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Request for Proposals Regarding Cemetery Management System in Douglas, Wyoming The intent of this Request for Proposals (RFP) is to create a transparent process for interested parties to provide a Cemetery Management System (CMS) proposal to the City of Douglas. Proposals will be accepted until August 27th at 2 PM and will be evaluated immediately following. Please send your response to: Sonya Parker, City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFP: Cemetery Management System Page 2 of 11 Section One Introduction and Summary The City of Douglas is soliciting proposals for a Cemetery Management System for the community of Douglas. The City is seeking the aid of an experienced Vendor who specializes in partnering with municipalities to enhance their online capabilities of Cemetery Management and requesting the Vendor provide secure, cloud-based hosting services with 24/7/365 support. It is anticipated that work associated with this RFP will begin early September 2024. Completion will be required by May 16th, 2025. Written proposals with a fixed fee amount must be received by Sonya Parker, City Clerk, City of Douglas, P.O. Box 1030, 101 North 4th Street, Douglas, WY 82633, no later than 2:00 PM on August 27th 2024. It is expected that work should begin within 30 days of selecting an applicant. Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming in Converse County along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. Douglas has a diverse economy and high quality of life grounded in traditional family values. With breathtaking views, Douglas sits at 5,000 feet at the foot of the beautiful Laramie Mountain range, and beside the Nort Platt River and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas ---PAGE BREAK--- RFP: Cemetery Management System Page 3 of 11 Railroad Interpretive Center, Douglas Community Golf Course and the Douglas Motorsports Park. Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County Section Three Project Background The current City process utilizes Casselle Connect accounting and Cemetery management. There is also a Windy Prairie digital kyosk on site at the Cemetery. Section Four Scope of Services A. Project Management & Implementation The chosen Vendor will supply a professional project team to oversee and provide the implementation services needed for the successful launch of the City’s CMS. The Vendor’s project team shall be responsible for developing a comprehensive project management plan to include outlining methods of communication for implementation, supplying a detailed project timeline, and identifying tasks and deliverables for both City staff and Vendor’s staff. The chose Vendor will migrate existing data and check it against the City’s records for errors with the end result of providing a clean GIS record to the City. The City is in the process of migrating our records from ESRI ArcGIS Desktop to ESR ArcGIS Professional. B. Training The City expects the Vendor to provide in-depth, professional training services which will educate City staff on functionality, features, processes, and best practices. After training sessions, City staff should be confidently prepared to maintain the new CMS after launch. C. Continuing Services The City anticipates an ongoing partnership with the chosen Vendor after launch of the system, which shall include: ---PAGE BREAK--- RFP: Cemetery Management System Page 4 of 11 Technical Support & Services Technical Support: The Vendor shall provide U.S. based, live technical support, including emergency support after business hours. Technical support shall be available through multiple communication channels, including phone, email, and chat. Self-service training (video tutorials, documents, or webpages) shall be available for City staff to access at any time. Maintenance: The Vendor shall continually work to enhance and update the systems. This should include, at a minimum, development, testing, backups, and regularly scheduled fixes, patches, and other enhancements. Hosting & Security 99.9% uptime Unmetered bandwidth Minimum of 100GB storage for website and backups. SSL Certificate Daily malware scans Malware removal Daily Backups within data center Weekly offsite backups outside of data center Software firewall with DDOS protection. Disaster recovery process with a recovery time objective of less than 1 hour for daily backups and 2 hours for weekly backups. The following section details the scope of work and requirements of the City but is meant as an initial guide for the proposal. The City is looking for a comprehensive and best practice solution to “Cloud Based” Cemetery Management. Respond with a description of how you will meet each requirement in the column titled “Proposed Solution”. Your responses will be scored on a points system by the evaluation team. REQUIRED FUNCTIONALITY Requirement Proposed Solution 1. Financial/Business a. Track and report on plot sales by date of sale, cost, section/lot/space/, name, address and telephone number, partial payment plan. ---PAGE BREAK--- RFP: Cemetery Management System Page 5 of 11 b. Generate sales contracts and deeds, with date of sale, cost, section/lot/space/, name, address, and telephone number. c. Track customer information, including Name, address, telephone number, next of kin/family contact information. d. Provide canned out of the box reports as well as ad-hoc/custom reporting functionality. e. Generate printable and PDF copies of legal documents such as invoices, contracts, and receipts. f. Ability to generate billing statements, including Name, address, telephone number, cost, premier vs standard grave, plot info. g. Generate reports listing vacant and for sale graves. 2. Record Management a. Advanced search capability for all cemetery records by last name, first name, date of death, date of birth, section number, lot number. b. Ability to record notes on all cemetery records. c. Ability to attach digital documents and photos to all cemetery records. d. Track changes in plot ownership. e. Allow searching of records by partial match or wildcard. f. Interment report by name, year, and location. g. Owner report including current and historical. 3. Operational a. Scheduling and tracking of activities through internal and external calendars. b. Track maintenance activities and work orders. c. System must have a mobile web interface or app that allows for staff access via a smartphone. d. Lot card showing layout, burial information, and ownership information on a single page. ---PAGE BREAK--- RFP: Cemetery Management System Page 6 of 11 e. Reservation report including map showing location and forms needing signatures from customer. f. Burial calendar with ability to display burial schedule by day, week, and month. 4. GIS a. ESRI-compatible GIS mapping functionality. b. System will support integration of City’s ESRI- based GIS system for display of cemetery maps if not similar functionality is provided out of the box. 5. Customer Service a. Public facing mobile-friendly web-based tools for searching gravesite records and locations, by date of birth, date of death, first name, last name, section number, lot number. b. System must be able to support integration with City’s public website for purpose of providing a public means to search gravesite information by name, year, and location. 6. Technical a. Ability for multiple users to simultaneously access and modify records system. b. Creation of multiple users with discrete logins. c. Ability to adjust user level of access through read/write style permissions. d. Track activity and changes through audit trail logging. e. Technical support via email and phone. f. Ability to export tables in excel or CSV format. g. Vendor will setup application and manage import of data from existing cemetery management system. ---PAGE BREAK--- RFP: Cemetery Management System Page 7 of 11 h. Prior experience conducting migrations from NEXUS/MBS. i. Proven implementation methodology. 7. Conversion a. Submit a comprehensive project plan that includes a timeline, milestones, and detailed steps for the conversion process to include an outline of how potential issues would be handled. This should include response times escalation procedures, and a commitment to resolving issues within a specified time frame. b. Provide detailed descriptions of similar projects the vendor has completed, including references from previous clients. c. Proposal should specify the need for rigorous testing and quality assurance processes. Vendors to provide their plans for testing the converted system, including unit tests, integration tests, user acceptance testing (UAT), and performance testing. d. Post-Conversion Support: Specify the need for post-conversion support. This includes a defined support period during which the vendor will be available to address any issues that arise after the conversion. It should also detail the level of support 24/7, business hours) and the methods for accessing support phone, email, online ticketing system). e. Warranty and Service Level Agreements (SLAs): Include a warranty period during which the vendor guarantees to fix any conversion-related issues at no additional cost. SLAs should specify the performance and reliability standards the converted software must meet and the penalties for not meeting these standards. f. Data Validation and Integrity Checks: perform data validation and integrity checks before, during, and after the conversion process to ensure that all data is accurately and completely transferred. ---PAGE BREAK--- RFP: Cemetery Management System Page 8 of 11 g. Training and Documentation: training for staff on the new system and comprehensive documentation of the conversion process, system configuration, and troubleshooting procedures. h. Risk Management Plan: Ask for a risk management plan that identifies potential risks in the conversion process and outlines strategies to mitigate these risks. i. Customization and Integration: Ensure the vendor is capable of handling any necessary customizations and integrations with existing systems. Provide examples of past projects where they have successfully implemented similar customizations. j. Performance Guarantees: Specify performance guarantees that the vendor will meet, such as uptime, response times, and system performance post-conversion. Section Five Proposal Submittal Requirements Proposals must include the following information: 1. Introductory Requirements a. Transmittal Letter Proposals must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project in a timely manner. b. Project Understanding A statement describing the applicant’s understanding of the project and any special skills the applicant will bring to the project. 2. General Information a. Provide the following company information: i. Firm name ii. Business address iii. Primary contact name, email and telephone number iv. Year established v. Type of ownership ---PAGE BREAK--- RFP: Cemetery Management System Page 9 of 11 b. Experience i. Provide information on the applicant’s background and experience on similar projects. ii. Provide background of key members in the team and their specific experience in previous projects that would relate to this project. iii. Describe any specific skills the applicant team would bring to this project. c. Proof of Insurance i. Provide proof of the following: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance Applicant shall provide proof of workers’ compensation coverage, for all employees working on this project. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not less than five hundred thousand dollars ($500,000) per employee for each accident and disease. Applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any sub-applicant. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect Committee from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub-applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. d. Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. 3. Project Approach, Schedule and Presentations a. Provide narrative detailing the applicant’s philosophy and approach to complete the project as described. b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports. ---PAGE BREAK--- RFP: Cemetery Management System Page 10 of 11 c. Describe deliverables for the overall project and each phase of the project. d. Provide any additional information or approaches felt to be relevant to indicate the applicant’s ability to successfully complete this project. 4. Resumes a. Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above. 5. References Provide references from at least three similar projects for which the applicant has provided survey and reporting services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the applicant’s specific role. 6. Copies Provide 1 hard copy and one electronic copy containing the entire submittal in .pdf format. 7. Project Costs Expenses are to be broken down into line items showing the cost of each major task as well as the overall cost and fees for services: First Year development fees including: Days/hours of training, number of employees to be trained, on-site or webinar Amount of content migration Additional products/functionality Ongoing fees for hosting, maintenance and support for Year 2 and beyond The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of proposal evaluation for the purpose of clarifying submittal information. Section Six Selection Procedures, Schedule and Budget Written questions regarding this RFP should be submitted to Brandon Frye at [EMAIL REDACTED] no later than August 22, 2024. Responses to questions will be emailed to everyone who has notified the City they would like to receive responses. All communication during the solicitation process will be directed to Brandon Frye. No other contact will be made regarding this RFP with any City staff, City Council, Agents, Consultants, etc. during the RFP process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFP must be received in a sealed envelope clearly marked “RESPONSE TO PROPOSAL, CEMETERY MANAGEMENT SYSTEM” by 2:00 PM August 27, 2024 ---PAGE BREAK--- RFP: Cemetery Management System Page 11 of 11 Evaluation of proposals will be completed by members of the Committee. Proposals will be evaluated based on the following criteria: Ability to meet project schedule 20% Solutions to scope of work requirements and experience with similar projects 60% Proposed Fee 20% All proposals are to be submitted to: Sonya Parker, City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 RFP to be advertised August 14th and 21st 2024