Introduction
The City of Union City (“City”) is requesting qualifications and proposals in response to this Request for Proposals (“RFP”) for the provision of fixed asset inventory appraisal and management system services (“Services”) to the City as directed by the Board of Commissioners or other appropriate official within the City for a one (1) year contract period. The City reserves the right to extend the contract for up to an additional four (4) one (1) year periods at the discretion of the City upon the same terms and conditions, and in accordance with applicable law. The City seeks Proposals in accordance with the Competitive Contract Procedures (N.J.S.A. 40A:11-4.1 et seq.).

Required Services/Credentials:
The successful proposer (also referred to as “consultant”) will engage in/be responsible for, but not be limited to, the following activities:
1. Consultant will implement, in cooperation with personnel of the City of Union City, a comprehensive fixed asset management system which will provide verified record of all fixed assets.
2. Consultant will provide an inventory, costing, valuation, and the preparation of property accounting records covering land, buildings, improvements, machinery and equipment.
3. Infrastructure fixed assets (roads, bridges, curbs and gutters, streets and sidewalks, easements, drainage systems, street signs, street lighting systems, parking meters, traffic signal systems), will be included in the inventory.
4. The Capitalization threshold will be $5,000 with group control. All business and EDP equipment vendor are to be inventoried for insurance and inventory/control purposes. The vendor will need to submit two reports as follows:

a. Historical cost of all assets $5,000 or greater
b. Replacement cost report of all tagged assets

5. The consultant will be responsible for computerizing this information on the consultant’s computer and will provide report processing services as required by the City. Consultant must have the ability to run each at various dollar levels. A preliminary listing of the types of reports that will be required are as follows:

a. Detailed and summary report of fixed assets locations by building, indicating the value of each building located there and a separate value for the property located within the building. These numbers should reflect historical cost plus full replacement insurance value and depreciated values.
b. A summary of licensed motor vehicles, describing them by year, manufacturer, vehicle identification number or serial number, and indicating the cost new and at market value today. The value should include any special equipment such as two-way radios and any permanently attached equipment therein.
c. Fixed assets purchased with grant funds or other third party funds.
6. The consultant will be responsible for training City personnel to report property transactions and for future updating.
7. The consultant will be responsible for developing a property manual that will set forth the City’s policies and procedures.
8. The consultant will be responsible for providing a system to facilitate yearly updating/perpetuation.
9. The consultant will interface with independent auditors of City to assure the acceptance of the final work product.
10. Tagging

a. The consultant will be responsible for tagging all assets. In addition, all buildings, rooms, departments and group controlled assets must be identified (by utilizing bar code or comparable technology).
b. Placement of tags must be applied in a consistent location, with procedures formalized with the designated City representative prior to beginning field work. Tags must clearly state “Property of the City of Union City.”
c. The end result of the tagging program must allow the consultant or user to perform a re-inventory utilizing a combination scanner/data terminal to scan labels to identify room, building or department changes.
d. Tags must not be easily removable.

11. EDP master file should include, at a minimum, the following information for assets included:
a. Property/Location
b. Building
c. Floor
d. Room
e. Department
f. Classification
g. Quantity
h. Tag Number
i. Description
j. Manufacturer (when available)
k. Model (when available)
l. Serial Number (when available)
m. Life
n. Cost
o. Current depreciation expense
p. Total accumulated depreciation
q. Replacement Cost
r. State Function Code

12. Reporting formats must facilitate preparation of financial statements that comply with appropriate reporting requirements. Proposers should set forth in their proposals how the above services are to be accomplished and how the fees for those services will be paid. Proposers should also set forth what they will require from the City in order to provide the services.

Professional Information and Qualifications
Copies of these standardized submission requirements and selection criteria are on file and available from the Office of the City Clerk. Each interested candidate shall submit the following information within the time permitted by law:

1. Name of firm, business organization, shareholders and directors with more than a ten per cent interest in the organization;
2. Any licenses, authorizations, and/or certifications held by the Proposer or employees of the Proposer (provide copies of all documents);
3. Address of principal place of business and all other offices and corresponding telephone and fax numbers for all individuals assigned to perform the services;
4. Description of the Proposer’s qualifications, number of years in business and a description of their relevant experience pertaining to operations of departments of public works. This includes a similar description for all key personnel. Demonstrate ability to comply with requirements in “Required Services” section of this RFP;
5. Experience in providing similar services for municipalities in New Jersey;
6. At least three (3) references, two (2) of which must have knowledge of your service to public entities;
7. The organization’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
8. Detailed cost proposal. Provide cost details, including rates and fees, broken down into specific services to be provided (if applicable), a flat fee or fee schedule, the names of each of the individuals who will perform the services and all expenses and costs for which the City will be responsible. Also advise as to what facilities, materials and equipment the City will be responsible for providing (if any);
9. Any other information which the interested organization deems relevant;
10. Statement concerning Ethics Complaint (copy attached);
11. Statement of Ownership Disclosure (c.52:25-24.2) (copy attached);
12. Non-Collusion Affidavit (copy attached);
13. Proof of business registration with the New Jersey Division of Taxation (P.L. 2004 c. 57) (prior to award of contract);
14. If required by the City, provide criminal background check for all persons who will be assigned to provide services under this contract to the City after the contract is awarded and the contract is contingent upon receipt by the City of satisfactory background checks;
15. Disclosure of Investment Activities in Iran form (prior to award of contract. Form attached); and
16. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus form (prior to the award of contract. Form attached).

Evaluation of Proposals/Selection Criteria:
It should be understood by each company submitting a proposal that the City must select a proposal that not only meets and conforms to the scope of work included in the RFP, but also offers clear and reasonable assurances of successfully meeting the City’s needs. The criteria that will be considered in  evaluating proposals are the criteria detailed in the table below. They are weighted based on importance to the City. The points awarded range from 0 to 5, with 5 being the highest score and 0 the lowest score. After the points are awarded by the evaluator, the weighting factor will be applied and a total score will be calculated, which will then be recommended to the Board of Commissioners for the award of the contract. Each area of the evaluation should be addressed in detail in the company’s proposal. The criteria are as follows:

A contract, if awarded, shall be awarded as permitted by N.J.S.A. 40A:11-4.5. The City reserves the right to waive any informalities in, and/or reject any and all proposals as may be permitted by law. Under no circumstances shall the provisions of a proposal be subject to negotiation by the City.

Submission Requirements
Sealed proposals will be publicly opened by the City Clerk in Union City Hall, 3715 Palisade Avenue, Union City, at 10:00 A.M. on April 29, 2026. Proposals must be received no later than 10:00 A.M. on April 29, 2026 by:
Hilda I. Rosario
City Clerk
City of Union City
3715 Palisade Avenue
Union City, New Jersey 07086

Please submit one original and two (2) copies of the RFP. Use white 8 ½” x 11” paper.

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