The Vendor is required to provide cemetery management software to help modernize and improve efficiencies with its current administrative processes.
- Current System
1. Town Hall
• Maintains inventory of plots available for sale.
• Maintains all cemetery records.
• Maintains an up-to-date paper map of all cemetery plots.
2. Public Works
• Performs opening & closing services for in-ground internments
• Performs opening & closing services for columbarium internments
• Maintains map of cemetery plots using Auto-Cad.
3. Parks & Recreation
• Grounds maintenance (grass cutting, string trimming, tree watering and pruning etc.)
• Plot maintenance (levelling sunken graves, pest control etc.)
• Supervision of marker installation (installation done by marker companies).
- Town Hall approves the form once all fields are filled out and it is confirmed that all dimensions are within guidelines.
- Mapping
• Utilize the Town’s Auto-Cad file to develop a digital map of the current cemetery area etc.
• The digital map is to be interactive, allowing Town employees to click on individual plots to open associated information (e.g. owner of the plot, name of the deceased, date of death, age, date of internment, funeral home etc.)
• The software should the ability to provide a public facing page with optional “walk to grave” service.
• Ability for the map to be modified and expandable for future cemetery sections, burial plots, columbarium’s, objects etc.
• Ability to track inventory in real time using colour coding to indicate ownership status.
• Ability to print detailed maps of plots.
- Administration
• Provide multi-user environment allow a minimum of 4 users simultaneous access with multiple tiers of user access.
• Ability to track all cemetery sales.
• Ability to create, store and retrieve all cemetery records.
• Ability to generate and print deeds, internment orders, plot cards, marker permits, owner cards etc.
• Ability to schedule internments & marker installations. Integration with Microsoft Outlook calendar is highly preferred.
• Ability to track all maintenance activities.
• Ability to upload and attach documents to individual plots and internment records (e.g. burial cards, cremation certificates, newspaper clippings, photos etc.).
• Ability to create customizable reports (e.g. plot sales, available inventory, internment totals etc.)
