Fiscal Note
The proposed resolution authorizes a five-year noncompetitive purchase of $61,580 for software and implementation services from CemSites for the purchase of cloud-based Cemetery Record Management Software and authorizes a net-neutral budget amendment, moving $61,580 from the Park Facilities Improvement Program (Munis #17443) to the Park Equipment Program (Munis #17202) in the 2024 Adopted Parks Division Capital Budget. Funding for on-going annual license, support, maintenance, and hosting fees are not to exceed the annual costs: Year 1: $7,080; Year 2: $7,435; Year 3: 7,805; Year 4: $8,195; Year 5: $8,605. Funding is available in the Parks Division's 2025 Operating Budget request and requests will be made in future operating budgets. The impact of the funding will be net-neutral due to increased administrative fees for the Forest Hill Cemetery approved annually by the Board of Park Commissioners. No additional appropriation is required.
Title
Authorizing a net-neutral budget amendment to the Parks Division’s Adopted 2024 Capital Budget and authorizing the Mayor and City Clerk to enter a five-year noncompetitive purchase of goods and services agreement from CemSites as a sole source provider for Cloud-Based Cemetery Record Management Software for Forest Hill Cemetery. (District 13)
Body
WHEREAS, the City of Madison Parks Division has operated and maintained the Forest Hill Cemetery under the control of the Board of Park Commissioners since 1931; and
WHEREAS, Forest Hill Cemetery is an 80 acre operating municipal cemetery with over 37,000 lots, which regularly conducts lot sales and burials; and
WHEREAS, the current Cemetery Software is significantly outdated and insufficient for effective management of the cemetery records and must be updated; and
WHEREAS, the Parks Division has consulted with City IT to research available platforms and complete the Software Acquisition Process, and has received approval from City IT to proceed with this software acquisition; and
WHEREAS, CemSites will increase the public’s access to Forest Hill Cemetery’s data base and increase efficiency and accuracy of records management; and
WHEREAS, CemSites offered the most comprehensive software for Forest Hill Cemetery’s needs including:
1. Cemetery management focused software
2. Data migration from existing historical records including digitization
3. Easy manage, update and search records
4. Training and support from CemSites
5. Online Mapping -Easily find and manage graves with the virtual and interactive cemetery map.
6. Public facing interaction capabilities.
WHEREAS, funds for the purchase of this software is available within the Parks Division’s 2024 Adopted Capital Budget; however, funding must be reallocated within Major Programs; and
WHEREAS, for the reasons explained above and in the attached Noncompetitive Selection Request Form, CemSites is the only vendor that can provide the software for the specific needs of Forest Hill Cemetery; and
WHEREAS, to complete the professional services for implementation of the cloud-based Cemetery Records Management Software, CemSites proposed a one-time cost of $61,580 and yearly support, maintenance, and hosting fees to not exceed the yearly costs identified below for five (5) years:
Year 1 (2025): $7080
Year 2 (2026): $7435
Year 3 (2027): $7805
Year 4 (2028): $8195
Year 5 (2029): $8605
WHEREAS, MGO 4.26(2) requires goods to be purchased using a competitive process approved by the Finance Director, and under the Finance Director's Purchasing Guidelines, Common Council approval is required to purchase goods of $50,000 or more without a competitive process;
WHEREAS, under MGO 4.26(3)(e) service contracts of more than 5 years in duration and/or more than one year that averages more than $100,000 per year in cost require approval of the Common Council and signature by the Mayor and City Clerk;
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign a contract on behalf of the City for the professional services to implement an Cemetery Record Management Software system, including software licenses and yearly software maintenance, support and hosting fees with CemSites for an initial term of five (5) years; and
NOW, THEREFORE, BE IT FURTHER RESOLVED, that the Common Council authorizes the Mayor and Clerk to enter into a five-year agreement with CemSites for annual subscription and maintenance of the cloud-based cemetery record management software.
BE IT FINALLY RESOLVED, that the Finance Director or their designee are authorized to execute contract(s) for the software support, maintenance, hosting services with CemSites on a recurring basis for the useful life of the software, which may include negotiated increases for future terms.