor shall install initial flat markers in a manner that will present a clean, neat, and professional appearance throughout the Cemetery and will meet or exceed the requirements in accordance with Contract Specifications and Drawings found at Attachment 1.

b. The Procedures for setting initial flat markers are the same as outlined in para. A.1.

A.4 Set Replacement Flat Markers

a. The Contractor shall remove, replace, and install replacement flat markers in a manner that will present a clean, neat, and professional appearance throughout the Cemetery and will meet or exceed the requirements in accordance with Contract Specifications and Drawings found at Attachment 1.

b. The Procedures for setting replacement flat markers are the same as outlined in para. A.1 except that the previous flat marker socket will be used (unless damaged or out of alignment) for the replacement marker. The amount of work and time to complete each replacement marker is significantly less than an initial flat marker.

A.5 Raise, Realign, and Clean Upright Headstones

a. The Contractor shall raise and realign approximately 4,250 ± 5% upright headstones on gravesites. “Raise, level, reset, realign, backfill, and clean” services consist of extracting, resetting, aligning backfilling, and tamping/compacting upright headstones that are already in place which have shifted out of vertical and/or horizontal alignment and plumb, as well as inventorying and assuring accurate placement of gravesites, as well as cleaning the headstones, all in accordance with Contract Specifications and Drawings found at Attachment 1.

A.6 Fine Tune Alignment Upright Headstones

a. Fine tune alignment of the headstones shall be done in accordance with NCA policies and standards. COR and/or CO as appropriate shall provide a copy of the applicable NCA policies and standards to the Contractor prior to contract start. Contractor shall bring the headstone back to within one (1.0) degree of plumb (vertical). Contractor shall ensure headstones are all visually aligned horizontally, vertically, and diagonally.

A.7 Cleaning Upright Headstones

a. The Contractor shall use Government-approved cleaning agent (D2, Weatherzyme) and clean water shall be used to clean headstones. Cleaning techniques with water shall include high pressure spraying, scrubbing, and rinsing. “Clean” under this contract means the headstones shall contain NO discoloration, environmental deposits, mold, mildew, moss, algae, lichen, dirt/mud, grass clippings, grass marks, bird droppings, etc.

b. When pressure washing is utilized, the pressure shall not exceed 500 psi at a minimum distance of 12 inches between nozzle and headstone. The older the headstone or marker the more likely that power washing can cause damage, lower psi (up to 200 psi) is recommended on older headstones.

Excessive soil shall be removed with plain water and a stiff brush (no wire brushes), followed by rinsing with clear water.

c. Use a cleaning product specifically designed to clean headstones each year. Acceptable Products:

D/2 Biological Solution by D/2 Biological Solutions, Inc.; or Government-approved equal.

d. Follow manufacturer’s printed instructions for product mixing and application. Protect turf from injury. Avoid contact between cleaning agent and turf exposed to direct sunlight. Initially clean two headstones using the approved cleaning agent as a test area to determine efficacy of cleaning and to observe for damage done to turf. COR shall inspect and track results. Discontinue use of cleaning agents that are not producing satisfactory results and/or are damaging turf. Continue with cleaning of headstones when directed by COR.

e. Every attempt should be made by the contractor to protect turf around headstone from contacting cleaning agent in the form of plywood or similar.

SECTION B: GENERAL CONDITIONS

B.1 CONTRACTOR'S RESPONSIBILITIES

The Contractor shall obtain all necessary licenses and/or permits required to perform this work and shall provide proof of insurance, licenses, and permits within five (5) days from date of award of a contract.

The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to themselves, their employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the Contractor or their employees' fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois.

B.2 SUPERVISION AND TRAINING

a. The Contractor shall provide a supervisor who speaks and writes fluent English on site, and at all times when the Contractor personnel are on the premises. The Contractor Supervisor must have not less than five (5) years’ experience as a direct supervisor of grounds maintenance or construction operations in industrial, commercial or public sites. The Contractor Supervisor 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.

b. In the absence of the Supervisor, the Contractor shall appoint an English-speaking crew foreman or an employee who shall 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 will progress without undue delay.

c. 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 will 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 will not be due any type of compensation for their costs incurred as a result of an employee being removed for cause; unless the removal is directed by the COR and is later found invalid and/or unreasonable by the Contracting Officer.

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

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

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

iii. 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.

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

B.3 SAFETY AND ENVIRONMENTAL PROTECTION

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

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

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

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

e. Dust Control: Keep dust down at all times, including during nonworking periods. Sprinkle or treat, with dust suppressants, 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.

B.4 FIRE SAFETY

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

Publications are referenced in text by basic designations only.

1. National Fire Protection Association (NFPA):

a) Standard for Portable Fire Extinguishers

b) Flammable and Combustible Liquids Code

2. Occupational Safety and Health Administration (OSHA)

a) 29 CFR 1926, Safety and Health Regulations for Construction

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

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

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

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

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

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

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

B.5 DISPOSAL AND RETENTION

a. Contractors shall be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained as a result of Contractor’s performance. The Contractor shall wash-down with water all soiled or stained structures, headstones, and monuments at the end of each workday. Roadways shall be cleaned with a street sweeper each day as needed to keep the existing roads free from dirt and mud resulting from Contractor operations. No hazardous chemicals are to be used at any time on Government property with the exception of herbicide treatments. The Contractor shall bear all costs associated with washing and cleaning. Any such washing/cleaning shall be brought to the immediate attention of the COR prior to washing/cleaning.

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

c. The Government will not provide receptacles for disposal of debris related to this contract. The Contractor shall provide his/her own REFUSE FACILITIES, and these shall only be located in the COR approved “Contractor Staging Area”. Do not place dumpsters or refuse facilities in any other location at the cemetery other than the approved “Contractor Staging Area”. The contractor shall 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.

d. The Contractor shall dispose of all hazardous waste in accordance with the Resource Conservation and Recovery Act (RCRA) and all other applicable Federal, State, and Local law and regulations. On-installation storage or disposal of hazardous waste is NOT allowed.

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

UTILITIES, AND IMPROVEMENTS

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

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

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

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

e. Refer to paragraphs, "Operations and Storage Areas", "Alterations", and "Restoration" for additional instructions concerning repair of damage to structures and site improvements.

B.7 RESTORATION

a. The contractor shall remove, cut, alter, replace, patch and repair existing work as necessary.

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

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

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

B.8 USE OF CEMETERY FACILITIES

a. The Government shall not be responsible for any loss, damage, or theft of Contractor items.

Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Cemetery facilities used by Contractor's employees.

b. The Government will not furnish a storage building at the Cemetery site for use by the Contractor to store supplies and equipment. However, the Government will provide an area designated for the Contractor’s use. The Contractor can establish facilities to include but not limited to office site, covered storage, portable toilet facilities etc. on or in the designated area after such facilities are approved by the COR and Contracting Officer (CO). All utilities to this area are the responsibility of the Contractor. The Government will not be responsible for any damage to and supplies stored on the Government’s premises. The contractor shall be responsible for maintaining fire extinguishers and other safety equipment.

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

d. Electricity and phone service will NOT be furnished by the Government for the Contractor’s work area.

B.9 AVAILABILITY AND USE OF UTILITY SERVICES

a. WATER: Water will only be made available via Contractor connection to existing Cemetery water system in existing locations where connection is available, and for purposes of this Contract only. The Contractor at Contractor's expense and in a workmanlike manner satisfactory to the COR shall be responsible for installing and maintaining temporary connections to the cemetery water supply in accordance with regulations. Contractors shall not obstruct normal traffic flow on adjacent roads while water is being obtained. In locations where the Cemetery water system is not readily available, the Contractor shall 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.

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

B.10 OPERATIONS AND STORAGE AREAS

a. The working space and space available for storing materials will only be available at the approval of the COR or Contracting Officer. If approved, the location is to be where approved by the COR or where shown on drawings as the “Contractor Staging Area”. It is understood the VA will not be held responsible for any damage to the Contractor’s equipment, materials, supplies or the like which may result from vandalism, theft etc. while on site. Contractors shall base operations out of this staging area, using it for materials and equipment storage, administration, employee toilets, trash dumpster area, employee parking, employee lunch/break area, etc.

b. “Contractor Staging Area” facilities: Temporary buildings (e.g., storage sheds, shops, offices) may be erected by the Contractor within the approved “Contractor Staging Area” with the approval of the COR or Contracting Officer and shall be built with labor and materials furnished by the Contractor without expense to the Government. The temporary buildings shall remain the property of the Contractor and shall be removed by the Contractor at its expense upon completion of the work.

c. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the COR or Contracting Officer. Do not store materials and equipment in other than approved areas. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

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

e. Inability to erect or use Contractor facilities for any reason shall in no way alter the contract.

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

B.11 TEMPORARY TOILETS

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

B.12 WORK DURING CEMETERY FUNCTIONS

a. The burial activities at the National Cemetery will take precedence over contract activities. The Contractor shall cooperate and coordinate with the COR or authorized designee, in arranging schedules to cause the least possible interference with cemetery activities in actual burial areas.

The COR or a representative will furnish the Contractor with a schedule of all interments and/or ceremonies no later than the close of business of the day prior to the scheduled interment, and a minimum of three (3) days before any ceremonial events.

b. Work noise during the interment services shall not disturb the service. Trucks and workmen shall not pass through the service area during this period. Contractor personnel shall not operate motorized equipment or conduct other commercial activities during interment services. The COR will identify the designated area.

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

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

B.13 REPORTING AND RECORD KEEPING

a. The Contractor Supervisor shall report on a daily basis to the COR at the main office of the cemetery and log in. This DAILY check-in is mandatory and shall be at a time agreed upon by the COR and the Contractor Supervisor within the requirements of paragraph “b” below.

b. The purpose of the 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 Supervisor to ask questions and ensure he/she understands the off-limit areas, which may vary depending on the event. The Contractor Supervisor can thus assign tasks accordingly throughout the rest of the Cemetery so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor Supervisor fails to re-direct employees away from an event in a timely fashion, the COR may then assist in doing so.

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

d. The Contractor Supervisor shall provide detailed 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.

e. 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 during the DAILY meeting indicating work being performed on that day.

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

g. A list of scheduled ceremonies will be provided to the Contractor Supervisor the week prior to the scheduled events, and a list of scheduled funerals will be provided daily. The Contractor Supervisor 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.

h. 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 the 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.

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

Submittal Frequency Submittal Schedule Work Plan/Staffing Plan Initial and As Revised With Proposal and Prior to

Beginning Work Fire Safety Plan Initial and As Revised Prior to Beginning Work Emergency Contacts Initial and As Revised Prior to Beginning Work Employee Statements of Compliance

Initial and As Revised Prior to beginning work

Licenses, Permits, Insurance on Vehicles, Liability, Workman’s Compensation Insurance, etc.

Initial and As Revised Prior to Beginning Work

Headstone setting tools: lifting mechanism and method; tamping tools; temporary headstone supports

Initial and As Revised Prior to beginning work

Crushed Rock Base Material Gradation Analysis

Initial and As Revised Prior to Beginning Work

Safety Data Sheets (See FAR Clause 52.223-3)

As Needed Prior to Use

Daily Work Schedule Daily Every day by 9:00 A.M.

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

Weekly Report and Rework List (for current week)

Weekly Every Friday by 3:00 P.M.

B.14 WARRANTY

All headstones and markers set or raised/realigned by the Contractor shall maintain the proper height and alignment for a period of 365 days from date of acceptance by the COR. Any adjustment, raise, lower, or realignment of headstones or markers during this warranty period shall be at the Contractor’s expense. Adjustment, raising, lowering and/or realigning newly set headstones and markers due to initial settling, improper compaction, or Contractor error will not constitute “Headstone Raise, Lower, Realign, Reset, Backfill” as described in the Price/Cost Schedule and shall be at the Contractor’s expense.

B.15 WORK ENVIRONMENT AND WEATHER CONDITIONS

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

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

B.16 CONTRACTOR-FURNISHED ITEMS

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

b. The Contractor shall be responsible for the supply, maintenance and repair of all contractor-owned equipment. This includes minor maintenance/repair and minor operating parts for equipment such as lubrication, oil changes, spark plugs, gaskets, cotter pins/keys, electric extension cords, etc., to keep all equipment in good operational condition throughout the period of performance of this contract. No contractor equipment maintenance repairs of any kind can be done on cemetery property without the COR(s) approval.

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

d. Only Contractor equipment and supplies (property) required to perform work under this contract shall be 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.

B.17 EMPLOYEE REQUIREMENTS

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

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

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

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

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

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

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

B.18 ORIENTATION FOR CONTRACTOR EMPLOYEES:

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

- Safety, Environmental Protection, and Fire Safety

- Project work schedule

- Rules pertaining to employee requirements and conduct (general)

- Parameter job related issues

- Disaster procedures.

- All technical requirements and work procedures of the Contract

B.19 STANDARDS OF EMPLOYEE CONDUCT

Contractor personnel shall be required to adhere to the standards of dress and conduct, as briefly mentioned here, while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.

a. Clothing shall be presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine. Uniform shirts and hats are preferred. Clothing shall be clean and cleanliness and personal hygiene are imperative. Any soiled clothing should be cemetery work-related that day. T-shirts and/or tank tops as outer garments are prohibited.

Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements.

b. Shall not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during committal service.

c. Not eat or drink beverages except water or non-alcoholic drinks while in work area or in sight of committal shelter during a service. Use of intoxicating beverages and/or drugs is strictly prohibited.

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

e. Use of tobacco products is prohibited except in designated smoking areas as approved by the

COR.

B.20 PARKING AND VA REGULATIONS

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

It is the responsibility of the Contractor to ensure its employees park in the appropriate designated parking areas. The Cemetery will not validate or make reimbursement for parking violations of the Contractor’s employees under any conditions. Smoking is prohibited inside any building 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/summons answerable in the United States (Federal) District Court, or other appropriate jurisdictions/agency.

B.21 HISTORIC PRESERVATION

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

B.22 EXPOSURE OR ACCIDENTAL DISCOVERY OF REMAINS

In the event work on the gravesites results in exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the Contractor shall IMMEDIATELY notify the Abraham Lincoln National Cemetery Director, the COR and/or the CO; take immediate steps to cordon off, protect and cover any exposed remains, container for remains, or outer burial container; and STOP ANY FURTHER WORK on that gravesite. The Cemetery will take control of the remains and conduct the reburial. The Contractor may be responsible for costs associated with replacing burial containers (e.g. caskets, urns, vaults). Work on the affected gravesite will not continue until the remains are properly secured by Cemetery staff; either through repositioning remains, removal of remains for safekeeping or repositioning of casket/vault/crypt. The Contractor will not reinter exposed remains or reposition outer burial containers.

B.23 CONTRACTOR’S QUALITY CONTROL PLAN (QCP)

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

i. An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and…