CITY OF AUSTIN SCOPE OF WORK MONUMENT SETTING, RE-SETTING, AND RE-LEVELING CEMETERY SERVICES SOLICITATION NUMBER: IFB 8600-SBR1001
1. Introduction
The City of Austin was founded in 1839 and shortly thereafter, the State of Texas deeded what is now known as Oakwood Cemetery to the City. Today, there are five cemeteries currently operated by the City, and include: Austin Memorial Park Cemetery, Evergreen Cemetery, Oakwood Cemetery, Oakwood Annex Cemetery and Plummers Cemetery. Burial spaces are only available for purchase in Austin Memorial Park and Evergreen Cemeteries.
2. Purpose
The purpose of this solicitation is for the City of Austin (“City”), through its Parks and Recreation Department, to identify qualified contractors to provide monument installation, re-setting, and re- leveling services for the Parks and Recreation Cemetery Division (“Cemetery”).
This is an as-needed basis contract for which the contractor will be reimbursed for services rendered on behalf of the City. The City, acting through the Contract Manager (CM), shall coordinate and oversee installation services by the Contractor.
3. Contractor’s Responsibilities
3.1. General Requirements
The Contractor shall:
3.1.1. Provide all personnel, equipment, tools, supplies, supervision, and services necessary to perform the services required in this scope of work. Any costs associated with meeting this requirement shall be included in the cost of the bid and not charged separately. All invoice pricing shall be in accordance with the Bid Sheet.
3.1.2. Provide monument setting services in a manner that supports and reflects laws, statutes and governmental requirement in Section 7.
3.1.3. Ensure all tools and equipment used in performing the services are in proper working order, meet the manufacturer’s standards, and that all applicable safety checks are performed prior to use.
3.1.4. Designate a single point of contact (SPOC) responsible for receiving requests for services from the City and overseeing Contractor personnel in the performance of monument work. The SPOC shall confirm the receipt of service requests by email within two hours of the City’s request.
3.1.5. Furnish each of its employees with proper identification. Identification shall include the Contractor’s name and employee name. Contractor employees shall wear the identification on an outer garment at all times while performing services under the Contract.
3.1.6. Prevent damages and be responsible for damage to property, including trees, bushes, turf, stones, tombs, and existing monuments, as a direct result of Contractor and/or Contractor’s subcontractor’s actions or equipment.
IFB 8600-SBR1001 CITY OF AUSTIN SCOPE OF WORK MONUMENT SETTING, RE-SETTING, AND RE-LEVELING CEMETERY SERVICES SOLICITATION NUMBER: IFB 8600-SBR1001
3.1.7. Immediately inform the CM of any damage to property or turf. The Contractor shall be responsible for all costs associated with the repair or replacement of damaged items, surfaces, or areas.
3.2. Monument Setting Requirements
The Contractor shall:
3.2.1. Install, align, set, re-set, and/or re-level headstones or monuments within two weeks of written request by the Contract Manager (CM) and in accordance with Attachment A - Cemetery Rules and Regulations and/or directions received from the CM. Headstones and monuments shall be handled in a manner that prevents damage.
3.2.2. Ensure that upright headstones and/or monuments are horizontally and vertically aligned/leveled so that inscriptions are visible. The Contractor shall install the headstones and/or monuments to ensure a pleasing top line while compensating for ground contours.
3.2.3. Install flat markers to be uniform in height (parallel with the ground and no more than one inch above grade) and horizontally and vertically aligned.
3.2.4. Reinstall any temporarily moved monuments to facilitate an interment within one day after burial. If unforeseen circumstances require more time, the Contractor shall provide a plan and timeframe for completion to the CM to establish a mutually agreed upon timeline.
3.3. Equipment Requirements
The Contractor shall:
3.3.1. Acquire and provide all equipment and portable structures necessary for the performance of the Contract. The Contractor shall be responsible for maintenance and replacement of its equipment.
3.3.2. Ensure that any staging or storing of equipment on City property is limited to areas approved by the CM.
3.3.3. Use environmentally friendly equipment (Propane, electric, CNG, etc.).
3.3.4. Adhere to all laws and regulations applying to the storage of fuel, including proper storage containers and inspection from the Austin Fire Department.
3.4. Procedures Manual Requirements
The Contractor shall:
3.4.1. Provide all services in accordance with the City-approved procedures manual.
IFB 8600-SBR1001 CITY OF AUSTIN SCOPE OF WORK MONUMENT SETTING, RE-SETTING, AND RE-LEVELING CEMETERY SERVICES SOLICITATION NUMBER: IFB 8600-SBR1001
3.5. Performance Standard Requirements
The Contractor shall:
3.5.1. Provide its employees with identification that displays both the names of the Contractor and the employee. Identification shall be worn on the outer garment at all times while performing services at City locations. An identifiable T-shirt is considered an acceptable uniform. • Shirts: o T-shirt or a long sleeve shirt are allowed. o Shall be free from rips and holes. o No suggestive or profanity sayings are allowed on shirts. • Pants: o Shall be free from rips and holes. o All pants must be worn high enough so that undergarments or skin are not visible at any time.
3.5.2. Ensure integrity of existing graves around the worksite is preserved.
3.5.3. Not allow their employees to smoke before, during or after performing services on this contract while on City property.
3.5.4. Ensure integrity of existing graves around the worksite is preserved.
4. City of Austin Responsibilities
4.1. General Requirements
The City will:
4.1.1. Designate a CM to be responsible for exercising oversight and direction of the Contractor’s efforts. The CM will represent the City in resolving issues that may arise regarding Contractor performance including regular feedback on the acceptability and progress of work performed by the Contractor.
4.1.2. Maintain regular contact with the Contractor through site visits, conference calls, meetings, and operational reports and promptly review any written reports submitted by the Contractor.
4.1.3. Review and approve all invoices submitted by the Contractor for payment. Monitor all aspects of the Contract from funding, term, compliance, deliverables, performance, disputes, amendments, and closeout activities.
4.1.4. Communicate with the Contractor via phone or email for all requests for services. The communication will include details about the specific monument, such as type and size of monument, type of work to be performed, and time frame for work to be completed.
IFB 8600-SBR1001 CITY OF AUSTIN SCOPE OF WORK MONUMENT SETTING, RE-SETTING, AND RE-LEVELING CEMETERY SERVICES SOLICITATION NUMBER: IFB 8600-SBR1001
5. Cemetery Service Locations
Locations – The monument setting, and installation services shall be performed as designated by the Cemetery on Monday through Friday from 7:00 am until 2:00 pm at any of the following locations:
• Oakwood Cemetery, 1601 Navasota Street, Austin, Texas 78702 • Oakwood Annex Cemetery, 1600 Comal Street, Austin, Texas 78702 • Evergreen Cemetery, 3304 East 12th Street, Austin Texas 78721 • Austin Memorial Park, 2800 Hancock Drive, Austin, Texas 78731 • Plummers Cemetery, 1204 Springdale, Austin, Texas 78721
6. Laws, Statutes and Governmental Requirements
• Compliance with Austin City Code, Chapter 10-1 Cemeteries • City of Austin Cemetery Rules and Regulations • Health and Safety Code, all provisions relating to municipal cemeteries • Chapter 711. General Provisions Relating to Cemeteries. Texas Health and Safety Code • Chapter 713. Local Regulation of Cemeteries. Texas Health and Safety Code • OSHA
7. Definitions Cemetery terms contained in this solicitation shall take the definitions as defined in the Texas Health and Safety Code.
8. Attachments Attachment A - Cemetery Rules and Regulations
IFB 8600-SBR1001