Request For Proposals For Auditor

REQUEST FOR PROPOSALS FOR AUDITOR

Issued by the Middlesex County Municipal Joint Insurance Fund

Date Issued: April 7, 2025

Responses Due by: April 17, 2025 10:00 a.m.

Click Here for Full RFP

REQUEST FOR PROPOSALS FOR AUDITOR

1. PURPOSE AND INTENT

Through this Request for Proposals (RFP), the Middlesex County Municipal Joint Insurance Fund (hereinafter the “Fund”) seeks to engage a vendor as Auditor for the 2025 fund year commencing  upon appointment.  This contract will be awarded through a “fair and open” process pursuant to N.J.S.A. 19:44A-20.1 et seq.

1. PROPOSAL SUBMISSION

An emailed copy must be sent to This email address is being protected from spambots. You need JavaScript enabled to view it. with an original, clearly marked as the “ORIGINAL” and a hard-disk copy  marked “Auditor” addressed to :

Middlesex County Municipal Joint Insurance Fund

ATTN: Professional Services Procurement

1 Jocama Blvd, Suite 2B

Old Bridge, NJ 08857

The proposal must be received by April 17, 2025 10:00 a.m.

All proposals which are timely received will remain sealed and publicly opened at the above time and place.

Faxed proposals will NOT be accepted.

Any inquiry concerning this RFP should be directed in writing to:

ATTN: Barbara Murphy, Executive Director

Middlesex County Municipal Joint Insurance Fund

1 Jocama Blvd, Suite 1C

Old Bridge, NJ 08857

This email address is being protected from spambots. You need JavaScript enabled to view it.

All documents/information submitted in response to this solicitation shall be available to the general public as required by the New Jersey Open Public Records Act N.J.S.A. 47:1A-1 et seq.  The Fund will not be responsible for any costs associated with the oral or written and/or presentation of the proposals.  The fund reserves the right to reject any and all proposals, with or without cause, and waive any irregularities or informalities in the proposals.  The Fund further reserves the right to make such investigations as it deems necessary as to the qualifications of any and all vendors submitting proposals.  In the event that all proposals are rejected, the Fund reserves the right to re-solicit proposals.

1. GENERAL INFORMATION ON THE FUNCTIONS OF THE FUND

The Fund is organized pursuant to N.J.S.A. 40A:10-36 to provide property/casualty insurance to its member local units.  The Fund also provides its members with a comprehensive risk control and claims management program.  The Fund is controlled by the Board of Fund Commissioners that meets monthly.  The Fund is regulated by the Department of Banking and Insurance and the Department of Community Affairs.

1. MINIMUM QUALIFICATIONS

As a minimum the applicant shall have seven years’ experience as a fund auditor for a joint insurance fund of the state of New Jersey or fifteen years of experience as an auditor for large self-insured governmental entities.  The applicant must demonstrate a high degree of knowledge of 1) the finance and operation of local governmental units in New Jersey, 2) the management of governmental insurance fund comprised of numerous governmental entities and involving numerous vendors, 3) workers compensation, liability, automobile and property matters involving New Jersey governmental entities, 4) the regulations of the Department of Banking and Insurance and the Department of Community Affairs pertaining to joint insurance funds, and 5) financial matters pertaining to joint insurance funds including budgets, assessment, monitoring reports, investments, audit controls, fund year accounting and closed fund year accounting.

1. SCOPE OF SERVICES

During the term of this Agreement, the SERVICE PROVIDER shall conduct the annual audit (as of December 31) and the six-month audit (as of June 30 and shall perform such other duties as required by the bylaws of the Fund, the laws and regulations of the State of New Jersey, and any other requirements of the New Jersey Department of Banking and Insurance and the New Jersey Department of Community Affairs.

1. MANDATORY CONTENTS OF PROPOSAL

In its proposal, the firm must include the following:

• Contact Information: Provide the name and address of the firm, the name, telephone number, fax number, and e-mail address of the individual responsible for the preparation of the proposal.
• An executive summary of not more than three pages identifying and substantiating why the vendor is best qualified to provide the requested services.
• A staffing plan listing those persons who will be assigned to the engagement if the vendor is selected, including the designation of the person who would be the vendor’s officer responsible for all services required under the engagement. This portion of the proposal should include the relevant resume information for the individuals who will be assigned.  This information should include, at a minimum, a description of the person’s relevant professional experience, years and type of experience, and number of years with the vendor.  Also include a copy of the data forms required by the Department of Banking and Insurance pursuant to J.A.C. 11:15-2.6(c)8.
• A description of the vendor’s experience in performing services of the type described in this RFP. Specifically identify client size and specific examples of similarities with the scope of services required under this RFP.
• A description of resources of the vendor (i.e., background, location, experience, staff resources, financial resources, other resources, etc.).
• The location of the office, if other than the vendor’s main office, at which the vendor proposes to perform services required under this RFP. Describe your presence in New Jersey.  Specifically, the vendor must state in its proposal whether the vendor is registered as a small business enterprise (“SBE”) with the New Jersey Commerce and Economic Growth Commission New Jersey’s Set-Aside Program.
• The vendor’s proposed annual rate for the contract as well as the vendor’s hourly rates for additional or out-of-scope work.
• References, including current clients for whom services have been provided for at least five years and former clients for whom services have been provided within the past five years. Provide the contact names, titles and phone numbers.
• If the vendor or any principal therein has been engaged as a defendant in any litigation involving a sum of $100,000 or more and/or has been subject to any professional disciplinary action over the last three years, the bidder must provide a description of the litigation and/or disciplinary action.
• A description of any ongoing investigation and/or litigation matters involving the applicant, its directors, officers and principals and any individuals employed by the applicant since January 1, 2020.
• In its proposal, the vendor must identify any existing or potential conflicts of interest and disclose any representation of parties or other relationships that might be considered a conflict of interest regarding this engagement, or the Fund.
• The vendor shall provide the following documents as part of its proposal:
• Non-Collusion Affidavit – Exhibit A
• Disclosure of Ownership and Political Contributions Form – Exhibit B
• Affirmative Action Compliance – Exhibit C.
• Disclosure of Investment Activities in Iran – Exhibit D
• Certification of Non-Involvement in Prohibited Activities in Russia or Belarus – Exhibit E
• NJ Business Registration Certificate.
• Final contract shall contain Affirmative Action Compliance Language – Exhibit F

1. INTERVIEW

The Fund reserves the right to interview any or all of the applicants submitting a proposal.  Although interviews may take place, the proposal should be comprehensive and complete on its face.  The Fund reserves the right to request clarifying information subsequent to submission of the proposal.

1. SELECTION PROCESS

All proposals will be reviewed to determine responsiveness.  Non-responsive proposals will be rejected without evaluation.  For vendors that satisfy the minimum requirements, the Fund will evaluate proposals based on the following evaluation criteria, separate or combined in some manner, and not necessarily listed in order of significance:

• The vendor’s general approach to providing the services required under this RFP.
• The vendor’s documented experience in successfully completing contracts of a similar size and scope to the engagement addressed by this RFP.
• The qualifications and experience of the vendor’s management, supervisory or other key personnel assigned to the engagement, with emphasis on documented experience in successfully completing work on contracts of similar size and scope to the services required by this RFP.
• The overall ability of the vendor to mobilize, undertake and successfully complete the engagement within the timeline. This criterion will include, but not be limited to, the following factors: the number and qualifications of management, supervisory and other staff proposed by the vendor to perform the services required by this RFP; the availability and commitment to the engagement of the vendor’s management, supervisory and other staff proposed; the vendor’s contract management plan, including the vendor’s contract organizational chart.
• The vendor’s proposed annual rate for the contract as well as the vendor’s hourly rates for additional or out-of-scope work.

1. SELECTION AND CONTRACT

The Fund will select the vendor deemed most advantageous to the Fund, all factors considered.  The contract between the Fund and the selected vendor(s) shall be comprised of the contract negotiated by the parties, this RFP, any clarifications or addenda thereto, the selected vendor’s proposal, and any changes negotiated by the parties.

The evaluation will consider:

• Experience and reputation in the field;
• Knowledge of the Fund and the subject matter addressed under the contract;
• Availability to accommodate the required meetings of the Fund; and
• Other factors demonstrated to be in the best interest of the

Exhibit A

NON-COLLUSION AFFIDAVIT

STATE OF NEW JERSEY          )

ss:

COUNTY OF                             )

I                                                       of the City of                                                                

in the County of                                and the State of                                                            

of full age, being duly sworn according to law on my oath depose and say that:

I am                                                                                                                               

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 Middlesex County Municipal Joint Insurance Fund Commissioners will rely 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

                                                                                                  (N.J.S.A. 52:34-15)

(Name of Contractor)

(Also type or print name of affiant under signature) Subscribed and sworn to before me this

Day of                               2025.

Notary Public of

My commission expires:

Exhibit B

Disclosure of Ownership and Political Contribution

Service provider business entity:                                                                                    

Date the contract or engagement is to be authorized:                                                    

• Names and home addresses of all persons (a) holding 10% or more of the issued and outstanding stock of the service provider business entity, (b) entitled to receive the benefit of 10% or more of the revenues and/or profits of the service provider business entity and (c) any other individual who will have a significant role in servicing this engagement:

• List all reportable contributions made during the 12 month period preceding the date that the contract or engagement is legally authorized to any official, candidate, joint candidates committee or political party representing elected officials or candidates as defined pursuant to J.S.A. 19:44A-3(p), (q) and (r) of any member local unit insuredby the Middlesex County Municipal Joint Insurance Fund.

Service Provider Affirmation

The undersigned, being authorized and knowledgeable of the circumstances, does hereby certify the above is complete and accurate. The undersigned is fully aware that if I or any of the persons listed above have misrepresented in whole or part this affirmation and certification, I and/or the service provider business entity will be liable for any penalty permitted under law.

Signed:                                                                 Date:                                                           

Title:                                                                                                                                        

Print Name:                                                                                                                             

If necessary, attach additional sheets.

EXHIBIT C

AFFIRMATIVE ACTION COMPLIANCE NOTICE

N.J.S.A. 10:5-31 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 and N.J.A.C. 17:27-1 et seq.

The successful bidder shall submit to the Fund, 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);

            OR

(b)  A photocopy of a Certificate of Employee Information Report approval, issued in accordance with N.J.A.C. 17:27-4;

            OR

(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 undersigned vendor certifies that it is aware of the commitment to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.1 et seq. and agrees to furnish the required forms of evidence.

The undersigned vendor further understands that its 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. 17:27-1 et seq.

COMPANY: ____________________________                       

SIGNATURE: ____________________________

PRINT NAME:_____________________________       

TITLE:  _______________________________ 

DATE: __________________

EXHIBIT D

DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN

Contractor:  _______________________________________

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 State of New Jersey, 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 State of New Jersey’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 Middlesex County Municipal Joint Insurance Fund finds a person or entity to be in violation of law, the Fund 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 certification on its behalf. I will skip Part 2 and sign and complete the Certification below.

            OR

I am unable to certify as above the bidder and/or one or more of its parents, subsidiaries, or affiliates is listed on the Department’s Chapter 25 list. I will provide a detailed, accurate and precise description of the activities in Part 2 below and sign and complete

          the Certification below. Failure to provide such will result in the proposal being rendered as non-responsive and appropriate penalties, fines and/or sanctions will be assessed as provided by law.

PART 2:  PLEASE PROVIDE FURTHER INFORMATION RELATED TO INVESTMENT ACTIVITIES IN IRAN

You must provide a detailed, accurate and precise description of the activities of the bidding person/entity, or one of its parents, subsidiaries or affiliates, engaging in the investment activities in Iran outlined above by completing the boxes below.

PLEASE PROVIDE THOROUGH ANSWERS TO EACH QUESTION. FOR ADDITIONAL ENTRIES, PLEASE ATTACH A SEPARATE PIECE OF PAPER.

Name  _____________________________________ 

Relationship to Bidder/Offeror  ___________________________

Description of Activities        ________________________________________

________________________________________________________________________

Duration of Engagement  ______________________ 

Anticipated Cessation Date  ______________________________

Bidder/Offeror Contact Name  __________________ 

Contact Phone Number  _______________________

PLEASE SIGN FOR PART 1 AND/OR PART 2:

Certification: I, being duly sworn upon my oath, hereby represent and state that the foregoing information and any attachments thereto to the best of my knowledge are true and complete. I attest that I am authorized to execute this certification on behalf of the above-referenced person or entity. I acknowledge that Middlesex County Municipal Joint Insurance Fund is relying on the information contained herein and thereby acknowledge that I am under a continuing obligation from the date of this certification through the completion of any contracts with the Fund to notify the Fund in writing of any changes to the answers of information contained herein. I acknowledge that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal prosecution under the law and that it will also constitute a material breach of my agreement(s) with the Fund of New Brunswick and that the Fund at its option may declare any contract(s) resulting from this certification void and unenforceable.

Full Name (Print):  __________________________ 

Signature:  _________________________________ 

Title:  _____________________________________ 

Date:  _____________________________________

CERTIFICATION OF NON‐INVOLVEMENT IN          Exhibit E

PROHIBITED ACTIVITIES IN RUSSIA OR BELARUS

Pursuant to N.J.S.A. 52:32-60.1, et seq. (L. 2022, c. 3) any person or entity (hereinafter “Vendori”) that seeks to enterinto or renew a contract with a State agency for the provision of goods or services, or the purchase of bonds or otherobligations, must complete the certification below indicating whether or not the Vendor is identified on the Officeof Foreign Assets Control (OFAC) Specially Designated Nationals and Blocked Persons list, available here: https://sanctionssearch.ofac.treas.gov/. If the Department of the Treasury finds that a Vendor has made a certificationin violation of the law, it shall take any 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 indefault and seeking debarment or suspension of the party.

I, the undersigned, certify that I have read the definition of “Vendor” below, and have reviewed the Office of ForeignAssets Control (OFAC) Specially Designated Nationals and Blocked Persons list, and having done so certify:

iVendor means: (1) A natural person, corporation, company, limited partnership, limited liability partnership, limited liability company,business association, sole proprietorship, joint venture, partnership, society, trust, or any other nongovernmental entity, organization, orgroup; (2) Any governmental entity or instrumentality of a government, including a multilateral development institution, as defined in Section1701(c)(3) of the International Financial Institutions Act, 22 U.S.C. 262r(c)(3); or (3) Any parent, successor, subunit, direct or indirectsubsidiary, or any entity under common ownership or control with, any entity described in paragraph (1) or (2).

EXHIBIT F

AMERICANS WITH DISABILITIES ACT OF 1990

EQUAL OPPORTUNITY FOR INDIVIDUALS WITH DISABILITY

The CONTRACTOR and the MIDDLESEX COUNTY MUNICIPAL JOINT INSURANCE FUND (herein referred to as the FUND) do hereby agree that the provisions of Title 11 of the Americans With Disabilities Act of 1990  (“The Act”) (42 U.S.C.S. 12101 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 thereunto, are made a part of this contract. In providing any aid, benefit, or service on behalf of the FUND pursuant to this contract, the CONTRACTOR agrees that the performance shall be in strict compliance with the Act. In the event 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 Fund in any action or administrative proceeding commenced pursuant to this Act. The CONTRACTOR shall indemnify, protect, and save harmless the FUND, 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 violations.  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 FUND’S grievance procedure, the CONTRACTOR agrees to abide by any decision of the FUND, which is rendered pursuant to, said grievance procedure. If any action or administrative proceeding results in an award of damages against the FUND or if the FUND 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 FUND 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 FUND or any of its agents, servants, and employees, the FUND shall expeditiously forward or have forwarded to the CONTRACTOR every demand, complaint, notice, summons, pleading, or other process received by the FUND or its representatives.

It is expressly agreed and understood that any approval by the FUND 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 FUND or its representatives.

It is further agreed and understood that the FUND assumes no obligation to indemnify or save harmless the CONTRACTOR, its agents, servants, employees and sub-contractors 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 FUND from taking any other actions available to it under any other provisions of this Agreement or otherwise at law.