[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.
The Purchasing Agent of the Borough of Gibbsboro.
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.
A.Â
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.
B.Â
The Purchasing Agent shall act to procure for the
Borough the highest quality in supplies and services at the least
expense to the Borough.
[Amended 12-8-2021 by Ord. No. 2021-17]
A.Â
The Borough Council shall, by resolution, designate the person or
persons who shall prepare and sign requisitions for purchase orders.
B.Â
Requisitions having an estimated value in excess of $500 shall be
approved by the department head.
C.Â
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 $250, there
shall be three prices or quotes included with the requisition. Purchase
orders will not be issued without prices. In the event three vendors
cannot provide prices or quotes, the vendors' names shall be
submitted with a statement that they could not supply the item or
quote. 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."
[Amended 12-8-2021 by Ord. No. 2021-17]
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:
A.Â
Electric and gas utility bills and services.
B.Â
Telephone, cable, and cell phone bills and services.
C.Â
Gasoline.
D.Â
Legal advertising.
E.Â
Professional services.
F.Â
Payroll transfers.
G.Â
Insurance coverages.
H.Â
Social security.
I.Â
Pension payments including P.E.R.S. and P.F.R.S.
J.Â
Health benefits.
K.Â
Reimbursement for purchases under $10.
A.Â
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.
B.Â
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.