Cemetery Management System

The Vendor is required to provide to supply and implement a cemetery management system that includes fully functional mapping, records management and accounts receivable system to manage the existing and future interments and inurnments at the City.
- Modernize cemetery operations by replacing the legacy Stone Orchard system with a cloud-based, scalable solution;
- Improve operational efficiency through automation of scheduling, inventory tracking, and workflow management;
- Enhance customer service by providing intuitive, self-service portals for the public, funeral homes, and monument companies;
- Enable secure, remote access for staff across multiple devices and platforms, supporting flexible and mobile work environments;
- Support data-driven decision-making through customizable, ad-hoc, and automated reporting capabilities;
- Streamline financial processes with integrated payment systems, automated invoicing and reconciliation tools;
- Integrate with Geographic Information Systems (GIS) for spatial visualization of cemetery plots;
- Assessment of the documentation provided to ensure understanding of the current processes and future state processes/design;
- Migration of data stored in the existing municipal cemeteries system into the new proposed management system;
- The interface should be user-friendly and allow for customizable dashboards;
- It must integrate seamlessly with the City’s official website as well as existing City systems, such as GIS, Enterprise Resource Planning (Workday), Customer Relationship Management (Salesforce), Vadim and financial management software;
- The system must support electronic signatures, either through a native tool or integration with Adobe Sign;
- The portal must provide role-based access for families, funeral homes, and monument companies;
- Online booking must be available for interments and lot viewings;
- Genealogy search functionality must be available by name, location, and cemetery;
- The system should support aerial imagery and historic tour content;
- Funeral homes must have view-only access to scheduling information;
- The system must generate unique sales IDs with full transaction traceability;
- Real-time inventory tracking must be supported for lots, benches, trees, and plaques;
- The system must automate the generation of invoices, receipts, and trust-fund adjustments;
- Integration with Chase and Payments must be provided for both online and on premises payments;
- The system must generate customizable quarterly and annual reports covering interments, sales, and services;
- The system must include permission-based controls and maintain audit trails;
- The provider shall deliver a comprehensive data conversion plan and mapping document, perform tests and final migration with validation and cleansing report to ensure accuracy and reconciliation of all record, and provide audit logs with post migration support to guarantee compliance and business continuity.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: October 29, 2025