sr-081412-3h7D City of City Council Report
Santa Monies
City Council Meeting: August 14, 2012
Agenda Item: a—
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Contract with Snyder's Embalming Service for Embalming, Decedent
Care, Decedent Transportation and Cremation Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Snyder's Embalming Service, a California -based company, for
an amount not to exceed $100,000 per year for embalming, decedent care,
transportation of decedents and cremation services at City of Santa Monica Woodlawn
Cemetery, Mausoleum and Mortuary, with an option to extend the contract annually for
a 12 -month term for up to five years.
Executive Summary
Woodlawn Cemetery, Mausoleum and Mortuary started providing mortuary services in
June 2011. By November 2011, the vendor providing decedent transportation and
cremations was no longer able to perform these services which resulted in the City
terminating the contract. Snyder's Embalming Service, the vendor for embalming and
decedent care services, was able to offer decedent transportation and cremations at the
same rate of the previous vendor. Staff researched numerous companies and found
Snyder's Embalming Service is the only vendor in Southern California able to perform
all mortuary related services. Therefore, staff recommends a contract with Snyder's
Embalming Service for an amount not to exceed $100,000 to provide embalming,
decedent care, transportation of decedents and cremation services at City of Santa
Monica Woodlawn Cemetery, Mausoleum and Mortuary.
Background
The Cemetery Business Plan Amendment approved by Council on April 27, 2010,
includes the addition of mortuary services as part of the strategy for Woodlawn
Cemetery, Mausoleum and Mortuary to achieve financial sustainability. The addition of
mortuary services at Woodlawn Cemetery, Mausoleum and Mortuary provides the
community with the convenience of arranging for end of life services, including
embalming and cremation, at one location. On December 14, 2010, Council authorized
a contract with Snyder's Embalming Service for embalming and decedent care services
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and with Southwest Mortuary Services, Inc., for transportation of decedents and
cremation services. Woodlawn Cemetery, Mausoleum and Mortuary started providing
mortuary services in June 2011.
Discussion
Woodlawn Cemetery, Mausoleum and Mortuary must have the ability to respond around
the clock to any location when a death occurs, to transport decedents from their place of
death to Woodlawn Cemetery, Mausoleum and Mortuary and provide embalming,
cremation and other related services. Staff has determined that contracting out for the
embalming, decedent transportation and cremation services would be the most cost
effective option of providing these services at this time.
Vendor Selection
In November of 2011, Southwest Mortuary Services, Inc., the contractor providing
decedent transportation and cremations was no longer able to meet contractual
obligations and the City terminated the contract. Snyder's Embalming Service was able
to offer decedent transportation at the same rate of the previous vendor. Staff
researched numerous cremation companies and was only able to find Snyder's
Embalming Service who could pick up the deceased from Woodlawn Cemetery,
Mausoleum and Mortuary, perform the cremation, and return the cremated remains. By
using the same vendor, the services can be coordinated with one company, allowing for
a more efficient operation.
Snyder's Embalming Service has demonstrated the ability to provide all the necessary
mortuary services. Therefore, staff recommends Snyder's Embalming Service to
provide embalming, decedent care, transportation of decedents and cremation services
at Woodlawn Cemetery, Mausoleum and Mortuary in an amount not to exceed
$100,000 per year.
The services to be provided by Snyder's Embalming Service are "flow through" as the
City's expenses are immediately recovered from the client families during the funeral
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arrangement conference. The charges are based upon a "per decedent" charge from
the vendor. The contract will therefore be cost neutral to the City; reimbursements will
offset expenditures.
Financial Impacts & Budget Actions
The contract to be awarded to Snyder's Embalming Service is not to exceed $100,000
annually. Funds are included in the FY 2012 -13 budget, and will be charged to the
following accounts based on the type of service provided:
37641.556100 (Embalming and decedent care)
37641.556110 (Decedent transportation and cremation)
Budget authority for subsequent years will be requested in each annual budget cycle for
Council approval. Future funding is contingent upon Council approval.
Prepared by: Benjamin M. Steers, Acting Cemetery Administrator
Approved:
Martin Pastu ha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9627 (CCS)