Administration of the City of East Orange Off-Duty Law Enforcement Employment Program

The City of East Orange is soliciting proposals for the comprehensive Administration of its Off-Duty Law Enforcement Employment Program. This vital municipal service requires a qualified vendor to manage the entire process of employing off-duty police officers for various assignments, encompassing invoicing and collections from clients, and ensuring timely remittance of funds to the City for officer pay, city administrative fees, and vehicle fees. The scope of work also mandates the establishment and meticulous maintenance of an escrow account, critical for assuring prompt payment of wages to police officers and adhering to Fair Labor Standards Act (FLSA) requirements. In 2019, the program facilitated 13,276 hours of off-duty work, generating a total of $987,824.16 in billable dollars, including officer and associated fees. The East Orange Police Department currently comprises 189 sworn officers, with an additional 12 recruits in the academy, indicating a substantial operational scale for the program. Prospective contractors must possess the capability to manage significant financial operations, as the successful proposer will assume full responsibility for invoicing and collections from clients, thereby mitigating the City's exposure and liability in these processes. The professional liability insurance coverage, a requirement of the original RFP, must be extended to specifically include off-duty officers performing services under this agreement. Furthermore, in accordance with East Orange City Code Section 60-99, the City's designee is explicitly required to establish and maintain an escrow account from which all monies for officer wages will be disbursed, emphasizing the financial responsibility and trust placed in the selected vendor. The submission deadline for proposals has been officially rescheduled from Friday, November 20, 2020, at 3:00 p.m. to Wednesday, November 25, 2020, at 11:00 a.m. Bidders are mandated to utilize the revised "Proposal Cost Form/Signature Page," which is included in Addendum #1A and supersedes the original page 13 of the RFP. Proposers are required to detail their cost structure, choosing from options such as a Fixed Annual Fee, a Fixed Monthly Fee, a Fixed Fee per individual extra duty assignment, or a Fixed Percentage applied to the combined officer, administrative, and vehicle costs. The City expects consistent and predictable payments, reimbursements, or charges associated with extra-duty assignments to align with the City's billing and payroll periods, specifically on the 15th and 30th of each month, with weekly or bi-weekly cycles also acceptable. Weekly reporting on assignment status (completed, ongoing, or unfilled) is mandatory. For any additional inquiries or clarifications, Lisa L. Jackson can be contacted at (973) 266-5162.