Accountant and Financial Consulting Services

The City of East Orange, Essex County, New Jersey, is soliciting Request for Qualification (RFQ) proposals for comprehensive Accountant and Financial Consulting Services for the period of January 1, 2025, through December 31, 2025. The selected firm will provide critical support to the City's financial operations, encompassing a broad range of responsibilities. Key services include offering accounting, budgetary, financial, and tax guidance; meticulously inspecting financial transactions and records to ensure compliance with regulations and accounting procedures; and advising on legislative changes necessitating record adjustments. The scope also mandates providing part-time staff—one employee three times per week for the City’s Finance Division and one employee two times per week for the Police Department—to assist with reconciling checking accounts and preparing statements. Additional duties involve reviewing and recording expense invoices, preparing cost reports and financial summaries, maintaining the General Ledger and all books of account, compiling financial statements, and adhering to sound financial recordkeeping practices crucial for grant funding and state requirements. The consultant will also assist in preparing the Annual Budget, support the City’s retained auditor by supplying necessary financial information, and be proficient in or learn the City’s electronic and manual information systems. Furthermore, the role involves detailed property-by-property analysis of PILOT agreements, annual service charge comparisons, and overseeing the fiscal administration of tax-abated/exempt projects, including calculation of taxes, service charges, fees, invoice processing, financial analysis, quality assurance, and dispute resolution, alongside maintaining an ongoing revenue reporting system for these properties. Prospective contractors must meet stringent qualification requirements to be considered for this professional services engagement. Mandatory licenses include possession of a valid Certified Public Accountants (CPA) license and a valid Registered Municipal Accountants (RMA) license, both issued by the appropriate authority of the State of New Jersey. Firms are required to demonstrate a minimum of ten (10) years of experience specifically in providing auditing services to municipalities within the State of New Jersey. The RFQ also stipulates that assigned senior staff members must possess at least ten (10) years of experience in delivering audit services and the other specialized services requested. A crucial administrative requirement is maintaining a current principal office within the State of New Jersey. Beyond these explicit requirements, respondents should also exhibit comprehensive knowledge of municipal auditing laws and regulations, proven experience in advising municipal entities on records compliance issues, and substantial experience supporting municipalities in critical financial processes such as budget development and labor negotiations, particularly for a municipality comparable in size to East Orange. No mandatory pre-bid meetings or site visits are specified within the provided text. Qualification Proposals must be submitted by Wednesday, November 13, 2024, at 11:00 a.m. prevailing time. Submissions will be publicly opened and read aloud at this time. Proposals must be enclosed in a sealed envelope, clearly bearing the name of the consultant and the title "ACCOUNTANT AND FINANCIAL CONSULTING SERVICES" on the outside. The envelope should be addressed to the Purchasing Agent, City of East Orange, City Hall, 44 City Hall Plaza, East Orange, NJ 07018. Submissions can be sent by mail or delivered in person to the Division of Procurement, First Floor, City Hall. It is imperative that mailed proposals are received prior to the stipulated opening time. Each submission package must include one unbound original, two additional copies, and one thumb drive. The contract, if awarded, will be for a period not exceeding twelve consecutive months. While professional liability insurance is required upon contract award, specific bid security or performance bonds are not explicitly mandated for submission in the provided text. For any questions regarding the RFQ, interested parties should contact Racquel C. Ferguson, QPA, Purchasing Agent, at (973) 266-5162.