REQUEST FOR PROPOSALS FOR CEMETERY MANAGEMENT SOFTWARE FOR DECATUR, GEORGIA

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Claud Golden
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1 REQUEST FOR PROPOSALS FOR CEMETERY MANAGEMENT SOFTWARE FOR THE CITY OF DECATUR CEMETERY DECATUR, GEORGIA

2 Proposal Instructions Interested vendors must submit three (3) signed copies of their response to the Request for Proposals in a sealed envelope plainly marked CEMETERY MANAGEMENT SOFTWARE on June 12, 2013 by 5:00 PM. Proposals must be submitted to the City of Decatur City Manager s Office, 509 North McDonough Street, Decatur, Georgia Inquiries about this request should be made to: Felix Floyd, Facility Superintendent Public Works Department 509 North McDonough Street Decatur, Georgia Phone: (404) felix.floyd@decaturga.com 2 P age

3 1. Introduction: The cemetery is Decatur s largest greenspace, a quiet park that covers approximately 58 acres. There are approximately 20,000 graves in the cemetery. The Cemetery division has a crew supervisor, 2 crew workers, 2 equipment operators and 1 cemetery specialist who maintain and operate the cemetery. The City of Decatur is seeking a qualified vendor to provide Cemetery Management Software to assist with maintaining and processing cemetery records. The system will track internment details and provide reporting functionality. It should be adaptable and flexible enough to handle internment location exceptions as well as new internment types when introduced. Staff should be able to maintain changes to the cemetery layout as new areas become operational. 2. Notice to Vendors: Interested vendors are reminded to carefully examine the request for proposals. Any questions concerning this request for proposals must be submitted in writing by mail, fax or ed prior to June 5. Requests submitted after that time, WILL NOT be considered. (See page 2 for contact person). 3. Acceptance: Proposals shall remain fixed and valid for acceptance for (90) calendar days starting on the due date of the proposal. The City of Decatur has the right to accept and or reject any and all proposals. All submittals are public record to the extent required by the Georgia Open Records Act. The City reserves the right to retail all proposals submitted. 4. Selection Criteria: The City will select the winning vendor based on a number of factors. Price is but one of a number of important criteria. The following is a list that the City will use in evaluating responses to this RFP. Cost References and customer satisfaction Fulfillment of the City s requirements Likelihood of successful implementation Technical experience Relevant documentation Quality and level of support Warranties and guarantees 3 P age

4 The city may opt to establish alternate selection criteria to protect its best interest or meet performance or operational standards. 5. Contract: A Contract between the City and selected vendor will result from negotiations. The winning proposal will be the basis of the contract including provisions for insurance, liability, and other standard contract terms and conditions. Vendors shall include a copy of their proposed standard contract as an appendix to their responses. 6. Insurance Requirements: The selected vendor will be required to maintain the following insurance coverages at all times during the term of the project: Commercial general liability insurance with a minimum combined bodily injury and property damage limit of One Million Dollars ($1,000,000) per occurrence, a products-completed operations aggregate limit of One Million Dollars ($1,000,000) and a general aggregate limit of Two Million Dollars ($2,000,000) per location; Automobile liability insurance covering owned, hired and nonowned vehicles with separate coverage in an amount not less than One Million Dollars ($1,000,000) combined single limit for bodily injury and property damage. Contractor shall furnish the City of Decatur certificates of insurance before commencement of work. The City of Decatur should be listed as an additional insured on the required Certificate of Insurance. 7. Schedule of Events: May 22, 2013 May 22, 2013 June 5, 2013 June 10, :00PM June 11, 2013 June 13, 2013 June 15, 2013 RFP Available Vendors Questions Submitted via to felix.floyd@decaturga.com Vendors Questions Answered via by 12:00 P.M. RFP due in City Manager s Office Evaluation, and recommendation Recommendation to City Commission Notification to successful vendor 4 P age

5 8. Scope of Services: The following outlines the task and function desired. The successful firm will provide at minimum the following services required by this request for proposal. A. General Features: a. Single Workstation and Multi-user network installations. b. Web accessible data retrieval. c. Single entry point to enter date and update the entire system. d. Must be able to be use in a hosted environment. e. Must be able to be used with Citrix and VMware. B. Office Management: a. Tracks client, grave location, sales data, funeral, military data and documents/pictures (scanned) for each client. b. Locate Clients- by name, location, dates of birth and death, deeds, maiden names, address, etc. c. Lot Maps-Generate and print graphical lot maps. d. Attach documents to client records- (documents, photographs, letters, deeds, etc. e. Manage Inventory-Generate inventory reports. f. Reporting-Generate custom reports based on userspecified boundaries. C. Cemetery Mapping a. Maps-Detail all of the lots of the cemetery and track data to each item. All roads, paths, bridges, sections, blocks, lots, and graves should be added to the maps. b. Locate Clients- Be able to locate clients on the mapping systems by clicking a button or icon. c. Lots-Every space on the map should be color coded based on status; for sale, sold, occupied. d. Inventory Management-Color code lots that are for sale. D. Web Features a. Ability to store data on a server b. Ability to access client and cemetery information, reports, etc at any moment. c. Ability to create individual accounts for users. 5 P age

6 E. Accounts Receivable a. Invoices-Create invoices and sales returns that can be printed immediately at posting or reprinted later. b. Payments-Payment receipts should be printed for each client. c. Reporting Tool- Ability to Print Sales Reports, Opening and Closing reports, etc. 9. Implementation Vendor shall indicate a time frame that lists the number of days it will take after project award for the specified software to be delivered. The vendor shall include a schedule of events for the implementation of the software package. Also the vendor should identify all obligations of the City Of Decatur. 10. Ongoing Maintenance and Support Vendor shall give a description of how it will provide product and customer support after the software is implemented. Specify the options that you would offer the City Of Decatur. 11. Training Vendor shall describe the training for the software package for City staff. 12. Optional Items The City is interested in exploring additional features of the software that you optionally offer. List any features that you offer that could be of value to Decatur Cemetery Operations. 13. References List at least three (3) references where you have provided similar software and services to what you are proposing. Include organization name, address, contact person, address and phone number, and a URL to the cemetery website if available. 6 P age

7 14. General Requirements The selected vendor will be responsible for a turnkey solution meaning that all requirements of this RFP and deliverables, including but not limited to hardware and software installation, cabling, training, support and other necessary supplies and services will be the responsibility of the vendor. Vendor will coordinate with the City s information technology support vendor, VC3 Inc. Any access to the network and/or servers must be secured through VC3. 7 P age

8 Proposal Form Company Name: Contact Name: Address: Phone #: Website: Project Requirements: Base Software Licensing, (if applicable) Cemetery Migration Installation and Training System Support/Maintenance (per year) Other Total Estimated Cost Estimated time to complete Base Software Installation Please feel free to include any additional optional features (and their cost) that you think may be of interest on the bottom page (or on additional pages as necessary). 8 P age

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