S--36C78619D0131 Headstone Setting/Raise and Re alignment Services Chattanooga National Cemetery

Synopsis: This announcement constitutes a Sources Sought Notice. THIS IS NOT a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes only and is not to be construed as a commitment by the government, implied or otherwise, to issue a solicitation or award a contract. The Department of Veteran Affairs, National Cemetery Administration, is seeking qualified sources to furnish all necessary labor, material, equipment and supervision to perform Headstone Setting with Raise and Realignment Services. Services at Chattanooga National Cemetery, 1200 Bailey Avenue, Chattanooga, TN 37404. The purpose of this notice is to determine interest and capability of potentially qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small-Businesses (VOSB) relative to the North American Industry Classification code (NAICS) 561730- Landscaping Services (Cemetery Plot Care Services). The Small Business Size Standard is $7.5 million. To make an appropriate acquisition decision for this requirement, the Government will use responses to this sources sought synopsis. The type of solicitation issued and the manner of advertisement will also depend on the response to this sources sought synopsis. Description: HEADSTONE/MARKER SETTING & REALIGMENT GENERAL The work performed in this section is subject to the General Requirements which form a part of these specifications, and the Contractor shall be responsible for and governed by all the requirements there under. SCOPE OF WORK NCA STANDARD: Proper height and alignment of each headstone or marker is maintained. Standard 3.1: Graves in national cemeteries are marked within 60 days of the interment. Measure 3.1b: 100 percent of headstones are set within 5 workdays of receipt.2 day again Standard 3.2: Headstones are properly installed. Measure 3.2a: The percent of upright headstones in active burial sections that are installed to be uniform in height (24 - 26 above ground) and horizontally and vertically aligned with inscriptions visible and installed to ensure a pleasing top line while compensating for ground contours. Proper height and alignment of each headstone or marker is maintained. Measure 3.2b: Flat markers in active burial sections are installed to be uniform in height (parallel with the ground and no more than 1 above grade) and horizontally and vertically aligned. Headstones set in existing sections are installed to be uniform in height with headstones in that section, and/or are set to ensure the inscription is visible. Headstones and markers are set consistent with the gravesite layout plan. Work consists of setting new or replacement headstones on gravesites and resetting or realigning (fine tune alignment) those already in place that have shifted out of vertical or horizontal alignment. It includes reporting physical defects to the Contracting Officer or his authorized representative. Approximately 500 headstones/markers will require realignment and raising annually. Backfill under this contract means: the upright headstones or flat markers shall have soil tamped in the voided area between the existing sod to the vertical surface of the upright headstone which results in no voids or depressions within eight (8) inches of the perimeter of the base of the upright headstone. Socket under this contract means: the hole in the ground where the headstone is inserted. Record Keeping and Reporting: The contractor s Superintendent or his designee shall provide the COR with daily written reports accurately identifying all headstones/markers set and replaced listed by deceased names and numbers for each gravesite location. Reports detailing headstones set will be provided to the COR or Cemetery Designee by 1200 (Noon) for all headstones set before noon and 1500 (3PM) for all headstones set after noon. Reports will be made on the Cemetery provided Daily Headstone Sheet. 3. GENERAL REQUIREMENTS: Upright white marble headstones are to be used at the Chattanooga National Cemetery as determined through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery). Headstones shall be installed as soon as possible or as directed by COR within Seven (7) calendar days (maximum) of final inspection. The Contractor shall submit a daily schedule of setting and alignment prior to start of work to the COR. The schedule will be used in performing inspections on settings and alignments. Once headstones have been set, the contractor s site supervisor shall provide the COR a signed and dated list of all headstones set that day at 1200 noon and 1500. Headstones shall be inspected and certified for proper placement and alignment by the contractor site supervisor daily. Standard upright marble headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 240 pounds. Older Civil War type upright marble headstones are typically around 35-1/2 inches long, 9-1/2 inches wide, and 3 inches thick and weigh approximately 140 pounds and 6x6 (Post) unknown markers are 24 inches long. The type of marker to be used shall be determined by the Contracting Officer Representative (COR) through direction of the National Cemetery Administration, Central Office (in accordance with the general plan of the cemetery). Headstones/markers shall be installed within Five (5) business days of delivery to Chattanooga National Cemetery as weather and soil conditions permit. The contractor shall submit an annual schedule of raising and realignment prior to start of work to the COR. The schedule will be used in performing inspections on raising and realignments. 4. PROCEDURE, NEW & REPLACEMENT HEADSTONES/MARKERS, RAISE AND REALIGNMENT OF HEADSTONES/MARKERS A. The responsibility for ordering headstones/markers will be that of the COR. Checking for proper wording and initial inspection for damages shall be that of the Contractor. If the headstone deviates from what the paperwork states or is damaged, the Contractor shall notify the COR before receiving the headstone and signing the Bill of Lading. B. Headstones/markers are received and verified at Chattanooga National Cemetery, maintenance building by the Cemetery COR or designee. Headstones and markers shall be erected in appropriate places within Five (5) days of receipt, or if weather or soil conditions prohibit this time frame, as soon as practicable after receipt. Exceptions in the timeframe must be granted in writing by the COR. In transporting or storage of headstones/markers, they shall be protected from the weather to avoid damage or staining from crating materials. Each stone shall be placed on its short edge in a vertical standing position for easy accessibility. Where there is a shortage of storage space and there is a wall or other substantial support at the storage area, the headstones may be stored by resting on their bottom edge and leaning against the wall at a safe and stable angle. Several stones 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 for replacement shall be borne by the Contractor. If a headstone is received defective, the contractor will notify the COR immediately. The COR shall designate a suitable area for storage of the stones at Chattanooga National Cemetery. Defective headstones/markers will not be set and information regarding the headstone will be sent to the COR as soon as possible. Replacement stones will be ordered for Chattanooga National Cemetery by the COR within two (2) calendar days. C. Upright headstones for individual graves shall be erected on the center line at the head of the grave with the inscription facing the grave. They shall be set plumb and aligned laterally, transversely, and diagonally with the headstones on other graves. Measurements shall be taken from the section layout control points and not from headstones previously set. New and replacement headstones in old sections of National Cemeteries where such stones have not been and cannot be set at the standard height shall be set at the same distance above the ground as the adjacent headstones, provided they can be set with the inscription above the ground level. In new sections of National Cemeteries, all upright headstones shall be set at a height of 24 -26 inche Old Boys, Civil War, Spanish/American War and Civil War Unknown (6 x 6) Headstones/Markers. -Upright type (35 inches x 10 inches x 2 inches); set 16 -18 inches out of ground. -Unknown type (30 inches x 6 inches x 6 inches); set 12 inches out of ground. s from the finished grave to the top of the arc, all flat markers will be set 1 inch above grade parallel to surrounding grade. Where headstones have been previously set at other heights above grade, but in general, at a uniform height throughout an area, and otherwise present a neat overall appearance with the inscription visible, resetting for the sole purpose of attaining the stated height is unnecessary. The nominal height of 24 -26 inches given for the current standard of headstone setting is the standard height. Minor deviations (approved by COR) in the less than nominal height are permissible to provide a uniform appearance in the top line to compensate for slight ground rises or depression within a burial section or for civil war or unknown 6x6 markers. Where a considerable number of adjacent stones are set or reset in a section, and ground conditions are known to require an allowance for vertical settlement, an extra inch may be permissible in the above ground projection when the stone is initially set. D. All temporary markers, floral, commemorative, buried permanent floral vases, or other types of decorations and arrangements causing interference with the setting of upright headstone or flat stone operation shall be carefully, and in an orderly manner moved from, and per completion of work, moved back to all gravesites by the Contractor. Prior to removal, the Contractor shall verify the numbering sequence and location of the headstone and associated decorations by using tags and a permanent ink marker indicating from which grave the item was removed. Upright Headstone Installation: 2. All upright headstone sockets are to be dug by hand to allow for a 3 perimeter around all sides of the headstone and to a sufficient depth so that a 3" compacted base can be established, allowing the stone to extend out of the ground at a height of 24-26 inches to the top of the arch on the standard headstone (Note: In areas where smaller than standard size headstones may occur, Contractor shall coordinate specified measurements and dimensions of required work with COR.) 3. Moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed fines up to ¼" maximum) will be placed around all sides of the headstones and in the bottom of the socket before being thoroughly tamped to full compaction at each three (3) inch vertical interval, leaving the last 4 inches at the top to have tamped topsoil. The government will not provide any material. The Contractor is required to provide these materials. (Note: Moist Class II Road Base may be considered as an alternate. Contractor shall obtain approval from the COR for any substitute base material). 4. Straight Rows: Upright Headstones shall be set vertically plumb in all directions, in all cases in a line vertically and laterally, and where possible transversely (coordinate with COR), with headstones of other graves using a top string, a back of headstone string line, and a side of headstone string line. Maximum vertical, lateral, and transverse tolerance of any headstone off the alignment string lines and/or marks shall be 1/8" or less. All measurements and string line set ups shall be taken from established section layout control points, not from previously set headstones, unless otherwise directed by the COR. In situations whereas there is no monumentation, a top string shall be centered over the arc of the headstone for vertical alignment. The consistency of the row will be used as the medium. At no time will any headstone be reset in a totally new socket unless otherwise directed by the COR. Set headstones in all soil and terrain shall be firmly in place so that headstones are rigid with no give or play. 5. Irregular Terrain: When sloping and uneven ground conditions exist in burial sections, all headstones and markers will be set at field approved heights and levels through the use of multiple keystones, back strings, top strings, and side strings to provide a flowing transition through uneven terrain. Field guidance will be provided by the COR upon the written request from the Contractor. The established field guidance will overrule the height requirements that will be found in other parts of this specification. 6. Upright Headstone sockets to receive headstones shall be dug by hand to a sufficient depth so that 24-26 inches of the headstone is extending from the topsoil level of the sod to the top of the arc on the headstone. Contractor shall not dig a headstone socket wider than twelve (12) inches, twenty (20) inches in length, or exceed a depth of 20 inches that may cause the headstone to settle below height requirement. 7. The measurements between rows of headstones and headstones within each row may differ from one section to the next; discuss with COR where this is found to occur. These measurements must be adhered to as closely as possible. Some variances may be allowed in order to keep a uniform appearance of headstones being aligned. Headstones will be accurately and precisely reinstalled on the correct gravesites with the utilization of temporary grave plotting maps and existing permanent control markers. Flat marker installation: All flat marker section are installed with GRASSPAVE. The following process will be followed for reinstallation if existing pave is damage beyond replacement: A 4 deep x 1 -6 wide trench shall be dug under each flat marker the full width of the grave to accept GRASSPAVE 2 or an equivalent approved by the MSN Agronomist. (GRASSPAVE 2 @ is a trademark product produced by Invisible Structures, Inc, 20100 East 35th Drive, Aurora, Colorado, 80011-860). Over excavate the soil directly below each flat marker, and 6 to each side, an additional 5 deeper (overall depth 9 ), and then backfill this same area (directly below each flat marker) with 5 min thickness of moistened Crushed Limestone or approved Road Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/4 maximum) heavily tamped to full compaction and leveled for the required alignment of the flat markers. After heavily tamping and compacting the soil in the bottom of the 4 depth continuous trench, install 1 -6 wide continuous strip of GRASSPAVE 2 along the entire length of each grave space. If material must be spliced, this shall be done in accordance with GRASSPAVE @ manufacturer instructions. Directly underneath each flat marker, backfill the honeycomb voids of the GRASSPAVE 2 with moistened Crushed Limestone Base Material (graded aggregate sizes ranging from crushed powder fines up to 3/8 maximum) to fill the 1 high rings and all spaces between the rings, and compact this material into place. Top elevation of the filled GRASSPAVE 2 material will be the base for the flat markers. Backfill clean topsoil into the remaining areas of GRASSPAVE 2 honeycomb located in the trenches between the flat markers and firmly compact this material into place. Remaining trench areas around and between all flat markers from top of the GRASSPAVE 2 to top of ground surface are to be filled with 3 minimum clean topsoil compacted firmly into place so that settlement will not occur. Backfill material specified above shall be used at all areas within the gravesite requiring backfill material (Also refer to paragraph C.6.6.). The backfilled material shall be placed under the GRASSPAVE2 and compacted as recommended by the GRASSPAVE2 manufacturer. The backfill material shall also be used at any other areas within the gravesite to form a level surface and/or surface positively draining to existing storm drains within the cemetery. The backfill material which is NOT located under the GRASSPAVE2 material shall be compacted to 85% as measured by ASTM D1557, Method A. Upon installation of the required topsoil and sod, the flat marker shall be set at one inch above the finished grade, which include the topsoil of the sod. Flat markers shall be set firmly in place so that the markers are rigid with no give or play. And set 1 inch above graded soil line that includes topsoil of sod. Flat markers shall be set plumb, in a line laterally, transversely, and diagonally with markers of other graves. All measurements and string line set-ups shall be taken from the established permanent gravesite control monumentation and surrounding headstones as directed by the COR. Headstones shall be lifted and transported or set by at least five (5) people unless special one-person devices are approved. Realignment, when consisting merely of straightening the headstone, called bump and run, will be accomplished by a minimum of two people. Older headstones will be realigned laterally, transversely and diagonally in the same manner as new markers. Damaged headstones, rejected and replacement headstones will be returned to the location directed by the COR for disposal by the Cemetery Staff. Warranty: Adjustment, raising and realigning newly set headstones due to initial settling, improper compaction or contractor error within a one year period will not constitute Headstone Raise, Lower, Realign, Reset, Backfill and will be at the contractor s expense. Finishing of Headstone Socket: 1. Topsoil shall be placed around the headstone to a depth of 4-6 inches from the top level of the sod. Topsoil shall be a well-graded soil of good uniform quality. It shall be a natural, friable soil representative of productive soils in the vicinity. Topsoil shall be free of admixture of subsoil, foreign matter, objects larger than 25 mm (one inch) in any dimension, toxic substances, weeds and any material or substances that may be harmful to plant growth and shall have a pH value of not less than 5.0 nor more than 7.5. Testing for pH will be required by an approved laboratory. Copies of the pH tests shall be furnished to the COR(s) PRIOR to topsoil being placed. Amend topsoil not meeting the pH range specified by the addition of pH Adjusters. Top-dress is to be organic matter, weed free consistent with irrigation requirements to promote healthy grass. At least 10 days prior to topsoil delivery, notify the COR or designee of the source(s) from which topsoil is to be furnished. Obtain topsoil from well-drained areas. 2. Turf establishment around headstone sockets must be established within thirty days during growing season. Headstones set outside of the growing season shall have turf established within 30 days of the beginning of growing season. Turf shall be established by replacement of existing turf or sodding with turf that matches the surrounding turf. If healthy turf is present on the gravesite the turf may be cut off and replaced. It is the contractor s responsibility to water the turf until established. The Cemetery is primarily Tiff Way 419 variant Bermuda turf grass. Watering of the new turf around the headstone is the responsibility of the contractor. A period of 30 days shall be given after sodding for establishment of the turf. Any turf that dies during the establishment period shall be replaced at the contractor expense. 3. Trees or shrubs obstructing headstones shall be noted and the COR shall determine remedial action, and any modification needed for installation of a headstone. I. The contractor shall report on his daily inspection report to the COR the following: Number of headstones raised and what section _______Upright, _______Flat, ________Section Number of headstones realigned and section _______Upright, _______Flat, ________Section 3. Number of headstones set _______Upright, _______Flat, ________Section If there is a problem with realigning a specific headstone, a report will be sent to the COR providing a detailed explanation, the reasons the headstone was not realigned. J. If mechanical devices are used to lift headstones, the Contractor shall use wooden and/or metal clamps. The area that contacts the headstone must be protected with a rigid fabric/rubber that shall prevent damage to, and markings of, the headstone. Clamps may be attached to a mechanical puller machine. Use care not to scratch or damage headstones in any manner. If Manual stone pullers are used it shall be with a minimum two person lift. K. All headstones that are set shall be cleaned with clean water/soapy water and a hard nylon bristle brush (no metal brushes) or pliable sandpaper. The sandpaper must ensure it does not damage the headstone in any way. Submission requirements for responses to this sources sought synopsis: VOSB/SDVOSB offerors interested in submitting a quote for this project, if it is formally advertised, must be registered and be verified in the www.vip.vetbiz.gov website and must provide the correct NAICS code to include the Data Universal Numbering System (DUNS) commercial and Government Entity (CAGE) number, name of the firm, address, phone and point of contact. Where to send responses: Point of Contact: Tracy Williams Email: contact@example.gov Response Deadline: February 11, 2019, 4:00 PM, EST