Cemetery Database Management Program System

The Vendor is required to provide for implementing cemetery software is to consolidate existing records and maps into a more efficient and user-friendly sales, record keeping and genealogy system.
- This will include a database system, mapping system and financial system.
- The records consist of paper records consisting of:
•    Typed Lot Cards 1888 to date, approximately 45,000 cards.
•    Typed Interment Cards 1888 to date, approximately 79,000- 100, 00 cards with Interment numbers.
•    Handwritten Interment Cards in four boxes from 1942 -1959 and 1970 to date, approximately 45,000 cards.
•    Paper maps in large (24” x22”) bound book and (loose) 8-1/2” x 11” maps, approximately 60 double sided pages.
•    15 Ledger Books of handwritten interments, approximately 75,000.
•    11 Boxes of interment slips (with cause of death) 1919-2010, approximately 48,000 slips.
•    Deeds since 2011. Deeds vary according to years from 1910-2025, approximately 25,000 deeds.
•    8 Boxes of burial certificates, approximately 45,000 certificates.
•    5 Map books in binders, approximately 60 double side pages.
•    200 Loose Leaf partial maps.
- The near-term inventory available for sale includes approximately 5,000 graves.
- Based on 115 acres of developed land including driveways, at 1,000 burials per acres (all burials are regular depth), there are an estimated 115,000 burials on the site. As such not all interments are documented.
- The cemetery tracks all payments (to tabulate department income) but the final accounting is completed by the City.
- System Include:
•    Project Management services to manage and implement a web-based data storage solution system.
•    System shall allow the cemetery to send out notices for specific purposes.
•    System shall have a public facing page.
•    System shall have an individual access point to make payments, view details and all paper work.
•    To provide the public with a mobile-friendly and user-friendly interface to locate graves and conduct online burial searches.
•    To allow staff to input and edit data in various fields including addition of graves as they are developed.
•    Provide a reporting functionality for cemetery sales, interment density per grave and overall cemetery inventory.
•    Have a maintenance work order system for tracking regular maintenance, repairs and vandalism issues (Asset Management).
•    Creating an index of information currently on cards and assorted documents and cards. Each scanned document shall be indexed with up to 30 fields.
•    Each scanned document must be scanned using Optical Character Recognition (OCR) wherever possible to allow for future full-text searches using a document management system.
•    Images must be oriented correctly for viewing.
•    Image Clean-up: the scanned document should be de-skewed and de-speckled, blank pages and black borders removed, inverting and background suppression where the image will be enhanced by such processes
•    Manual image quality adjustment and QA of every image for clarity, quality, cut-offs, or compression errors.
•    Indexing and image information in XML and CSV format with hyperlinks to the scanned documents or other formats approved by the City.
•    Documents are single and double sided
•    Scanned documents must be viewable in PDF format at a minimum of 300 dpi.
•    File type: Single-page PDF.
•    All scan dimensions must be the same size as the original document.
•    Each scanned document must be saved electronically as an individual file.
•    Using data from the lot cards, the selected vendor will be required to create an interactive and accurate digital mapping database.
•    The mapping database will provide easy access to locate lots using burial records.
•    Mapping software using high-resolution imagery captured by drone technology or other technology for best results.
•    Where available, vendor shall overlay data onto current maps to offer a visual representation of cemetery data.
•    Software should have the ability to provide range of mapping/plot reports.
•    Software application that allows the City to carry out its own mapping.
- Comprehensive Grave / License Holder Management.
•    License holder with address and section number and grave or lot number.
•    Ability to update mapping and create new inventory in real time with cemetery operations: sales, inventory, grave type (description), grave status (interred, reserved, vacant, no record), location of casket (double depth or single depth) and/or urns (i.e. NE corner) in one grave.
•    The database shall be initially established to include 2 interments per grave.
•    Ability to add interments to a grave.
•    Managing and tracking of:
o    Grave sales (with variable price structures) including ability to transfer and track changes in grave ownership.
o    Interments.
o    Grave marker installation, foundation for monuments, and other events (i.e. link to calendars).
•    Generation of sales contracts and deeds in both Microsoft Word and PDF format with the ability to have secondary approval of these.
•    Ability to enter sales and customer information.
•    Functionality to export transactions in an ASCII format layout or XML format,
•    Ability to export data to outside data bases such as Access, Excel or equal.
•    Recordkeeping of the deceased’ details and genealogy information
•    GIS Mapping features.
•    Tracking maintenance activities (including multiple work orders for one grave).
•    Ability to export work orders, maintenance and repairs for reporting purposes.