Accounting and Financial Services

City of La Marque

REQUEST FOR PROPOSAL

Proposal Reference Number: RFQ # 25-0004

Project Title: “ACOUNTING AND FINANCIAL SERVICES”

Proposal Closing Date: 10:00 A.M.(CST), Wednesday, December 3, 2025

No Proposals submitted after the above deadline will be accepted.

KEY EVENTS SCHEDULE

PROJECT NAME:	ACCOUNTING AND FINANCIAL SERVICES
ISSUANCE OF RFP	November 12, 2025
DEADLINE FOR QUESTIONS:	2:00 P.M (CST), Wednesday, N o v e m b e r 2 6 , 2 0 2 5 All questions will be answered in the form of an addendum, after the question deadline. All questions related to this RFP are to be directed to the following link: Upload Questions Here
SUBMITTAL DEADLINE:	10:00 A.M (CST), Wednesday, December 3, 2025
SUBMITAL REQUIRENMENT:	Electronic submittals required Upload Submittal Here
CITY OF LA MARQUE COUNCIL AWARD:	A final determination will be made at a future City of La Marque Council meeting. City of La Marque reserves the right to reject any and all request for proposals and waive any and all formalities and conditions.
TERM OF SERVICE/ PROJECT:	A one (1) year Agreement with an option to automatically renew for two (2) additional years in one (1) year increments.

TERMS AND CONDITIONS LM #25-0004

ACCOUNTING AND FINANCIAL SERVICES

1. Specifications and bidding documents may be secured from the City of La Marque website at: www.bids.cityoflamarque.org

2. The City reserves the right to reject any or all bids and to waive informalities in bidding. In case of ambiguity or lack of clearness in stating the prices in any bid, the owner reserves the right to consider the most advantageous thereof, or to reject the bid. The award will be made to the responsible bidder submitting the lowest acceptable bid.

3. It shall be a breach of ethics to offer, give or agree to give any employee or former employee of the City of La Marque, or for any employee or former employee of the City of La Marque to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore pending before the City of La Marque.

4. It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor for any contract for The City of La Marque, or any person associated therewith, as an inducement for the award of a subcontract or order.

5. Before submitting a bid, each bidder must (a) examine the contract document thoroughly,

(b) visit the site to familiarize himself with local conditions that may in any manner affect cost, progress or performance of the work (c) familiarize himself with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work and (d) study and carefully correlate bidder’s observations with this bid packet.

6. The submission of a bid will constitute an incontrovertible representation by the bidder that he has complied with every requirement scope and detail to indicate and convey understanding of all terms and conditions for performance of the work.

7. Bids will be rejected if:

A. It is received after the advertised closing date and time for receipt of bids.

B. It is submitted on a bid proposal form other than that provided by the city; is not completely filled in, is incomplete, conditional, or obscure or that contains any additions not called for in the specifications.

8. PRICE OF MATERIALS AND SALES TAX: This contract is issued by an organization which qualifies for exemption pursuant to the provision of Article 20.04 (f) of the Texas Limited Sales, Excise, and the use tax act. The contractor performing this contract may purchase, rent, or lease all materials, supplies, equipment used or consumed in the performance of

this contract by issuing to his supplier an exemption certificate in lieu of the tax, said exemption certificate complying with the State Comptroller’s Ruling No. 95-0.07. Any such exemption shall be subject to the provisions of the State Comptroller’s Ruling Number 95-

0.09 as amended to be effective October 2, 1968. discretionary

9. The City reserves the right to revise or amend the specifications prior to the date set for opening bids. Such revisions or amendments, if any, will be announced by addenda or addendum to these specifications. Copies of such addenda so issued will be furnished to all prospective bidders.

10. Unit price should reflect all charges, i.e., bid unit price, quantity specified, and the total charges. In case of errors in the extension, the unit price will govern the bid.

11. No payment will be made to the contractor until all material is approved and accepted to the satisfaction of the city, payment on the invoice will then be net 30 days.

12. Bids cannot be altered or amended after the opening time. Any alterations made before opening time must be initialed by the bidder or his authorized agent. No bid may be withdrawn after opening without approval and based on a written acceptable explanation.

13. A catalog, brand name or manufacturers referenced used in the bid invitation is DESCRIPTIVE NOT RESTRICTIVE, it is to indicate type and quality desired. Bids on brand of like nature will be considered. If bidding on other than referenced specifications, bidder must show manufacture, brand or trade name, lot number, etc., of the article offered.

14. CONTRACT TERM: This contract will be for a period of up to six (6) months beginning December 9, 2025. After the initial term, the agreement may be renewed on a monthly basis and may be negotiated for an additional term with the mutual consent of both parties, 30 days prior to the expiration of the initial agreement. The Contractor must supply the City with all dates and information supporting all price changes to the City Council for approval. Either party may terminate agreement within 30 days’ notice in writing to the other party.

15. The vendor hereby assigns to purchaser any and all claims for over-charges associated with this contract which arise under the Antitrust Laws of the United States, 15 U.S.C.A., ¶ 1, ET. Seq. (1973).

16. The City of La Marque reserves the right to award all sections to a single bidder or separate bidders.

17. Bids received after the closing time will be returned unopened.

18. All shipping and delivery charges to be paid by supplier. FOB City of La Marque, 1111 Bayou Rd, La Marque, Texas 77568, or another designated site.

19. It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor for any contract for the City of La Marque, or any person associated therewith, as an inducement for the award of a subcontract or order.

20. The responder shall not accept or offer gifts or anything of value nor enter into any business arrangement with any employee, official, or agent of the City of La Marque.

PRICE REVISION CLAUSE:

Whenever possible, the City desires firm prices for the full contract period. It is recognized by the City that qualified bidders may be unwilling to guarantee each category of unit prices during the entire period of this contract because of price changes from the bidder’s source of supply.

In such instances, an asterisk (*) must be placed by the item or items which the bidder is unwilling to guarantee the price for the full contract period, and the partial period of the contract price should be noted on a separate sheet. Such items will be subject to price changes due to increases or decreases in cost from the bidder source of supply during the term of the contract.

INCREASES: Permissible price revisions in any event shall not exceed the actual unit cost or percentage cost revisions from the bidder’s source of supply. It will ordinarily be the policy of the City to accept prices increases which have been noted in the bid proposal when the amount of such increase is reasonable and does not exceed the limit set out in the preceding sentence. However, the city reserves the right to obtain a different source of items which have been increased in price.

DECREASES: If a vendor does take advantage of this “price revision clause”, the City will expect any decreases in cost from the bidder’s source of supply during the term of the contract to lower the City’s price for such item or items.

NOTE: The City must have thirty (30) days written notice prior to any increase or decrease in existing prices.

A bid will not be considered where there is not price information offered, nor can bids be considered where prices in effect at the time of shipment are offered.

General Scope of Services

Scope of Services LM # 25-0004

ACCOUNTING AND FINANCIAL SERVICES

It is the intent of the Agency to solicit Qualification Statements from Respondents that have expertise in the provision of professional financial services, focused on reconciliation, as described below. Respondents must demonstrate that they will have the capabilities to perform these services. The Successful Respondent(s) will provide the Agency with professional financial services in connection with, but not necessarily limited to, the scope described below.

Description of Services

Consultant shall perform all reconciliations for all funds, grants, accounts payable, and banks in accordance with the terms of this Contract and the Proposals. This includes the following periods and specifics: Reconciling the FY24 audit to the accounting system and creating the necessary adjusting entries to establish an audited base for all reconciliations for FY25, Reconciling all funds, grants, accounts payable and banks for FY25 in OpenGov (experience with OpenGov new reconciliations product is a plus) and creating the necessary adjusting journal entries to close out each month, Reconciling the end of the FY to ensure that all payments and revenues are in the correct FY and creating the necessary journal entries to close out the year.

The scopes of the Services shall not be materially different from or more or less extensive, than the Services set forth in this Contract and the Proposals other than as set forth herein unless such modifications are reduced to and signed by authorized representative of the Agency and Consultant. Any modifications, which would result in increasing the compensation owed by the Agency to Consultant for performance of the Services, shall require the prior authorization of the Agency’s Board of Commissioners, and shall in all cases be conditioned upon the availability of funds.

In performing the Services under this Contract, the Consultant shall operate as and have the status of an independent contractor and shall not act as an agent or employee of the Agency. As an independent contractor the Consultant shall be solely responsible for determining the means and methods of performing the Services.

Consultant shall perform the Services with a degree of skill and care that is required by customarily accepted competent professional practice to assure that all work is correct and appropriate for the purposes intended hereunder.

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.

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. . Name, address, and telephone number of the Respondent submitting a qualification Statement pursuant to this RFQ, and the name of the key contact person.

3. The number of years Respondent has been in business under the present name.

4. The number of years Respondent has been under the current management.

5. Any judgments within the last three (3) years in which Respondent has been adjudicated liable for professional malpractice. If any, please explain.

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

7. Confirmation of appropriate federal and state licenses to perform activities, to include copies of appropriate license(s) for the lead staff(s) proposed for the work.

8. Completed certificates, forms and other paperwork as set forth in this RFQ.

Professional Information Requirements

1) 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 this RFQ:

a) Description of Respondent’s education, experience, qualifications, number of years

with the firm and a description of their experience with redevelopment projects;

b) Explanation of how experience relates to the services described in Section 2; and

c) Name, address and contact information of at least four (4) references who have knowledge of such services.

2) Brief description of Respondent’s relevant clients, including municipal government

clients, during the last three (3) years. Contact information for the recipients of the

similar services must be provided. The Agency may obtain references from any of the parties listed.

3) Resumes of key employees, including those individuals who are expected to perform the tasks described in the scope of services described herein.

4) A narrative statement of the Respondent’s understanding of the Agency’s needs and goals.

5) List all immediate relatives of Principal(s) of Respondent who are Agency and/or City employees or elected officials of the Agency. For purposes of the above, “immediate relative” means a spouse, parent, stepparent, sibling, child, stepchild, direct line aunt or uncle, grandparent, grandchild, and in laws or anyone living in Respondent’s household.

6) A billing rate sheet identifying cost details including, but not limited to, the hourly rates of each of the individuals who will be performing services, expenses, unit pricing for laboratory analysis, and subcontractors.

Indemnification and Insurance Requirements

Consultant shall procure, purchase and maintain the following insurance during the term hereof. The insurance policies described herein shall be kept in force until submission of final invoices by the Consultant for all Services required hereunder.

A. Comprehensive General Liability Coverage. Consultant shall, at its own cost and expense, obtain and keep in full force during the term of the Contract a policy of general liability insurance insuring against any and all liability arising out of, occasioned by or resulting from any accident or otherwise, for injuries to any person or persons, with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, and for loss or damage to the property of any person with limits of not less than Two Million Dollars ($2,000,000.00) in the general aggregate. Same shall cover without limit claims and damages of bodily injury, including personal injury, sickness or disease, or death of employees or any other person; and from claims for damages because of injury to or destruction of tangible property, including loss of use resulting therefrom.

B. . Professional Liability Insurance. Consultant shall, at its own cost and expense, obtain and keep in full force during the term of the Contract a policy of professional liability insurance with limits of not less than One Million Dollars ($1,000,000.00) per claim, and Two Million Dollars ($2,000,000.00) in the aggregate.

C. Workers’ Compensation Insurance. Consultant shall, at its own cost and expense, obtain and keep in force during the term of the Contract, workers’ compensation insurance at amounts equal to the greater of either (a) those amounts required statutorily in the State of New Jersey; or (b) Employer’s Liability Insurance, Part II, Schedule B, securing a minimum compensation for the benefit of the employees of Consultant with limits of not less than:

a. $500,000.00 per accident for bodily injury by accident;

b. $500,000.00 policy limit for bodily injury by disease; and

c. $500,000.00 per employee for bodily injury by disease.

The Agency does not recognize Consultant as its employee and will not be responsible for any workers’ compensation claims files against Consultant. Consultant shall have no status relative to the Agency other than that of independent contractor.

D. Automobile Liability Coverage. Consultant shall, at its own cost and expense, obtain and keep in full force during the term of the Contract automobile liability coverage of not less than Three Hundred Thousand Dollars ($300,000.00) combined single limit for bodily and property damage liability.

The following riders shall be made a part of the policies described above:

• All certificates shall name the Agency and the City of Jersey City as additional insureds, with the exception of the workers’ compensation/employer’s liability and professional liability policies, and shall list the location(s) and address(es) where the Services will be performed.

• The presence of employees of the Agency on the site where the Services will be performed shall not invalidate the policy of insurance.

• The policies shall not be canceled, terminated, non-renewed, or the limits thereof reduced by endorsement, by Consultant or any insurance company unless thirty (30) days’ prior written notice is sent by certified mail to Consultant and to the Agency.

Before commencing work hereunder, Consultant shall furnish the Agency with all certificates of such insurance as required by this Contract.

Consultant agrees to procure, purchase and maintain insurance of the kinds and in the amounts herein set forth with insurance companies authorized to do business in the State of Texas, and rated A or better in Best’s Key Rating Guide for Property and Casualty covering all operations under this Contract.

SIGNATURE PAGE

LM #25-0004

ACCOUNTING AND FINANCIAL SERVICES

BY SIGNATURE HEREON AFFIXED, the bidder certifies neither the bidder nor the firm, corporation, partnership, or institution represented by the bidder or anyone acting for such firm, corporation, or the institution has violated the Antitrust Laws and Commerce Code, or the Federal Antitrust, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such line of business.

Total Amount of Bid: $ (Quantity – 1 each)

Company Name

Signature:

Printed Name & Title:

Address:

City, State and Zip:

Phone:

E-Mail:

Date:

Acknowledgement of any and all addendums received: Addendum #1

Addendum #2