NOTICE: This is a Special Notice. The National Cemetery Administration (NCA) s intends to make a Sole Source contract award to a Service-Disabled Veteran Owned Small Business (SDVOSB) concern (Project Management Solutions (PROMASOL), LLC) to perform one (1) Year of Grounds Maintenance Services (North American Industry Classification System (NAICS) code: 561730, Landscaping Services) This will be for a commercial services for the Morovis National Cemetery. __________________________________________________________________ The Morovis National Cemetery located at 900 Street 137 Km 11.3 Morovis Puerto Rico 00687, has an immediate need for complete Grounds Maintenance services that are performed in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout and in accordance with national cemetery and shrine standards. Due to ongoing phased construction at this Cemetery through calendar year 2022, reduced Grounds Maintenance services will be provided. Services include, but are not limited to: Lawn and turf maintenance, mowing, trimming and edging, aerating, weeding, fertilizing, chemical applications, pest control, tree and shrub maintenance (includes mulching), irrigation maintenance, pond maintenance, restoration of individual sunken gravesites, headstone setting, raise and realignment, trash and debris removal and storm clean up as required. The agency intends for the work to commence on or around April 1, 2021. The proposed contract action is for one year of services for which the Government intends to solicit from only one source in accordance with Federal Acquisition Regulation (FAR) Part 6.302-1(Only one responsible source and no other supplies or services will satisfy agency requirements), and FAR 12.6 (Streamlined procedures for evaluation and solicitation for commercial items) and Veterans Administration Acquisition Regulations (VAAR) 819.7007(Sole Source Awards to a Verified Service-Disabled Veteran Owned Small Business). This is not a request for competitive solicitation responses but interested Offerors and responsible Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Business (SDVOSBs/VOSBs), may identify an interest and capability to respond to the requirement or submit a response to the solicitation. All solicitation responses must be received by Noon (Eastern) March 29, 2021 and will be considered by the Government. A determination by the Government not to compete this proposed contract based on response to this notice is solely within the discretion of the Government. Information received will be considered solely for determining whether to conduct a competitive procurement. Inquiries will only be accepted in writing by email at
[email protected]. The solicitation document and incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular FAC). FAR clauses and provisions enclosed within this notification are in effect and are available in full text through Internet access at http://www.acquisition.gov/far. Statement of Work THE NCA MISSION: The National Cemetery Administration (NCA) honors Veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National Cemeteries are national shrines for our nation s heroes, the Veteran(s) and their family. The standards of maintenance, appearance and operational procedures performed at national cemeteries must reflect this nation s concern for those interred there. The Morovis National Cemetery is in the main road 137 in Morovis, Puerto Rico. The cemetery is comprised of 247 total acres of which approximately 7.5 acres will be considered improved grounds under the Early Turn Over (Phase 1A) in the year 2021, with an additional 50 acres becoming available as Phase 1B of the construction is completed in 2022. Morovis National Cemetery is a replacement Cemetery which receives the remains of veterans, spouses and dependent children. The National Cemetery Administration (NCA) Morovis National Cemetery located at 900 Street 137 Km 11.3, Morovis Puerto Rico 00687, has an immediate need for complete Grounds, Headstone, Irrigation and Pond Maintenance, Interment Services, Pest Control, Trash/ Debris Removal, and other services for contract periods April 1, 2021 through March 31, 2022. DESCRIPTION OF NEED: The Contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that complete Grounds Maintenance services are performed at the Morovis National Cemetery in a manner that will maintain healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout. Services include, but are not limited to: Lawn/ turf maintenance, mowing, trimming and edging, aerating, weeding, fertilizing, chemical applications, pest control, tree/shrub maintenance (includes mulching as required), irrigation maintenance, pond maintenance, restoration of individual sunken gravesites, headstone setting, raise and realignment, trash/debris removal and storm clean up as required (also see additional services below). Additional services will may also include, removal of leaves, seed pods and debris, as well as, sweeping or blowing roads and sidewalks of debris, maintenance of gravesites and headstones, cleaning of headstones, pressure washing of sidewalks, painting of concrete and metal, turf maintenance, plant and tree maintenance, sunken grave repair, trash removal. All work shall be done during normal Federal workdays in daylight hours. All work shall be performed in accordance the Description/Specifications/Statement of Work, contained in this contract; National Cemetery Administration National Shrine Commitment Operational Standards and Measures (Version 5.1 July 2014 or the most current version); Handbook 3120: Interment Area Layout; Handbook 3410: Integrated Pest Management Procedures for VA National Cemeteries; Handbook 3420: Turfgrass Maintenance in VA National Cemeteries; the most current Organizational Analysis and Improvement Guide (OAI); and in accordance with the NCA Environmental Management System (EMS). Copies of these documents may be obtained from the Cemetery Director or online at: http://vaww.nca.va.gov/leg_reg/leg_reg_dirhand.asp DESCRIPTION / WORK STATEMENT Place of Performance The Contractor shall provide all supervision, labor, equipment, materials and supplies necessary to provide Interment and Grounds Maintenance Services at Morovis National Cemetery, hereby known as the Cemetery . The cemetery location, acreages, and services required are as follows: Cemetery Address Acreage Required Services Morovis National Cemetery 900 Street 137 Km 11.3 Morovis Puerto Rico 00687 Approximately 247.44 Total Acres Interments and Grounds Maintenance Services Period of Performance: April 1, 2021 through March 31, 2022. Work Hours | Federal Holidays: Work may be performed between the hours of 8:00 a.m. to 4:30 p.m. local Cemetery time, Monday through Friday during normal Federal workdays except observed Federal Holidays or unless otherwise requested by the COR. The exceptions are Memorial Day weekend and other special days (Veterans Day) as requested by the Contracting Officer's Representative (COR). 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 the COR a valid point of contact phone or cell phone number for the designated Site Supervisor for emergency and/or after hour s situations. Federal Holidays: Unless otherwise specified, work required under this contract shall be accomplished during normal business days and daylight hours (Monday through Friday / 8:00am to 4:30pm). Work is normally not conducted on Federal holidays unless otherwise requested by the COR. At the Contractor s request, and with the written permission of the COR, work may also be permitted to be scheduled for weekends and Holidays. The Government shall not compensate the Contractor for any alternate work schedules needed for the Contractor to complete all contract work within the specified project duration. No grounds maintenance work will be permitted during Memorial Day or Veteran s Day weekend activities unless noted otherwise. Notwithstanding, if any work under this contract will be required outside of the VA's normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday), the Contractor shall request for a deviation in writing to the Contracting Officer (CO) at least 24 hours in advance. The following is a list of the Federal holidays: FEDERAL HOLIDAY DATE OBSERVED New Year s Day                                                              January 1st Martin Luther King, Jr. Day                                         Third Monday of January President s Day                                                               Third Monday of February Memorial Day                                                                 Last Monday in May Independence Day                                                         July 4th Labor Day                                                                       First Monday of September Columbus Day                                                               Second Monday of October Veterans Day                                                                 November 11th Thanksgiving Day                                                          Fourth Thursday of November Christmas Day                                                               December 25th When a holiday falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a Federal Holiday. Maintenance Areas The physical area of the contract includes the interment areas, structures, paving, and landscaped grounds, maintenance areas, roadways, perimeter landscaped areas, undeveloped lands, and all its landscape elements. Portions of the cemetery may be under renovation/ construction by another contractor at any time; and specific grounds maintenance activities may be under separate contract with another Contractor. GENERAL REQUIREMENTS The Contractor shall provide all supervision, labor, equipment, materials and supplies necessary to perform the following Interments and Full Maintenance Services at the Morovis National Cemetery: Interments Headstone Setting Headstone Cleaning Headstone Bump and Run Headstone Raise & Realign Gravesite Renovation Cemetery Grounds Management Plan General Grounds Maintenance Turf Renovation Turf Maintenance Fertilization Turf Maintenance Pest Control Turf Maintenance Mowing, Trimming & Edging Turf Maintenance Aerification Turf Maintenance Dethatching Tree, Shrub & Planting Bed Maintenance Tree, Shrub & Groundcover Planting Grounds Infrastructure Maintenance Irrigation System Management and Maintenance Stormwater Pond Maintenance Drainage System Maintenance Trash & Debris Removal (Waste Management) Walkways and Roads Maintenance Structure Maintenance Public Ceremony Set-Up/Protocol as required. DESCRIPTION OF SERVICES/SCOPE INTERMENTS SCOPE Work consists of preparation of committal shelters, transportation of caskets, urns, flowers, etc. from committal shelters to interment sites and assist in loading to lowering device. Removing and re-establishing turf for interments and placement of topsoil with amendments as specified by the Contracting Officer s Representative (COR). Subsequent interments headstones must be removed transported to and from the blasting booth area and re-installed at the correct gravesite by the contractor. Normally interments shall be accomplished Monday through Friday during the hours of 9:00 a.m. to 2:00 p.m. However, there may be instances where the Contractor may be required to perform interment assigned tasks on weekends and/or holidays and outside the regular hours. The COR or designated individual will provide appropriate interment documents on the day of the service. HEADSTONE SETTING SCOPE Work consists in the setting of new or replacement headstones on gravesites. It also includes receiving, uncrating, inspecting, and reporting physical defects to the Contracting Officer or his/her authorized representative. Contractor shall set, align and level an estimated 1200 upright headstones per year. HEADSTONE CLEANING SCOPE Work consists of cleaning all erected headstones as specified by the COR to remove objectionable material and discoloration, such as accumulations of bird droppings or mud, handprints, graffiti, tire and hose markings, grass stains, residue from trees, fungus, lichens, moss, and other biological activity. Headstones shall be cleaned during the last two weeks of April and completed prior to Memorial Day and again in October, four weeks prior to Veterans Day, or other times as determined by the COR with a minimum washing of two (2) times per year unless noted otherwise. The natural surfaces shall be retained. They shall not be painted, whitewashed or calcimined. Any headstones that have any dirt splash-up or grass debris from mowing/trimming from the grounds maintenance contractor operations shall be promptly cleaned when found at no additional cost to the Government. Work to clean headstones of grass clippings and/or soil residue resulting from turf mowing, edging, and trimming operations does not constitute headstone cleaning under this section and will not be billed for as such. Minor Headstone Cleaning: Any headstone that has objectionable accumulations of bird droppings, sap, and tree litter shall be cleaned by dry brushing. Debris that cannot be removed by the dry brush method shall be removed with a wet brush and rinsed with water. The headstones expected to be most affected are those directly beneath trees. HEADSTONE BUMP and RUN SCOPE Headstone Bump & Run is a fine tuning and alignment process that does not require the upright headstone to be removed from the original socket. HEADSTONE RAISE and REALIGN SCOPE Work consists of raising, lowering, realigning and resetting existing markers that have shifted out of vertical or horizontal alignment. Standard upright granite headstones are approximately 42 inches long, 13 inches wide, 4 inches thick, and weigh approximately 230 pounds each. Newer stones are 40 inches long and weigh approximately 217 pounds each. Acceptability: The "Raise, Lower, Realign & Reset" of existing headstones is considered "acceptable" when the Contractor clearly evidences compliance in meeting contract requirements. Headstones that are reset by the Contractor shall maintain the proper height and alignment for a period of 90 days after being initially set. Any settlement or misalignment of headstones during this 90-day time will be corrected by the Contractor at no additional cost to the Government. Inspection & Acceptance: Acceptance is defined as the point in time which the COR or designee has determined the work performed is satisfactory and meets the criteria set forth in the contract. The Government reserves the right to inspect services rendered and either reject or require correction when Raise, Lower, Realign & Reset are not in conformity with contract specifications. The Government may require re-performance of non-conforming services at no increase in contract price. GRAVESITE RENOVATION SCOPE A sunken grave is defined as any gravesite that has subsided two (2) inches or more from the existing adjacent grade. Traditional graves excavated and backfilled are approximately 5 feet wide and 8 feet long, Crypt gravesites are approximately 3 feet wide and 8 feet long. The Contractor shall identify sunken graves requiring repair during normal cemetery inspections and operations and present a written report to the COR. The COR shall approve the Contractor s list and may provide additional sunken graves requiring repair. Repair of sunken graves shall be accomplished within 15 calendar days of identification. Work consists of removal of existing turf, refilling sunken graves with approved backfill materials to match existing adjacent graves, and re-establishment of turf cover. The same procedure shall be used for repairs of holes and washouts. Subsidence: A hole, depression, or washout from erosion. Inspect the cemetery no less than weekly for sunken graves, holes, and washouts. Fill subsidence s that present a health/safety hazard immediately with COR-approved fill. Sunken graves which have recently occurred shall be considered a health/safety hazard, shall be marked for caution, and refilled on the same day it was identified. Sunken graves of subsequent interments which appear within 90 days shall be addressed and corrected within 15 calendar days of identification and are not to be counted in the individual gravesite restoration contract item for payment. CEMETERY GROUNDS MANAGEMENT PLAN SCOPE Cemetery Grounds Management Plan: Contractor shall develop a Cemetery Grounds Management Plan for the cemetery based on all required grounds maintenance activities specified herein which identifies required maintenance tasks and schedules for all ground maintenance activities required under this one (1) year contract. Contractor shall update the Cemetery Grounds Management Plan on a monthly basis to reflect actual occurrence of maintenance activities. Submit an updated spread sheet to COR for review and approval. Contractor shall have the grounds at the National Shrine standard of appearance for Memorial Day: Winter-damaged turf repaired; turf properly mowed, trimmed and edged; sunken graves repaired; weeds eradicated; gravesites debris free; roads and walkways clean; etc. The Cemetery Grounds Management Plan shall reflect that these activities are to be completed well before, or immediately prior to Memorial Day. GROUNDS MAINTENANCE INTRODUCTION Turfgrass and landscape maintenance on the grounds of a National Cemetery involves a series of maintenance activities intended to keep the turfgrass, trees and landscape plant materials in a healthy, vigorous and visually attractive conditions. The total effect created by sound agronomic and horticultural practices combines with the appropriately maintained landscape items at the site to produce the desired image of the Cemetery as a National Shrine honoring our nation s veterans. Optimum landscape appearance will only be achieved when necessary maintenance operations are performed at the most appropriated times utilizing recommended procedures, equipment and supplies. SCOPE AND PURPOSE The purpose of these standards is to promote general grounds appearance that is aesthetically pleasing, is generally consistent throughout all the national cemeteries, and allows us to fulfill our national shrine commitment. Grounds maintenance standards have been developed and include actions necessary for the initial establishment of turf on a gravesite and the perpetual maintenance of a cemetery s gravesites, assembly areas, committal shelters, visitor information areas, administration buildings, and other areas, as appropriate. Each standard is supported by measures that will be used to gauge success at meeting the established standards. Several standards may require geographically defined Standard Operating Procedures to account for variances throughout the regions and location specifics. IMPORTANT NOTE: Morovis National Cemetery will only accept turf of the Zoysia variety for ALL turf related projects. Generally, turf should be healthy, trees and shrubs should be properly maintained, roadways, curbs, and walkways should be edged and have appropriate drainage. Perpetual care requires regular and consistent maintenance procedures. Levels of Maintenance: To establish maintenance priorities, areas of the cemetery are described here in order of their potential to affect the visual impression of families and visitors. Visually Prominent Areas Interment areas Public information building Committal service shelters Visitor entrance to the administration building Entrance gate Areas adjacent to the main entrance road Primary roads and routes to the committal service shelters Turf, trees and planting areas adjacent to flagpole/assembly area Monuments Medium Visual Impact Areas Non-burial areas adjacent to secondary roads. Areas adjacent to the maintenance building and yard. Low Visual Impact Areas. Non-use areas. Areas viewed at considerable distance. Soil spoils areas TURF RENOVATION SCOPE Work consists of ground preparation and seeding/sodding of areas of the cemetery where the turf is thin, has died, has become infested, or otherwise needs renovation. The Contractor shall be responsible for the removal and disposal of any weeds, dead turf, and shall use quality topsoil (provided by cemetery) in performance of the sodding. All newly dug or refilled graves shall be re-planted with existing sod. The finished grade of each gravesite shall conform to the height and alignment specifications of adjacent gravesites as expressed in Headstone Setting and Realignment section of this contract. TURF MAINTENANCE FERTILIZATION SCOPE Contractors shall be responsible for maintaining the turf area of the cemetery and the immediate area surroundings of the cemetery in a healthy condition by proper application of fertilizers and soil amendments indicated in soil tests for each turf section. SOIL TESTING The Contractor shall have the soil tested during the base year and every other option year before the spring fertilizer application. Soil tests shall be conducted by a qualified, independent, soils and plant laboratory, university laboratory, or an Agricultural Extension in the territory of Puerto Rico recognized by the State Department of Agriculture, with the experience and capability to conduct the testing indicated and that specializes in types of tests to be performed. Soil laboratories affiliated with the Contractor are NOT permitted. TURF MAINTENANCE PEST CONTROL SCOPE Contractors shall be responsible for maintaining the turf area of the cemetery and the immediate area surroundings of the cemetery in a healthy condition by proper application of fertilizers, and chemicals (to control weeds, diseases, and invertebrate pests). Turf in high visibility areas shall be at least 90 percent pest and disease free. Conduct pest control in accordance with requirements as stated in NCA Handbook 3410 Integrated Pest Management Procedures for VA National Cemeteries. TURF MAINTENANCE MOWING, TRIMMING & EDGING SCOPE Turf shall be maintained at a height within one-inch range of that which is professionally recommended for the turfgrass type appropriate for the geographic region. Optimally, the height is no more than half an inch above that range. Turf surrounding an erected headstone shall be trimmed to the recommended height without a bowl effect . There shall be no signs of grass burns caused by mowers. There shall be no signs of turf being scalped by string trimmers. TURF MAINTENANCE AERIFICATION SCOPE Soil compacted by heavy foot or vehicle traffic shall be relieved by aerification to improve air, water, and nutrient penetration into the turfgrass canopy and FboNotice zone. The procedure is generally necessary only once per growing season on national cemetery grounds not subject to continual heavy traffic. Either core aeration or verticutting may be used to aerate turf. Core aerification uses specialized equipment to remove numerous soil cores (from 2 to 4 inches long) as it passes across the turfgrass surface. The cores are to be removed from the site or left on the turfgrass surface as requested by the COR. Verticutting uses specialized equipment to cut straight lines or rows through the turf and soil with closely spaced blades attached to a rotating drum. Set cutting blades to cut to a depth of 1 to 2 inches into the soil. All irrigated turf and non-irrigated grasses are to be aerated twice a year as provided in the Turf Application Schedule . Approximately 5.7 acres of turf will be treated in each application. Do not aerate newly planted turf that has not been established for at least one full growing season. TURF MAINTENANCE DETHATCHING SCOPE No more than 1/2-inch thatch layer shall exist at any time throughout the growing season. The turf is to be dethatched in spring as provided in the Turf Application Schedule . To minimize disruption to the cemetery, approximately 1/2 acre of turf may be treated per year. Do not detach newly planted turf that has not been established for at least one full growing season. TREE, SHRUB & GROUNDCOVER PLANTING SCOPE Dead or dying plant material shall be reported to the COR. Both new and replacement plants shall be supplied and planted by the Contractor under the request of the COR and from plans provided by the Southeast District Agronomist. Contractor to prepare planting beds for planting. Work includes plant removal, soil preparation, stump grinding/removal, and other operations to create a suitable growth medium for the establishment of new plants. Hand-water for plant establishment. TREE, SHRUB & PLANTING BED MAINTENANCE SCOPE Work consists of, but is not limited to, planting and maintaining shrubs, trees and groundcovers, wildflower/cover crop areas in a healthy and attractive condition by proper watering, pruning, cultivation, fertilization, weed control and mulching techniques. All plants shall be watered during the growing season to the degree needed to maintain an attractive appearance should natural rainfall fail to provide the moisture needed. Notify the COR within 48 hours of discovery of dead, diseased or insect infested trees or shrubs and obtain further guidance from the COR. Remove dead and diseased trees and shrubs as requested by the COR. Pruning should focus on maintaining tree structure, form, health and appearance through general pruning and deadwood pruning. Contractor will remove and dispose of all plant material resultant from pruning activities. All tree and shrub pruning, and hedge trimming shall comply with ANSI A300 (Part 1) 200 Pruning and companion publication Best Management Practices (2002 ISA). Pruning and trimming shall be limited to cuts that can be executed within 15 feet from the ground directly below the cut location. Pruning and trimming above that height shall be provided by others under a separate contract. Prune trees both within the cemetery grounds and visible in the woods from the cemetery grounds and shall be done on as required basis when conditions warrant. Under no circumstances will contractor personnel use a ladder in conjunction with a powered saw on cemetery grounds. Trees shall be kept free of sucker growth, water sprouts, broken/diseased/dead limbs, and low hanging limbs/branches. Fallen limbs/branches of all sizes shall be removed immediately. Young trees shall be training pruned annually to provide scaffold development, suppression, thinning and perimeter reduction. Contractor shall report dead, diseased, wind-thrown and storm-damaged trees and all other trees outside of this classification that hinder cemetery operations to the COR so that they may be removed under current contract or outsourced by a new contract or service order. Emergency removal of trees shall be notified to COR, who will then recommend appropriate action to CO. Maintain the cemetery and the immediate surroundings of the cemetery in a healthy, visually pleasing condition with proper application of fertilizers, pesticides for the control of diseases and insect pests, herbicides and mulch to control weeds. Personnel shall be properly trained in the operations they are to perform. If pesticide sprays are used, the person in direct charge shall be licensed by the State. Control weeds year-round in all landscape beds, areas of mineral mulch, area of organic mulch, tree wells, areas within Contractor storage yard, areas surrounding irrigation pond and pump house, areas within a 5-foot zone outside fence lines, walls, areas between fence lines/walls and edges of roadways, and weeds growing in walkways, roadways and concrete pads. Contractor shall dispose of all dead and dying weeds. Yearly, examine machine-cut divot edges separating planting beds from turf areas. Remove bark mulch from divots so a thorough visual examination of the edging can be made. Reconstruct machine-cut divot edges that have become filled with soil, lost continuity of form and alignment, and become higher or lower than the surrounding grade. Refill divot cut edges with specified bark mulch after re-cutting/re-shaping. Hose-off plants with water when they show signs of dust and residues accumulation on leaves. GROUNDS INFRASTRUCTURE MAINTENANCE Irrigation, drainage, structural and solid waste management is required to maintain an appropriate appearance for a veteran s shrine. Along with the landscape, markers and interment area, the man-made structures and equipment that support and assist in the completion of the above-mentioned tasks also requires constant inspection and maintenance services to ensure proper and continued function. Cemetery facilities and infrastructure are maintained to avoid safety hazards for visitors and staff. IRRIGATION SYSTEM MANAGEMENT AND MAINTENANCE SCOPE Adjust and repairs sprinkler heads and irrigation/water control equipment weekly as required to assure even distribution of water to all irrigated areas. Tasks include but are not limited to: Adjust height of sprinklers to be flush with grade; adjust arc and radius to minimize overspray onto pavement; align heads perpendicular to grade; unclog sprinkler nozzles; clean internal screens; relocate heads or add heads to avoid impediments which inhibit proper distribution; replace non-matching sprinkler heads and nozzles; and provide new nozzles sets for entire zones to increase Distribution Uniformity Low Quarter (DULQ) as determined by the Irrigation Audit. Adjusting depth of drip tubing; adjusting location of drip tubing in relation to plant FboNotice-ball; aligning and staking drip tubing to be parallel to grade; flushing drip lines; cleaning drip filters; relocating drip tubing or add drip tubing to avoid impediments which inhibit proper distribution; replacing non-matching drip tubing; and providing new drip tubing for entire zones to increase Distribution Uniformity Low Quarter (DULQ) as determined by the Irrigation Audit. Provide regularly scheduled preventative maintenance to irrigation equipment before failures occur. Follow instructions in Operations and Maintenance (O&M) Manuals for routine maintenance unless indicated otherwise. Obtain a copy of the O&M manuals from the COR. NOTE: Irrigation system will only be present at certain areas during the initial performance of the contract. More areas will be added once construction of Phase 1B is complete in 2022. STORM WATER POND MAINTENANCE SCOPE Maintain Stormwater Detention Basins in accordance with requirements of agencies having jurisdiction over these facilities. Provide lift pumps to lower water levels from ponds when requested by the COR and/or agencies having jurisdiction over these facilities. Regularly remove debris and/ or sediment buildup settling in the pond which reduces pond holding capacity (desilting). DRAINAGE SYSTEM MAINTENANCE SCOPE Maintain the surface/street drainage system by inspecting monthly and after every rainstorm; and clear and clean the grates and catch basins as required for proper drainage. Remove standing water from gravesites and memorial areas. Maintain dry wells and drain lines. Place and maintain erosion control measure (e.g., straw wattles) in strategic locations to keep soil and bark mulch from washing onto roadways during rain events. TRASH & DEBRIS REMOVAL (Waste Management) SCOPE Maintain all the cemetery grounds and turf free of trash and debris. Work consists of collecting and removing all trash, debris, tree limbs, branches, fallen leaves/needles, seed pods as well as any other debris within area defined by the Contracting Officer's Representative (COR). Work also includes removal of dead and unsightly flowers in accordance with the floral regulations of the Cemetery. Floral arrangement shall be treated in accordance with National Cemetery Administration Floral Regulations. Random inspections shall be conducted by the COR. Work includes emptying cemetery trash receptacles. Debris piles, equipment, tools and supplies shall be removed at the conclusion of each task or at the end of each workday. All roads, driveways, parking lots, walkways, shelters and burial sections shall always be kept clear of trash and debris and are free of grounds maintenance debris by the end of the workday. All trash collection points are screened from the public view. Remove non-conforming gravesite decorations/commemorative items. Any items collected from gravesites that may be deemed of monetary or clear sentimental value will be placed in bags, tagged with date and location found and stored in a cemetery approved holding location for 30 days. Visitors inquiring about items of value left on graves will be requested to this holding site. WALKWAYS & ROADS MAINTENANCE SCOPE On a weekly basis sweep road, curbs, gutters, sidewalks, columbarium courts, committal shelter paving, assembly areas/plazas, curbs and gutters, and other paved surfaces including the paving directly in front of the entry drive. Collect and dispose of debris. On an as needed basis, clean visible dirt from the road where work has created the need. Two (2) times per year (once per semester at the request of the COR), pressure wash pavement including cemetery walkways, columbaria courts, committal shelter paving, assembly areas/ plazas, curb lines and gutters, etc., to remove dirt and stains, including tire marks. Two (2) times per year (once per semester at the request of the COR), power-sweep the entire road system after pressure washing. Once a year prior to the rainy season apply crushed aggregate to gravel access roads and road shoulders at main entry, grade smooth, and compact. At all other times of the year apply 5/8-inch minus crushed aggregate to gravel road to eliminate ruts and potholes. Apply and spread additional crushed aggregate to gravel road as needed when bare spots appear, a minimum of once per year. STRUCTURE MAINTENANCE SCOPE Provide regular and routine maintenance to all elements of the columbaria, the surrounding courts, memorial wall, and ossuary. Clean and provide minor repairs to buildings, entry features, signage, lighting, pilasters, fences and gates, and site furnishings. REQUIREMENTS Janitorial Services Clean and maintain designated spaces both inside and outside of the facility on a daily basis, which includes the lobby, restrooms, offices, conference rooms, parking lot and public areas. Perform and document routine inspection and maintenance activities Dust, vacuum, sweep, mop and empty trash on a daily basis. Notify management of occurring deficiencies or needs for repairs Stock and maintain supply rooms Cooperate with the rest of the staff Follow all health and safety regulations. Work with the groundskeeping team when necessary to remove debris, leaves and other obstructions from company grounds. Walls, Fences and Gates Two times per year May and November (one week prior to Memorial Day and Veterans Day) or at the request of the COR, low-pressure wash the entry sign, entry monument, and pilasters to remove efflorescence, stains and debris. Apply non-toxic efflorescence remover to stone following manufacturer s printed instructions when pressure washing alone does not remove deposits. Two times a year, clean painted metal gates, (one week prior to Memorial Day and Veterans Day) or at the request of the COR. Do not pressure wash. Repair damage at no additional cost to the Government to the satisfaction of the COR. Maintain Gate Hinges and Automation Twice annually (once per semester) maintain gate automation, including lubrication of hinge-points per manufacturer s O&M manual. Tighten tension bars on gate track frame as needed for proper alignment. Obtain quotes for repair of gate automatic when in need of repair and present to COR for approval. Entry Sign, Monuments and Service Seals Two times a year May & November (one week prior to Memorial Day and Veterans Day) and at the request of the COR, clean and polish Entry Sign, Four (4) Bronze & Stone Monuments, Gravesite Locator Box at the Assembly Area, and five (5) Military Service Seals in the Committal Shelter. Use appropriate stone cleaners to polish smooth granite and marble finishes of the supporting stone structures following manufacturer s printed instructions. Use appropriate metals cleaners and wax to remove grease, oxidation and stains from bronze plaques, VA seal, aluminum lettering, the stainless-steel box and lighting fixtures following manufacturer s printed instructions. Follow NPS Guide for Caring for Outdoor Bronze Plaques (Sept. 2005). https://www.nps.gov/museum/publications/conserveogram/10-05.pdf Gravesite Locator Each workday, clean and sanitize gravesite locator structure. Site Signage Two times per year May and November (one week prior to Memorial Day and Veterans Day) or at the request of the COR, low-pressure wash the entry sign stone base, to remove efflorescence, stains and debris. Apply non-toxic efflorescence remover to stone following manufacturer s printed instructions when pressure washing alone does not remove deposits. Clean Site Signage and Section Markers as needed (usually weekly after mowing & trimming near signage, (one week prior to Memorial Day and Veterans Day), and at the request of the COR. Clean and Maintain Flag Poles The Contractor shall keep the flagpole free of all dirt, dust, debris, foreign materials and graffiti. The contractor shall inspect the flagpole and all its components to ensure they are working properly two weeks prior to Memorial Day. Once per year (prior to Memorial Day) at the request of the COR, pressure wash flag poles. Polish aluminum base trim and anodized aluminum gold finial at top of flag poles with appropriate metal polish to remove oxidation and stains following manufacturer s printed instructions. Maintain internal halyard components in accordance with manufacturer s printed instructions. Maintain Exterior and Interior Lighting Maintain all interior and exterior lighting including Committal Shelter, Pump House, the U.S. Flag, and Entry Sign. At no time shall the U.S. flag be allowed to fly unlit except in the event of unplanned power failures. The Contractor shall furnish all replacement lamps. Buildings Exteriors and Roofs Two times a year May & November (one week prior to Memorial Day and Veterans Day) or at the request of the COR, pressure wash the exterior of all buildings (Committal Shelter and Pump House) and their roofs. Remove efflorescence, stains and debris from building faces. Use lowest possible pressure setting while cleaning concrete and stone to prevent reoccurrence of efflorescence. Apply non-toxic efflorescence remover to concrete and stone following manufacturer s printed instructions when pressure washing alone does not remove deposits. Special care must be taken to preserve the integrity of the existing roof panels. Clean the metal roofs and fascia. Demonstrate in the presence of the COR that the existing roofs do not leak. Any leaks that develop due to Contractor negligence shall be repaired at the Contractor s expense by a professional licensed roofing Contractor approved by the Government including replacing damaged roof panels. Building Gutters Inspect and clean building gutters and downspouts three times a year. Interior and Exterior of Committal Shelter Each workday, clean furnishings, concrete paving and immediate surroundings of the committal shelter. Collect and remove debris from the site. Do not use leaf blowers to move the debris into other landscaped areas. Each workday remove animal droppings from benches, concrete paving, stone caps, and stone veneer. Daily police the building interior for wasps/yellow jackets, exterminate and remove nests. Remove cobwebs each workday. Weekly, clean the steel supports, stone base, concrete trim, and wood ceiling to remove dirt, dust, cobwebs, animal droppings, and other debris. Twice yearly, deep-clean steel supports and wood ceiling with appropriate cleaners. Rinse with clean water. Do not pressure wash. Twice annually (once per semester) maintain door hinges and locking mechanisms on the storage room. Lubricate door hinges and self-closing hinge mechanisms. Set self-closing spring tension for complete closure of door at slowest operation speed. Close storage room doors at the end of the day and open doors when requested by COR. Yearly, seal decorative concrete paving within and surrounding the committal shelter with low-gloss concrete sealer following pressure washing of pavement. Apply sealer per manufacturer s printed instruction. Clean and Maintain Site Furnishings Monthly clean and maintain site furnishings including bollards, benches, trash receptacles, flower vase holders, flower watering stations, etc. to remove dirt, dust, animal dropping, and other debris. NOTE: Columbaria, Memorial Wall and Ossuary will not be available during the initial performance periods of the Contract. Services may be added to the Cost Schedule once Phase 1 of the construction is complete and accepted in 2021. PUBLIC CEREMONY SET-UP/PROTOCOL Special Services National cemeteries use multiple methods to display U.S. flags: from the main fixed flagpole; in an Avenue of Flags; and in gravesite flag displays. National cemeteries may also conduct displays of other than U.S. flags, in accordance with Directive 3220. The Contractor shall perform special event services that include the raising and lowering of the American flag for Memorial Day, 4th of July, and Veterans Day. The Contractor shall install the Avenue of Flags upon request by the COR on special events. Display of U.S. FLAGS: Each national cemetery will display an all-weather U.S. flag on the main flagpole each day of the year during daylight hours of operation. Cemeteries with an illuminated flagpole may display the flag during non-daylight hours with the flag illuminated from sunset to sunrise. National cemetery personnel will not display any other flag on the cemetery s main flagpole, except the POW/MIA flag as indicated in paragraph 6 of Directive 3220, or an authorized State or Commonwealth flag alongside the U.S.A. flag. National cemetery personnel will display the U.S. flag on the cemetery s main flagpole at half-staff in the following circumstances: (1) For each day there is a committal service, beginning 30 minutes before the start of the first committal service and raising it to full staff 30 minutes after the conclusion of the last committal service. (2) On Memorial Day until noon, at which time it will be raised to full staff. (3) When authorized in 4 U.S.C. 7(m), or by Presidential proclamation, to commemorate the death of distinguished citizens, and each December 7 to honor those lost while serving at Pearl Harbor (Pub. L. 103-308). (4) When Cemetery Operations is notified that a Governor has made a proclamation ordering display of the U.S. flag at half-staff in a particular state, territory, or possession. NOTE: The Executive Director of Cemetery Operations will immediately notify the appropriate District Executive Director to notify the affected national cemeteries. (5) When a District office or cemetery is notified directly by the Governor s office or representative of a proclamation affecting a particular state, territory, or possession. NOTE: Cemetery Operations should immediately be notified through the District office of the proclamation and the national cemeteries affected. On Memorial Day, national cemeteries will display or arrange for the additional display of the U.S. flag as part of an Avenue of Flags or in a gravesite flag program. Avenue of Flags: (a) The size of a national cemetery s Avenue of Flags must be determined by the number of serviceable burial flags available and a program scope that can be readily managed by cemetery staff and volunteers. The Avenue of Flags must be supplied, installed, maintained, erected and taken down through voluntary donation of time and labor by local civic and service organizations, school groups, and other interested parties, to the extent possible. (b) Flags used in the Avenue of Flags are burial flags for display that are donated to a national cemetery by the next of kin (or through another entity to a national cemetery), or similarly sized U.S. flags provided by a cemetery support committee or other veteran s organization. Cemetery Directors must make it clear to the donor of any donated flags that such flags become the property of VA, and that the donation is unconditional. When a burial flag donation is accepted, the Cemetery Director must acknowledge the donor with appropriate recognition of appreciation. (c) Loaned flags are not authorized for display in the Avenue of Flags. New burial flags drawn from stock are not authorized for use unless the cemetery receives written approval from the Executive Director of Cemetery Operations. (d) Flagpoles used to display the Avenue of Flags must be sufficient in size and strength to adequately and appropriately display a standard burial flag or similarly sized U.S. flag. Flagpoles are secured by insertion into an in-ground receptacle, usually spaced about 20 feet apart (6m), and placed so they do not interfere with vehicle or pedestrian traffic. (e) Where Avenues of Flags are authorized and in place, they are displayed on Memorial Day, Veterans Day, and other days of national significance. Cemetery Directors will consider the wishes of local service and civic organizations in determining other special occasions to display the Avenue of Flags. MEMORIAL DAY CEREMONY Memorial Day represents a day of national awareness and reverence, honoring Americans who died while defending the nation and its values. Memorial Day, observed on the last Monday in May, honors Veterans who have died in all U.S. wars. Memorial Day differs from Veterans Day even though both federal holidays acknowledge military members. Veterans Day is an opportunity for Americans to publicly recognize living military veterans, while Memorial Day is a sincere reminder of the valiant women and men who have sacrificed their lives in service to the country. REQUIREMENTS Before the day of the Ceremony: Contractor personnel will clean the area designated by the Cemetery Director for the ceremony. Contractor personnel will prepare and set the flags for the Avenue of Flags . Contractor personnel will prepare an area for portable restrooms and install/set portable restrooms when they arrive at the cemetery. Contractor personnel will assist in the set-up of the rented tents and chairs in the ceremony area. Day of the Ceremony: Cemetery opens to public one hour before regular hours of operation. Contractor personnel will lower both U.S. and P.R flags at the main flagpoles at half-mast before the start of the ceremony; flags will be raised at full mast at the end of the ceremony. Contractor personnel will perform a general sweep of the cemetery grounds previous to the start of the ceremony, to include trash receptacles. Contractor personnel will cooperate with Cemetery personnel in directing traffic, accommodation of attendees and installing voluntary organizations in their assigned spaces. Contractor personnel will assist Cemetery personnel in the wreath presentation part of the ceremony. Contractor personnel will assist cemetery personnel in the removal of chairs and tents from the ceremony area once the ceremony ends. Contractor personnel will perform a final sweep of the cemetery grounds for trash and debris. VETERANS DAY CEREMONY Veterans Day is a national holiday, which, as prescribed by law, is observed annually on November 11. The date derives from World War I, when on that date in 1918, armistice was declared. For that reason, the day was known as Armistice Day. Veterans Day is extremely significant to all veterans, service organizations and individual veterans themselves. Because of this, the national cemetery provides an appropriate setting for a patriotic ceremony or service honoring the living as well as the deceased veterans of this Nation. REQUIREMENTS Before the day of the Ceremony: Contractor personnel will clean the area designated by the Cemetery Director for the ceremony. Contractor personnel will prepare and set the flags for the Avenue of Flags . Contractor personnel will prepare an area for portable restrooms and install/set portable restrooms when they arrive at the cemetery. Contractor personnel will assist in the set-up of the tents and chairs in the ceremony area. Day of the Ceremony: Contractor personnel will lower both U.S. and P.R flags at the main flagpoles at half-mast before the start of the ceremony; flags will be raised at full mast at the end of the ceremony. Contractor personnel will perform a general sweep of the cemetery grounds previous to the start of the ceremony, to include trash receptacles. Contractor personnel will cooperate with Cemetery personnel in directing traffic, accommodation of attendees and installing voluntary organizations in their assigned spaces. Contractor personnel will assist Cemetery personnel throughout the ceremony as required. Contractor personnel will assist cemetery personnel in the removal of chairs and tents from the ceremony area once the ceremony ends. Contractor personnel will perform a final sweep of the cemetery grounds for trash and debris. OTHER SPECIAL CEREMONIES AND SERVICES In addition to Memorial Day and Veterans Day, there are other significant dates in the year which sometimes provide the occasion to hold a special ceremony at a national cemetery. Among these are Flag day (June 14), Independence Day (July 4), Columbus Day (second Monday in October), Pearl Harbor Day (December 7), and Wreaths Across America (December). in reference to some of the commemorative days cited, it is conceivable that either Military Organizations and, or Veterans Service Organizations (VSO) might wish to hold a ceremony on their special date. A planned and organized ceremony may be authorized to be held at a National Cemetery on any day of the year subject to approval by the Cemetery Director. Contractor will be notified with anticipation if a ceremony is approved and scheduled to occur in cemetery grounds and required preparations, if any. Ceremonies scheduled during normal hours of operation during weekdays will not take precedence from the scheduled interments for the day. Contractor personnel will not be required to support ceremonies held on Saturdays, Sundays or Federal Holidays (other than Memorial Day or Veterans Day). END OF STATEMENT OF WORK.