RFP for Headstones-Liners.pdf

CITY OF PENDLETON

865Tutuilla Rd

Pendleton OR 97801-2090 Telephone (541) 276-8100

FAX(541) 276-9789

Website: www.pendeltonparksandrec.com

Request for Proposals Wholesale Headstones and Grave Liners

The City of Pendleton is seeking proposals for the wholesale supply of memorial markers and grave liners for Olney Cemetery

Copies of the Request for Proposals (RFP) may be obtained free of charge from the City of Pendleton, Olney Cemetery located at 865 Tutuilla Rd, Pendleton, Oregon, by calling 541-276-8100, or by email to Liam Hughes, Parks, Recreation & Cemetery Director, liam.hughes@pendletonor.gov. A copy is also available online on City’s webpage at: http://www.pendletonor.gov/rfps.

All proposals must be received no later than 2:00 pm (PDT) Tuesday, June 19, 2025. Proposals not received by that time will be returned unopened. All proposals shall be submitted either in sealed envelope addressed to Liam Hughes, Parks, Recreation & Cemetery Director, Pendleton, OR 97801 or electronically to cemeterysales@pendletonor.gov plainly marked “Request for Proposals-Wholesale Headstones & Grave Liners” and bear the name of the Proposer. Proposers should check to ensure receipt of proposal by City.

The City may reject any proposal not in compliance with all prescribed public contracting procedures and requirements, and may reject any or all proposals upon a finding by the City that it is in the public’s interest to do so.

RFP planned schedule:

Issue Date: 5/212025 Deadline for Clarifications or Change Requests: 6/11/2025 Proposals Due: 2:00 pm 6/19/2025 mailto:liam.hughes@pendletonor.gov http://www.pendletonor.gov/rfps mailto:cemeterysales@pendletonor.gov

1. Project Background:

Olney Cemetery covers approximately 50 acres in southwest Pendleton and is listed by the State of Oregon as a historic cemetery. It was declared open on June 10, 1891, sited on a tract of land deeded by Stephen Olney. Many Pioneer Cemetery occupants were moved to Olney Cemetery.

Olney Abbey Mausoleum, constructed in 1918, with the second addition in 1920 and a final addition in1964, graces the cemetery grounds right inside the ornate brick and iron entranceway, just past the Memorial Garden. The cemetery boasts the only tree-canopied street in the city. There are approximately 19,000+ people interred here, but with +/- 70,000 graves, there are still many available for purchase.

Olney Cemetery averages approximately 30 headstones and grave liners sold each year.

2. Desired Specifications:

Wholesale pricing for the following must be included in your proposal.

A. 24” x 12” flat headstone, in grey and standard colors B. 36” x 12” flat headstone, in grey and standard colors C. 48” x 12” flat headstone, in grey and standard colors D. 36”x16” slant headstone, option for base, in grey and standard colors E. 24” x 10” x16” slant headstone, option for base, in grey and standard colors F. 36”x10”x16” slant headstone, option for base, in grey and standard colors G. 48” x 16” slant, option for base, in grey and standard colors H. 36” x 12” upright with base, in grey and standard colors I. 48” x 12” upright with base, in grey and standard colors J. Your price each for shipping, FOB Olney Cemetery K. A list of your standard and non-standard colors L. Your price or percentage increase for non-standard colors M. Your price for setting and installation at Olney N. Your price for Final Date engraving O. Your design charges for lettering, stock art and custom artwork P. Your online design ordering and tracking information Q. Grave boxes (concrete liners) as follows:

a. Standard box (inside dimension 31” x 86” x25”)

b. Oversize Box

c. Shipping per load and quantity of liners per load

R. Please indicate how long ALL of these prices will be in effect S. Please note if you are offering a percentage discount to your wholesale price list T. Ideally, we are looking for a 3-year agreement, please indicate if your company can offer this.

If you have in-house wholesale price lists that provide all of the information listed above, they may be submitted as your quote. Clearly, we will need to be able to compare the costs for different items between vendors so we need the details of your price points.

3. Terms and Payments:

a. Please list any special terms or payment requirements

b. The City of Pendleton’s standard payment is by invoice following receipt of the product.

c. Purchase orders are available upon request following a successful bid award by City Council.

4. Proposal Requirements:

a. Proposals may be submitted electronically as a PDF to cemeterysales@pendletonor.gov or on paper to Liam Hughes, Olney Cemetery, 865 Tutuilla Rd, Pendleton, OR 97801. Paper size shall be 8 ½” x 11” using an 11-point minimum font size for text and limited to 20 pages. Proposals may be printed double-sided, in which each face of the paper will count as a separate page. Covers and any dividers will not be included in the page count.

b. Cover letter:

i. State general qualifications, expertise, and ability to perform the scope of services described in this RFP.

ii. Indicate agreement with the requirements and terms and conditions of this RFP.

iii. Signed by a representative of the Proposer authorized to undertake contract negotiations and bind the Proposer.

c. Specifications:

i. Proposers should submit specifications for their products in at least all the categories above in the specifications section.

d. Price and Terms:

i. Proposers should list the price and terms for the proposed contract.

ii. Proposers should include if delivery to Pendleton, Oregon would be available and at what cost.

e. References and Promotional Materials:

i. Vendors should provide at least three references, and contact info (preferably municipalities) who have utilized their services.

ii. Proposers should include promotional materials or anything else they feel will help the committee fully understand their proposal.

f. It is the responsibility of the vendor to check to ensure receipt of the proposal prior to the deadline. Late proposals will not be considered.

g. Proposers are encouraged to provide samples of their headstones and grave liners for review. It is not required but may affect discretionary points if the evaluation committee are not able to inspect samples of products.

h. Proposers should provide at least three (3) customers references that the City may contact. It would be preferred these references be entities as similar to the City of Pendleton Olney Cemetery or the work we will be doing as possible.

i. Proposers should indicate standard delivery time of headstones and liners when ordered.

j. The City may reject any proposal not in compliance with all prescribed public contracting procedures and requirements, and may reject any or all proposals upon a finding by the City that it is in the public’s interest to do so.

k. Statements made by representatives of the City are not binding unless confirmed by written addendum.

mailto:cemeterysales@pendletonor.gov

5. Scoring Criteria:

a. Proposals that do not meet any one of the terms or specifications set forth in the RFP may be removed from consideration at the City’s discretion.

b. Proposals will be reviewed by a committee based on what will provide the best overall value to the City of Pendleton Olney Cemetery. Scoring criteria will include:

i. Fit with desired specifications and features of the products. Features in addition to stated minimum specs may be awarded extra points if the committee believes they provide additional value to the City. (30 points)

ii. Price and terms including (30 points)

iii. Discretionary points. Committee members will have discretionary points to award aimed at quantifying more subjective aspects of the RFP. This will include references, quality samples provided for review, availability/timeline for delivery, customer service and warranty practices, headstone design tools or material or any other information provided by the proposer deemed relevant by the evaluation team in determining the best overall value to the City. (40 points)

6. RFP planned schedule: (subject to change at City’s discretion) Issue Date: 5/21/2025 Deadline for Clarifications or Change Requests: 6/11/2025 Proposals Due: 2:00 pm 6/19/2025 Notice of Intent to Award Issued: 7/02/2025 Deadline for Filing Protest: 10:00 am 7/2/2025 City Council Action: 7/15/2025