Label
Cemetery Management Contract
DPS/ Urban Beautification
Megan Robson (936-2306)/Sara Stacy (936-2305)
Revised
Title
Authorizing the Mayor to enter into a five-year contract with the option for a five-year renewal with Woodlawn Cemetery Historical Association, Inc. (dba Woodlawn Cemetery and Arboretum) for the management and operation of the city’s five municipal cemeteries; waiving the competitive provisions of TMC 187; authorizing the annual expenditure of an amount not to exceed $615,000 for contractual payments; and declaring an emergency.
Body
SUMMARY & BACKGROUND:
Currently, The City of Toledo owns and contracts out daily operations at five (5) municipal cemeteries throughout the city:
Forest Cemetery located at 1704 Mulberry Rd.
Collingwood Cemetery located at 703 Phillips Ave.
Maplewood Cemetery located at 3429 Airport Hwy.
Haughton Cemetery located at 3214 Central Ave.
State Line Cemetery located at 6252 Benore Rd.
Only two of these properties continue to have plots available, (Forest Cemetery and Maplewood Cemetery).
In the Summer of 2020, the city awarded Woodlawn Cemetery and Arboretum a three year contract (three year renewal) to develop, manage, and sell cemetery property rights, merchandise, and services at all the cemeteries. Woodlawn administers the internments, disinternments, monument installations, lot services, site maintenance, record management, genealogy inquiries, and all sales processes since contracting with the City of Toledo. Woodlawn Cemetery and Arboretum also administers the City’s Indigent Burial Program including the management of payments and reimbursements in accordance with City’s guidelines and the Ohio Board of Embalmers and Funeral Directors.
As the current partnership has only improved the quality of service delivery for both residents and visitors, the city would like to proceed with entering into a new contract with Woodlawn Cemetery and Arboretum for five years with the option for a five-year renewal. The annual expenditure as part of the agreement is as follows:
Year 1 - $525,000
Year 2 - $535,000
Year 3 - $545,000
Year 4 - $555,000
Year 5 - $565,000
Year 6 - $575,000
Year 7 - $585,000
Year 8 - $595,000
Year 9 - $605,000
Year 10 - $615,000
Summary
NOW THEREFORE Be it ordained by the Council of the City of Toledo:
SECTION 1. That the Mayor is authorized to enter into a five-year contract with an option for a five-year renewal with the Woodlawn Cemetery and Arboretum for the management and operation of the city’s five municipal cemeteries, upon terms and conditions acceptable to the Director of Public Service and the Director of Law.
SECTION 2. That this Council finds and determines that it is in the best interest of the City to waive the competitive procurement requirements of Toledo Municipal Code Chapter 187 for the reason that the Toledo-based vendor is uniquely qualified and has demonstrated familiarity and exceptional experience with cemetery operations and management.
SECTION 3. That, subject to available appropriation in future years, an annual expenditure in an amount not to exceed $615,000 is authorized for expenditure from the General Fund, Account Code 1001-27100-6241001STDSTD, for the management and operation of the city’s five municipal cemeteries.
SECTION 4. That the Director of Finance is authorized to draw warrant or warrants against the above Account Code in payment of the above authorized obligations in an amount not to exceed $615,000 annually upon presentation of the proper voucher or vouchers.
SECTION 5. That this Ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage. The reason for the emergency lies in the fact that the same is necessary for the immediate preservation of the public peace, health, safety, and property, and for the further reason of continuing contractual management of the city’s municipal cemeteries.
Vote on emergency clause: yeas _____, nays _____.
Passed: _________________, as an emergency measure: yeas _____, nays _____.
Attest: ________________________ __________________________________
Clerk of Council President of Council
Approved: _____________________ __________________________________
Mayor
I hereby certify that the above is a true and correct copy of an Ordinance passed by Council ________________________.
Attest: ________________________
Clerk of Council