S208--National Shrine Services Millennial Project at Fort Logan National Cemetery

AMENDMENT-0001, Combined Synopsis-Solicitation 36C78620Q0175 Ft Logan National Shrine Contractor Questions & GOV Responses 1. Due to COVID-19 pricing must be good for 120 days from date quote is submitted for this solicitation. 2. The Introduction shared within the solicitation documentation makes reference to trimming and pruning trees. "The Department of Veteran Affairs, Fort Logan National Cemetery intends to award a fixed price contract to remove, raise, realign, reset, and clean designated upright headstones; and renovate designated sections of turf in designated burial sections with additional earthwork in certain sections; and trim/prune trees. The Fort Logan National Cemetery is located at 4400 West Kenyon Avenue, Denver, CO 80235." - Is that reference correct? Will we need to trim / prune trees, and if so, how many trees? 2. GOV Response: The trimming and pruning of the trees are tasks that may be required if they are damaged during the work process. See PWS in restoration process as stated on Section B.3 paragraph H. There are 9 small/medium height tress within section 28. 3. The Period of Performance is currently listed as "9 months (270 days)." Is this potentially flexible? Given that the situation with COVID-19 is still impacting many of us, and may impact a start date, we're a bit concerned about the time frames we would be expected to adhere to. The other factors that we would want to consider with the contracting team would be that vendors won't be able to sod after October when irrigation is shut off, and if work is anticipated to run through the winter, there will likely be days and even weeks when work will have to stop due to severe weather. To that end, we're interested in understanding if there is any flexibility in the stated period of performance. 3. GOV Response: The period of performance is 270 days from the Notice to Proceed; the Contractor should plan to accomplish all tasks within the scope of works to include turf establishment. The Government reserves the right to extend the contract due to unforeseen circumstances; request for extension needs to be justifiable with the coordination and agreement of the COR and it s needs to be in writing for the CO for consideration and/or approval. 4. The Statement of Work calls out "Utilizing existing burial section grid monumentation for all headstone row layout work." Can the contracting team please confirm that the cemetery has an existing grid system, or state whether or not we would need to create a new grid system for use with the project? 4. GOV Response: Section 28 is a 5x5 section with a couple of irrigation passageway; the Contractor shall coordinate with the COR to ensure the layout dimensions using existing control markers; if the control markers are not found, the Contractor shall furnish temporary control markers/points using a registered professional land surveyor to ensure accuracy of the layout. 5. The Statement of Work states: "The Continental District (NCA-CD) office will provide each Cemetery with the correct Gravesite Layout Map(s) prior to beginning the R&R project. The COR or Cemetery Director/designee shall conduct an initial gravesite verification survey prior to the R&R of any headstone in the Cemetery. The COR will obtain a copy of the Burial Register Report from the Burial Operation Support System (BOSS) and current gravesite layout map(s) obtained from the NCA-CD for the verification survey. The Burial Register Report and gravesite layout map(s) will be used to verify the section, row, grave number, first and last name of each decedent and the condition of the headstone included in the Scope of Work. All inconsistencies will be researched, discussed and resolved with the NCA-CD Executive Director prior to the R&R of any headstone. Upon completion of the verification survey and corrective actions as necessary, the COR shall certify the survey by signing the Headstone Raise & Realign Verification Survey sheet (see Attachment 4). A copy of the signed Headstone Raise & Realign Verification Survey sheet shall be forwarded to the Contracting Officer (CO) which will be incorporated into the contract files and provided to the Contractor prior to R&R; a copy of the survey will be maintained by the Cemetery. Additional copies of the survey will be retained by the COR for the official contract files. The CO will give the approval to begin R&R process." Will we need to document all damaged headstones before removing them for realignment? By way of providing some context for this question. On the existing raise and realign project that we're working now at Fort Logan, we did not receive a copy of the verification survey and have been asked to keep track of the damaged stones so that we can compare notes at the end of the project. We can make either work from our standpoint but would like some clarification on the method to be utilized on this project. 5. GOV Response: Prior to commence any work, all supporting documents regarding Burial registers and section/cemetery layout maps will be provide to the awarded Contractor. Attachment 4 Initial Headstone Raise & Realign Survey will be used to identify any discrepancy of the headstones; it is highly encourage that this survey a joint inspection with the Contractor and the Government representative. This survey should be coordinated thru the COR to find out when and how it will be conpleted; other forms for recording discrepancy can be use like photographs, matrices, maps, etc. as long the both parties are in agreement with the findings. 6. In Section J. Layout of Work found within the solicitation documentation, we read the following, "The Contractor shall lay out the work and shall be responsible for all measurements in connection with the layout. Where burial section grid monumentation exists, it shall be utilized for all headstone row layout work, and contractor shall coordinate all associated field layout dimensions with COR prior to start of work. The Contractor shall furnish, at Contractor's own expense, all stakes, templates, platforms, equipment, tools, materials, and labor required to layout any part of the work. The Contractor shall 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 shall maintain and preserve all temporary and permanent stakes and other marks until authorized by the COR to remove them. If such marks are destroyed by the Contractor or through Contractor's negligence before their removal is authorized, the Contracting Officer may replace them and deduct the expense of the replacement from any amounts due or to become due to the Contractor. ii. A registered professional land surveyor or registered civil engineer whose services are retained and paid for by the Contractor shall be used for layout control of work and to restore any grave section corner monuments that may be disturbed as a result of the Contractor s performance of the contract work. 1.3. HEADSTONE RAISE AND REALIGNMENT PROCESS: 1.3.1. Prior to starting work in each burial section, the location of the existing permanent gravesite control markers and the required gravesite row/gravesite spacing layout dimensions shall be verified and certified by a licensed surveyor and coordinated with the COR. 1.3.1.a. The Contractor shall use a licensed surveyor to validate and/or relocate any existing permanent control markers that do not conform to the section layout. There s much different cost related to validate and/or relocate. 1.3.1.b. The Contractor shall use a licensed surveyor to install temporary control markers where any existing permanent control markers cannot be located or are missing. 1.3.1.c. The Contractor shall use a licensed surveyor to accurately and precisely install temporary control markers at the ends of each gravesite row. 1.3.2. Headstones shall be accurately adjusted and precisely reinstalled on the correct gravesites by utilizing temporary grave plotting maps, existing permanent gravesite control markers, temporary contractor installed gravesite control markers, and temporary contractor installed control markers at the ends of each gravesite row. All measurements, setting of string lines, and the layout of rows/columns shall be taken from existing or temporary gravesite control markers, and NOT from previously set headstones, unless otherwise directed by the COR." It states in i, where grid monumentation exists it should be used for all headstone row layout, in ii, it states that contractors will be expected to pay a surveyor for layout control work and restore any disturbed monuments. We understand the need to pay a surveyor to confirm that the existing burial section grid monumentation is correct, and that it may be necessary to pay for the establishment of additional control points that we as a contractor would need to use in conjunction with the project, but we question our understanding of the language that seems to indicate that the contractor would need to absorb the cost to re-survey and build an entire new grid layout for the cemetery and provide new plan sheets at no additional cost to the cemetery. I'm thinking that we're likely misunderstanding that point. If the contracting team could please clarify, it would be much appreciated. Additionally, can the contracting team please confirm that the cemetery has an existing burial section grid monumentation that is correct for the entire section 28? 6. GOV Response: Prior to starting work in each burial section/grid, the location of the existing permanent gravesite control markers and the required gravesite row/gravesite spacing layout dimensions shall be verified and certified by a licensed surveyor and coordinated with the COR. The Contractor shall use a licensed surveyor to validate and/or relocate any existing permanent control markers that do not conform to the section layout. The Contractor shall use a licensed surveyor to install temporary control markers where any existing permanent control markers cannot be located or are missing. The Contractor shall use a licensed surveyor to accurately and precisely install temporary control markers at the ends of each gravesite. If any of the permanent or temporary control points or markers are damage during the construction phase, the Contractor will need to re-survey and replacement them; especially permanent ones. Also, all markers shall stay in place until the COR has verified that the row(s) are anchored firmly, and the set conditions of the headstones are accepted by the Government. 7. There appears to be an inconsistency in reference to the headstone materials. CLIN 0001 refers to "upright marble headstone", but CLIN 0003 references the need to "clean upright granite headstones." Can the contracting team please advise as to whether the headstones are marble or granite? Having a clear understanding will help to shape the approach and materials utilized in the headstone cleaning process? 7. GOV Response: All the headstones in this section are upright marble and cleaning shall be in accordance with Section 04 01 00.