19b - Laserfiche WebLink

A non-refundable administration fee of $5,000 is included in the contract to ensure the vendor is available when services are needed. CFCS would then invoice the City at the agreed upon price after each service is performed as noted in the contract amendment. Grave Mapping. Since the Master Plans approval, new information obtained by staff through Ground Penetrating Radar and GIS grave mapping has made it apparent that some recommendations made in the plan are no longer feasible. Historic infill plots, new parking along the roadway, and new or expansion of existing roadways may not be possible due to the location of existing grave sites that were previously unknown. This has implications on the financial forecasting and further site improvement and development of the cemetery. Acquisition of a Sales, Tracking and Mapping Software Database. An administration task identified in the Master Plan was to consolidate existing records and maps into more efficient and user friendly sales and recordkeeping system. Current paper and digital records of plot sales and burials would be integrated to streamline sales and provide a comprehensive record keeping system. This system would provide GIS/Mapping, record keeping, point of sale, as well as an internet or web based interface for public access. An RFP process for a Cemetery Management Software System was conducted in March 2016. Two proposals were received by the April 15, 2016 deadline. The proposals were reviewed for content and required information submitted and both firms were invited to interview and provide a demonstration of their software. Based on the quality of their proposal and software functions, staff will begin discussions with Pontem Software to negotiate a contract and define a scope of work. A contract for City Council consideration will follow in late summer. Grave Pinning System. The current grave pinning system that was installed with the South Hill West expansion is failing. The grave pins are small cement blocks engraved with numbers and inset into the ground. Overtime, the markers have moved and been covered by dirt. Staff have identified a pinning system to replace the concrete blocks. The new pinning system will be a metal stake with a flat head that will show the grave number and will be driven into the ground. This would prevent slippage and movement of the pinning system over time. A new grave pinning system is budgeted in the FY 16/17 Cemetery Operations budget. Geotechnical Testing, Review of Soils and Ground Cover Enhancements, Survey of Environmental Review Requirements. This testing was completed specific to the Veterans Memorial Project site. Further study and testing will be conducted as future projects require. Cemetery Grounds Maintenance. The cemetery grounds are maintained by the Parks Division through a contract with an outside vendor in the amount of $27,190 annually. The Parks Division has established maintenance standards for the cemetery. Weekly maintenance includes removal of trash and leaf litter, weed control in all existing gravel areas and existing tombstones, removal of broken grave site 'decor', and spent or faded synthetic flowers, gopher and squirrel abatement and maintenance of grasses and Page 6 of 10