Sec_C-5.12_CEMETERY_SERVICES.pdf

Functional Area 5.12

CEMETERY SERVICES

5.12.1 INTRODUCTION

The Contractor shall provide services necessary to operate and maintain the Main Post Cemetery located on the Main Post of Fort Benning, Georgia, and approximately 61 cemeteries throughout Georgia and Alabama maintained by the Installation. The Contractor shall perform administrative duties, arrange for and process interments and disinterment’s, prepare for Special Ceremonies, open and close the Main Post Cemetery, perform maintenance, and perform all other tasks as specified in AR 210-190, and DA Pam 290-5. The Contractor shall perform all services required to assist and answer inquiries (either oral or written) from bereaved families and friends, funeral homes, Adjutant General (AG), hospitals, coroners, Department of the Army (DA), Veterans Administration (VA), and other official military channels as required by the KO.

5.12.2 SCOPE OF SERVICES

5.12.2.1 Work Area and System Description

The Main Post Cemetery consists of 8.26 acres of burial grounds (enclosed inside brick wall); Buildings 2679 (Office and Comfort Station) and 2680 (Break room and Storage Area); 3 unnumbered Storage Sheds; Columbarium; approximately 2 acres of grounds outside of the brick wall in the back of the Main Post Cemetery; and approximately 1 acre adjacent to Building 2679 (including the driveway and parking lot).

In addition to the Main Post Cemetery, the installation has 61 additional cemeteries that are located throughout the Installation’s boundaries in Georgia and Alabama.

These additional cemeteries shall only be maintained upon the receipt of a valid work document or as directed by the KO. The locations of the additional cemeteries maintained by Fort Benning can be found in Technical Exhibit 5.12-002.

5.12.2.2 Work Management and Control.

5.12.2.2.1 Reporting Requirements. The Contractor shall prepare, submit, and maintain all records and reports as specified herein and in accordance with the Contract Data Requirements List (CDs) in Technical Exhibit 1-004.

5.12.2.2.2 Publications and Forms. Specific publications and forms required for the accomplishment of work described in this Functional Area are listed in Section C-6.

5.12.2.2.3 Cemetery Control. The Contractor shall keep the Main Post Cemetery free of animals, unaccompanied children, bicycles, and any other unauthorized persons such as the news media that hasn't been cleared through appropriate Government channels.

5.12.2.2.4 Inspections. The Contractor shall be subject to inspections performed at the Main Post Cemetery. Inspections are performed in accordance with Par. 14, AR 210-

190. The HQ, Casualty and/or Memorial Affairs, Washington, D.C. and the Commanding General inspect the Main Post Cemetery at least once each year. The Fire Marshal inspects the Main Post Cemetery for fire hazards as required or requested. The Occupational Health Office inspects and recommends protective equipment (eye protective items and protective clothing) and identifies safety hazards as required or requested. The DPW inspects at his discretion. The Real Estate Office, DPW inspects all buildings and their fixtures as required or requested. The Energy Conservation Office, DPW inspects at unannounced times. The Installation Safety Office will also perform unannounced inspections.

5.12.2.2.5 Sources of Work. The KO, Units, DS/GS personnel, other Government personnel, tenants or residents of the Installation, or the Contractor, can identify work.

Contractor-generated work is the result of requests made by operators and maintenance personnel, who identified deficiencies during inspections, preventive maintenance, or other work performance. Sources of Work are provided in Technical Exhibit 5.15-003.

5.12.2.2.6 Workload. Workload for Cemetery Services is provided in Technical Exhibit 5.12-004.

5.12.2.2.7 Special Requirement, Dress Code at the Main Post Cemetery. The cemetery manager shall wear dress attire during operation hours at the cemetery. All other staff members shall wear an approved standardized uniform at all times.

Contractor shall submit to the KO types of uniforms that shall be warned by contract personal, CD 0512002.

5.12.3 SCHEDULED TASKS

The Contractor shall perform the tasks described below on a recurring or scheduled basis and record the work under an approved Operation Work Order (OWO’s). The Contractor shall be responsible for performing all work in accordance with the paragraphs that follow and with current Federal, State, local, and Army regulations. Technical Exhibit 5.12-001 provides a listing of required scheduled tasks for the Main Post Cemetery.

5.12.3.1 Opening and Closing the Main Post Cemetery

The Contractor shall open the Main Post Cemetery gates and raise the Contractor-furnished 5' X 9.5' United States "Storm" flag to full staff on the cemetery pole no later than 0800 daily. The Contractor shall remove the flag, close, and secure the gates no earlier than 1700 daily, except Memorial Day that shall be closed no earlier than 1900.

The Main Post Cemetery shall be open from 0800 to 1700 on a daily basis, and the Contractor shall display the cemetery operating hours in accordance with DA Pam 290- 5, Par. 2-4a. The vehicle drive-through gates shall be closed and secured during the hours of darkness. The contractor shall comply with AR 840-10 in the flying of the United States flag.

5.12.3.2 Headstone Maintenance at the Main Post Cemetery

The Contractor shall align, clean, replace, and destroy headstones in accordance with Par. 4-18, 4-19, and 4-20, DA Pam 290-5. Contractor shall record headstone cleaning, alignment and maintenance using TE 5.12-005.

5.12.3.2.1 The Contractor shall clean headstones and maintain an onsite record of cleaning, at the Main Post Cemetery twice per year in accordance with Par. 4-19, DA Pam 290-5. The contractor shall record cleaning of headstones using TE 5.12-005.

5.12.3.2.2 The Contractor shall realign headstones in accordance with Par. 4-18, DA Pam 290-5. The contractor shall record headstone alignment using TE 5.12-005.

5.12.3.3 Main Post Cemetery Grounds Maintenance

Fertilization. The Contractor shall apply fertilizer and lime so that distribution is u n i f o r m , without damaging flowers, shrubs, trees, or lawns. The Contractor shall fertilize twice per year, between 15 March and 31 March and between 15 July and 31 July, or as required by the KO. The Contractor shall lime twice per year, between 15 January and 31 January and between 15 October and 31 October, or as required by the KO. The Contractor shall make applications of fertilizer (8% nitrogen – 8% phosphorous – 8% potash) and lime in accordance with manufacturer’s label. The Contractor shall also maintain a daily record of concentration per acre, approximate number of acres covered, trade name of product, manufacturer, and Environmental Protection Agency (EPA) Registration Number. The Contractor shall provide the KO a copy of the record after the end of each application. Flowers, shrubs, trees, and lawns d a m a g e d due to improper type, application, and distribution of fertilizer shall be r e p l a c e d within ten working days.

5.12.3.3.1.The Contractor shall water and fertilize grass in accordance with Paragraph 5-3, DA PAM 290-5. Water shall be applied uniformly over the watered areas so that it does not run off into streets and drainage ditches or cause puddles of water. For single plants, such as trees, shrubs, and hedges, water shall be applied uniformly within the drip line of the plant. The Contractor shall correct all damage caused by the Contractor’s failure to properly water within ten working days.

5.12.4 UNSCHEDULED TASKS

5.12.4.1 Interment/Inurnment at the Main Post Cemetery or Columbarium.

5.12.4.1.1 Interview Next of Kin. Upon verification of eligibility by the KO, the Contractor shall interview next of kin (NOK) of deceased person or persons for interment/inurnment in the Main Post Cemetery or Columbarium as required by the KO. The Contractor shall prepare Request for Interment/inurnment, and obtain certification (signature) of its accuracy from the NOK.

5.12.4.1.2 Grave Reservations. Single gravesite reservations made before the one-gravesite policy (where the spouse is interred in the same grave as the service member), will remain in effect as long as the reservee remains eligible for interment, as specified in AR 210-190, Chapter 6. Contractor shall maintain a log of these reservations. Additional references related to single gravesites are AR 210-190, paragraphs 7b, c, d, e, f and paragraph 10. Also refer to DA PAM 290-5, paragraphs 4-14b and c. No reservations will be permitted in the Columbarium. Assignments are without regard to military rank, race, color, creed, or gender of the qualifying service members. The next available grave or niche is assigned for the interment or inurnments.

5.12.4.1.2.1 The Contractor shall determine and assign the appropriate gravesite/niche as approved by the KO in accordance with AR 210-190, Chapter 7, and DA Pam 290-5, Par. 4-14.

5.12.4.1.3 Interment/Inurnment Arrangement. The Contractor shall coordinate with funeral directors for dates and times of interment/inurnment services. The Contractor shall schedule interment/inurnment services, normally about three hours from the beginning of one interment/inurnment service to the beginning of the next interment/inurnment service, so as not to interfere with each other.

Interments/inurnments are not normally made on Saturdays, Sundays, or Holidays;

however, the Contractor shall make interments/inurnments on Saturdays, Sundays, and Holidays as required by the KO.

5.12.1.4 Funeral Escorts. The Funeral Director will request Military Police funeral escorts to the Government designate entrance of the reservation.

5.12.4.1.5. Documentation. On a monthly basis, the Contractor shall prepare DA Form 2684 (CD 512R001), Cemetery Operations - Utilization of Gravesites, for signature of KO, and forward to HQ, DA in accordance with AR 210-190, Chapter 11 and DA Pam 290-5, Chapter 7 no later than the 5th of the following month. Grave Preparation and Funeral Services at the Main Post Cemetery. Contractor shall maintain a register of inurnments in the Columbarium in accordance with DA 290-5.

5.12.4.2 Grave /Niche Preparation and Funeral Services at the Main Post Cemetery.

5.12.4.2.1. The Contractor shall prepare the grave/niche to include, but not limited to, removing headstones/niche covers, flower vases, and markers to make entrance for equipment to gravesite, if necessary, to prevent damage. The Contractor shall prepare, close, and mark graves/niches in accordance with DA Pam 290-5, Par. 4-13, or as specified by the KO.

5.12.4.2.1.1. Upon completion of digging the grave, the Contractor shall cover dirt mounds with artificial grass. The Contractor shall border the gravesite with caution tape.

5.12.4.2.2. Committal Site Preparation. The Contractor shall maintain benches, sweep, and clean up around the committal service area prior to the arrival of the family.

The Contractor shall ensure the metal awning is free of leaks, holes, stains, dirt, and dents. The casket bier shall be clean and in place not later than one hour prior to the interment service.

5.12.4.2.3 Flag Adjustments. The Contractor shall lower the flag to half-staff 30 minutes prior to interment services. Thirty minutes after the funeral services, the Contractor shall raise the flag back to full staff.

5.12.4.2.4. Escorts and Guards. The Contractor shall assist the Funeral Director in directing and parking vehicles that enter the Main Post Cemetery. The Funeral Director will request the honor guard for funeral services from AG Casualty when necessary.

5.12.4.2.5. Service Completion. After the funeral services and all people attending the interment/inurnment services have departed the Main Post Cemetery area, the Contractor shall assist the Funeral Director in placing the casket/urn in the vault/niche, shipping case, grave liner, or any other appropriate receptacle in the grave/niche. The Contractor shall close the grave/niche, fill in the dirt, level site with surrounding area casket bier, and replace headstones in their appropriate place. The Contractor shall also replace sod on gravesite as directed by the KO, leveling it to the same degree before removal as prescribed by the KO. The Contractor shall relocate flowers from the funeral site to the gravesite after the funeral services.

5.12.4.2.6. Suspension of Maintenance. The Contractor shall ensure maintenance is not performed inside the Main Post Cemetery boundaries from 30 minutes prior to expected arrival time of the family to the departure of all family and friends.

5.12.4.3. Headstones and Markers for the Main Post Cemetery and Columbarium.

The Contractor shall order, store, maintain, install, and replace headstones and markers in accordance with AR 210-190, Chapters 8 and 9 and DA Pam 290-5, Chapter 4.

5.12.4.3.1. Gravestone Order and Inscription

5.12.4.3.1.1. The Contractor shall prepare DA Form 2122, Record of Interment, in accordance with AR 210-190, Chapter 5 and DA Pam 290-5, Par. 7-3 no later than two working days after interment for KO signature. No later than one working day after receipt of the signed DA Form 2122, the Contractor shall send the original to the VA. The Contractor shall also send a copy of DA Form 2122 to the DA in accordance with AR 210-190, Par. 5e, within five working days after receipt of signed form from the KO and maintain a copy on file.

5.12.4.3.1.2. The VA will fax a copy of the proposed headstone inscription to the Contractor for verification of accuracy. This inscription is based on the DA Form 2122 forwarded to the VA by the Contractor. The Contractor shall verify accuracy and forward his acceptance of VA inscription or changes required to the VA in typed print by fax not later than five working days after receipt of the inscription from the

VA.

5.12.4.3.21.3. Upon arrival of the headstones, the Contractor shall check the headstone inscription against DA Form 2122 in accordance with Par. 4-17, DA Pam 290-5. If the headstone is damaged, or if the inscription is incorrect, the Contractor shall reorder the headstone and destroy damaged and incorrect headstones within two working days after receipt. If the inscription is correct, the Contractor shall install the headstone within five working days after receipt in accordance with Par.

4-18, DA Pam 290-5. The contractor shall notify the COR electronically that a new headstone has arrived, with the gravesite location, any damages or inscription errors within one working day.

5.12.4.3.2. Temporary Markers for Gravesite/Columbarium. The Contractor shall provide, prepare, and place the temporary marker on the gravesite/Columbarium after the grave/niche is closed and leveled, but not later than the close of business on the date of the interment/inurnment, to remain there until the permanent headstone/niche marker arrives in accordance with AR 210-190, Chapter 8.

5.12.4.3.3. Headstone Replacement. The Contractor shall maintain the headstone replacement program in agreement with the DA and VA to replace damaged headstones, in accordance with Chapter 8c, AR 210-190, and Par. 4-20, DA Pam 290- 5.

5.12.4.3.4. Documentation. The Contractor shall maintain and update DA Form 2123, Record of Interments/Inurnments and Reservations, interment log book, DA Form 2122 printout, reservation log, and Cemetery Layout Map, keeping them up to date and in order.

5.12.4.4. Flower Vase Assemblies for the Main Post Cemetery

The Contractor shall order, store, install, and maintain permanent bronze metal flower vase assemblies with plastic inserts. Only one flower vase may be purchased per gravesite. The Contractor shall not charge purchaser any more than the cost specified by the KO. This cost includes the vase assemblies, inserts, and shipping costs. The Contractor shall also install pre-approved similar vases purchased by individuals from other sources. No flowers are authorized in the Columbarium.

5.12.4.4.1. Vase Purchase. The Contractor shall maintain a minimum stock of four vases for purchase. The Contractor shall fill out the order for vase assemblies and provide the original copy to the KO, who will place the order with the Soldiers and Family Support Association. The Contractor shall not accept or install damaged vase assemblies and inserts.

5.12.4.4.1.1. The Contractor shall only accept payment for vases by money order or personal check No cash shall be accepted. The Contractor shall collect and secure money orders and checks from the sale of these vase assemblies, and provide the KO with a copy, (when requested), of the record of purchases. All vases purchased from the Contractor shall be placed on a grave in the Main Post Cemetery only.

The Contractor shall be held liable for all payments made to him. The Contractor shall follow the existing SOP for this requirement, i.e. purchase of vases, receiving payment, etc. The COR will provide the contractor with the SOP.

5.12.4.4.1.2. The Contractor shall require each purchaser to sign the receipt in duplicate for each vase assembly purchased, providing the purchaser a copy of that receipt and maintaining one for his record. The receipt shall contain, as a minimum, the name, address, and signature of the purchaser, amount paid by the purchaser, the name and signature of the Contractor’s representative receiving payment, date of transaction, number of vases and inserts purchased, grave number where the vase is to be installed, and the name of the deceased.

5.12.4.4.1.3. The Contractor shall install the vase assembly no later than the following Monday after receipt of the money from the purchaser.

5.12.4.4.2. Vase Inscription. The Contractor shall permanently inscribe the vase sheath with the grave number and last name of the deceased in indelible ink. A record shall be maintained by the Contractor of the vase grave number, name of purchaser, and the date of purchase.

5.12.4.4.3. Vase Placement. The Contractor shall provide concrete vase rings to insert vase assemblies in, maintaining an adequate stock to take care of the need. The Contractor shall install the vase 18 inches from the front of the headstone. The ring shall be installed so it is flush with the ground and the vase shall be installed in the r i n g . The Contractor shall assure all vases are in an upright position at all times.

5.12.4.5. Disinterment’s at the Main Post Cemetery and Columbarium.

The Contractor shall process all disinterments in accordance with Chapter 15, AR 210-

190. The Contractor shall receive the initial request from the NOK requesting disinterment, explaining disinterment procedures to them. The Contractor shall provide FB FL 1 to the NOK. Upon receipt of notarized forms, the Contractor shall forward them to the KO for approval.

5.12.4.5.1. Disinterment. The Contractor shall coordinate the date and time of disinterment with the funeral home appointed by the NOK, a minimum of 48 hours prior to the requested service. Opening and closing the gravesite and removal of the remains of the deceased shall be at the expense of the NOK. The Contractor shall dispose of the headstone after the disinterment, as specified by the KO.

5.12.4.5.2. Reallocations and Re-interments. The Contractor shall refer all requests for re-interment in another grave within the cemetery to the KO.

5.12.4.5.3 Documentation. The Contractor shall indicate disinterment on DA Form 2684, Cemetery Operations-Utilization of Gravesites, delete the entry on the log book and printout, remove DA Form 2122 from the interment file and place in the disinterment file, and file the disinterment documents in the appropriate file folder.

5.12.4.6 Cemetery Grounds Maintenance

The Contractor shall perform the following tasks at the Main Post Cemetery and, Columbarium. The remaining 61 outlying cemeteries around Fort Benning, as identified in Technical Exhibit 5.12-002, upon the receipt of a valid work document or as directed by the KO.

5.12.4.6.1 Mowing. The Contractor shall mow in and around the cemeteries on an as needed basis. Prior to mowing, the Contractor shall pick up and remove all rubbish, debris, and trash (which includes, but is not limited to, leaves, rocks, paper, pine cones, limbs, and other portable objects) within the maintenance area and all trash, papers, leaves, and limbs lodged in shrubs, hedges, fences, and along foundation walls. All clipping rubbish, debris, and trash removed shall be properly disposed of as directed by the KO. In conjunction with mowing services, the Contractor shall inspect grounds for trash and debris buildup, possible fire hazards, and pest activity.

5.12.4.6.2 Trimming and Repair. Grass immediately around headstones, vases, and other obstacles shall be trimmed within twenty-four hours of each mowing operation, to the height of adjacent grass. The Contractor shall remove all vegetation growth in expansion joints and cracks in concrete or asphalt surfaces. The grass immediately around the headstones, building foundations, trees, shrubs, fences, poles, signs, structures, drainage ditches, roads, and curbs shall be trimmed each time the lawn is mowed. The Contractor shall replace with damaged or skinned trees, shrubs, or plants like trees, shrubs, or plants.

5.12.4.6.3 Sod Placement. The Contractor shall provide and place sod in all bare spots in turf as directed by the KO. Sod shall be capable of renewed growth after dormant periods. Centipede sod will be used for all new sod being placed.

5.12.4.6.4 Landscaping. The Contractor shall provide and plant shrubs, liriope, and flowers to beautify the cemetery grounds in accordance with Paragraph 5-3, DA PAM 290-5 and as required by the KO.

5.12.4.6.5 Funeral Flowers. Upon approval of the KO, the Contractor shall remove funeral flowers and receptacles when they become unsightly as required by Paragraph 5-3u, DA PAM 290-5. The Contractor shall place these unsightly flowers in an area designated by the KO. The Contractor shall restore eroded areas and take preventive measures to prevent recurrence.

5.12.4.6.6 Additional Grounds keeping Task. The Contractor shall continuously inspect grounds to ensure immediate removal of all visible debris (e.g. hoses, limbs, flowers, trash, etc.) during times gates are open and cemetery is available to the public.

5.12.4.6.7 Winterization of Water Fountains and Scattering Gardens. The contractor shall winterize all water fountains and scattering garden within the Cemetery to prevent damage to the equipment.

5.12.4.7 Special Ceremonies

The Contractor shall prepare for special ceremonies at the cemeteries listed in Technical Exhibit 5.12-002 and the Main Post Cemetery in accordance with Letters of Instruction; DA Pam 290-5, Chapter 2, and as required by the KO. These requirements shall include but not be limited to, providing set-up and removal of flags, chairs, and podium. The Contractor in accordance with AR 210-190, Par. 16, shall provide decorating flags for Memorial Day. The Contractor shall place decorating flags for the Italian and German Memorial Services.

Functional Area 5.12 CEMETERY SERVICES