Request for Proposals (RFP) for Cemetery Burial, Internment, and Memorial Maintenance Services
| Location: | North Carolina |
|---|---|
| Posted: | May 13, 2026 |
| Due: | May 22, 2026 |
| Agency: | Town of Apex |
| Type of Government: | State & Local |
| Category: |
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| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Proposals (RFP) for Cemetery Burial, Internment, and Memorial Maintenance Services
|
| Category: | Contracted Services |
| Status: | Open |
|
Attachment Preview
Request for Proposals (RFP) for Cemetery Burial, Internment, and Memorial Maintenance
Services
Introduction:
The Town of Apex (‘Town’) is seeking proposals from qualified vendors to provide cemetery
burial management services. The selected vendor will be responsible for internments and burial
services, memorial installation and maintenance, and maintaining records of work completed
and invoicing the Town for all work. The Town will be in the intake point for estates that want to
begin the internment process or other plot services at the Cemetery. Our goal is to partner with
a vendor who can offer exceptional service, sensitivity, and professionalism to ensure the
highest level of care for our cemetery and the families we serve.
The Town looks to enter a five (5) year agreement with the selected proposer, with the option
for two additional one-year extensions, if agreed upon by both parties. The agreement allows for
a five percent (5%) annual increase in fees beginning in 2027 and at the beginning of the
Town’s fiscal year (starts July 1). A template of the Town’s standard services agreement is
attached so proposers can reference the terms and conditions, and insurance requirements for
this agreement.
Proposers shall submit their RFP responses, with pricing to the Town by 2:00pm, Friday, May
22, 2026. Responses shall be submitted to John Mullis at john.mullis@apexnc.org.
RFIs related to this RFP shall be submitted via email to John Mullis, john.mullis@apexnc.org, by
9:00am on Monday, May 18, 2026. RFIs received after this time will not be replied to by the
Town. Responses to RFI submittals will be posted to the Town’s RFP website by 5:00pm on
Wednesday, May 20, 2026.
RFP Schedule:
• Wednesday May 13, 2026
o RFP posted to Town’s Website
• 9:00am, Monday, May 18, 2026
o Proposer RFIs submitted to the Town
• 5:00pm, Wednesday, May 20, 2026
o Town posts RFI responses to the Town’s website.
• 2:00pm, Friday, May 22, 2026
o Proposers submit proposals.
Points of Contact:
• The Town’s point of contact for the RFP, including RFI submittal, and grounds and turf-
related issues is:
o Public Works Director, John Mullis, john.mullis@apexnc.org, (919) 249-3434.
• The Town’s point of contact for cemetery records management, work order issuance,
and payment is:
o Town Clerk’s Office, Allen Coleman, allen.coleman@apexnc.org, (919) 249-
1260.
Scope of Services:
1. Burial Services:
A Proposer for this operational area shall conduct interments and burial services. This
consists of space openings and closings, grave-liner installation, spoils removal, and
other associated services which include, but are not limited to, space ownership and
heirship verification, grave leveling and ground vegetation, documenting and invoicing of
interments, reinternments, disinterment, and other services requested.
Proposer shall provide all personnel, equipment, tools, supplies, supervision and
services necessary to ensure services are provided in a manner that supports and
reflects best practices and industry standards.
• Space Opening/Closing, Burial Services. Proposer shall bury the dead body of a
person presented for interment in the appropriate place. In a timely manner,
Proposer will prepare the ground to receive a body without covering or damaging
other graves, and repair any graves covered or damaged. Proposer will ensure that
the depth of each grave complies with State regulations and Town ordinances.
Proposer will superintend the burial of the body, and refill and properly finish a grave
after burial. Burial services also include the provision and installation of a memorial
marker, approved by the Town. The estate may choose to select a memorial marker
from a separate vendor, if they so choose. The selected memorial shall be reviewed
by the Town to ensure it meets are cemetery ordinances and requirements.
Approved memorial markers will be provided to the selected proposer for installation
during the burial process.
• Plot Ownership. The Town will confirm plot ownership and provide a work order
with plot details to the selected proposer for the work requested by the estate.
Gravesite preparation shall be accomplished in a timely fashion, so as not impede
scheduled services.
• Burial Set-up. Burial set-up includes: locating grave space, marking the spaces for
excavation, and avoiding tree-root zones during excavation as appropriate.
• Clearing of Gravesites. Within ten (10) calendar days of initial opening and closing,
graves are to be cleared, sunk and leveled. Within twenty (20) calendar days
following initial leveling, Proposer shall perform a follow-up leveling and re-vegetation
of turf to ensure the cemetery turf grows back properly.
• Grave Liner. Installation Proposer shall have equipment and personnel to safely
prepare and install grave liners as requested for burial services.
• Re-interments. Proposer shall provide staff and equipment to provide disinterment
and re-interment services when requested.
• New Gravesites. New gravesites are to be cleared, tamped sunk, and leveled with
the surrounding terrain within ten (10) calendar days of burial services. Within
twenty (20) calendar days following initial leveling, perform a follow-up leveling for re-
vegetation. Re-vegetation consists of seeding using a fescue seed blend equivalent
to Scotts Southern Gold mix or planting new sod. When seeding is used, sufficient
top soil and straw will be used to ensure seeds can be retained and germinate. Re-
vegetate areas as needed and as feasible to maintain consistent turf coverage within
thirty (30) calendar days of the burial service. Visually prominent areas shall not
show evidence of standing water.
• Spoils Management. Proposer shall collect, transport and dispose of all spoils
created from each burial. The Town considers the generation of spoils a component
of the interment process and the Proposer shall include the process to remove and
dispose of spoils in the interment fee. Proposer, burial service providers, or
subcontractors may store spoils for no more than two (2) working days after each
funeral at an area approved by the Town in the cemetery.
2. Columbarium Internments:
The Town of Apex is in the process of designing and constructing a columbarium at the
cemetery. Proposers shall have the staff, equipment, and skills to complete internment in
a columbarium.
Proposer shall provide all personnel, equipment, tools, supplies, supervision and
services necessary to ensure services are provided in a manner that supports and
reflects best practices and industry standards.
• Niche Opening/Closing, Burial Services. Proposer shall seal the urn presented for
interment in the appropriate niche. In a timely manner, Proposer will prepare the
niche for the funeral, while not impacting the other niches in the columbarium.
Proposer shall properly close the niche after the funeral services.
• Niche Ownership. Proposer is responsible for obtaining and confirming niche
ownership documentation. Confirmation shall occur prior to opening of niche. Niche
preparation shall be accomplished in a timely fashion, so as not impede scheduled
services.
• Niche Set-up. Niche set-up includes: locating the niche, marking the spaces for
niche preparation.
• Re-interments. Proposer shall provide staff and equipment to provide disinterment
and re-interment services when requested. Disinterment and re-interment services
and the associated costs will include the removal, reinstallation, or leveling of
memorial services, as needed.
• Spoils Management. Proposer shall collect, transport and dispose of all debris
created from each columbarium internment. The Town considers the generation of
debris a component of the interment process and the Proposer shall include the
process to remove and dispose of debris in the interment fee. In the event of
inclement weather, Proposer, burial service providers, or subcontractors may store
debris for no more than three (3) working days at an area approved by the Town.
3. Memorial Marker Installation and Maintenance
A Proposer shall conduct memorial marker installation at burial sites and on
columbarium niches. A Proposer shall also conduct ongoing maintenance on installed
markers, as requested.
Proposer shall provide all personnel, equipment, tools, supplies, supervision and
services necessary to ensure services are provided in a manner that supports and
reflects best practices and industry standards.
• Install memorial monuments at gravesites.
• Install memorial monuments on columbarium niches.
• Assess and adjust memorial markers, as requested, to ensure they are level, secure,
and properly aligned.
• Repair and maintain memorial markers to preserve their condition and appearance,
as requested.
• Coordinate with the Town or estate regarding the placement and adjustment of
memorial markers.
• Follow all cemetery guidelines and ordinances regarding memorial installation.
• The selected Proposer shall notify the Town within one (1) business day of damage
caused by the proposer to any memorial or other cemetery infrastructure. The
selected proposer will be responsible for repairing any damage caused by the
proposer.
• The Town considers the installation of memorials for new burials or internments part
of the burial or internment processes and the Proposer shall include the records
management and invoice costs in the appropriate service fee.
4. Records Management:
The Town will be the intake point for estates wanting to start a burial or other cemetery
services. The Town will receive service information, confirm plot ownership, receive and
payment from the estate of requested services. The Town will then notify the selected
proposer with the full scope of work within 24 hours of receiving payment from the
estate. The Town will provide documentation, plot ownership information, and records of
burial sites to the selected Proposer. The proposer will provide records of work
completed and invoice the Town for the work completed.
o Proposers will maintain accurate and up-to-date records of all burials, internments,
and other work completed then invoice the Town for the work completed based on
the rates included in the proposal. Records and invoices shall be provided to the
Town Clerk’s Office (contact information below) within one week after work is
completed.
o The Town considers the records management and invoicing components of the
interment, burial, memorial installation, and memorial maintenance processes and
the Proposer shall include the records and invoicing costs in the appropriate service
fee.
Proposal Requirements:
Interested vendors should submit a proposal that includes the following:
1. Company Information:
o Name and contact information of the company.
o Brief history and background of the company, including relevant experience in
cemetery management services.
o List of key personnel who will be involved in providing services, along with their
qualifications and experience.
2. Pricing:
o Comprehensive pricing structure for all services outlined in the scope, including
any additional fees or charges.
o Terms of payment and any discount structures available.
3. References:
o Provide at least three references from similar projects or clients.
o Include contact information and a brief description of the services provided for
each reference.
4. Compliance and Insurance:
o Proof of necessary licenses and certifications to perform cemetery burial
management services.
o Evidence of insurance coverage, including general liability and workers'
compensation.
Evaluation Criteria:
Proposals will be evaluated based on the following criteria:
1. Submitted cost.
2. Experience and qualifications of the vendor and key personnel.
3. References and demonstrated track record of successful cemetery management
services.
4. Compliance with legal and regulatory requirements.
Cost List:
Proposers shall include costs per service in the table below. Proposers may attach another
sheet if proposers want to provide costs for additional services not listed. The Town retains the
right to decline services and costs not explicitly captured in this RFP and table above.
Costs submitted in response to this RFP will be effective for the first year of the agreement and
costs will increase by five percent (5%) at the beginning of the Town’s fiscal year for the life of
the agreement.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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