[Amended 5-7-2009 by Ord. No. 13-09]
A. Unless
otherwise authorized by resolution of the Mayor and Council, no purchase
shall be made without first submitting a requisition therefor as set
forth herein.
B. A
department head shall advise the Qualified Purchasing Agent (hereinafter
referred to as the "QPA"), or his/her designee, of a purchase request.
The QPA shall, upon request, assist the department head and/or the
Borough Administrator to obtain one or more quotations from vendors
providing such goods and services as required pursuant to N.J.S.A.
40A:11-6.1.
C. After
obtaining such quotation(s), the department head shall prepare, sign
and date a requisition, on a form provided by the QPA, setting forth
the goods or services requested to be purchased, the price thereof
and the name and address of the vendor whose quotation is most advantageous
to the Borough, price and other factors considered, and shall submit
such requisition to the QPA.
D. The
QPA shall forward the requisition to the Borough Administrator for
his/her approval and signature and determination whether adequate
provision for such purchase has been provided for in the budget prior
to the preparation of a purchase order therefor.
[Amended 5-7-2009 by Ord. No. 13-09]
A. After compliance with the requirements of §
9-1 above, the Chief Financial Officer (hereinafter CFO), or his/her designee, shall prepare a purchase order to authorize the purchase of the goods and services specified thereon, from the vendor specified and at the price and terms contained therein.
B. The
CFO shall return the completed purchase order, requisition and quotation
to the department head. The department head shall review same and,
if he/she approves same, shall sign and date the purchase order and
shall return same to the CFO.
C. The
CFO shall forward the purchase order to the Borough Administrator
for his/her approval, date and signature and, if he/she approves same,
shall return the purchase order to the QPA for review.
D. The
QPA shall forward same to the CFO, who, after certifying the availability
of adequate funds therefor, shall sign and date same.
E. Upon
the approval of the department head, the Borough Administrator and
the CFO, the CFO shall forward the vendor's copy and voucher
portion of the purchase order to the vendor as authorization to proceed
with the purchase of the goods or services specified thereon at the
price and upon the terms contained therein.
[Amended 5-7-2009 by Ord. No. 13-09]
A. Upon
furnishing the goods or services, the vendor shall sign and date the
voucher and return same with an invoice attached thereto to the CFO.
B. The
CFO shall forward the voucher to the department head to verify the
satisfactory receipt of the goods or services, and, if the department
head so verifies, he/she shall sign and date same and return same
to the CFO.
C. The
CFO shall thereafter forward the voucher signed by the department
head to the Borough Administrator for his/her approval, date and signature.
D. The
CFO shall verify that all the documentation is in order and shall
sign and date the purchase order.
[Amended 5-7-2009 by Ord. No. 13-09]
A. After
approval of the purchase order by the department head, the Borough
Administrator and the CFO, the CFO shall prepare and include the amount
of the voucher on a bill list. The bill list shall be presented to
the Borough Clerk for submission to the Mayor and Council.
B. The
Mayor and Council shall review the bill list and, if acceptable, shall
approve same by resolution. If the Mayor and Council shall reject
any claim, it shall state the reason for such rejection and shall
refer back the rejected claims to the Borough Clerk with such instructions
as the Council may give at the time of disapproval.
C. Upon
approval of the bill list by the Mayor and Council, the Mayor shall
sign the approved bill list and submit the approved bill list to the
Borough Clerk. The Borough Clerk shall forward same to the CFO for
processing.
D. The
Borough Clerk shall record in the official minutes all claims approved,
disapproved or rejected.
E. Copies
of all contracts entered into by or on behalf of the Borough of Maywood
shall be placed on file in the Office of the Borough Clerk, together
with certificates of availability of funds and resolutions of award.
[Amended 5-7-2009 by Ord. No. 13-09]
A. Upon
receipt of the approved bill list, the CFO shall prepare checks for
the approved bills and shall submit said checks to the Treasurer,
Borough Clerk and Mayor for their respective signatures. In the event
of the absence of any of the above-named officials, those duly authorized
by law to act in their absence shall sign the necessary checks.
B. Upon
obtaining the required signatures on the checks, the CFO shall forward
payment to the vendor.
C. A
record of all approved claims and checks issued shall be recorded
in the proper books of account of the Borough.
[Amended 5-7-2009 by Ord. No. 13-09]
A. No
purchase order shall be issued with respect to any purchase of any
goods or services required to be bid without the Mayor and Council
first authorizing the receipt of public bids and public advertisement
therefor as required by law.
B. Following
the receipt of bids, the Mayor and Council shall either award said
purchase or reject all bids.
C. A
purchase order shall be issued upon the award of a bid in accordance
with the terms of the bid award.
[Amended 5-7-2009 by Ord. No. 13-09]
A. Notwithstanding
whether a particular purchase is above the bid threshold, the Mayor
and Council hereby determine that any purchase or payment in excess
of the sum of $7,500 shall require the prior approval of the Mayor
and Council unless such purchases or payments are recurring and have
been previously approved or authorized by resolution of the Mayor
and Council (e.g., routine monthly utility bills, payroll, payroll
taxes, county taxes, school taxes, pension contributions, Bergen County
Utility payments, JIF payments, HIF payments, solid waste collection
and disposal costs, fuel purchases, interlocal payments, debt service,
recycling, LOSAP, etc.).
B. No purchase order shall be issued for any purchase in excess of the sum set forth in Subsection
A above without the approval of the Mayor and Council.
C. Emergency
purchases and contracts, negotiated or awarded in accordance with
the provisions of N.J.S.A. 40A:11-6, shall require prior notification
to the Mayor or, in his/her absence, the Council President. If the
Mayor, or the Council President in the absence of the Mayor, shall
be satisfied that an emergency exists, that person shall be authorized
to award a contract or purchase for such purposes as may be necessary
to respond to the emergent needs. Such notification shall be reduced
to writing and filed with the QPA, CFO and Borough Administrator as
soon as practicable and shall be reported to the entire Mayor and
Council at or before the next regularly scheduled or special meeting.
In the case of payrolls, the appropriate department
heads or such officers or employees as may be designated by resolution
of the Council shall prepare the necessary payrolls, payments or deductions
for all employees, which payrolls, payments or deductions shall be
duly certified by the person authorized to certify that the services,
payments and deductions have been rendered or are required and the
amount specified as due and owing to the employee or employees, and
subsequently thereafter presented to the Council for ratification
and approval.
The Council shall, by resolution, prescribe
the manner in which payroll checks shall be drawn, who shall sign
the same and the dates on which payment shall be made.
In the case of reimbursement for actual and
necessary travel expenses incurred by Borough officials or employees
where authorized to travel by the Borough, itemized claims supported
by receipts, where available, shall be presented in order to obtain
the reimbursement for such expenses.