Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 18, 2010 FBO #3067
SOLICITATION NOTICE

S -- HNC Headstones Landscaping Services and installation od Headstones for the Houston National Veterans Cemetery

Notice Date

4/16/2010
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

561730 — Landscaping Services
 

Contracting Office

Department of Veterans Affairs;Acquisition & Materiel Management;Michael E. DeBakey VA Medical Center;2002 Holcombe BLVD;Houston TX 77030 4298
 

ZIP Code

00000
 

Solicitation Number

VA-256-10-RP-0192
 

Response Due

4/28/2010
 

Archive Date

5/28/2010
 

Point of Contact

Wanda W. ThomasContract Officer
 

E-Mail Address

wanda.thomas2@va.gov
(wanda.thomas2@va.gov)
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

TYPE OF SYNOPSIS:PSC CODE: ISSUE DATE: April 15 2010 DUE DATE: April 28, 2010 SOLICITATION NUMBER: TITLE: HOUSTON NATIONAL CEMETERY HEADSTONE SERVICES DESCRIPTION: Contractor shall provide labor and equipment to perform ground and placement services for the Houston National Cemetery (see requirements in the Statement of Work (SOW). This will be a firm-fixed-price contract, download information from http://fedbizopps.gov/. The NAICS Code is 561730. Offers are due in the contracting office on or before April 26, 2010, 2:30 p.m. Central Standard Time (closing time). Faxed or e-mail offers will not be accepted. This solicitation is unrestricted. Interested contractors are cautioned to monitor the web site for amendments, if any. Effective October 1, 2003, all contractors are required to register in the Central Contractor Registration (CCR) database before an award. To register, go to http://www/ccr.gov/. For additional information, contact Wanda W. Thomas at wanda.thomas2@va.gov by telephone at 713/794-7405. Veteran Own Small Disadvantaged businesses are encouraged to apply. All responsible sources may submit an offer which shall be considered by this agency. STATEMENT OF WORK FOR THE HOUSTON NATIONAL VETERAN CEMETERY, HOUSTON, TEXAS I.GENERAL INFORMATION: The Department of Veteran Affairs Medical Center, Houston, Texas, intends to award a contract to set initial headstones and markers; to remove existing headstones and markers and set replacement headstones and markers; and to raise and realign existing headstones and markers. Work consists of resetting headstones that are already in place, which have shifted out of vertical and/or horizontal alignment as well as inventory, cleaning, backfilling voids around the upright headstone with a suitable soil, and assuring accurate placement on gravesites for the Houston National Cemetery (HNC), 10410 Veterans Memorial Drive, Houston, TX 77038. The contractor shall furnish all supervision, professional advice/guidance, labor, parts, materials, equipment, and personnel to provide these services. II.THE NCA MISSION: The National Cemetery Administration honors veterans with a final resting place and lasting memorials that commemorate their service to our Nation. National cemeteries are national shrines. The standards of maintenance, appearance and operational procedures performed by the contractor at this cemetery shall reflect this nation's concern for those interned there. For this reason, the contractor's strict adherence to the specifications shall be required and shall be essential. III.DEFINITIONS: 1. "Clean" - under this contract means: "the upright stones shall contain NO discoloration, mold, mildew, grass clippings, grass marks, bird droppings, etc. 2. "Backfill" - under this contract means: "the upright headstones shall have soil tamp 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 parameter of the base of the upright headstone. 3. "COTR" - Contracting Officer's Technical Representative. 4. "Site Manager" - under this contract means: "manager on site (government facility), with first line supervisory authority, provided by Contractor, overseeing all functions under this contract and responsible for ensuring that all specifications are met." 5. "Inventory" - under this contract means: maintaining documentation/records of all completed work and man hours. 6. "Socket" - under this contract means: the hole in the ground where the headstone is inserted. IV.CONTRACTOR DUTIES AND RESPONSIBILITIES: 1. Site Manager: A "Site Manager" shall be provided by the Contractor for not less than eight hours (8) a day whenever work is being performed. The "Site Manager" must have not less than three (3) years experience as a direct supervisor of a commercial construction operation that included surveying, soil excavation, site construction in industrial, commercial or public sites. The "Site Manager" will 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. 2. Work Hours: All work shall be performed during the normal working hours (8:00 a.m. to 4:30 p.m.), Monday through Friday, except with the written permission of the Contract Office Technical Representative (COTR). When emergency situations are caused by the Contractor, then he/she shall make arrangements with the COTR to work on weekends to correct/eliminate the emergency. The Government shall not compensate the Contractor for emergency situations caused by the Contractor. Any weekend work shall be approved by the COTR prior to the weekend. 3. The Contractor shall coordinate with the COTR daily for the purpose of establishing a work schedule and to ensure that no work is being performed at the immediate site of a scheduled interment or ceremony. These daily meetings are also an opportunity for the Contractor to ask questions and insure he/she understands the off-limit areas, which may vary, depending on the event. The site manager can thus assign tasks in accordance with the specifications, throughout the rest of the Cemetery, avoiding the off-limits area(s), 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 COTR may then do so. The COTR shall provide a schedule of areas to be worked at intervals of three (3) sections, at one time. 4. A list of scheduled ceremonies will be provided the week prior to the event, and a list of scheduled funerals will be provided the day prior to the service. 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 must ask the COTR. The Contractor shall meet with the COTR at the end of each day to determine work completed and ensure that work is on schedule. 5. Upon receipt of new headstones or markers, the COTR will fax notification of "Headstones received and ready to set" to the contractor at fax #805/349-8700. The notification will reflect the number of upright headstones received and the number of flat stones/markers received. The Contractor shall install the required headstones or markers within ten (1) working days after notification from the COTR unless weather and soil conditions prevent this as deemed by the COTR. V.RECORD KEEPING AND REPORTING: 1. The Contractor's site manager or his designee shall provide the COTR with weekly written accurate reports identifying the following: All upright headstones or markers raised/realigned, cleaned and backfilled shall be recorded per gravesite location. The site manager will also provide, upon request, a plan of action for the upcoming week, regarding specific areas. 2. The Government shall take before and after pictures of the site(s) under maintenance, if required. VI.UTILITY LINES COMPLIANCE: Where raise and realignment cleaning and backfilling conflicts with existing utility/service lines (above ground/below ground), the corresponding utilities company and cemetery staff shall 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. VII.SET AND ALIGN a.Contractor shall set and align initial upright HNC-provided headstones. Headstones are described in item VIII below. b.Contractor shall set and align initial HNC- provided flat markers. Flat markers are 24" x 12" and should be set with " above ground surface. Markers weigh approximately 80 pounds each. c.Contractor shall remove existing, set and align HNC-provided headstones and markers. d.Contractor shall reset headstones at no additional charge to the Houston National Cemetery if up to 4% of new headstones since or shift within 30 days of being set. If more than 4% of new headstones sink/shift after 30 days from the date set, HNC will request realignment at the contract price. VIII.UPRIGHT HEADSTONE RAISE/REALIGNMENT: 1. Upright headstones are approximately 42" inches long, 13" inches wide,3" inches thick, approximate weight: 180 pounds. NOTE: headstones vary in size and weight depending on their age with regard to the production date. 2. All temporary markers, floral, commemorative, or other type of decorations (arrangements) causing interference with the raise and realignment of upright headstone operation shall be carefully, and orderly moved from and per completion of the installation of the headstone, moved back to all gravesites by the Contractor. Prior to installation, the contractor shall verify the numbering sequence and location of the headstone. 3. In most cases, the contractor, using wooden clamps, is allowed to pull the headstone from the headstone socket, leaving the headstone socket intact and reinsert the headstone into the intact headstone socket without digging a new headstone socket. If this process is followed, headstone sockets shall be tamped to proper grade prior to the installation of the headstone to the required depth so that 26 inches of the headstone is extending from the soil level to the top of the arc on the headstone. Backfill material of suitable compaction qualities shall be placed below and around the headstones and thoroughly tamped at each three (3) inch intervals leaving the last two (2) top inches to be topsoil and sodded. Headstones shall be set plumb, in a line laterally, transversely, and diagonally with headstones of other graves using a top string and a back of headstone string line and a side of headstone string line. 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 COTR. All measurements shall be made in ascending grave number order. In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers will be set at proper heights and levels to provide a flowing transition through uneven terrain. Headstones, in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play. The socket is 18" inches deep. 4. In the case that the headstone socket is to be dug, realigned and/or re-dug, the headstone sockets, (holes) to receive headstones shall be dug by hand and/or mechanical devices to a sufficient depth so that 26 inches of the headstone is extending from the soil level 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 requirements. Backfill material of suitable compaction qualities shall be placed below and around the headstones and thoroughly tamped at each three (3) inch intervals leaving the last two (2) top inches to be topsoil and sodded. Headstones shall be set plumb, in a line laterally, transversely, and diagonally with headstones of other graves using a top string and a back of headstone string line and a side of headstone string line. 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 COTR. All measurements shall be made in ascending grave number order. In irregular terrain where sloping and uneven ground conditions exist, all headstones and markers will be set at proper heights and levels to provide a flowing transition through uneven terrain. Headstones in all soil and terrain conditions shall be firmly in place so that the headstones are rigid with no give or play. The socket is 18" deep. 5. There are some headstones adjacent to the trees within the immediate root system. 6. The Contractor will not seed or sod around the headstone. IX.UPRIGHT HEADSTONE CLEANING: Only those stones that have been raised/realigned per the specifications are to be cleaned. Cleaning techniques shall demonstrate a clear understanding of, and the sensitivity to, such environmental issues as ground water contamination, wetlands, etc., and shall be consistent and fully compliant with all applicable OSHA, Federal, State, and County laws, ordinances and regulations. Contractors are responsible for contacting the local/state agencies to determine what ordinances, rules and regulations are applicable. Clean water shall be used to clean headstones. Cleaning techniques with water shall include high pressure spraying, scrubbing and/or rinsing. When water under pressure is used, such pressure shall not be greater than 800 psi. Excessive soil may be removed with plain water and a stiff brush (no wire brushes, bleach, or abrasive cleaners shall be permitted) followed by rinsing with clear water. If water used in cleaning should soften the soil around the base of the headstone so that the headstone is loose, care shall be taken not to tip the headstone out of plum or alignment. Care shall be taken to protect the turf area from damage. Any turf damaged by the Contractor shall be restored at Contractor's expense. X.UPRIGHT HEADSTONE BACKFILLING: 1. Only those upright stones that have been raised/realigned per specifications will then be backfilled. Backfilling shall be done after the headstone(s) have been reset, raised, realigned and cleaned. Backfilling shall be the last stage of this process. 2. The voided area around the base of upright headstone created by the raise/realignment process and cleaning process will be backfilled and tamped to grade with a suitable soil material. 3. Soil for backfilling will be made available to the Contractor by the Government (VA). Contractor will provide their own vehicle to haul backfill soil on HNC property. XI.GENERAL PARAMETERS: 1. Damage to Government Property: Contractors shall be responsible for replacement of any cemetery structure, to include: turf, curb, road pavement, headstone or marker, valve boxes, control markers, sprinkler heads, which is chipped, marred, damaged and/or ruined at the fault of the Contractor. Contractor shall bear all costs associated with replacement and reinstallation. Any such damage shall be brought to the immediate attention of the appointed Contracting Officer Technical Representative (COTR) prior to repair/replacement/installation. 2. At the Government's discretion, the Contractor shall either repair or replace the property, or reimburse the Government the full amount for all property damage(s). The Contractor shall be aware that Government property - beyond standard structures and equipment - also includes headstones, monuments, trees, beds, and turf i.e. - wounded trees or scalped turf - as well as headstones - shall be repaired or replaced. 3. Contractors shall be responsible for, and advise the COTR when cleaning any cemetery structures that are soiled or stained as a result of contractor's performance. The Contractor shall wash-down with water all soiled or stained structures and grounds at the end of each work day. No chemicals are to be used at anytime on Government property. 4. At the end of each day the Contractor shall remove and dispose of all debris from the cemetery site resulting from the work. The Contractor shall insure at all times that rubbish and trash generated by the Contractor is kept clear of vehicular and pedestrian traffic throughout the site. NOTE: The Government shall not provide receptacle(s) for disposal of debris related to this contract. 5. Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be provided by the Contractor for the protection, safety, and warning for all pedestrians and vehicular traffic within the area. 6. The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with any other contractors and with Government employees and shall carefully adapt scheduling and performance of work, needing any direction, it shall be provided by the COTR. The Contractor is responsible for reporting to the COTR any problems or questions that may arise with any other personnel on site during the period of performance of this contract. The Contractor shall not take it upon him or herself to resolve any problems or issues with other on-site contractors or employees, but rather will leave it to the COTR to resolve the issue. 7. The Contractor shall not operate trucks, tractors, and other heavy equipment on any turf are except when authorized in writing by the COTR. XII.CONTRACTOR-FURNISHED ITEMS: 1. The Contractor is responsible for supplying all equipment, personnel, tools, supplies and materials to perform these services. 2. Contractor-furnished items necessary to perform work as required under this contract shall be furnished, maintained, and operated by the contractor and shall be consistent and fully compliant with all applicable Federal, State, County, City laws, ordinances and regulations. 3. In case the Contractor requires water and/or electricity to perform these services, the Contractor shall provide and maintain at his/her expense, the necessary service lines from the Government outlets to the site of work in order to accomplish these services. The "hook-ups" to the work site may require the Contractor to run electrical cords/hoses. 4. The Contractor shall provide his/her own refuse facilities. The Contractor is required to dispose of all debris and other waste materials generated by his/her work at a licensed off-site landfill unless otherwise directed by the COTR. The Government shall not provide receptacles for disposal of debris as a result of the services provided under this contract. XIII.CONTRACTOR CONDUCT: Contractor personnel shall: 1. Maintain a neat and professional appearance throughout its workforce, vehicles, equipment, and maintenance areas. Uniforms are acceptable. If uniforms are used, they must be in unison among all employees. 2. The Contractor/personnel shall not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at anytime on Government premises. Playing radios and/or electronic games/devices, smoke or chew tobacco products, shall only be done at lunchtime and in a designated work area. Due to the sensitive mission of the cemetery, Contractor employees will come into daily contact with grieving individuals, therefore Contractor employees will exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from cemetery visitors shall be politely referred to Government cemetery staff. Gratuities of any kind are strictly prohibited. 3. Contractor employees shall only take breaks/rest periods and lunch breaks at areas designated by the COTR, not in the field. The Government will provide restroom facilities at areas designated by the COTR. Misconduct shall form the basis for immediate contract enforcement action, to include immediate removal from the cemetery. 4. The Contractor shall be responsible to ensure that his/her employees are aware of all the terms and conditions described herein regarding their performance and conduct during the performance period of this contract. XIV.LABOR FORCE AND EQUIPMENT: The Contractor shall be aware of the intensive labor and equipment requirements needed to meet contract specifications. Inclement weather is not an excuse for not meeting specifications (except see paragraph IV(5). The Government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines. The Contractor shall use any additional resources necessary to meet or return to specified work requirements after an event such as Memorial Day and Veterans Day. The Contractor shall determine the number of employees and the amount and kinds of equipment needed during the period of performance. XV.TRAINING: The Contractor shall ensure that all employees directly involved in this contract are fully and properly trained for this particular contract, e.g.: first aid, CPR, pesticide/chemical safety, including safety gear prior to starting this contract.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HoVAMC/VAMCCO80220/VA-256-10-RP-0192/listing.html)
 

Place of Performance

Address: Houston National Cemetery;10410 Veterans Mem Dr.;Houston

Zip Code: 77038
 

Record

SN02124832-W 20100418/100416235841-5dc2335fb8265fdfb9115b47d4e82655 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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