Township of Morris, NJ
Morris County
By using eCode360 you agree to be legally bound by the Terms of Use. If you do not agree to the Terms of Use, please do not use eCode360.
Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee of the Township of Morris as indicated in article histories. Amendments noted where applicable.]
[Adopted 12-29-1971 by Ord. No. 41-71 (Ch. 5 of the 1969 Code)]
[Amended 2-13-1974 by Ord. No. 9-74]
The purpose of this article is to establish a procedure to be followed by all officials and authorized employees of the Township of Morris for the purchasing of goods and services and for the approval and payment of claims in accordance with N.J.S.A. 40A:5-1 et seq. To the extent practicable, this procedure intends that the Purchasing Agent shall originate purchase orders, department heads shall certify to the receipt of goods and services, and the Treasurer shall audit claims and render payment, thus providing a system of internal control through the separation of responsibilities.
For the purpose of this article, the terms used herein are defined as follows:
A purchase order for goods or services to be delivered or provided at periodic intervals in cases where more favorable terms can be obtained by entering into such an arrangement with a given customer or vendor.
Invoices, bills or vouchers submitted by vendors or other persons seeking payment for materials supplied or services rendered to the Township of Morris.
A purchase order originated subsequent to the selection or delivery of goods and services in cases where a purchase order in advance could not be obtained due to emergent need or where personal selection is required.
An employee of the Township of Morris designated by the Township Committee by resolution as being in charge of a department.
A subcommittee of the Township Committee, duly appointed by the Township Committee for financial matters.[1]
A document authorizing a vendor or other person to furnish goods or services to the Township of Morris and setting forth details as to quantity, type, condition, price and terms of sale, etc.
An employee designated by the Township Committee to determine the most economical sources of supply, the most favorable prices and the most economical ordering quantities, to issue purchase orders, and to discharge such other duties as are normally assigned to a purchasing agent.
A written record usually submitted by a vendor or transportation company itemizing materials or services furnished to the Township of Morris, which, when signed and dated by a duly authorized employee of the Township, constitutes evidence of the receipt of goods or services.
A duly appointed subcommittee of the Township Committee, appointed by the Township Committee for matters assigned to that subcommittee.
The duly elected or appointed members of the Township Committee.
The duly elected or appointed Treasurer of the Township of Morris.
Editor's Note: The original definition of "Financial Administrator," which immediately followed this definition, was repealed 2-13-1974 by Ord. No. 9-74.
There is hereby established a system of purchase orders. Purchase orders shall be on forms determined and approved by the Township Treasurer and shall be in quintuplicate. A purchase order must state the department and line item of the budget to be charged. The original copy shall be forwarded by the originator to the Treasurer. The second copy shall be retained by the Purchasing Agent for his records for the period required by statute, and the third copy shall be forwarded to the proper department head. The fourth copy shall be returned by the vendor with the Township voucher, and the fifth copy shall be retained by the vendor for his records.
[Amended 2-13-1974 by Ord. No. 9-74]
Insofar as possible, it is intended that all orders for the purchase of material, equipment or supplies or for the furnishing of labor or services, other than professional, shall be placed only after a properly prepared written purchase order has been originated by the Purchasing Agent; provided, however, that for purchases of less than $10 a purchase order is not required. In addition, where purchases of materials or services do not lend to the giving of specific orders prior to delivery or where, due to the need of obtaining the items or services quickly, it is not possible to issue the purchase order in the normal manner, such purchases will be exempt from the requirements for written purchase orders in advance. In such instances, confirming purchase orders will be prepared subsequent to delivery. Copies of confirming purchase orders are to be routed in the same manner as regular purchase orders.
No purchase order will or shall be issued unless the department head or person making the purchase shall verify that the purchase is proper, has been authorized, and the funds are available, unexpended, in the budget, for such purpose, and the amount to be paid is fair and reasonable.
It shall be the responsibility of the Purchasing Agent to determine the most economical sources of materials and services requested by the various departments of the Township of Morris. The Purchasing Agent shall maintain the necessary files and catalogs of supplies and services normally required and shall maintain a list of qualified vendors. He will be familiar with all laws concerning the purchasing of materials and services and bidding procedures involved and shall assist the department heads in the economical selection of supplies and services and will prepare purchase orders for such purposes wherever possible.
Purchase orders shall be numbered consecutively and a log maintained by the Purchasing Agent of purchase orders issued. If a purchase order is to be prepared by an office or department other than the Purchasing Agent, such office or department shall obtain the purchase order number from the Purchasing Agent.
It shall be the responsibility of the department head to advise the Purchasing Agent of any materials or services required in sufficient time for the Purchasing Agent to be able to place orders in the most economical and reasonable manner. The purchase of goods and services involving amounts of less than $10 normally need not be referred to the Purchasing Agent and normally does not require a purchase order. Repetitive purchases of the same item at frequent intervals, even though involving less than $10 per order, should be covered by a blanket purchase order.
When materials or services have been received, the department head shall forward the receiving report to the Treasurer, along with a voucher, the fourth copy of the purchase order and a bill or invoice from the supplier, if provided, and shall indicate by signature and date that the materials or services have been received in a satisfactory condition or manner. If goods or services received are not satisfactory, the department head shall so advise the supplier or transportation company and attempt to obtain replacement or satisfaction. The department head shall also note the receiving report accordingly.
[Amended 2-13-1974 by Ord. No. 9-74]
All vouchers to be paid in any given month must be in the office of the Treasurer by 12:00 noon of the first day of the month unless the same is a holiday or the office is closed, in which case by 12:00 noon of the following day that the office is open.
[Amended 2-13-1974 by Ord. No. 9-74]
[Amended 2-13-1974 by Ord. No. 9-74]
The Treasurer shall maintain a file of purchase orders and, upon receipt of claims from vendors and associated receiving reports duly certified by an authorized employee of the Township, shall determine whether the claims are correct by verifying totals, checking extensions, computing discounts allowed, deleting sales tax and verifying receipt of goods or services. Each correct claim, along with a properly certified voucher from the vendor, the original copy of the purchase order, the receiving report and other supporting documents, should be signed by the Treasurer and processed for payment. Any voucher not supported by all of the above shall not be processed by the Treasurer for payment.[1]
Editor's Note: Original § 5-7, Treasurer; responsibilities, of the 1969 Code, which immediately followed this section, was repealed 2-13-1974 by Ord. No. 9-74.
The resolution of the Township Committee approving payment of vouchers listed on the monthly list submitted by the Treasurer shall be submitted to the Mayor and the Township Clerk, for their signatures, and shall show the recorded vote thereon. In the event any voucher is disapproved by the Township Committee, it shall be marked "disapproved," and the proper totals on the list of vouchers and the resolution shall be changed accordingly.
[Adopted 11-12-1986 by Ord. No. 30-86 (Ch. 6A, Art. I, of the 1969 Code)]
This article shall be known and may be cited as the "Cooperative Pricing Ordinance of the Township of Morris."
Pursuant to the provisions of N.J.S.A. 40A:11-10(a)(1), the governing body is hereby authorized to enter into a cooperative pricing agreement with the lead agency of any other contracting unit within the State of New Jersey for the purchase of work, materials and supplies.
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
The lead agency entering into contracts on behalf of the Township of Morris shall be responsible for complying with the provisions of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and all other provisions of the revised statutes of the State of New Jersey.