2027 RFQ - Accountant and Financial Services.pdf

CITY OF EAST ORANGE

COUNTY OF ESSEX

STATE OF NEW JERSEY

REQUEST FOR QUALIFICATIONS

PROFESSIONAL SERVICE:

ACCOUNTANT AND FINANCIAL CONSULTING SERVICES

FAIR & OPEN PUBLIC SOLICITATION PROCESS

RFQ can be viewed and shall be submitted electronically via Procurement Portal.

https://vendors.planetbids.com/portal/85923/bo/bo-detail/147104

Release of RFQ MONDAY, NOVEMBER 9, 2026 Question Submission Deadline MONDAY, NOVEMBER 30. 2026, 11:00 AM

Submission Due Date WEDNESDAY, DECEMBER 9, 2026, 11:00 AM

Edward Cho, Q.P.A

Purchasing Agent

REQUEST FOR QUALIFICATIONS

ACCOUNTANT AND FINANCIAL CONSULTING SERVICES

The City of East Orange is soliciting qualification proposals from interested persons and/or firms for the provision of services of an Accountant and Financial Consultant, as more particularly described herein for financial records of the City of East Orange for the period of January 1, 2027, through December 31, 2027.

Through the Request for Qualifications process described herein, persons and/or firms interested in assisting the

City with the provision of such services must prepare and submit their qualification proposal in accordance with the procedure and schedule in this RFQ. The City will review Proposals only from those firms that submit completed packets which include all the information required to be included as described herein (in the sole judgment of the City). The City intends to select person(s) and/or firm(s) that (a) possesses the professional, financial and administrative capabilities to provide the proposed services, and (b) will agree to work under the compensation terms and conditions determined by the City to provide the greatest benefit to the taxpayers of East

Orange.

NOTICE: is hereby given that RFQ’s shall be received electronically no later than WEDNESDAY, DECEMBER

9, 2026, 11:00 AM prevailing local time for the ACCOUNTANT AND FINANCIAL CONSULTING

SERVICES FOR THE CITY OF EAST ORANGE.

RFQ can be viewed and shall be submitted electronically via Procurement Portal.

ONLY ELECTRONIC PROPOSALS SHALL BE ACCEPTED.

All Professional Service Contractors are required to comply with the requirements of N.J.S.A. 10:5-33 et seq. Affirmative Action, N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq. (Contract Compliance and Equal

Employment Opportunities in Public Contract), N.J.S.A. 52:32-44 (Business Registration of Public Contractors) and N.J.S.A. 52:25-24.2 (Disclosure of Ownership).

Unless otherwise provided, in any supplement to these instructions to consultant, no consultant shall modify, withdraw or cancel the proposal or any part thereof for sixty (60) days after the time designated for the receipt of qualifications for this RFQ. For any questions regarding such, please contact Edward Cho, QPA at

(973) 266-5162.

Edward Cho, Q.P.A

Purchasing Agent

INFORMATION FOR PROFESSIONAL SERVICES ENTITIES

(FAIR & OPEN PUBLIC SOLICITATION PROCESS)

1B.1 RECEIPT AND OPENING OF SUBMISSIONS

1B.1.1 OWNER AND PROJECT

The CITY OF EAST ORANGE, Essex County, New Jersey (hereinafter called the OWNER”) invites submissions for the service(s) mentioned in the Public Notice for Solicitation.

1B.1.1a SCOPE OF SERVICES FOR ACCOUNTANT AND FINANCIAL CONSULTANT:

The City of East Orange seeks Request for Qualification Proposals from Respondents that have expertise in the provision of services of Accounting and Financial Consulting. The services requested include, but are not limited to the following:

• Provide accounting, budgetary, financial and tax guidance

• Inspect financial transactions and records to ensure that concerned regulations and accounting procedures are observed;

• Advise on legislative changes which may require record changes during the year;

• Provide a minimum of one employee on a part-time basis three times per week to assist the City’s Finance

Division with reconciling checking accounts and preparing statements, as determined by the City

Administrator;

• Provide a minimum of one employee on a part-time basis two times per week to assist the Police

Department with reconcile checking accounts and preparing statements, as determined by the Chief of

Police;

• Reviewing and recording expense invoices, and preparing reports of costs and other financial summaries and statements, maintaining the General Ledger and all books of account, reconciling checking accounts and preparing checks from those accounts;

• Compiling financial and other statements and reports using basic data;

• Maintaining essential financial records and files in accordance with sound financial recordkeeping practices and as required to comply with grant funding and all state recordkeeping requirements for public agencies; assisting in the preparation of the Annual Budget, as well as assisting the City’s retained auditor by providing financial information as necessary;

• Utilizing or learning to utilize various types of electronic and/or manual recording and computerized information systems used by the City and individual departments;

• Any other thing necessary and proper for completion of your duties;

• Any and all matter as directed by the City Administrator or Chief Finance Officer;

• Property by property analysis of PILOT agreements and annual service charge comparisons;

• Review and process reports, financial statements and documents associated with tax abated/exempt projects;

• Oversee fiscal administration of tax abated/exempt projects, including calculation of taxes, service charges and fees, invoice review and processing, financial analysis, quality assurance and resolution of disputes; and

• Maintain an ongoing revenue reporting system relating to tax abated/exempt properties The term of the contract between the City of East Orange and the successful Respondent will be for a period of twelve (12) months.

1B.1.1b GENERAL CRITERIA

Respondents should demonstrate knowledge of municipal auditing laws and regulations and experience in providing advice to municipal entities on records compliance issues. Respondents should also demonstrate experience in supporting municipalities in the budget development process, labor negotiations, and other financially relevant tasks performed by a similar municipality of the size of East Orange. Any experience or knowledge of matters that directly affect the City should be addressed.

1B.1.2 TIME AND PLACE OF SUBMISSION OPENINGS

RFQ’s shall be received electronically no later than WEDNESDAY, DECEMBER 9, 2026, 11:00 AM at the prevailing local time.

1B.1.3 SUBMISSIONS NOT IN COMPLIANCE

The CITY OF EAST ORANGE’s Municipal Council may waive any informality or reject any or all submissions, in accordance with the Fair and Open Public Solicitation Process for Professional Service(s).

1B.1.4 WITHDRAWING SUBMISSIONS

Submissions forwarded to the CITY OF EAST ORANGE’s Clerk’s office before the time of opening of submissions may be withdrawn upon written application of the professional services entity who shall be required to produce evidence showing that they are or they represent the principal or principals involved in the submission.

Submissions may not be withdrawn within twenty–four (24) hours of the stipulated time of opening of submissions. Once submissions have been opened, they must remain firm for a period of sixty (60) days.

1B.2 QUALIFICATIONS OF PROFESSIONAL SERVICES ENTITIES

1B.2.1 INDIVIDUALS PERFORMING TASKS

Name and roles of the individuals who will perform the tasks and descriptions of their education and experience similar to the services contained herein.

1B.2.2 PAST PERFORMANCE

Documented past performance of same and/or similar service.

1B.2.3 REFERENCES

References and record of success of same or similar service.

1B.2.4 DESCRIPTION OF ABILITIES

Description of ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff)

1B.2.5 COST DETAILS

If applicable, cost details include the hourly rates of each of the individuals who will be performing services, and all expenses.

1B.3 PREPARATION OF SUBMISSIONS

General Requirements.

The Qualification Statement submitted by the Respondent must meet or exceed the professional, administrative and financial qualifications set forth in this Section 3 and shall incorporate the information requested below.

In addition to the information required as described below, a Respondent may submit supplemental information that it feels may be useful in evaluating its Qualification Statement. Respondents are encouraged to be clear, factual, and concise in their presentation of information.

1B.3.1 Administrative Information Requirements.

The Respondent shall, as part of its Qualification Statement, provide the following information:

1. An executive summary (not to exceed two (2) pages) of the information contained in all the other parts of the Qualification Statement.

2. An executed Letter of Qualification.

3. Name, address and telephone number of the firm or firms submitting the Qualification Statement pursuant to this RFQ and the name of the key contact person.

4. A description of the business organization (i.e., corporation, partnership, joint venture, etc.) of each firm, its ownership and its organizational structure.

(a) Provide the names and business addresses of all Principals of the firm or firms submitting the

Qualification Statement. For purposes of this RFQ, Principals means persons possessing an ownership interest in the Respondent. If the Respondent is a corporation, ‘Principals’ shall include each investor who would have any amount of operational control over the Respondent and every stockholder having an ownership interest of 10% or more in the firm.

(b) If a firm is a partially owned or a fully-owned subsidiary of another firm, identify the parent company and describe the nature and extent of the parents’ approval rights over the activities of the firm submitting a Qualification Statement. Describe the approval process.

(c) If the Respondent is a partnership or a joint venture or similar organization, provide comparable information as required in (b) above for each member of the partnership, joint venture or similar organization.

(d) A statement that the Respondent has complied with all applicable affirmative action (or similar) requirements with respect to its business activities, together with evidence of such compliance.

5. An executed Letter of intent.

6. The number of years your organization has been in business under the present name.

7. The number of years the business organization has been under the current management.

8. Any judgments, claims or suits within the last ten (10) years in which Respondent has been adjudicated liable for professional malpractice. If yes, please explain.

9. Whether the business organization is now or has been involved in any bankruptcy or re-organization proceedings in the last ten (10) years. If yes, please explain.

10. Confirm appropriate federal and state licenses to perform activities. Submit a copy of the Firm’s

Business Registration Certificate.

1B.3.1a Professional Information Requirements.

a. Respondent shall submit a description of its overall experience in providing the type of services sought in the RFQ. At a minimum, the following information on past experience should be included as appropriate to the RFQ:

1. Description and scope of work by Respondent

2. Name, address and contact information of references

3. Explanation of perceived relevance of the experience to the RFQ

b. Describe the services that Respondent would perform directly.

c. Describe those portions of the Respondent’s services, if any that are subcontracted out. Identify all subcontractors the Respondent anticipates using in connection with this project (if applicable).

d. If applicable, does the Respondent normally employ union or non-union employees?

e. Resumes of key employees

f. A narrative statement of the respondent’s understanding of the City’s needs and goals.

g. List all immediate relatives of Principal(s) of Respondent who are City employees of elected officials of the City. For purposes of the above, ‘immediate relative” means a spouse, parent stepparent brother, sister, child, stepchild, direct-line aunt or uncle grandparent, grandchild, and in-laws by reason of relation.

1B.3.1b MANDATORY MINIMUM REQUIREMENTS

1. Respondents shall provide

A.) Valid Certified Public Accountants license, and

B.) Valid Registered Municipal Accountants license issued by the appropriate authority of State of

New Jersey.

2. Must have a minimum of ten (10) years’ experience in providing auditing services to municipalities within the State of New Jersey.

3. Must assign senior staff members as the regular staff support for the City. Those senior staff members must have at least (10) years of experience in providing audit services as well as the other services requested in this RFQ, including any specialized services identified.

4. Must maintain a current principal office within the State of New Jersey.

5. Must describe any special services available to municipal clients.

6. Must list all past and present municipal clients.

1B.3.1c COMPLETION OF SUBMISSIONS

Proposals will be received electronically no later than WEDNESDAY, DECEMBER 9, 2026, 11:00 AM.

prevailing local time.

Proposals shall be submitted electronically via Procurement Portal.

ONLY ELECTRONIC PROPOSALS SHALL BE ACCEPTED

The submission shall be accompanied by (1) a Non-Collusion Affidavit, (2) a Disclosure of Ownership Form, (3) an Insurance Requirement Acknowledgement Form, (4) a EEO/Affirmative Action Compliance Notice, (5) a

Mandatory Equal Employment Opportunity Notice Acknowledgement, (6) Americans With Disabilities Act of

1990, (7) a copy of your Certificate of Employee Information Report, (8) a copy of the applicable Business

Registration Certificate, (9) a Professional Services Entity Information Form, (10) a Qualification Affidavit, (11)

Submission Form, (12) an Acknowledgement of Corrections, Additions or Deletions Form, (13) Disclosure of

Investment Activities in Iran, (14) Business Entity Disclosure Certification, (15) a Statement of Indebtedness,

(16) Agreement for Payment of Commodity/Service (17) Letter of Intent, (18) Letter of Qualification and (19)

Certification of Non-Involvement in Prohibited Activities in Russia or Belarus.

All forms listed above, (# 1 through # 19) shall be completed in their entirety.

1B.3.2 ERRORS IN SUBMISSIONS

If applicable, in the event there is a discrepancy between the unit prices and the extended totals, the unit prices shall govern or if between the correct sums of the extended totals and the total submission submitted, the correct sum shall govern. Amounts written in words shall govern over the amounts written in numerals.

1B.4 TIME FOR AWARD OF CONTRACT

The contracting unit shall award the contract or reject all submissions within such time as may be specified in the invitation for submission, but in no case more than sixty (60) days, except that the submissions of any professional services entities who consent thereto may, at the request of the contracting unit, be held for consideration for such longer as may be agreed.

The award of the Contract for this service will not be made unless the City’s Chief Financial Officer has certified the necessary funds in a lawful manner.

1B.5 MODIFICATIONS OF SUBMISSIONS

Any professional services entity may modify his submission by mail, courier or hand delivery at any time prior to the scheduled closing time for receipt of submissions. The CITY OF EAST ORANGE, prior to the closing time, must receive such communication. The communication should not reveal the submission price but should provide the addition to or subtraction from or other modification so that the CITY OF EAST ORANGE will not know the final price(s) or term(s) until the sealed submission is opened.

1B.6 REJECTION OF SUBMISSIONS

1B.6.1 MULTIPLE SUBMISSIONS NOT ALLOWED

More than one submission from an individual, a firm or partnership, a corporation or association of principals under the same or different names shall not be considered.

1B.6.2 UNBALANCED SUBMISSIONS

Submissions, which are obviously unbalanced, may be rejected at the option of the CITY OF EAST ORANGE.

1B.6.3 RIGHT TO REJECT SUBMISSIONS

The right is reserved to reject any or all submissions in whole or in part if not in compliance with standardized submission requirements.

1B.6.4 METHOD OF AWARD OF SUBMISSIONS

The right is reserved by the CITY OF EAST ORANGE to award submission on a “service by service” basis, “ per project” basis, in part or in whole as determined by the CITY OF EAST ORANGE.

1B.6.5 RIGHT TO WAIVE INFORMALITIES RESERVED

The CITY OF EAST ORANGE expressly reserves the right to waive any informality in any submission, and to accept the submission, which in the CITY OF EAST ORANGE’s judgment serves its best interests.

1B.7 PROFESSIONAL SERVICES ENTITY REFERRED TO LAWS

The attention of the professional services entity is especially directed to the provisions of Federal, State, County and Local Government statutes and regulations that may apply to the work.

1B.8 PAYMENT

Checks are processed by the CITY OF EAST ORANGE’s Finance Department bi-monthly with the exception of

July and August, which are once per month. It is necessary that the approved signed vouchers be accompanied by an invoice and be submitted as soon as possible.

1B. 9 TRANSITIONAL PERIOD

In the event that a new contract has not been awarded prior to the contract expiration date, it shall be incumbent upon the professional services entity to continue the contract under the same terms and conditions until a new contract(s) can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the expiration date of the contract.

1B.10 FACSIMILE DOCUMENTS PROVIDED IN A SUBMISSION

Under no circumstances, on submission documents requiring authorized signatures, will the CITY OF EAST

ORANGE accept documents provided through facsimile machines.

1B.11 CONTRACT COMPLIANCE AND EQUAL EMPLOYMENT OPPORTUNITY IN PUBLIC

CONTRACTS

Professional services entities are required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and

N.J.A.C. 17:27 et seq.

1B.12 GENERAL REQUIREMENTS/INFORMATION

The professional services entity shall guarantee any or all material and services supplied under these specifications. Defective or inferior items shall be replaced at the expense of the professional services entity.

It is understood by the professional services entity that this submission is provided on the basis of standardized submission requirements prepared by the CITY OF EAST ORANGE and the fact that any professional services entity is not familiar with these standardized submission requirements or conditions will not be accepted as an excuse.

NO MINIMUM PAYMENT IS IMPLIED OR GUARANTEED.

CITY OF EAST ORANGE reserves the right to cancel any contract entered into upon thirty (30) days written notice.

CONTRACT TERM: Pursuant to N.J.S.A. 40A: 11-3 (b), ….” Contracts for professional services pursuant to subparagraph (i) of paragraph (a) subsection (1) of section 5 of P.L. 1971, c.198 (N.J.S.A. 40A: 11-5) may be awarded for a period not exceeding twelve (12) consecutive months”.

STANDARDIZED SUBMISSION REQUIREMENTS & SELECTION CRITERIA

(Fair & Open Public Solicitation Process for Professional Services)

The CITY OF EAST ORANGE seeking sealed submissions in response to a Public Notice for the Solicitation of a Professional Service Contracts.

The standardized submission requirements shall include:

1. Name of firm, primary business address and principal contacts of names, titles and staffing plan listing those persons who will be assigned to the account. Relevant resume information and number of years of relevant professional experience for the individuals assigned to the account must be included (i.e. -projects similar to the services contained here, education, degrees and certification).

2. References and record of success of same or similar service.

3. Description of ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff).

4. Cost details, including the hourly rates of each of the individuals who will perform services and time estimates for each individual, all expenses and total cost of “not to exceed” amount.

The Selection criteria to be used in awarding contracts shall include:

1. Qualifications of the individuals who will perform the services/tasks and the amounts of their respective participation.

2. Experience and references.

3. Ability to perform the services/tasks in a timely fashion, including staffing and familiarity with the subject matter.

4. Cost consideration- including, but not limited to, historical costs for similar professional services, expertise involved and comparable costs for comparable public entities.

Term of the contract:

Commencing and ending on dates to be listed in fully executed contract. Not to exceed one year.

Notice of Award:

The successful respondent will be notified of the award of contract upon a favorable decision by the governing body.

ALL OF THE

FOLLOWING

DOCUMENTS

MUST BE INCLUDED

WITH

PROPOSAL

CHECKLIST

PROFESSIONAL SERVICE: ACCOUNTANT & FINANCIAL CONSULTING SERVICES

SUBMISSION DATE: WEDNESDAY, DECEMBER 9, 2026, 11:00 AM.

The following items, as indicated below (x), shall be provided with the receipt of sealed submissions:

Business Entity Disclosure Certification ……………….…………………………….…… ________x________

Non-Collusion Affidavit …………………………………….………………………….………… ________x________

Disclosure of Ownership Form ………………………………….……………….…………… ________x________

Insurance Requirement Acknowledgement Form ...…………………….………… ________x________

EEO/Affirmative Action Compliance Notice ………………………….……..………… ________x________

Mandatory Equal Employment Opportunity Notice Acknowledgement … ________x________

Americans With Disabilities Act of 1990 ………………………………………………… ________x________

Copy of your Certificate of Employee Information Report …………………..… ________x________

Copy of your Business Registration Certificate as issued by the State of New Jersey, Department of Treasury, Division of Revenue ………….………….…… ________x________

Professional Service Entity Information Form …………………………….………… ________x________

Qualification Affidavit ………………………………………………..……………..………… ________x________

Submission Form ………………………………………………………………………..………… ________x________

Acknowledgement of Corrections, Additions or Deletions Form …….….. ________x________

Disclosure of Investment Activities in Iran ……………………………………….….. ________x________

Certification of Non-Involvement in Prohibited Activities in Russia or Belarus ________x________

Statement of Indebtedness Form …………………………………………………….….. ________x________

Agreement for Payment of Commodity/Service Form …………..….….…….. ________x________

Letter of Intent ………………………………….……………………. …………..….….…….. ________x________

Letter of Qualification ……………………………………………… …………..….….…….. ________x________

NON-COLLUSION AFFIDAVIT

(PRIME BIDDER)

STATE OF NEW JERSEY )

) SS:

COUNTY OF )

I, _____________________________ of the City/Township of _____________________ in the County of _______________________________and the State of _____________________ of full age, being duly sworn according to the law on my oath depose and say that:

I am, ________________________________________________________ (Title) (a partner, or officer of the firm of, etc.)

of the firm of __________________________________________________________________ the bidder making the Proposal for the above named project, and that I executed the said Proposal with full authority so to do; that said bidder has not, directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above-named project; and that all statements contained in said Proposal and in this affidavit are true and correct, and made with full knowledge that the CITY OF EAST ORANGE, NJ relies upon the truth of the statements contained in said Proposal and in the statements contained in this affidavit in awarding the contract for the said project.

I further warrant that no person or selling agency has been employed or retained to solicit or secure such contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by (Name of Contractor)

(Also type or print name of affiant under signature)

Subscribed and sworn to ________________________________________ Signature of:

before me this ________ day Bidder, if the bidder is an individual of ______________ 20____ Partner, if the bidder is a partnership Officer, if the bidder is a corporation

Notary Public of: _________________________ My commission expires: ____________________

OWNER DISCLOSURE CERTIFICATION

This Statement Shall Be Included with RFQ Submission

Name of Business______________________________________________________

I certify that the list below contains the names and home addresses of all stockholders holding 10% or more of the issued and outstanding stock of the undersigned.

OR

I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned.

OR

I certify that there are no stockholders

Check the box that represents the type of business organization:

Partnership Corporation Sole Proprietorship Limited Partnership Limited Liability Corporation Limited Liability Partnership Subchapter S Corporation Other (describe)___________________

Sign and notarize the form below, and, if necessary, complete the stockholder list below.

Stockholders:

Name: ______________________________ Name: ______________________________

Home Address: _______________________

Name: ______________________________ Name: ______________________________

Name: ______________________________

Name: ______________________________

Subscribed and sworn before me this ___ day of 20 __.

(Notary Public)

My Commission expires:

(Affiant)

(Print name & title of affiant)

(Corporate Seal)

INSURANCE REQUIREMENTS AND ACKNOWLEDGEMENT FORM

Certificate(s) of Insurance shall be filed with the City’s Clerk’s Office upon award of contract by the Municipal

Council.

The minimum amount of insurance to be carried by the selected Professional Service Entity shall be as follows:

Professional Liability Insurance

Limits shall be a minimum of $1,000,000.00 for each claim and $3,000,000.00 aggregate each policy period.

*Vendor / Firm shall not commence operations until Township has been furnished original certificate(s) of Insurance and certified original copies of endorsements or policies of insurance in the amounts and/or minimum coverage(s) required in this proposal.

Acknowledgement of Insurance Requirement:

(Signature) (Date)

(Printed Name and Title)

EEO/AFFIRMATIVE ACTION COMPLIANCE NOTICE

N.J.S.A. 10:5-31 and N.J.A.C. 17:27

GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS

All successful bidders are required to submit evidence of appropriate affirmative action compliance to the City and Division of Public Contracts Equal Employment Opportunity Compliance. During a review, Division representatives will review the City files to determine whether the affirmative action evidence has been submitted by the vendor/contractor. Specifically, each vendor/contractor shall submit to the City, prior to execution of the contract, one of the following documents:

Goods and General Service Vendors

1. Letter of Federal Approval indicating that the vendor is under an existing Federally approved or sanctioned affirmative action program. A copy of the approval letter is to be provided by the vendor to the City and the Division. This approval letter is valid for one year from the date of issuance.

Do you have a federally-approved or sanctioned EEO/AA program? Yes No If yes, please submit a photostatic copy of such approval.

2. A Certificate of Employee Information Report (hereafter “Certificate”), issued in accordance with N.J.A.C. 17:27-1.1 et seq. The vendor must provide a copy of the Certificate to the City as evidence of its compliance with the regulations. The Certificate represents the review and approval of the vendor’s Employee Information Report, Form AA-302 by the Division. The period of validity of the Certificate is indicated on its face. Certificates must be renewed prior to their expiration date in order to remain valid.

Do you have a State Certificate of Employee Information Report Approval? Yes No If yes, please submit a photostatic copy of such approval.

3. The successful vendor shall complete an Initial Employee Report, Form AA-302 and submit it to the Division with $150.00 Fee and forward a copy of the Form to the City. Upon submission and review by the Division, this report shall constitute evidence of compliance with the regulations. Prior to execution of the contract, the EEO/AA evidence must be submitted.

The successful vendor may obtain the Affirmative Action Employee Information Report (AA302) on the Division website www.state.nj.us/treasury/contract_compliance.

The successful vendor(s) must submit the AA302 Report to the Division of Public Contracts Equal Employment Opportunity Compliance, with a copy to Public Agency.

The undersigned vendor certifies that he/she is aware of the commitment to comply with the requirements of N.J.S.A.

10:5-31 and N.J.A.C. 17:27 and agrees to furnish the required forms of evidence.

The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.

COMPANY: ____________________________ SIGNATURE: __________________________

PRINT NAME:__________________________TITLE: ________________________________

DATE: __________________

http://www.state.nj.us/treasury/contract_compliance

EXHIBIT A

MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE

N.J.S.A. 10:5-31 et seq. (P.L. 1975, c. 127)

N.J.A.C. 17:27 et seq.

GOODS, GENERAL SERVICE AND PROFESSIONAL SERVICES CONTRACTS

During the performance of this contract, the contractor agrees as follows:

The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall include, but not be limited to the following:

employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause.

The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.

The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.

The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. 17:27-5.2.

The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does not discriminate on the basis of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.

The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions.

In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.

The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents:

Letter of Federal Affirmative Action Plan Approval;

Certificate of Employee Information Report; or

Employee Information Report Form AA302 (electronically provided by the Division and distributed to the public agency through the Division’s website at http://www.state.nj.us/treasury/contract_compliance).

The contractor and its subcontractors shall furnish such reports or other documents to the Division of Purchase an Property, CCAU, EEO Monitoring Program as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Purchase an Property, CCAU, EEO Monitoring Program for conducting a compliance investigation pursuant to N.J.A.C. 17:27-1 et seq.

NAME OF COMPANY

SIGNATURE OF REPRESENTATIVE PRINT NAME OF OFFICER/OWNER

TITLE OF REPRESENTATIVE DATE OF SIGNATURE

http://www.state.nj.us/treasury/contract_compliance

AMERICANS WITH DISABILITIES ACT OF 1990

Equal Opportunity for Individuals with Disability

The Contractor and the Owner, do hereby agree that the provisions of Title 11 of the Americans With Disabilities

Act of 1990 (the "Act") (42 U.S.C. S121 01 et seq.), which prohibits discrimination on the basis of disability by public entities in all services, programs, and activities provided or made available by public entities, and the rules and regulations promulgated pursuant there unto, are made a part of this contract. In providing any aid, benefit, or service on behalf of the owner pursuant to this contract, the contractor agrees that the performance shall be in strict compliance with the Act. In the event that the contractor, its agents, servants, employees, or subcontractors violate or are alleged to have violated the Act during the performance of this contract, the contractor shall defend the owner in any action or administrative proceeding commenced pursuant to this Act.

The contractor shall indemnify, protect, and save harmless the owner, its agents, servants, and employees from and against any and all suits, claims, losses, demands, or damages, of whatever kind or nature arising out of or claimed to arise out of the alleged violation. The contractor shall, at its own expense, appear, defend, and pay any and all charges for legal services and any and all costs and other expenses arising from such action or administrative proceeding or incurred in connection therewith. In any and all complaints brought pursuant to the owner’s grievance procedure, the contractor agrees to abide by any decision of the owner which is rendered pursuant to said grievance procedure. If any action or administrative proceeding results in an award of damages against the owner, or if the owner incurs any expense to cure a violation of the ADA which has been brought pursuant to its grievance procedure, the contractor shall satisfy and discharge the same at its own expense.

The owner shall, as soon as practicable after a claim has been made against it, give written notice thereof to the contractor along with full and complete particulars of the claim, If any action or administrative proceeding is brought against the owner or any of its agents, servants, and employees, the owner shall expeditiously forward or have forwarded to the contractor every demand, complaint, notice, summons, pleading, or other process received by the owner or its representatives.

It is expressly agreed and understood that any approval by the owner of the services provided by the contractor pursuant to this contract will not relieve the contractor of the obligation to comply with the Act and to defend, indemnify, protect, and save harmless the owner pursuant to this paragraph.

It is further agreed and understood that the owner assumes no obligation to indemnify or save harmless the contractor, its agents, servants, employees, and subcontractors for any claim which may arise out of their performance of this Agreement. Furthermore, the contractor expressly understands and agrees that the provisions of this indemnification clause shall in no way limit the contractor’s obligations assumed in this

Agreement, nor shall they be construed to relieve the contractor from any liability, nor preclude the owner from taking any other actions available to it under any other provisions of the Agreement or otherwise at law.

The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.

COMPANY: ____________________________ SIGNATURE: __________________________

PRINT NAME:__________________________TITLE: ________________________________

AFFIRMATIVE ACTION COMPLIANCE NOTICE

N.J.S.A. 10:5-31 et seq. and N.J.A.C.17:27

GOODS AND SERVICES CONTRACTS

(INCLUDING PROFESSIONAL SERVICES)

This form is a summary of the successful bidder’s requirement to comply with the requirements of N.J.S.A.

10:5-31 et seq. and N.J.A.C.17:27.

The successful bidder shall submit to the public agency, after notification of award but prior to execution of this contract, one of the following three documents as forms of evidence:

(a) A photocopy of a valid letter that the contractor is operating under an existing Federally approved or sanctioned affirmative action program (good for one year from the date of the letter);

(b) A photocopy of a Certificate of Employee Information

Report approval, issued in accordance with N.J.A.C. 17:27-4;

(c) A photocopy of an Employee Information Report (Form AA302) provided by the Division and distributed to the public agency to be completed by the contractor in accordance with N.J.A.C. 17:27-4.

The successful vendor may obtain the Affirmative Action Employee Information Report (AA302) from the contracting unit during normal business hours.

The successful vendor(s) must submit the copies of the AA302 Report to the Division of Contract Compliance and Equal Employment Opportunity in Public Contracts (Division). The Public Agency copy is submitted to the public agency, and the vendor copy is retained by the vendor.

The undersigned vendor certifies that he/she is aware of the commitment to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C.17:27 and agrees to furnish the required forms of evidence.

The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C.17:27.

COMPANY: ____________________________SIGNATURE: ____________________________

PRINT NAME: ____________________________TITLE: _______________________________

Sample of Certificate

PLACE HERE

A COPY OF THE

CERTIFICATE OF

EMPLOYEE INFORMATION

REPORT

PLACE AFFIRMATIVE ACTION

(Form AA302)

EMPLOYEE INFORMATION REPORT

HERE

ONLY IF YOU DO NOT HAVE THE

CERTIFICATE OF EMPLOYEE INFORMATION

TO ATTACH AT THIS TIME

October 20, 2004

Revised Contract Language for BRC Compliance

Goods and Services Contracts (including purchase orders)

* Construction Contracts (including public works related purchase orders)

N.J.S.A. 52:32-44 imposes the following requirements on contractors and all subcontractors that knowingly provide goods or perform services for a contractor fulfilling this contract:

1) the contractor shall provide written notice to its subcontractors and suppliers to submit proof of business registration to the contractor;

2)*subcontractors through all tiers of a project must provide written notice to their subcontractors and suppliers to submit proof of business registration and subcontractors shall collect such proofs of business registration and maintain them on file;

3) prior to receipt of final payment from a contracting agency, a contractor must submit to the contacting agency an accurate list of all subcontractors and suppliers or attest that none was used; and,

4) during the term of this contract, the contractor and its affiliates shall collect and remit, and shall notify all subcontractors and their affiliates that they must collect and remit to the Director, New Jersey Division of Taxation, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal property delivered into this State.

A contractor, subcontractor or supplier who fails to provide proof of business registration or provides false business registration information shall be liable to a penalty of $25 for each day of violation, not to exceed $50,000 for each business registration not properly provided or maintained under a contract with a contracting agency. Information on the law and its requirements is available by calling (609) 292-9292.

THESE ARE SAMPLES OF THE ONLY ACCEPTABLE

BUSINESS REGISTRATION CERTIFICATES.

FAILURE TO POSSESS A NEW JERSEY BUSINESS REGISTRATION CERTIFICATE

MAY BE CAUSE FOR REJECTION OF YOUR PROPOSAL

REGARDLESS OF THE FACT THAT A COPY MAY ALREADY BE ON FILE WITH THE

CITY OF EAST ORANGE.

PROFESSIONAL SERVICE ENTITY INFORMATION FORM

If the professional service Entity is an INDIVIDUAL, sign name and give the following information:

Name: ________________________________________________________________________

Address: ______________________________________________________________________

Telephone No.: _______________________Social Security No.: ________________________

Fax No.: _____________________________E-Mail Address: __________________________

If individual has a TRADE NAME, give such tradename:

Trading As: _____________________________ Telephone: ___________________________

If the professional service Entity is a PARTNERSHIP, sign name and give the following information:

Name of Partners: ______________________________________________________________

Firm Name: ____________________________________________________________________

Address: ______________________________________________________________________

Telephone No.: _______________________Federal I.D. No.: __________________________

Fax No.: _____________________________E-Mail Address: __________________________

Social Security No.: ____________________________________________________________

Signature of authorized Agent: ____________________________________________________

If the professional service Entity is an INCORPORATED, sign name and give the following information:

State under whose laws incorporated: ______________________________________________

Location of principal office: _______________________________________________________

Telephone No.: _______________________Federal I.D. No.: ___ _______________________

Fax No.: _____________________________E-Mail Address: __________________________

Name of agent in charge of said office upon whom notice may be legally served.

Telephone No.: ___________________________ Name of Corporation: __________________

Signature: _______________________________ By: _________________________________

QUALIFICATION AFFIDAVIT

The CITY OF EAST ORANGE reserves the right to reject the bid of any bidder who has previously failed to perform properly or to complete on time, contracts of a similar nature; who is not qualified to perform the contract; or who has repeatedly or without good cause failed to pay bills or otherwise failed to perform its obligations to subcontractors, materialmen, employees of this or any other government body or agency in similar contracts. In determining the lowest responsible bidder and its qualifications, the following elements, in addition to those above mentioned, will be considered; Whether the bidder (1) maintains a permanent place of business; (2) has adequate plant and equipment available to do the work properly and expeditiously; (3) has suitable financial resources to meet the obligations incident to the work; (4) has appropriate technical experience.

Each bidder must supply the following certified statement. Failure to do so shall be deemed a material defect in the bid, resulting in rejection of the bid:

State of New Jersey County of (________) SS:

I am the (President, Partner, Owner) of_________________________ ________________________________________, the bidder herein.

I know that the bidder, _____________________________________, has not previously failed to perform properly, or complete on time, contracts of a nature similar to that bid upon; is qualified to perform the contract; has not repeatedly or without just cause failed to pay bills or otherwise failed to perform its obligations to sub-contractors, materialmen, employees, of this or any other government or agency in similar contracts.

I certify that the foregoing statements made by me are true. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment.

Company Name

Subscribed and Sworn to ______________________________ Before me this _____ day Sign Name Of ________ 2020.

Print Name

Notary Public of: _____________ ______________________________ My commission expires: __________ Print/Type Title

SUBMISSION FORM

1. Names and roles of the individuals who will perform the services and description of their education and experience with projects similar to the services contained herein including their education, degrees and certifications:

2. References and record success of same similar service:

3. Description of ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff):

4. Cost details, including the hourly rates of each of the individuals who will perform services, and all expenses:

Note: Attach additional sheets as necessary.

Firm ___________________________________________ Date: _______________________

Authorized Representative (Print): _________________________________________________

Signature: ________________________________________ Title: _____________________

Telephone #: _____________________________ Fax #: _____________________________

ACKNOWLEDGEMENT OF CORRECTIONS, ADDITIONS AND DELETIONS

FORM

I, ______________________________________________________________________________ of the firm _____________________________________________________________________

Hereby acknowledge that any corrections, additions and/or deletions have been initialed and dated in this Submission

Package.

(Signature)

(Type or Print of affiant and Title, under Signature)

(Date)

DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN

COMPANY NAME: _____________________________________________

PART 1: CERTIFICATION

BIDDERS MUST COMPLETE PART 1 BY CHECKING EITHER BOX.

FAILURE TO CHECK ONE OF THE BOXES WILL RENDER THE PROPOSAL NON-RESPONSIVE.

Pursuant to Public Law 2012, c. 25, any person or entity that submits a bid or proposal or otherwise proposes to enter into or renew a contract must complete the certification below to attest, under penalty of perjury, that neither the person or entity, nor any of its parents, subsidiaries, or affiliates, is identified on the Department of Treasury’s Chapter 25 list as a person or entity engaging in investment activities in Iran.

The Chapter 25 list is found on the Division’s website at http://www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf. Bidders must review this list prior to completing the below certification. Failure to complete the certification will render a bidder’s proposal non-responsive. If the Director finds a person or entity to be in violation of law, s/he shall take action as may be appropriate and provided by law, rule or contract, including but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the party in default and seeking debarment or suspension of the party

PLEASE CHECK THE APPROPRIATE BOX:

I certify, pursuant to Public Law 2012, c. 25, that neither the bidder listed above nor any of the bidder’s parents, subsidiaries, or affiliates is listed on the N.J. Department of the

Treasury’s list of entities determined to be engaged in prohibited activities in Iran pursuant to P.L. 2012, c. 25 (“Chapter 25 List”). I further certify that I am the person listed above, or I am an officer or representative of the entity listed above and am authorized to make this…