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Home My WebLink AboutRFP - 7349 CEMETERY SOFTWARECity of Fort Collins Purchasing ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7349: Cemetery Software OPENING DATE: 3:00 PM (Our Clock) March 21, 2012 Financial Services Purchasing Division 215 N. Mason St. 2ntl Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 icgov. corn/purchasing To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 — Questions & Answers Exhibit 2 — Grandview Mapping Example Exhibit 3 — Access Database Example Please contact Ed Bonnette, CPPB, CPM, Buyer, Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST STATEMENT ENCLOSED WITH THE ADDENDUM HAS BEEN RECEIVED. BE ACKNOWLEDGED BY A WRITTEN BID/QUOTE STATING THAT THIS Addendum 1 - 7349 Cemetery Software Page 1 of 14 FORT COLLINS, CO Al|Spaca -WARREN REDWOOD B -' ,-]BALMER/COLL PINE BALMER/COLL PINE BOX RICE PINE BOX REDWOOD B WARREN FBGL LINER I Nit ICE �bN USSEL PINE BOX Page 3/8/2012 Addendum I - 7349 Cemetery Software Page 10 of 14 AIISpaces ho ;D8 eas Red t€tn�Ml " �edGdm' 'Ow►i csf5atei bwnerstrahs - 08/08/2005 15414 08/08/2005 15415 _ "I i -- - ARMY AIR CO d/08/2001 - - 129 88 07/19/2002 13505' 07/13/1949 07/13/1949 - Page 7 3/8/2012 Addendum 1 - 7349 Cemetery Software Page 11 of 14 AIISpaces 3/8/2012 Oieineis ':ritN' rf °._ ``Nam`e .W �'i�sFl1si CITY-TREE CITY -TREE EMSLIE — E M S L I E CITY -TREE --- CITY TREE CITY -TREE — EMSLIE EMSLIE 2237 —CH SANDAL — — SANDAL CH CITY -TREE .CITY -TREE " Page 8 Addendum 1 - 7349 Cemetery Software Page 12 of 14 AIISpaces Page 9 3/8/2012 Addendum 1 - 7349 Cemetery Software Page 13 of 14 AllSpaces lDoNotUse DoNotUse 2-YE DoNotUse §'NRG—C DoNotUse_ DoNotUse DoNotUse TO BE NFB-THEE NFB TREE Page 10 nterred DoNotUse ....-DoNctUse .......... Interred - - --------- - Interred Interred 3/8/2012 Addendum 1 - 7349 Cemetery Software , Page 14 of 14 EXHIBIT 1 — QUESTIONS & ANSWERS 1.Q. Can you confirm the size of the cemeteries to be mapped? 1.A. The total area for both our cemeteries is 69 acres. All of this area is not platted for interments. We have offices and maintenance building on both sites. 2.Q. Can you confirm that there are 246 spaces/crypts/niches in the mausoleum? 2.A. We have the following in our mausoleum at Grandview: 35 Companion Crypts 20 Single Crypts 40 Companion Niches 120 Single Niches 3.Q. Can you supply a copy or sample of the maps that the cemetery is currently using? 3.A. See Grandview Mapping Example, attached as Exhibit 2. 4.Q. Can you supply a copy or sample of the cemetery data from the Access database? 4.A. See Access Database Example, attached as Exhibit 3. 5.Q. Do the maps for both cemeteries look like the sample? S.A. Yes, just different shapes of the sections. 6.Q. Are the spaces labeled in a uniform manner within the lots? For example, lot 40 on your sample, is it labeled with spaces the same way as lot 41? They both look like the same size 8-space lot. 6.A. Usually. The layout of the land sometimes infringes on the layout. 7.Q. Are the names shown on the map owner names or burial names? They look like owner names since there are lots of duplicates. If they are owner names, are all of these names also in the database or would we be required to enter information off the maps into the newly created system? 7.A. These could be owner names or decedents. It really depends on the time frame of data entry. Questions 8-10 are regarding the database: 8.Q. How many records does it have? 8.A. 49,245. Addendum 1 - 7349 cemetery Software Page 2 of 14 9.Q. It looks like that sample shows records that have a burial name but no corresponding owner name. For records like those, would you just use the burial's name as the owner name? 9.A. There are many records that do not have an owner's name due to the fact that those records were not kept until the 1980's. We do not use the decedent's name as the owner name we have just left it blank. 10.Q. The first record on that sample has a deceased age, deceased birth date and deceased death date but no deceased name. For records like those, would you use something like "Unknown Unknown" for the first and last name? 10.A. Unknown is how we list them. Addendum 1 - 7349 Cemetery Software Page 3 of 14 No Text AIISpaces Page 1 3/8/2012 Addendum 1 - 7349 Cemetery Software Page 5 of 14 AIISpaces Page 2 3/8/2012 Addendum 1 - 7349 Cemetery Software Page 6 of 14 AIISpaces 3/0/2012 F tine #<r: �17otVot Sei_:;:t7tiNdttlseftea 7 FirSaie,,•..,fie urtias4cit)':e urofiased`:` ---$0_00 __.....__. O ...._ (TREE) LI -- (TREE) - ---- ---- �._ ..- - — —_.......__❑ -- -.... - ----.------- — $0_00 - - - U (TREE) -- - $0.00 --- ---- --- (TR E E) -- ...._....._._...... IJ _ .. _ __....__—.......__.._: I —...___._-_._..... 0.00 $0,00 — - $0.00 � Cal L7 (TREE) U..... -- ... ... ..... - ID -- (� -----._.. (TREE)— I�' (TREE)-----...___— -- --__..- .... .. Ef- C7 Page 3 Addendum 1 - 7349 Cemetery Software Page 7 of 14 ANSpaces 3/8/2012 0 r U, AR Uf6hdg6dpg�6L66_is6d ��#,dLN'cfn 5--5 i56 -E-------- EMSLIE LIE 9821 13313 EMSLIE GROVER GROVER GRIFFITH GRIFFITH WALKER MICHAELIS . .... .. . .... .. . ..... 10937 2 12812 9926WALKER 13325 14484MICHAELIS 9845 10870 10874W[LLIAMS 169751WILLIAMS WAIT—.--- Page 4 Addendum 1 - 7349 Cemetery Software Page 8 of 14 AllSpaces 3/8/2012 WA Addendum 1-734UCemetery Software Page 9of14