HomeMy WebLinkAboutRESPONSE - RFP - 7437 CEMETERY SOFTWARECity of Fort Collins, CO
REQUEST FOR PROPOSAL
Proposal No. 7437
Cemeteries Management System (CMS)
Closing Date:
Friday, November 2nd, 2012 at 3 pm MDT
Submitted by:
STONE ORCHARD
SOFTWARE INC.
17665 Leslie St., Unit 47, Newmarket, ON, L3Y 3E3
(800) 932-3388
Contact Person: Ken Munday, President/CEO
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Table of Contents
Table of Contents .......................................................................................................................................... 2
1. Methods and Approach ............................................................................................................................ 3
Startup Meeting ........................................................................................................................................ 3
“Cutover Strategy” .................................................................................................................................... 3
Data and Mapping Conversion ................................................................................................................ 4
Staff Training ............................................................................................................................................. 4
Schedule .................................................................................................................................................... 5
2. Deliverables ............................................................................................................................................... 6
Stone Orchard Software Hardware Specifications .................................................................................... 7
Support and Maintenance ........................................................................................................................ 7
Training and Staff Development ............................................................................................................... 7
3. Qualifications and Experience ................................................................................................................... 8
Stone Orchard Software Inc. ..................................................................................................................... 8
LEES+Associates ........................................................................................................................................ 9
4. List of Project Personnel ......................................................................................................................... 10
5. Organization Chart/ Proposed Project Team .......................................................................................... 10
6. Availability ............................................................................................................................................... 11
7. Estimated Hours by Task and 8. Schedule of Rates and Cost by Task .................................................... 11
9. Demonstration Process ........................................................................................................................... 11
Appendix A – Quotation .............................................................................................................................. 12
Appendix B – Requirements and Deliverables ............................................................................................ 13
Appendix C – Stone Orchard Software Minimum Hardware Requirements .............................................. 15
Appendix D – References ............................................................................................................................ 17
Appendix E – Relevant Projects .................................................................................................................. 18
Appendix F– Stone Orchard Software Components ................................................................................... 19
Appendix G – HP RP7 Retail System, Model 7800 ...................................................................................... 20
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1. Methods and Approach
Stone Orchard Software uses a protocol for client liaison that promotes client and consulting team
communication and collaboration as well as ensuring high quality end products, adherence to schedules
and controlling costs. Our client liaison protocol includes:
CLIENT COMMUNICATION- Collaboration with our clients is key to our success and mission. Weekly
teleconference meetings and review meetings at key milestones will be held. Summary minutes will be
taken during and distributed after each meeting. Regular reviews with team principals provides the
opportunity to ensure progress, costs, scope, project timing and resource allocation to complete the
project as per the approved plan and quotation.
QUALITY MANAGEMENT- To ensure all our work meets your quality objectives, the deliverables will be
reviewed throughout the duration of the project, in conjunction with monitoring of progress, schedule and
reporting as part of the regular consulting team project meetings. Any shortfalls will be identified and a
plan established to ensure the schedule and quality of the deliverables are maintained.
COST CONTROL-. Monthly invoices will be reviewed and approved by the project lead before being
forwarded to the City. Work and associated costs not included in the proposal will be reviewed and
approved through a change order process. Any additional work will be approved by the appropriate City
representative prior to commencement.
SCHEDULE CONTROL- Throughout the project, the schedule will be monitored regularly, with the
consulting team reporting to the project lead on a weekly basis, or more frequently as required to ensure
deliverables are provided on key milestone dates. Scheduled reviews will be an agenda item at the
regular Stone Orchard weekly project meetings and weekly teleconference meetings with the City. Any
schedule deviations will be identified, with a turn-around plan developed for returning the project to
schedule.
Startup Meeting
The project will begin with a startup meeting (teleconference) at which the scope of work and schedule
will be discussed. If any of the ideas brought forward in this proposal warrant further exploration or result
in a desire to undertake modified requirements or deliverables, these items will be resolved at this time.
“Cutover Strategy”
Assistance from City of Fort Collins Information Technology staff will be necessary in order to obtain a
copy of the current database and to assist with the installation. Assistance from the cemetery Staff during
data conversion and map approval process will be necessary in order to answer questions related to the
existing database and mapping.
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Data and Mapping Conversion
The data and mapping conversion will be performed simultaneously with input and feedback from the City
Staff at critical milestones.
The data conversion process involves:
Obtaining a copy of the current historical data in all computerized forms,
Evaluating the data,
Creating a list of questions for cemetery staff response,
Creating a list of fields for the existing systems and how they will match to the corresponding
fields in Stone Orchard,
Creating the data conversion program and converting the data,
Sending the conversion results to cemetery staff over the internet for their feedback, and
The week prior to installation, we will request an updated copy of the current database for final
conversion in preparation for installation and go live date.
Stone Orchard will input the converted data (names, lots etc.) into the program integrating it with the GIS
mapping.
The mapping conversion involves:
Obtaining a copy of the current maps in paper and/ or digital format,
Evaluating the data,
Setup base map in AutoCAD Map 3D with geo-referenced orthophoto,
Create accurate map of lots in AutoCAD Map 3D with lot numbering,
Assigning GIS points and data fields to the associated interment spaces,
Send draft PDF mapping conversion to City staff for review and approval, and
Export new approved AutoCAD drawings as shape files and run QA/ QC procedures for Stone
Orchard integration
Staff Training
We stress ‘hands on’ experience when training staff. Our team will first train the IT staff on how to
install the Stone Orchard program (on the server and client machines), setup users, and support the
system. Next, the Business System Administrators, Help Desk staff, and an IT Business System Specialist
will be trained on ‘Setup’, ‘Security Roles’ and ‘Users’. For the end-users, we will demonstrate the
common functionality of the system (Mapping and Searches), Quotes/Sales, Historical Entry, modifying of
existing records, Reporting and the Calendar. The training sessions will be informal. We encourage Staff
to ask questions throughout the training period so that our team can gage the level of understanding of
the program. Additional online training is available as a refresher after training using TeamViewer.
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Schedule
We are able to commence work on this project within 10 working days of approval. We propose a starting
date of December 1, 2012. Please note however that due to other current commitments, development
work on items required but not currently available in Stone Orchard cannot begin until January 1, 2013.
The following Schedule illustrates the timelines for each task to complete this project. The on-site
installation and training of the Stone Orchard Software program is estimated to be in the second week of
March, 2013.
3 10 17 24 31 7 14 21 28 4 11 18 25 4 11 18 26
Request and evaluate data and mapping
Setup base map in AutoCAD Map 3D with geo-
referenced orthophoto
Create data conversion program to import existing data
into Stone Orchard
Create accurate map of lots in AutoCAD Map 3D with lot
numbering and assign GIS points and data fields to the
associated interment spaces
Import converted data into Stone Orchard Program
Initial development work
Review converted data with City Staff and revise, if
required
Review draft PDF mapping conversion with City Staff
Import approved converted data into Stone Orchard
Review development work with City Staff
Import mapping shape files and run QA/ QC
Complete development work
Test program functionality
Installation and training
Milestone- Staff review and program installation
Schedule Dec-12 Jan-13 Feb-13 Mar-13
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2. Deliverables
At Stone Orchard Software we possess all of the tools, resources, and expertise necessary to provide the
City of Fort Collins with a record management system that will meet or exceed their current needs and
resources as well as satisfy future requirements. Our program, as it currently exists, is able to offer the
functionality that the City is requesting. However, there are requirement items listed in the RFP that
require development work, in collaboration with the City, in order for us to meet and surpass the
mandatory requirements outlined. Several of the items requiring development work only need minor
modifications to the existing program. In addition, many of the modifications will be completed
simultaneously with the development of other required functionality, saving time and financial resources.
Appendix B- Requirements and Deliverables Checklist, identifies the required functionality that already
exists in our existing program, the functionality that will require development and the modifications that
will be done in tandem with the development work.
There are many time saving features and efficiencies in the various Stone Orchard Components that
relate directly to the requirements outlined in the RFP. The Core Component allows for registering
Rights Transfers, record Interments and Disinterments, perform searches, and produce reports. The
Core also will generate Interment Rights Certificates automatically when a transaction is completed. The
Sales Component assists the customer in selecting lots. Also, the Map is automatically updated, all the
necessary Documents are produced and the Accounting information recorded. In addition, Payment
Plans are supported, and invoices and receipts generated and payments tracked. Also, transactions can
be exported to Simply Accounting, MYOB and Quick Books.
We offer a Security and Multi User Component. In this program all users are set up with their own
username and password. Security levels are set so access is limited to data for each user, as defined. As
well, users who log in are tracked.
The Multiple Cemeteries Component allows for cross cemetery searches and reporting.
Once the existing mapping is converted into Stone Orchard’s GIS system, our Mapping Component will
load and launch the GIS maps and interments or lots can be searched and viewed. In the Search tab
additional information can be added pertaining to the interment site or persons linked to the interment
site. On the map the lots are color coded indicating the status of each lot (e.g. sold, available etc.).
The GIS mapping is overlaid on an aerial photo or Google Earth image of the cemetery. This mapping
also makes use of browser technology to deliver GIS information across the internet.
The Kiosk Component allows pictures, a story line and map to be displayed. Stone Orchard Kiosks can
be configured in one of two ways. They can be set up to read your cemetery records directly over the
network from the Stone Orchard Server, which provides the benefit of having real time data. Alternatively
if the Kiosk location does not have network access, a Standalone configuration can be used. In this case
there would need to be a manual process in place for somebody to periodically update the database on
the Kiosk. A backup and restore utility will be provided by Stone Orchard to assist with the manual
process.
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The advantage of the Stone Orchard program is that the Components are seamlessly integrated. In other
words, once data is entered into Stone Orchard it is made available throughout the program (e.g. linking
Search, Sales, Reporting and GIS mapping functions). The program also provides point of sale
functionality to track sales and maintain complete records of all persons and related transactions.
Customized Templates are automatically completed when data is input into any of the Components. The
data can be searched (by name, interments, date etc.) and a variety of reports generated on the Microsoft
Word based Templates using our extensive Reporting functionality. Also, customer names that are
entered into the program can be selected for future transactions without the need to re-enter their related
information (unless there are changes).
Our software Components can be purchased to satisfy your current requirements with the option to add
functionality as your operational and administration needs grow in future. These Components appear as a
single program on the screen so that the data generated in one Component is directly input into the
associated Components. See Appendix F- Stone Orchard Software Components for the features of each
Component.
We have included, as an optional item, the new Stone Orchard developed iPhone app. The app enables
cemeteries to provide the deceased’s information to Stone Orchard on a regular basis (the cemetery
decides how much or how little information to provide). We host the data for the cemetery. The app then
links to the data and is free to download. Visitors searching for an interment are able to easily locate it,
view the information the cemetery has provided and show the location of the interment site on an aerial
photo or on Google Earth.
Stone Orchard Software Hardware Specifications
See Appendix C- Stone Orchard System Hardware Specifications.
Support and Maintenance
Stone Orchard Software offers Annual Maintenance Agreements, which include unlimited telephone
support (via our 800#), unlimited email support, automatic updates to the system as released (typically
twice per year), and online training.
Updates and enhancements to Stone Orchard are based on feedback from existing and prospective
clients regarding new functionality that is required. If clients request changes to Stone Orchard and are
able to wait for them to be implemented (we will provide an estimate as to when this will be released, if
possible), the requested change will be included as part of their Annual Maintenance Agreement at no
extra charge.
However, if requested changes are required immediately and we are forced to adjust timelines that are
currently in place, we will charge for the requested change based on an estimate of the work involved.
Also, Stone Orchard provides a complete User Manual in PDF format, a built in Help button, and online
Help.
Training and Staff Development
Two days of onsite training is included in the purchase price of Stone Orchard. Two (2) additional online
training days are included in the maintenance agreement and is typically more than enough time to train
staff on the Stone Orchard program as well as answer questions your technical staff or end-users may
have. However, additional training days are available.
There is no proprietary information within this RFP or the Stone Orchard Software program.
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3. Qualifications and Experience
Stone Orchard Software Inc.
Stone Orchard Software Inc. has been providing quality software solutions to cemetery and crematoria
operations since 1995. Our offices in Newmarket, ON service North America while our Australian affiliate
represents us in Australia and New Zealand.
President and CEO, Ken Munday is supported by a qualified staff, each one with specialized expertise
and training that is directly relevant to this project. Our staff is committed to remaining at the forefront of
innovations in cemetery record management software development through research and constant
exploration of technology and cemetery trends. Some of our development is initiated by prospective
clients or through collaboration with our existing clients who require additional functionality to satisfy a
particular need.
At Stone Orchard we have personally installed our software at hundreds of client locations around the
world with a wide range of various computer and network configurations. We have installed our software
on stand-alone computers using every Windows based Operating System from Windows 98 to the current
Windows 7, and a wide range of network configurations from small networks with two computers, to large
networks with multiple servers (Application Servers, Database Servers, Testing Servers, and a
combination of all three) and many workstations. We have installed our software on networks completely
within a single building, to having a network spanning many buildings varying in distance from the
Servers. We have also assisted with installations of our software on Citrix and Virtual machines.
We are proud to be first to offer an iPhone app (iCemetery) to cemeteries, simplifying the search for an
interment as well as providing data for each interment.
Stone Orchard was the first to offer two computerized mapping formats, including GIS mapping. We have
implemented our own internal GIS system which is linked to our database, and have also linked our
database with existing or third part GIS systems.
Currently we are developing programs that will link to a Windows Tablet PC allowing staff to take a copy
of the Stone Orchard database on site to perform a search or record a sale. In addition, we will be
introducing our Funeral Home Component later this year.
Our software is divided into Components which can be purchased to satisfy current requirements with the
option to add functionality as operational and administration needs grow. Our selection of software
Components and flexible pricing structure allows us to service large and small scale cemetery operations,
from church yard cemeteries (less than 1 acre) to large national firms with multiple cemeteries (with
properties over 100 acres). We also service diverse religious and ethnics groups as well as for profit, and
not for profit organizations.
A feature we offer to our prospective clients is an on-line demonstration through TeamViewer as an
introduction to our software components.
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Of the 360 clients that we service, only Toowoomba Regional Council, Queensland, Australia has taken a
year to complete. This timeline was mainly due, in large part, for the need to create an Australian version
of our software. It has been our experience that our software contains sufficient functionality that minimal
or no development is required to satisfy our client’s needs. See Appendix E- Relevant Projects for
projects illustrating our diverse clientele and similar municipal projects. See Appendix D- References for
contacts of similar projects.
We are currently working with Canada’s national cemetery, Beechwood Cemetery in Ottawa, ON and the
City of Brisbane, Australia. Through a collaborative effort, we have created a great deal of new
functionality to meet the needs of both of these large organizations.
LEES+Associates
LEES+Associates is an independently owned and operated Landscape Architecture firm comprised of 13
staff and several specialist associates. They are a leader in cemetery GPS and GIS mapping which is key
to efficient cemetery management, a resource for managers, operations, administration, sales, marketing
and the public.
Over the past 3 years they have provided GPS and GIS mapping services for the following cemeteries:
GPS/ GIS Cemetery Mapping and Monument / Tree Inventory, Beechwood Cemetery, Ottawa,
ON;
GPS/ GIS Cemetery Mapping, St. John and St. Philomena Cemeteries, Gananoque, ON;
Municipal Cemetery, Town of the Blue Mountains, ON;
Municipal Cemetery, City of Cranbrook, BC;
Mountainview Cemetery, City of Vancouver, BC;
Municipal Cemeteries, City of Surrey, BC;
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4. List of Project Personnel
Our team has been assembled to provide the City of Fort Collins with software services that are effective,
efficient and targeted specifically to your unique needs. For privacy reasons, staff resumes have not been
included.
Personnel Title Project Responsibilities
Ken Munday President/ CEO Coordinateof development tasks and GIS mapping, software
installation and training
Greg Holder Lead Developer Perform the development work, as well as overseeing the
work of the other developer
Rod Liao Data Conversion and
Customer Support
Data conversion to the current system, produce and create
required reports, provide technical assistance with
installation, and provide support for the current system
Savio Lao Developer Complete various development tasks
Nalon Smith Mapping Draftperson Creation of GIS Maps of cemeteries
Stone Orchard Software
LEES + Associates
5. Organization Chart/ Proposed Project Team
Ken Munday
President/CEO
Installation/
Training
LEES +
Associates Greg Holder
GIS Mapping
Lead
Developer
Rod Liao
Savio Lao
Data Conversion &
Customer Support
Developer
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6. Availability
Stone Orchard Software is committed to every project we undertake with emphasis on customer
satisfaction and providing a quality product. All personnel cited in Section 4 will dedicate the necessary
effort to complete this project in a timely manner. The City will be notified if there are any personnel
changes during the life of this project.
7. Estimated Hours by Task and 8. Schedule of Rates and Cost by Task
The following chart includes the information requested in items 7 and 8 of the RFP. The chart identifies
the development tasks to be undertaken, the personnel responsible for each task, including the hours per
task and their hourly rate.
Additional work after completion of this project that is requested and approved by the City will be invoiced
on an hourly basis, at a rate of $65/ hour.
Total Rate Total Rate
Hours $37.50 Hours $37.50
430 $16,125.00 430 $16,125.00
10 $375.00 10 $375.00
10 $375.00 10 $375.00
10 $375.00 10 $375.00
10 $375.00 10 $375.00
10 $375.00 10 $375.00
80 $3,000.00 80 $3,000.00
160 $6,000.00 160 $6,000.00
Development00 Task- Total Hours and Cost 720 $27,000.
21 k. Change print copies of layout, burial information, and
ownership notes on a single sheet of paper
21 o. ''Request for attention' form and response information
Task Cost Total
13. Compute “change due” automatically
14. Control an electronic cash drawer and 40 column receipt
printer
15. Integration with a usb MSR device.
17. Credit card settlement report capabilities
16. Cash Receipts journal reporting by employee/user
Hourly
Subtotal
Tasks- Hours/ Rates/ Cost
GH SL
Development Tasks
1. Integrated electronic payment processing system
Stone Orchard Software Inc.
See Appendix A- Quotation for the overall cost of the Stone Orchard Software program.
9. Demonstration Process
We would prefer to provide an onsite Demonstration of our software. Unfortunately we are only
available for an onsite Demonstration on November 15th or 16th.
If a Demonstration is preferred earlier in the week, this can be accommodated with an online
Demonstration.
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Appendix A – Quotation
Qty Unit Description Unit Price Amount
1 ea Core Component $4,000.00 $4,000.00
1 ea Multi-user Component $4,000.00 $4,000.00
1 ea Sales Component $4,000.00 $4,000.00
1 ea Security Component $4,000.00 $4,000.00
1 ea Mapping Component for GIS $4,000.00 $4,000.00
5 comp. Annual Maintenance Agreement $700.00 $3,500.00
49000 lots Mapping Conversion ($1.00- $1.25/ lot) Estimate Only $1.25 $61,250.00
($/lot to be determined when mapping is made available)
7 day(s) Data Conversion $300.00 $2,100.00
Development Tasks $27,000.00
Total $113,850.00
Optional Items
1 ea Kiosk Component $4,000.00 $4,000.00
1 comp. Annual Maintenance Agreement $700.00 $700.00
1 ea iPhone app $2,000.00 $2,000.00
1 ea. iPhone app Maintenance and data hosting per year $240.00 $240.00
3 ea. HP RP7 Retail System, Model 7800 *** $2,600.00 $7,800.00
3 ea. HP RP7 Cash Drawer $150.00 $450.00
3 ea. HP RP7 Magnetic Strip Reader $140.00 $420.00
3 ea. HP RP7 Receipt Printer $360.00 $240.00
Additional on site training- $1,000/ day plus expenses
*** 2 HP RP7 Retail Systems would be for the City of Fort Collins as per item number 15 of the “Required
Services/Deliverables”. The third system is for Stone Orchard Software in order to develop the integration
with the HP RP7 Retail System and to maintain the integration. See Appendix G for details on the HP
RP7 Retail System, Model 7800.
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Appendix B – Requirements and Deliverables
Existing
Software
Function
1 Integration with existing internal systems- Oracle JD Edwards
Enterprise System
X Stone Orchard can create an export for import into JD Edwards upon
receipt of an input file format
Integration with existing internal systems- GIS mapping X
Integration with electronic payment processing that meets all
current PCI/DDS standards
Development of an integrated electronic payment processing system
can be done with some development work
2 Relational database with graphical user interface X
3 Simultaneous access, multi-user environment with user/group
based permissions.
X
4 Strong-password support with forced password rotation,
requiring unique passwords.
X
5 Audit trail logging and reporting. Must log financial functions as
well as changes to transactions
X
6 Geographic mapping features including kiosk at two locations X We also have an iPhone App available
7 Canned and Ad-hoc reporting functionality X
8 Export information using the asci/delimitied or csv format X
9 Printable payment receipts or able to e-mail using the Outlook
client or SMTP
X
Receipts shall be in the PDF format X
Credit card transaction to provide an authorization receipt and
customer copy to be developed at the same time as item #1
Credit card numbers masked, displaying only last four digits of
credit card number to be developed at the same time as item #1
10 Accept partial payments X
Unpaid balances applied to customer account (system to report
using aging system)
X
11 Produce billing statements formatted for window
style envelopes with an option to e-mail using the Windows
Operating system default mapi client.
X
With our Word Add-On, it is possible to generate billing statements in
Word and send to Outlook from Word.
12 Handle different types of taxes and produce a tax report X
13 Compute “change due” automatically to be developed at the same time as item #1
14 Control an electronic cash drawer and 40 column receipt printer to be developed at the same time as item #1
15 Provide the customer with a usb MSR device. Minimum of (2)
two devices
to be delivered at the same time as item #1 **Please note that Stone
Orchard Software Inc. will not be responsible for technical support for the
MSR device **
Stone Orchard recommends the HP RP7 Retail System, Model 7800
(total estimated cost for complete system - without the barcode scanner -
is approximately $3,250 each ) .
See Appendix G for details.
16 Cash Receipts journal reporting by employee/user to be developed at the same time as item #1
17 Credit card settlement report capabilities to be developed at the same time as item #1
18 Envelopes, labels and letter capability (capable of providing
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Appendix B – Requirements and Deliverables Con’t
21 h. Owners listings by last name X
i. Obituary in customer record X Documents can be linked in Stone Orchard
j. monument/marker pictures in customer record X Monument/marker pictures can be linked to an Interment Site
k. Change lot cards - print copies of layout, burial information,
and ownership motes on a simgle sheet of paper
Stone Orchard has the ability to generate a completely customized form
for any transaction type. However, the ability to generate a Lot card as
described requires minimal development
l. Change and modify Section Maps X This can be done through Stone Orchard, or by the City of Fort Collins, if
the city has the expertise
m. Foundation orders Currently under development – estimated delivery is the end of Jan. 2013
n. Reservations – generate map for crew, and all forms needing
signatures of family X
o. Request for attention form and response information Currently have the ability to store ‘request for attention’ information and a
response by staff. However, we currently do not generate a form during
this process. This can be added with minimal effort
p. Weekly deposit recap report (2 pages) X Can be created upon receipt of sample report
q. Transfer forms - regular and affidavit X Linked with Word
r. List agreement
X
Stone Orchard links with Word and can produce completely customizable
forms upon completion of a transaction within the system
s. 60 day hold form - program must generate letter before time
expires X
t. Historical Contacts - each space, reports based on recent
contacts for future space reclamation X
u. Ability to add/create spaces X
v. Burial Calendar X
22 Online Help with context sensitive capabilities X
23 Database conversion options X
24 Maintenance plans (ASA’s on an annual basis) X
25 Preferred backend database on Microsoft SQL 2008 X
26 Software run on a Microsoft Windows XP Professional or
Windows 7 operating system as a member of a Microsoft Active
Directory 2008 Domain. Local Administrator access not required
X Installation requires Administrator access. After installation,
Administrator access is not required
27 Software supports all Windows based printers, local or
networked
X
28 All server-based application supports hardware RAID level 5 or
better
X
29 User and management reference guides provided at time the
software is delivered
X
30 Statement of compliance for Year 2000 SOS does not have a statement of compliance for Year 2000, but we are
compliant and can provide any assurances requested
31 Copy of license agreement provided for submittal to the City’s
software licensing team upon delivery
X
32 Integrated credit card processing to be developed at the same time as item #1
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Appendix C – Stone Orchard Software Minimum Hardware Requirements
Stone Orchard Client Workstation:
Windows XP, Vista or Windows 7 (.NET Framework 4.0 is required)
Any modern multi-core machine, with a processor speed of at least 2.0 GHz
2GB Ram
100 MB of Hard drive space
Stone Orchard Server:
Windows XP, Vista or Windows 7 (.NET Framework 4.0 is required)
Any modern multi-core machine, with a processor speed of at least 2.0 GHz
2GB Ram
100MB of Hard drive space
Database Server:
Any Windows OS that will run Microsoft SQL Server 2008 R2 (the free Express Edition can also
be used)
Any modern machine, with a processor speed of at least 2.0 GHz
3GB Ram
1-2GB Hard drive space (this is largely dependent upon the database size / number of records)
Map Server:
Any OS that will run Geoserver (Geoserver is a free open-source web mapping server
application)
Any modern multi-core machine, with a processor speed of at least 2.0 GHz
3GB Ram
1-2GB Hard drive space (this is largely dependent upon the size of the GIS map data / Ortho
image)
Note that specifications described above are minimum requirements. It is recommended that more Ram
and the best possible Processors be added to Server computers. Also, all of the software described for
the machines listed above can be installed on a single workstation. Alternatively the server software
could all be combined on a single machine, with client software installed separately for each user’s
workstation.
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Software Development tools used to create the Stone Orchard Software applications
Stone Orchard Server and Stone Orchard Client applications are both created using:
Microsoft Visual Studio 2010
The source code is primarily in the programming language of C#; however the GIS map module
contains javascript to use OpenLayers for map functionality in the browser. See the following
for further details regarding OpenLayers: http://en.wikipedia.org/wiki/OpenLayers
Both the Stone Orchard Server and Stone Orchard Client are WinForms applications that use the
.NET Framework 4.0. See the following article for more detail:
http://en.wikipedia.org/wiki/Windows_Forms
The software is constructed using a multi-tiered architecture:
o The Stone Orchard Client is used as the presentation tier
o The Stone Orchard Server is used as the application tier
o Microsoft SQL Server 2008 is used as the data tier
(see http://en.wikipedia.org/wiki/Multitier_architecture for a definition of what a multi-tier
architecture is)
Geo Server 2.0.3 is used to display GIS mapping
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Appendix D – References
Client Adath Cemetery, MN
Contact Joe Lifland
Position Director
Phone 952-842-6391 Work
Email lifland@comcast.net
Client City of Moose Jaw , SK
Contact Bob Craig
Position Design and Development Technician, Parks and
Recreation
Phone (306) 694-4530
Email bcraig@moosejaw.ca
Client Tow nship of St. Charles, IL
Contact Brooks Ronzheimer
Position Superintendent
Phone (630) 584-8699
Email stctwpcem@comcast.net
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Appendix E – Relevant Projects
Cedar Lawn Cemetery, Paterson, NJ,
Monmouth Memorial Park Cemetery Assoc., Tinton, Falls, NJ,
Township of St. Charles, IL,
Adath Chesed Shel Emes Cemetery, Crystal, MN,
Union Cemetery Maintenance District, Union, OR,
Knight's Landing, County of Yolo, CA
City of St. Catharines, ON,
City of Burlington, ON,
Catholic Diocese of Cornwall, Cornwall, ON,
Taoist Tai Chi Cemetery, Mississauga, ON,
Toronto Hebrew Memorial Park, Toronto, ON,
Cataraqui Cemetery, Kingston, ON (designated historic cemetery)
Mountainview, City of Vancouver, BC,
City of Surrey Cemeteries, Surrey, BC,
City of New Westminster, BC,
City of North Vancouver, BC,
Corporation of Delta, BC,
Town of Canmore, AB,
Garden of Peace, County of rocky View, AB,
City of Regina, SK,
City of Saskatoon, SK,
City of Estevan, SK,
RCMP Depot, Regina, SK,
City of Winnipeg, MB,
City of Whitehorse, Yukon,
Australia Capital Territory, Canberra, Australia,
Brisbane City Council, Australia, and
Toowoomba Regional District, Toowoomba, Australia
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Appendix F– Stone Orchard Software Components
Core
The Core can be used alone for a single cemetery or crematorium with one user, on one computer at a
time.
Using the Core, cemeteries can: register Rights Transfers, record Interments and Disinterments, search
on a wide variety of information and produce basic reports.
Using the Core, crematoria can: record cremations, produce reports, and generate and print cremation
certificates, cremation certificate envelopes, mailing labels, and cremation receipts.
Security/Multiple Users
User Accounts can be set up for as many Users as necessary. Each will have their own password, and
access is limited to each, as defined.
Quotes and Sales
Quotes can be generated prior to purchase. Entering sales immediately updates the maps, procures all
necessary documents and records accounting information accurately. Payment Plans are supported and
you can export Transactions to other accounting systems, including Simply Accounting, Quick Books, and
MYOB.
Multiple Cemeteries
For use with organizations that have more than one cemetery. Complete Cross Cemetery Searching and
Reporting is available.
Kiosk
Software for a touch screen Kiosk where visitors can do searches, view maps, and view Memorials of
deceased persons.
Mapping
“Live” maps are linked directly to your data. All transactions are shown immediately on the map.
Office Templates
You can create your own templates using all the fields in Stone Orchard, and those templates can be
linked to any transaction you wish. At the end of the transaction, your forms will be available for printing!
iCemetery App
The iPhone App allows customers to search for deceased within the cemetery, and can provide a link to
Google Earth.
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Appendix G – HP RP7 Retail System, Model 7800
Please note that Stone Orchard Software Inc. has spoken directly with HP regarding this retail system.
This is a new system that will be available for 5 years (until 2017), as such support and parts will be
available for at least 5 to 7 years.
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A B C D E F G H I J
Vendor:
Contact:
Instructions to Vendors:
Cemetery Management System - Functional Requirements
M I D
1.0 Cemetery Management System Software
Standards and Configuration
X Relational database with graphical user interface.
X
X Preferred backend database shall be Microsoft SQL 2008.
X
X
The software shall run on a Microsoft Windows XP Professional or
Windows 7 operating system, as a member of a Microsoft Active
Directory 2008 Domain. Should not require Local Administrator access.
X
X The software shall support all Windows based printers, local or networked. X
X
Statement of compliance for Year 2000. X
Function
Compliant
Partially
Compliant
Not
Compliant
Sto
Ke
1. Columns A-G are for information only. Vendor shall complete the fields in Yellow (Columns H-K).
2. Categories shown in columns B, C, and D are M - Mandatory, I - Important, D - Desired. For more information see PROPOSAL SUBMITTAL
Services/Deliverables Sections of the RFP.
3. For each Function below, Vendor shall mark an "X" in Column H, I or J to indicate if the proposed system is Compliant, Partially Compliant o
PROPOSAL SUBMITTAL REQUIREMENTS and Required Services/Deliverables Sections of the RFP.
4. Please use Column K, Comments, to provide clarifying information.
No.
Category
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A B C D E F G H I J
X Kiosk option at two locations X
X X
Security and Accessibility
X Simultaneous access, multi-user environment with user/group based permissions.
X
X Strong-password support with forced password rotation, requiring unique passwords.
X
X Eight (8) GUI users X
X Internet (web) access for customer inquiries X
X Concurrent access for five (5). X
Data Export
X Ability to export information using the asci/delimited or csv format X
X
Envelopes, labels and letter capability, which is capable of providing
form letters and mailing functionality utilizing Avery label definitions.
X
X X
Records Management
X Ability to attach digital photos to a customer record. X
X
Ability to Include obituary in customer record.
X
X Ability to include monument/marker pictures in customer record. X
X Ability to change lot cards, X
X Ability to change or modify section maps. X
X Create 60 day hold form X
X X
Operations
X Create foundation orders. X
X Create interment reservations X
All server-based application should have support for hardware RAID level 5 or better.
Database conversion of current Access???? Database
Reminder letter
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A B C D E F G H I J
X Generate map for crew. X
X Create Family Packet X
X
X
X Transfer of right of interment forms X
X Regular X
X Affidavit X
X Create requests for attention orders. X
X Burial Calendar (similar to Outlook calendar) to view schedules X
Financial
X Integration with existing internal systems, X
X X
X GIS mapping X
X Integrated electronic payment processing that meets all current PCI/DDS standards X
X Audit trail logging which includes financial functions and changes to transactions. X
X Integrated credit card processing X
X X
X X
X Payment receipts must be printable or able to be e-mailed using the Outlook client or SMTP. X
X Receipts shall be in the PDF format. X
X Ability to accept partial payments. X
X Prodcution of billing statements X
X X
Credit Card numbers must
be masked on receipt
except last four digits.
Oracle JD Edwards
Enterprise System
All forms requiring family
signatures
Formatted for window
style envelopes.
Each transaction has an
authorization sheet and
customer copy.
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A B C D E F G H I J
X X
X Ability to handle different types of taxes. X
X Computes change due automatically X
X Ability to control and electron cash drawer. X
X Ability to control a 40 column receipt printer. X
X Create listing agreements for rights of interment. X
Reporting
X Interment report - - alpha, by year, by section. X
X Owner report - current and history of ownership beyond just last owner.
X
X Graves for sale report - both cemetery locations, and by sections in each.
X
X
Receipts - No Rights of Interment or Interment Services needed for
contract payments, foundation orders, misc.
X
X Transactions - full pay and 2-year contracts.
X
X Contract payment coupons.
X
X Interment listings by select last name.
X
X Owners listings by last name. X
X
Print copies of layout, burial info and ownership notes on a single sheet of paper.
X
X
Weekly deposit recap report (2 pages).
X
X
Canned and Ad-hoc rporting funtionality. Additional reporting tools such
as Crystal Reports may be accepted.
X
X Aging method reports for unpaid balances.
X
X Tax reporting
X
X
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A B C D E F G H I J
X
Credit card settlement report capabilities.
X
X
Deposit recap report (2 pages)
X
X Geneaology Reporting
X
X Based on each space X
X Based on individual X
X Historical contacts for reclamation process
X
X
Audit trail reporting.
X
Map Displays
X X
System shall provide the following graphical displays of the cemeteries:
X X
X X
X View one lot at a time X
X View one space at a time. X
Additional mapping layers
X roads
X
X irrigation system components
X
X utility lines
X
X Main system maps shall include a zoom feature X
X Zooming in may allow the display of more detailed cemetery information X
X
Ability to manipulate maps for future expansions, I.E. Additional
cremains, columbariums, gardens, sections
X
Provide geographic mapping features that will provide a higher level of service to the citizens.
View all sections of
cemetery at once.
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A B C D E F G H I J
Support
X Online Help with context sensitive capabilities X
X Maintenance Plan
X
X X
X User and management reference guides due at time of software delivery X
X Copy of license agreement
X
ASA's should be on an
annual basis.
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K L
We do not have a statement of compliance for Year 2000, but we are
compliant and can provide any assurances requested.
Comments
(attach additional sheets as necessary)
Stone Orchard Software Inc.
Ken Munday, President/CEO
AL SUBMITTAL REQUIREMENTS and Required
lly Compliant or Not Compliant. For more information see
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K L
We can assist IT department with getting a regular extract of data.
Photos and other documents can be linked to Deceased or Sites
records
Photos and other documents can be linked to Deceased or Sites
records
Photos and other documents can be linked to Deceased or Sites
records
Lot cards can be printed, edited, scanned and added again
We are currently working on this functionality. We are estimating that
this functionality will be completed by the end of Jan. 2013.
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K L
This can be created upon receiving a sample of what is required.
We use SQL Server 2008 and we are happy to work with IT
departments in order to integrate with existing internal systems if
possible.
We can create an export to JD Edwards
A Point of Sale (POS) system would need to be purchased first. We
could then create an interface with the POS system.
This would be handled by the POS system.
This would be generated from the POS system.
This would be done by the POS system.
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K L
With our Word Add-On, it is possible to generate billing statements in
Word and send to Outlook from Word.
This would be handled by the POS system.
This would be handled by the POS system.
This would be handled by the POS system.
This can be created upon receiving an example of a preferred layout.
All of the necessary information for this is being stored. However, we
do not currently have this information available on a single sheet of
paper.
This can be created upon receiving an example of a preferred layout
for this report. All of the necessary information for the report is being
stored. However, we do not currently have a Weekly Deposit Recap
Report.
This can be created upon receiving an example of a preferred layout
for this report. All of the necessary information for the report is being
stored. However, we do not currently have a Cash Receipts Journal
Report by Employee/User.
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K L
This can be created upon receiving an example of a preferred layout
for this report. All of the necessary information for the report is being
stored. However, we do not currently have a Credit Card Settlement
Report.
This can be created upon receiving an example of a preferred layout
for this report. All of the necessary information for the report is being
stored. However, we do not currently have a Deposit Recap Report.
This can be created upon receiving an example of a preferred layout
for this report. All of the necessary information for the report is being
stored. However, we do not currently have an Audit Trail Report.
We are able to provide this, however you would be zoomed in so far on
the map that it may not be useful.
We are able to provide this, however you would be zoomed in so far on
the map that it may not be useful.
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K L
View one section at a time
Cash receipts journal reporting by employee/user.
X
E-mail billing statements
utilizing Windows
Operating system default
mapi client.
generation
form letters and mailing labels functionality utilizing Avery label
definitions)
X
19 Mapping requirements: physical layout of the cemeteries, grave
spaces, utilities locations
X
20 Attach digital photos to a customer record X
21 Reports and functions:
a. Interment report - - alpha, by year, by section. X
b. Owner report - current; and history of ownership beyond just
last owner.
X
c. Graves for sale report - both cemetery locations, and by
sections in each.
X
d. Receipts - No Rights of Interment or Interment Services X
e. Transactions - full pay and 2-year contracts X
f. Contract payment coupons X
g. Interment listings by select last name. X
Required Services and Deliverables: Particulars