Specifications include, but are not limited to: Administrative Management Vendor shall: •Be responsible for day-to-day management of all cemetery operations, including: Office administration and management Accurate record keeping associated with all burials, internments, and niche space allocations. Handling the receipt of payments and verification of contracts associated with pre-paid burials. Development and management of budgets for on-going cemetery operations. Maintain effective constituent relations, in that, responding to all customer inquiries in a timely manner, whether received via telephone, email or in person. Providing GSD with a monthly report documenting all monthly activities (i.e., work orders, burials, headstone raising/leveling, tree removals, etc.), as well as any outstanding issues. Operational Administration Vendor shall be responsible for: •Entombments, Interments, Disinterment’s, and other Burial Services, including, but not limited to, Providing on-site funeral services Excavations, Landscape recovery Facilitation of monument placements, whether done Hire and compensate all qualified personnel. •Supervision and direction of all personnel. •Payroll utilizing a qualified payroll service or payroll clerk. •Providing GSD with proposed staffing plans for each location. •Providing uniforms for all personnel. •Maintaining all computers, printers, scanners, and telephones, whether provided by the vendor or the city. •Must provide and maintain all required insurances, including worker’s compensation, public liability, and property damage insurance. •Attend monthly scheduled meetings with designated GSD staff. •Maintain permanent records in keeping with the of State of Michigan cemetery record retention laws. •Must provide monthly financial, burial, and administrative reports regarding activity at all three (3) Cemeteries identified throughout. •Routinely report all issues associated with required facility repairs and maintenance. •Maintain Smartsheet listing all customer inquiries. •STAFFING Provide necessary staff to cover all aspects of operating and maintaining the cemeteries including but not limited to staff for Office, Grounds Crew, and Maintenance crews. Maintain employer ID number for all staff including wages and salaries. Maintain workers compensation insurance. Maintain public liability and property damage insurance. Hire and compensate all qualified personnel. Supervise and direct all personnel to include completing work schedules and evaluating employee performance. •Ensure that all employees working at any of the three (3) cemeteries are in uniform while on duty. •Maintain an onsite presence within the offices at the cemeteries during business hours. •Create an Advisory Council consisting of three (3) representatives appointed by the General Services Department and two (2) representatives appointed by the Vendor. This Advisory Council shall meet quarterly to provide perspectives on how well the cemeteries are being managed and to give recommendations for improvements. Grounds Maintenance Services The vendor shall: •Provide general maintenance services year-round. •Beautification services during the spring, summer and fall seasons. •Provide snow removal and salting services during the winter season, as required. •Manage and/or facilitate the maintenance of all landscape and horticultural including lawn mowing, lawn seeding and fertilization, tree and shrubbery pruning, removal of dead trees and foliage. •Maintain all Urns, Headstones, and the Niche Wall, including the cleaning and maintenance of and around each memorial item noted. •Perform routine scheduled maintenance which includes: Bi-weekly mowing and trimming to include the perimeters, and any additional cuts if needed due to different growth rates per season. Trim, prune and shape all trees and bushes monthly or as needed. Once yearly aeration and all items connected to high-quality landscaping of a cemetery for a consistent daily beautiful appearance. Removal of all dead trees picking-up and disposal of all downed twigs and branches. Large tree trimming, and stump removal. Apply pesticides at least twice annually. Fill in sink holes and unleveled ground.
