RFP # 26/27-01: FINANCIAL MANAGEMENT & ACCOUNTING CONSULTANT SERVICES

MOUNT VERNON CITY SCHOOL DISTRICT
165 North Columbus Avenue
Mount Vernon, New York 10553
NOTICE TO PROPOSERS
The Board of Education of the Mount Vernon City School District, Mount Vernon, New York,
popularly known as the Mount Vernon City School District, hereby invites the submission of
sealed proposals from reputable and qualified individuals or firms for the following contract
with the School District:
RFP # 26/27-01: FINANCIAL MANAGEMENT & ACCOUNTING CONSULTANT
SERVICES
July 22, 2026, at 10:00 AM
Proposals for the Financial Management & Accounting Consultant Services Contract will be
received until the above stated hour of prevailing time and date at the Office of the Purchasing
Department at the Mount Vernon City School District Administration Building located at 165
North Columbus Avenue, Mount Vernon, New York 10553. The Request for Proposal document
may be obtained in the Purchasing Office located at 165 North Columbus Avenue, Mount
Vernon, New York beginning on July 13, 2026, Monday through Friday, excluding holidays
from 10:00 a.m. to 3:00 p.m. at www.mtvernoncsd.org/bids. and at
www.empirestatebidsystem.com.
All proposals must be enclosed in sealed envelopes, which are clearly marked on the outside:
RFP # 26/27-01 For: "Mount Vernon City School District - Financial Management
&Accounting Consultant Services. Proposals shall remain firm for a period of forty-five (45)
days following the date of the RFP opening. No phone, fax or email proposal will be accepted.
The Board of Education reserves the right to waive any informalities in or to reject any or all
proposal, or to accept that proposal which, in the Board of Education's judgment, is in the best
interest of the School District.
BOARD OF EDUCATION
MOUNT VERNON CITY SCHOOL DISTRICT
Purchasing Office
165 North Columbus Avenue
Mount Vernon, New York 10553

MOUNT VERNON CITY SCHOOL DISTRICT
165 North Columbus Avenue
Mount Vernon, New York 10553
___________
REQUEST FOR PROPOSAL
RFP# 26/27-01 FINANCIAL MANAGEMENT & ACCOUNTING CONSULTANT
SERVICES
The objective of this Request for Proposal ("RFP") is to solicit proposal from experienced,
professional consultants in school finance and business operations, and related administrative
services as more fully set forth herein. Under this solicitation, the Board of Education intends to
select a qualified individual or firm to perform the services for the District.
The successful proposer shall provide professional consultation service in connection with the School
District's Business Office Financial Management and accounting services.
Term of Engagement: The term of this engagement shall commence upon award through June
2027. The District reserves the right to renew the resultant contract for an additional one (1) year
erm upon approval of the Board of Education. The District reserves the right to terminate the
contract for any reason upon thirty (30) days written notice to successful proposer(s). No contract
becomes binding until the necessary funds have been approved. The successful Proposer(s) will
execute a contract with the District in substantial conformance with this RFP and the successful
proposal.
SCOPE OF SERVICES
The successful proposer that works with the District will be required to have expertise and
knowledge included but not be limited to:
Background and Need for Financial Management and Accounting Consultant Services
The District currently maintains a State Comptroller monitoring score of 85.0, indicating fiscal stress
requiring enhanced oversight and monitoring through June 2027. The District is seeking the services
of a skilled and qualified financial accounting or auditing firm to provide comprehensive review and
audit of the District's accounting and financial management of several areas of fiscal and operational
concern. The audit shall be aimed at identifying financial irregularities, misallocation or misuse of
funds. The School District has identified the following areas for audit:
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General Fund: The General Fund has been impacted by a pattern of financial irregularities,
unauthorized or improper transfers, and expenditure concerns that require comprehensive
investigation. Areas of concern include:
* Budget Integrity: A mid-year budget reconciliation required approximately $26 million
in amendments to address negative fund balances across multiple budget lines. The
successful proposer will be required to ascertain budget development process is
appropriate; the budget as adopted accurately reflected known obligations; and
expenditures were properly authorized prior to being incurred.
* Interfund Transfers: The successful proposer shall review the use of interfund transfer
including transfers to the District's school lunch fund and address whether such transfers
were properly authorized, documented, and compliant with applicable regulations
governing fund usage.
* Medicaid Reimbursement Recovery: The District has subsidized costs through the
General Fund for services that qualify for Medicaid reimbursement, including special
education-related services such as speech, occupational therapy, physical therapy, and
nursing. The successful proposer shall review billing practices, reimbursement recovery
rates, and the proper crediting of funds received to determine whether the District is
leaving recoverable revenue uncollected and whether reimbursements received have been
properly applied.
* Accounts Payable and Service Provider Costs: The successful proposer shall review
outstanding accounts payable obligations and service provider expenditures to assess
whether payments were properly authorized, competitively procured, and aligned with
services actually rendered.
Payroll: The successful proposer shall undertake audit and review of the District's payroll
department operations including identifying the cause of:
* Frequent overpayments and underpayments to employees each pay cycle
* Errors in tax withholding calculations
* Time and attendance recording inconsistencies
* Excessive overtime required for routine payroll processing functions
* Potential irregularities in payroll processing requiring investigation
The scope of work the successful proposer's services shall include but not limited to:
Review of the existing District budget, fund and reserve management and administration
Review of employee onboarding, retirement system registration and reporting, payroll deductions
practices, procedures and administration
Review of employee payroll and benefit administration and management
Review of existing finance and accounting reconciliation procedures and practices
Review district account management and record keeping procedures and practices including account
receivables and incoming District revenue including State aid.
Review of District fund management, collection practices and record keeping including School
Lunch Fund.
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In addition, the successful proposer shall provide a written report outlining the scope of the audit and
review, its findings and recommendations to the District to assist the key personnel in the Business
Office in the performance of their respective duties in the following areas:
Best practices in administration and management of retirement, payroll benefits
Best practices for cash, revenue and expenditure management and accounting.
* Tracking hours worked by employees and tracking eligibility for health coverage.
Tracking monthly employee data and providing annual reporting to administration and/or
the Board of Education for ACA compliance purposes.
* Frequent overpayments and underpayments to employees each pay cycle
* Assisting the School District in developing strategies for enrolling District employees who
meet the ACA threshold for average hours worked during relevant period of time, and as a
result, are entitled to health insurance coverage from the School District.
* Reviewing of employee onboarding, retirement system registration and reporting, payroll
deductions practices, procedures and administration.
PROPOSAL SUBMISSION REQUIREMENTS
Three (3) copies of the proposal and other required document must be submitted in a sealed
envelope clearly label "RFP #26/27-01 Mount Vernon City School District- Financial
Management and Accounting Consultant Services" with the name and address of the proposer
and submitted to:
Hillary Thomposn
Purchasing Agent
Mount Vernon City School District
165 North Columbus Avenue
Mount Vernon, NY 10553
One copy of the proposal must be titled "ORIGINAL" with a USB drive and each of the other
two copies titled "COPY". Each page of the proposal must bear the following information:
Name of Proposer, Mount Vernon City School District - Financial Management and Accounting
Consultant Services RFP, and page number, All materials submitted in response to this request
for proposal shall become the property of this School district.
All proposals must be received on or before July 22, 2026 @ 10:00 a.m.
There is no express or implied obligation for the School District to reimburse responding
individuals or organizations for any expenses incurred in preparing proposal or attending any
interview in connection with responding to this RFP. Proposals submitted after the stated time
and date will not be considered and will be returned to the organization unopened. Any
questions or request for clarification concerning this RFP must be addressed to the School
District's Purchasing Agent, Hillary Thompson in writing via fax 914-665-1682 or by email at
hthompson@mtvernoncsd.org prior July 15, 2026 at 11:00 a.m. Responses to any questions will
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be sent to all prospective proposers in writing as an addendum to this RFP.
Proposals:
All proposals must be submitted in parts and will be evaluated as such Part I must consist of
responses to organization an qualification items. Part II must include the cost proposal to
provide the consultation services described herein. All aspects of this RFP shall be addressed on
the proposal. Incomplete submissions will not be considered for award. Proposals should not be
excessively long, and should be submitted in a format that permits copying for review.
Part 1: Organizational and Qualifications
Describe the individual's or firm's history of providing the consultant services requested in a
school district.
Indicate the individual's or firm's capacity to provide the provision of these services.
Provide proof of his/her certification and a resume for each individual so designated to provide
services hereunder.
Provide evidence of proposer's credentials and qualifications to provide the services in
connection with the School District's Business Office operations.
Provide a list and description of similar contracts and/or projects awarded by other school
districts.
Describe the proposer's experience and expertise focusing on school district finance, business
office administration and operation.
State the name(s) of the officer(s) of proposer, if a firm or corporation.
Provide a list of all executive/administrative staff members and their resumes together with a list
and resumes of all staff members who will be specifically involved in the School District.
Provide any other information that might be beneficial to the School District.
Part II: Cost
Include any cost or price information that would be included in a potential agreement with the
District. Indicate any costs for which reimbursement may be sought by the proposer.
Financial Statement of the Organization: Proposes will submit the most recent financial
statement for the company or firm. The District reserves the right to use third party companies to
verify financial information provided. In addition, the District may investigate, as it deems
necessary, to determine the ability of the Proposer to provide the services requested herein. The
proposer shall furnish to the District within five (5) days of a request, all such information and
the information submitted by, or investigation of such Proposer fails to satisfy the District that
such Proposer is properly qualified to carry out the obligations of the contract and to complete
the work contemplated therein. Conditional Proposals will not be accepted.
Cost Proposal: Submit a cost proposal for the services described above. The cost proposal must
be submitted separately in a sealed envelope and must be an all-inclusive amount for the services
required for one year under the contract. Pricing may be provided based on an hourly fee or as a
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flat rate, as determined by the proposer. The cost proposal must separately list any costs for
which proposer will seek reimbursement. Proposers should account for all costs factors in
preparing their proposals. No additional billing will be allowed for travel expenses, parking,
materials or other incidentals.
References: In addition to any other requirements for references, proposers shall provide a client
list for the past five (5) years with a similar scope of services. Proposers shall provide a
reference list for any client or employer for whom the proposer has rendered services related to
the subject matter covered by this Request for Proposals. The client list mut include agency
name, contact person, addresses and telephone number. The District reserves the right to contact
those on the reference list to determine the quality of service performed and personnel assigned
to those projects.
Award and Right to Reject Proposals: The School District reserves the right to reject without
prejudice any and all quotations received under the RFP, to request additional information from
all proposers, to negotiate with one or more of the finalists regarding the terms of the
engagement and to make award offers that differ from the organizations proposed level of
services and/or cost proposal. The District intends to select the organization or individual that, in
its opinion, best meets the School District's needs. The Board of Education reserves the right to
interview any of the proposers as it deems to be in its best interest. Dates for interviews shall be
determined after submission of proposals. Interviews will be conducted by the Board of
Education as a whole or a subcommittee of the Board of Education, in the Board of Education's
discretion.
Term of Agreement: Any contract agreed to under this RFP is subject to termination by either
party upon thirty (30) days written notice. In the event of termination of the contract by the
District, the District's responsibility shall be limited payment for services performed and costs
incurred by the organization with the District's consent, prior to termination. In the event of
termination of the contract by the organization's responsibility shall be to pay for any and all
costs incurred by the District.
Insurance:
a. Notwithstanding any terms, conditions or provisions, in any other writing between the
parties, consultant hereby agrees to effectuate the naming of the district as an
additional insured on the consultant's commercial general liability and excess liability
insurance policies. If the policy is written on a claims-made basis, the retroactive
date must precede the date of the contract.
b. The policy naming the District as an additional insured shall:
i. Be an insurance policy from an A.M. Best rated A- rated or better insurer,
licensed and admitted to conduct business in New York State.
ii. State that the consultants' coverage shall be primary and non-contributory
coverage for the District, its Board, employees and volunteers with a
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waiver of subrogation in favor of SCHOOL DISTRICT for all coverages
including Workers' Compensation. Including Workers' Compensations.
c. The District shall be listed as an additional insured by using endorsement CG 2026 or
equivalent. The decision to accept an alternative endorsement rests solely with the
District. A complete copy of the endorsement must be attached to the certificate of
insurance.
d. The certificate of insurance must describe the specific services provided by
consultants that are covered by the liability policies.
e. Consultant shall provide a copy of the declaration page of the liability and umbrella
policies with a list of endorsements and forms. Consultant will provide a copy of the
policy endorsement and forms.
f. Consultant agrees to indemnify the District for any applicable deductibles and self-
insured retentions.
g. Required Insurance:
i. Commercial General Liability Insurance:
$1,000,000 per Occurrence/$2,000,000 Aggregate
$2,000,000 Products and Completed Operations
$1,000,000 Personal and Advertising Injury
$1,000,000 Sexual Misconduct and Assault
$100,000 Fire Damage
$10,000 Medical Expense
Coverage for sexual misconduct must be affirmed. There will be no coverage
restrictions and/or exclusions involving Sexual Assault and Molestation
related claims.
ii. Workers' Compensation and N>Y>S> Disability:
Statutory Workers' Compensation, Employers' Liability and N.Y.S.
Disability Benefits Insurance for all employees. Proof of coverage must
be on the approved specific form, as required by the New York State
Workers' Compensation Board. ACORD Certificates are not acceptable.
A self-employed person and certain partners and corporate officers are
excluded from the definition of "employee" pursuant to Workers'
Compensation Law Section 2 (4). As such, individuals in such capacity
are excluded from Workers' Compensation Law coverage requirements.
A person seeking an exemption must file a CE-200 form with the state.
The form can be completed and submitted directly online to the Workers'
Compensation Board:
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htpp://www.web.state.ny.us/content/ebiz/wc_db_exemptions/requestxemp
tionOverview.jsp
iii. Professional Errors and Omissions Insurance:
$2,000,000 per occurrence/$2,000,000 aggregate for the professional act
of consultant performed under the contract for the District. If written on a
"claims-made" basis, the retroactive date must pre-date the inception of
the contract or agreement. Coverage shall remain in effect for two years
following the completion of work.
iv. Cyber Insurance:
$1,000,000 per occurrence, $1,000,000 aggregate.
v. Excess Insurance:
$2,000,000 each occurrence and aggregate. Excess coverage shall be on a
follow-form basis.
h. Consultant acknowledges that failure to obtain such insurance on behalf of the
District constitutes a material breach of contract. Consultant is to provide the District
with a certificate of insurance, evidencing the above requirements have been met,
prior to commencement of work or use of facilities. The failure of the District to
object to the contents of the certificate or the absence of same shall not be deemed a
waiver of any and all rights held by the District.
i. Consultant further acknowledges that the procurement of such insurance as required
herein is intended to benefit not only the District but also, the District's insurer.
Indemnification: The successful Proposer will defend, indemnify and save harmless the
District, its employees and agents, from and against all claims, damages, losses and
expenses (including without limitations, reasonable attorneys' fees) arising out of, or in
consequences of, any negligent or intentional act or omission of the performance of
successful proposer, its employees or agents' obligations under this Agreement, to the
extent of its or their responsibility for such claims, damages, losses and expenses.
Independent Contractor: The successful Proposer will be retained by the district only
for the purposes and to the extent set forth in this RFP, and its relation to the District shall
be solely that of an independent contractor. As such, the compensation being paid
pursuant to this RFP shall not be subject to withholding taxes or other employment taxes
required with respect to compensation paid by the District to an employee.
The successful proposer shall observe all requirements imposed by any laws upon
corporations. The District shall submit a Form 1099 and IT 2102.1 at year end to the
Federal government, which the Providers will report for income tax purposes. Neither
the successful proposer nor any of its employees, agents or assigns will be eligible for
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any employee benefits whatsoever relative to this RFP including, but not limited to,
Social Security, New York State Workers' Compensation, unemployment insurance,
New York State Retirement System benefits, health or dental insurance, or malpractice
insurance.
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