Staff recommends City Council approve the contract with PlotBox for cemetery record management software services.

For Fiscal Year 2022, City Council approved the use of cemetery expansion funds to purchase new software for records management at Mountview Cemetery.  The purpose of this software is to reduce data entry redundancy and make an external facing searchable database for citizens to find graves at the cemetery.  City staff drafted a Request for Proposals (RFP) for the new software.  Four software vendors responded to the RFP.  A selection committee made up of the cemetery staff, IT/GIS staff, and the City's Purchasing Agent evaluated the proposals.  The selection committee chose the top vendor that best met the RFP requirements and negotiated a contract.

City Council may:

• Approve; the contract with PlotBox for cemetery records management software or,
• Not Approve and provide staff with additional guidance.

City Council approved the use of $57,000 of cemetery expansion funds to purchase a new records management software in FY 2022.  The expansion fund is funded by pre-need grave/niche sales at the cemetery and is used to make future improvements to the cemetery.  The fee for the software came in under budget at $44,000. In FY 2022, City Council also approved an increase to the Cemetery's office and technology supply budget to cover future annual software license cost of $8,000.  So both the initial startup cost and the ongoing license fee are fully funded.