S--SHRINE PROJECT Fort Scott

B.1 REQUIREMENTS: (a) Contractor shall furnish all equipment, parts, materials, labor and supervision necessary to Raise, Realign, Reset & Clean Upright headstones and to perform ground surface renovation/re-establish turf at Fort Scott National Cemetery, Fort Scott, KS. All work must be completed within 90 days of the start date in the Notice to Proceed. B.2 PRICE SCHEDULE: Contractor shall furnish all equipment, parts, materials, labor and supervision necessary to Raise, Realign, Reset & Clean Upright headstones and to perform ground surface renovation/re-establish turf at Fort Scott National Cemetery, Fort Scott, KS. CLIN DESCRIPTION QTY UNIT UNIT PRICE PRICE 0001 Raise/realign/reset/backfill Traditional Upright Headstones, Section 15 546 EA 0002 Clean Traditional Upright Headstones, Section 15 546 EA 0003 Ground surface renovation and re-establishment of turf with sod, Section 15 41,865 SqF AGGREGATE PRICE The Contractor s quotation will include a price for each Contract Line Item Number (CLIN) noting a unit price, a total price for the quantity of each. Unit prices given under this request for quotations will be all inclusive containing (unit prices for materials, unit prices for labor, any labor burden or fringes, any associated travel costs, profit, overhead, etc.). Evaluation for award purposes will be based on the total aggregate price. B.3 GENERAL INFORMATION a. This is a service contract for cemetery upright headstone raise, lower, realignment, reset, backfill, and turf renovation services at the Fort Scott National Cemetery, Fort Scott, KS 66701, hereafter referred to as Fort Scott National Cemetery or Cemetery. The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities described herein, which are required to maintain an acceptable placement and aesthetic appearance of headstones. This Statement of Work describes the basic objectives of the Fort Scott National Cemetery. The service contract provides potential Offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives to meet the stated objectives. It also presents the Government with an opportunity to assess the Offeror's understanding of all aspects of the effort to be performed by eliminating the "how to" instructions to accomplish the required effort normally contained on the Statement of Work that the Government traditionally provides to prospective Offerors. Minimum levels of performance are outlined in the Work Quality Levels Contained in Attachment A. PRE-BID SITE VISIT: Pre-bid site visit inspection is scheduled for February 12, 2019 at 10am local time. Meet at the Administration Building. THE NATIONAL CEMETERY ADMINISTRATION MISSION: 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 Statement of Work, Work Quality Levels and Guidance Specifications shall be required and shall be essential. BACKGROUND: 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. 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. INTRODUCTION: This service contract for Fort Scott National Cemetery is for upright headstone raise, lower, realignment, reset, and backfill services and turfgrass renovation services. Fort Scott National Cemetery is located at 900 East National Fort Scott, KS 66701. Fort Scott Contact Persons: Konrad Tolai, Director Daniel Williams, Assistant Cemetery Director COR. DESCRIPTION OF SERVICES: The Contractor shall furnish all personnel, supervision, professional expertise, vehicles, tools, materials, services, equipment and quality control necessary to raise, lower, realign, reset, and backfill upright headstones with turfgrass removal and restoration at the Cemetery in a manner that will meet or exceed the requirements to present a clean, neat, professional, and aesthetic headstone appearance throughout the Cemetery in accordance with Contract Specifications and the Performance Work Requirement Summary (WQL). Services include, but are not limited to work consisting of extracting, resetting, aligning, backfilling, and 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 on each gravesite, preservation of existing cemetery features (lawns, paving, roads, stones, and markers), restoration of cemetery features disturbed or removed as a result of performing new work, as well as, repairing, replacing, or reinstalling any damaged cemetery property, such that at the end of the day the condition is as good as before commencement of work. Scheduling of services shall be coordinated with the Contracting Officer s Representative (COR) to avoid disruption of ongoing cemetery operations. All work shall be done during normal Federal workdays during Cemetery workday hours. No work shall be allowed during special weekend, or Federal Holiday, activities. PROGRAM OBJECTIVES: The Contractor shall be responsible for full management of the facility s upright headstone raise and realignment with turf renovation services described herein. The Government s objectives are described in the National Cemetery Administration s (NCA s) Operational Standards and Measures (provided by the Contracting Officer upon request), the Statement of Work (SOW), and other requirements identified herein, as they are applicable to the services required in the Pricing Schedule. The Contractor s Technical Approach from its proposal contains solutions to accomplish the Government s Objectives. The Contractor shall be responsible for: The removal and care for the headstones as required to raise and realign them. Care and protection of each headstone during the construction period. All headstones to remain on their original gravesite or as approved by the COR. Headstone Installation including Upright Headstone Setting, Raising, and Realignment in accordance with the contract requirements. Cleaning upright Headstones. Turfgrass Renovation Maintaining a safe presentable working environment for Contractor, Cemetery staff, and the general public. Care and protection for each headstone at the Cemetery. Ensuring all work conforms to the National Cemetery Association s (NCA) Operational Standards and Measures . Maintaining an updated Quality Control Plan. Timely submission of required reports and documentation, including as-built drawings that include real-world geographic coordinate information for surveyed points. CONTRACT OBJECTIVES: To use an innovative and creative technical approach to manage the upright headstone raise and realignment with turf renovation operations at the Cemetery in order to maintain the high standards of appearance as a National Shrine, in accordance with best commercial practices and the requirements identified in the solicitation. To have the Contractor perform to its approved Technical Approach from its proposal, focused on headstone installation criteria designed to result in a clean, neat and professional appearance overall and preserves existing cemetery property. The Guidance Specification Section at Attachment B is included as an example of the minimum requirements the Contactor is expected to meet or exceed. HANDLING OF MARKERS AND HEADSTONES: Every action by contractor personnel at a national cemetery must be performed with the special care, reverence, dignity, and respect that acknowledges the cemetery as the final resting place that commemorates the service and sacrifice that service members, Veterans and their families made for our Nation. 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. Contractors cannot walk, stand, lean, sit or jump on headstones or markers. Nor can they can drive over them. Contractor personnel should use tools approved by the Contracting Officer Representative (COR), such as shovels, pry bars or pinch bars to lift headstones out of the ground; pick axes are not an acceptable tool. No tools, equipment or other items will be placed or leaned on headstones or markers. Once headstones/markers are removed from the socket, do not place on dirt piles or mud; they should be carefully placed on each associated gravesite and protected in such a way as to prevent any soiling and be out of the way of any other work. Headstones shall be removed from their sockets using wooden and/or metal clamps. If metal clamps are used, the area that contacts the headstone must be protected with a rigid fabric that will prevent damage to and marking of the headstone. Clamps may be attached to a skid steer loader (i.e. Bobcat®) or similar machine to extract the headstone from the socket. When headstones are removed from their sockets, they shall be carefully stored on each associated gravesite; do not lean headstones against each other. Use care not to scratch or damage headstones in any manner. The headstones shall be laid with front inscription side up while the headstone is lying horizontally on the ground. The headstone shall be protected from direct ground contact while lying horizontally. The protection method shall be as approved by the COR and shall be free of deterioration in weather. An approved method is to support each headstone with two wood 4X4s. Alternate methods can be approved. Cardboard shall not be used. Wood or other suitable appropriate and attractive material shall be used to keep the headstones from contact with the soil while lying horizontally during the construction period. This also shows respect towards the families visiting the gravesites and the remains that are buried. Contractor shall be responsible for replacing damaged headstones and markers and for restoring turf damaged during performance of this work. Additionally, should any activity result in the exposure and/or damage to any remains, container for remains (i.e., casket or urn), or outer burial container, the contractor must contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance immediately. Any doubts as to proper procedures shall be brought to the attention of the COR, Director/Assistant Director, and/or CO for guidance or resolution. The contractor is required to discuss this guidance with his contractor employees and have each employee sign a statement of compliance and deliver the signed statement to the COR before work may begin. STANDARDS OF EMPLOYEE CONDUCT: Contractor personnel shall be required to adhere to the following 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 5901. 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. T-shirts and/or tank tops as outer garments are prohibited. Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements. Behavior and language must be appropriate, reverent, and respectful at all times. Eating and drinking (except water) is prohibited in the work areas and within sight of a committal shelter during a service. Use of intoxicating beverages, any tobacco products, and illegal drugs on the Cemetery premises is strictly prohibited. Contractor personnel shall not lean, sit, or stand on or against headstones or monuments. No tools, equipment or other items shall be placed or leaned on headstones or monuments. 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 his 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 buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United States (Federal) District Court, or another appropriate jurisdiction/agency. USE OF CEMETERY FACILITIES: The Government will 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. 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 may 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). The Government will not provide water to the Contractor s designated area; all other utilities to this area are also the responsibility of the Contractor. The Government will not be responsible for any damage to or loss of the Contractor's equipment and supplies stored on the Government's premises. The Contractor shall be responsible for maintaining fire extinguishers and other safety equipment. 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. Electricity and phone service will NOT be furnished by the Government for the Contractor s work area. (See also B.6(f) and B.9(b)). SUPERVISION AND TRAINING: The Contractor shall provide a supervisor who speaks and writes fluent English on site, and at all times when Contractor personnel are on the premises. 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 shall 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. 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: National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers 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. 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. INSPECTION AND CLEANING OF CEMETERY FACILITIES: The Contractor shall perform a weekly inspection. During this inspection the appearance of the Cemetery will be observed, and any deficiencies from the contract will be noted. Deficiencies shall be corrected as soon as practicable. Items that need correcting outside the scope of the contract shall be reported to the COR or his/her representative. The Contractor shall be required to submit inspection reports and work accomplished to the COR weekly. The COR is located at Fort Scott National Cemetery. The inspection forms will be provided to the Contractor. (See Work Summary and Progress Report , Attachment C). INSTALLATION DURING CEMETERY FUNCTIONS: Contractor personnel shall not operate motorized equipment or conduct other commercial activities within the designated area during interment services. The COR shall identify the designated area. The COR or his/her 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. PERFORMANCE EVALUATION MEETING: The issuance of a Contract Discrepancy Report (CDR), found at Attachment D, may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, 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, Contracting Officer, and the COR will sign minutes of the meeting(s). Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten 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 calendar days of submission of any objections. ACTIONS: 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. 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. 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 the limits of satisfactory performance are exceeded. When a CDR is issued for a service, the Contracting Officer and/or the COR may exercise any contractual remedy available for non-performance, in accordance with FAR 52.212-4, Inspection and Acceptance . If the Contractor does not achieve satisfactory performance by the end of the next period or agreed suspense date, further actions may be considered including, but not limited to termination for default. CONTRACTOR S QUALITY CONTROL PLAN (QCP): 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 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 Contractor s QCP shall include the following or have incorporated into during performance of contract, at a minimum: An inspection plan covering all services required by this contract. The inspection plan shall specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections. On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. Failure to maintain these records may result in adverse Government actions. Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract. The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable; and the organizational functions, intermediate supervisory responsibilities, and overall management responsibilities for ensuring total acceptable performance. On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract. A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services. On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract. 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.4 CONTRACTOR S RESPONSIBILITIES AND INSURANCE REQUIREMENTS: The Contractor will obtain all necessary licenses and/or permits required to perform this work. He or she shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He shall be responsible for any injury to himself, his 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 his or his employees fault or negligence. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, will not be the responsibility of the Contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there-from. The Contractor shall maintain workmen s compensation, personal liability, automobile liability, and property damage insurance, as prescribed by the laws of the state of Kansas. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the Contracting Officer. B.5 CONTRACTOR DUTIES AND PERFORMANCE: Contractor Superintendent: A competent and experienced Contractor Superintendent shall be provided by the Contractor all time whenever work is being performed - other than trash and debris pick-up. 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. The Contractor Superintendent shall have not less than three (3) years experience as a direct supervisor of a commercial service operation that included surveying, soil excavation, site construction in industrial, commercial or public sites. 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. The Contractor Superintendent shall speak English and the language of most of the persons being supervised. Period of Performance: The Contractor shall complete all work defined herein within 90 days after start date in the Notice to Proceed. Work Hours: Work may be performed between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday unless otherwise directed by the COR. At Contractor request and with the written permission of the COR, work will also be permitted to be scheduled for weekends and/or Holidays. When emergency situations, that are caused by the Contractor or severe adverse weather prohibits work during the week, then he/she shall make arrangements with the COR to work on weekends in order to meet the period of performance. The Government will not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration time frame. No work will be permitted during Memorial Day weekend activities. Be aware that Fort Scott National Cemetery closes at sundown each day. 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-hours situations. Repairs shall be made as expeditiously as circumstances allow or within (24) hours upon initial emergency call. If work is authorized to be performed after hours or on weekends/holidays and an emergency should occur, the Contractor shall contact the Cemetery Director in the absence of the COR. The Contractor shall be required to report on a daily basis at an agreed upon time between the COR and the Contractor to the Cemetery Director or COR in the Cemetery office. Contractor shall log in and obtain funeral and/or special schedules as defined herein. This check in is mandatory. The Contractor shall provide an anticipated work schedule on a daily basis or as agreed upon with the COR, and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. The Contractor shall document services performed and provide information to the COR as required during specific time frames. These daily meetings are also an opportunity for the Contractor to ask questions and ensure he/she understands the off-limit areas, which may vary, depending on the event. The site manager can thus assign tasks accordingly throughout the rest of the Cemetery - so that productive use of labor and equipment is assured, and downtime is avoided. If the Contractor fails to re-direct employees away from an event in a timely fashion, the COR(s) may then assist in doing so. A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided daily. The Contractor is 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 is solely responsible for staying abreast of all such upcoming events and when in doubt, he/she shall ask the COR(s). The Contractor shall meet with the COR or authorized designee, at the end of each day to determine work completed and ensure that work is on schedule. The Contractor s performance and progress on this contract will be measured weekly based on how timely, accurately, and adequately he/she accomplishes and completes the weekly work schedules 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. Where work conflicts with existing utility/service lines (above ground/below ground), the corresponding utilities company and the COR will be notified and the Contractor shall obtain any necessary permits/ blue prints and cooperate with the utilities company/cemetery staff to avoid any damage or liability, and provide a safe work environment for his/her employees. Contractor shall be responsible for damages to utilities, above and below ground. The Contractor shall be responsible to ensure that all work will 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. Damage to Government property: The Contractor 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 and shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed Contracting Officer Representative (COR) prior to repair/replacement/installation. The failure to notify the Government immediately, the failure to remediate damages per Government standards, or concealing any such damage shall be considered material breaches of this contract, giving rise to adverse Government action, including, but not limited to Termination for Default. The Contractor shall be responsible for cleaning cemetery structures, headstones, monuments, and roadways that are soiled or stained because 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 Cont...