Accountant and Financial Consulting Services

The City of East Orange, New Jersey, is soliciting Qualification Proposals for comprehensive Accountant and Financial Consulting Services to support its financial records and operations for the period of January 1, 2023, through December 31, 2023. This critical engagement encompasses a broad scope of work, including providing expert accounting, budgetary, financial, and tax guidance, and meticulously inspecting financial transactions and records to ensure compliance with relevant regulations and accounting procedures. The selected firm will be responsible for advising on legislative changes impacting record-keeping, dedicating part-time personnel to assist both the City’s Finance Division (three times weekly) and the Police Department (two times weekly) with reconciling checking accounts and preparing statements. Additional responsibilities include reviewing and recording expense invoices, preparing various financial reports, maintaining the General Ledger and all books of account, reconciling and preparing checks, compiling essential financial statements, and maintaining financial records in adherence to sound practices, grant funding requirements, and all state public agency record-keeping mandates. Furthermore, the consultant will assist in the preparation of the Annual Budget, provide support to the City's retained auditor, utilize the City's electronic and manual information systems, conduct property-by-property analysis of PILOT agreements, oversee fiscal administration for tax abated/exempt projects, and maintain an ongoing revenue reporting system for these properties. The contract term is for twelve consecutive months, demonstrating the City's commitment to robust financial oversight. Prospective contractors must demonstrate exceptional professional, financial, and administrative capabilities, including a deep understanding of municipal auditing laws and regulations, as well as extensive experience advising municipal entities on records compliance, budget development, labor negotiations, and other financially relevant tasks for a municipality comparable in size to East Orange. Mandatory requirements include holding a valid Certified Public Accountant license and a valid Registered Municipal Accountant license, both issued by the appropriate authority of the State of New Jersey. Firms must possess a minimum of ten (10) years of experience specifically in providing auditing services to New Jersey municipalities, and must assign senior staff members with at least ten years of experience in audit and other requested services. Furthermore, the firm must maintain a current principal office within the State of New Jersey. Qualification Statements must include documented past performance, references for similar services, a description of the firm's ability to provide timely services, and detailed cost breakdowns including hourly rates for individuals and all anticipated expenses. The RFQ does not specify any mandatory pre-bid meetings or site visits. Submission of Qualification Proposals is due on Thursday, November 10, 2022, by 11:00 a.m. prevailing time. Submissions must be delivered to the Purchasing Agent in the East Orange City Hall, Division of Procurement, and must be enclosed in a sealed envelope clearly labeled with the consultant's name and the title “ACCOUNTANT AND FINANCIAL CONSULTING SERVICES.” Each submission requires one (1) unbound original, four (4) additional copies, and one (1) thumb drive. Required accompanying documents include, but are not limited to, a Non-Collusion Affidavit, Disclosure of Ownership Form, an Insurance Requirement Acknowledgement Form, various EEO/Affirmative Action compliance notices, a Business Registration Certificate, Professional Services Entity Information Form, Qualification Affidavit, Statement of Indebtedness, and both a Letter of Intent and a Letter of Qualification. Professional Liability Insurance with minimum limits of $1,000,000.00 per claim and $1,000,000.00 aggregate per policy period is required. For any questions regarding the RFQ or submission requirements, interested parties may contact Racquel C. Ferguson, QPA, Purchasing Agent, at (973) 266-5162. The City of East Orange will not accept submissions received after the stated deadline or in unsealed envelopes.