[HISTORY: Adopted by the Mayor and Borough Council of the Borough of Gibbsboro 7-15-1980 by Ord. No. 80-7 (Ch. 34 of the 1982 Code). Amendments noted where applicable.]
This chapter shall be known as the "Purchasing Ordinance of the Borough of Gibbsboro."
As used in this chapter, the following terms shall have the meanings indicated:
- The Borough of Gibbsboro.
- PURCHASING AGENT
- The Purchasing Agent of the Borough of Gibbsboro.
- USING AGENCY
- Any department, agency, commission, committee or board in the Borough government using supplies or procuring services as provided for in this chapter.
There is hereby established in the Borough of Gibbsboro the office of the Borough Purchasing Agent. The Borough Clerk is hereby designated as the Borough Purchasing Agent. No employee or official of the Borough of Gibbsboro shall incur any liability on the part of the Borough of Gibbsboro unless it shall have been properly authorized by a purchase order.
The Purchasing Agent shall have general supervision of the purchasing of the Borough of Gibbsboro and shall coordinate all purchasing activities. The Purchasing Agent shall have the powers and duties prescribed by this chapter and shall comply with all state and federal laws regarding purchasing and public contracts.
The Purchasing Agent shall act to procure for the Borough the highest quality in supplies and services at the least expense to the Borough.
The Borough Council shall, by resolution, designate the person or persons who shall prepare and sign requisitions for purchase orders.
Requisitions having an estimated value in excess of $500 shall be approved by majority of the Mayor and Council.
Requisitions shall be completed and signed by the authorized person. Requisitions shall describe the items requested in sufficient detail to make them understandable to the Purchasing Agent and identifiable to the vendor and include a brief reason for the purchase. Requisitions shall include prices, if available; otherwise, estimated prices should be entered. In the event that the amount is in excess of $500, there shall be three prices included with the requisition. Purchase orders will not be issued without prices. Requisitions shall be prepared in duplicate and submitted to the Purchasing Agent. The original will be attached to the office copy of the purchase order. The second copy will be retained by the using agency.
Upon receipt of a requisition, the Purchasing Agent shall check the requisition against the budget appropriation and, if the balance is sufficient, authorize the purchase by signing, dating and issuing the purchase order.
A borough employee may make purchases of $10 or less and be reimbursed by a direct payment voucher upon presentation of a sales receipt and in accordance with the Borough's process for payment of claims. The voucher shall identify and describe the item being purchased.
When a genuine emergency occurs, such as utility breaks and vehicle breakdowns, materials or services may be obtained without a purchase order by authorization of employees designated to sign requisitions. In such cases, a purchase order will be required. The authorized personnel shall submit to the Purchasing Agent on the next working day an appropriate requisition marked "Confirming — Emergency."
Direct payment vouchers shall be issued in cases where it is inappropriate to issue purchase orders. A direct payment voucher will be issued for the purchase of the following services and in other cases at the discretion of the Purchasing Agent:
New Jersey law requires that individual purchases or annual cumulative purchases within particular category of materials or services which exceed the amount specified in N.J.S.A. 40A:11-3 are required to be advertised for public bidding.
A department with a category of purchases which is expected to be above the bid threshold in N.J.S.A. 40A:11-3 will so inform the Purchasing Agent and assist in the preparation of specifications for bid, as necessary. When a contract is awarded, the purchase order or direct payment voucher method of purchase will be followed, as appropriate.
The Purchasing Agent shall have the authority to join with other units of government in cooperative purchase plans as stated in the Revised Statutes of New Jersey when the best interests of the Borough could be served thereby.