SR 05-11-2021 3C
City Council Report
City Council Meeting: May 11, 2021
Agenda Item: 3.C
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Cemetery
Subject: Award Sole Source Contract to Beacon Mortuary for Embalming, Cremation,
Decedent Care, and Transportation Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an agreement with Beacon Mortuary for embalming, cremation, decedent care,
transportation of decedents, and funeral service assistance for the Public Works
Department. This recommended award is made as an exception to the competitive
bidding process pursuant to Santa Monica Municipal Code Section 2.24.250(d) and is
for a total amount not to exceed $350,000 with future year funding contingent on
Council budget approval.
Summary
In January 2021 Woodlawn Cemetery, Mausoleum & Mortuary solicited bids for
mortuary services including embalming, cremation transportation, decedent care, and
funeral service assistance. No bids were received. Staff recommends awarding an
exception to competitive bidding contract to the City’s current provider of these services,
Beacon Mortuary, in the amount of $70,000 per year for five years, for a total amount
not to exceed $350,000.
Discussion
Since June 2011, the Cemetery has operated a full-service mortuary that provides the
community with the convenience of arranging for end of life services, including
embalming and cremation at one location on the Woodlawn premises. These services
have been provided under contract since the opening of the Mortuary in 2011.
On January 4, 2021 staff published a formal request for proposals (RFP) on
ProcureNow, (RFP 284). No proposals were received. Due to the COVID-19 pandemic
and ensuing extreme increase in the death rate in Southern California, local mortuaries
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were overwhelmed with cases. Staff believes this is the reason no proposals were
submitted. Staff is requesting this contract be awarded as an exception to the City’s
competitive bidding requirement. The current provider, Beacon Mortuary, has agreed to
enter into a contract with the same terms and conditions as the City’s current contract
that was originally executed in 2016 and will soon expire. The working relationship
between staff and Beacon Mortuary has been positive and productive in providing
seamless end of life services to the community.
Exception to Competitive Bidding
Staff recommends Beacon Mortuary to provide mortuary services including embalming,
cremation transportation, decedent care, and funeral service assistance as an exception to
competitive bidding per Muni Code 2.24.250 (d). Beacon Mortuary has been providing exemplary
services to Woodlawn since 2016. Based on Beacon’s ability, capacity and skill to provide
mortuary services promptly, within the time specified, and without delay or interference; the
character, integrity, reputation, judgment, training, experience and efficiency of Beacon staff; the
skill of their licensed embalmers, as well as their fair pricing.
d. items to be purchased are for resale to the public, such as, cemetery services or products;
Past Council Actions
Meeting Date Description
05/22/18 (Attachment A) Council awarded contract to Beacon Mortuary for
mortuary services.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Cemetery Fund to award an
agreement with Beacon Mortuary for mortuary services. Future year funding is
contingent on Council budget approval.
Contract/Agreement/Purchase Order Request
FY 2021-22
Budget
Request Amount
Department/CIP Account # Total Contract
Amount
$70,000 59500001.550120 $350,000
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Prepared By: Cindy Tomlinson, Cemetery Administrator
Approved
Forwarded to Council
Attachments:
A. May 22, 2018 Beacon Mortuary Inc City Council Report
B. Oaks Initiative - 2021 Beacon
3.C
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3.C.a
Packet Pg. 27 Attachment: May 22, 2018 Beacon Mortuary Inc City Council Report (4518 : Award Sole Source Contract for Mortuary Services)
3.C.a
Packet Pg. 28 Attachment: May 22, 2018 Beacon Mortuary Inc City Council Report (4518 : Award Sole Source Contract for Mortuary Services)
3.C.a
Packet Pg. 29 Attachment: May 22, 2018 Beacon Mortuary Inc City Council Report (4518 : Award Sole Source Contract for Mortuary Services)
3.C.b
Packet Pg. 30 Attachment: Oaks Initiative - 2021 Beacon (4518 : Award Sole Source Contract for Mortuary Services)