Crematory supplies

The City of Rochester is seeking bids for crematory supplies through Invitation to Bid No. 523720, targeting the Department of Environmental Services' Cemetery Division. The procurement solicits discounts from industry standard catalogs for a comprehensive range of crematory-related items, including cremation rollerss, oven gloves, cremation pans/bins, aprons, tags, brooms, cremation ID discs, and cremation containers. Preferred catalogs include Matthews Cremation, Lynch Supply Company, and Kelco Supply Company, though alternate catalogs meeting equivalent quality standards will be considered. Bidders must submit two copies of their current catalog or provide web-based pricing access. The bid was published on September 2, 2025, with a closing date of September 17, 2025, at 11:00 a.m. The contract will commence on the award date and conclude on November 30, 2026, with potential extensions up to three additional years. Evaluation criteria will prioritize the highest discount percentage, with bidders expected to provide prompt delivery within five days of order.

The procurement includes a 5% price advantage for New York State certified Minority and Women-owned Business Enterprises (MWBE), encouraging participation from diverse vendors. The City estimates an annual spend of approximately $30,000 on these supplies, though the actual order quantities remain indefinite and the City retains flexibility to adjust purchasing volumes. Vendor location is considered, with a preference for suppliers within 20 miles of Rochester City Hall. The bid allows for potential multi-year contract extensions, providing stability for the selected vendor. Responsiveness and responsibility will be key factors in vendor selection, with the City reserving the right to modify order quantities as needed. Vendors must demonstrate the ability to meet quality standards, provide competitive discounting, and maintain consistent supply availability throughout the contract period.