[HISTORY: Adopted by the Township Committee of the Township of Shamong 9-3-1996 by Ord. No. 1996-7. Amendments noted where applicable.]
[Amended 9-5-2000 by Ord. No. 2000-6]
The Township Administrator shall be designated as purchasing agent as described in N.J.S.A. 40A:11-9, with the powers granted herein.
Any employee or officer of the Township in need of services or goods which shall be in an amount less than 15% of the bid threshold as set forth in N.J.S.A. 40A:11-3 shall first request from the Township Administrator a purchase order. The purchase order shall include a vendor, a description of the goods or services and an estimated amount to be encumbered within the appropriate budget account. The purchase order shall be in conformance with any applicable state law pertaining to the purchasing of goods and services within Title 40A or any other state statute applicable. After the purchase order is approved by the Township Administrator or his designee, the goods or services can be ordered.
The purchasing agent shall have the authority to prepare public advertising for bids and/or quotations and to receive such bids or quotations for the provision of goods and services on behalf of the Township.
For contracts that in the aggregate are less than 25% of the bid threshold as set forth in N.J.S.A. 40A:11-3 but 15% or more of that amount, the purchasing agent, as designated herein, shall solicit at least two competitive quotations, if practicable, prior to awarding the contract. The purchasing agent shall retain a copy of the record of quotation solicitations and shall include a copy of the record with the voucher used to pay the vendor.
Whenever two or more responses to a request of the purchasing agent offer equal prices and are the lowest responsible proposals, the purchasing agent may award the contract to the vendor whose response, in his discretion, is the most advantageous, price and other factors considered. In such a case, the purchase order documentation shall explain why the vendor selected is the most advantageous.
All contracts for goods or services in an amount in excess of 25% of the bid threshold amount as set forth in N.J.S.A. 40A:11-3, but less than the bid threshold amount, shall be presented to and awarded by the Township Committee in accordance with N.J.S.A. 40A:11-1 et seq.
All contracts exceeding the bid threshold amount and requiring public bidding or fitting within an exception to the bidding requirement as set forth in N.J.S.A. 40A:11-1 et seq. shall also be presented to and awarded by the Township Committee in accordance with the applicable law.
[Amended 11-2-2006 by Ord. No. 2006-10-02]
Any person (vendor) making any claim of or against the Township of Shamong shall present a detailed bill of demand pursuant to N.J.S.A. 40A:5-16 to the Township Clerk, including a signed voucher. Claims must be submitted one week prior to a regular Township Committee meeting where claims are approved for payment.
Claims may be made without requiring a certification of the party claiming payment pursuant to this section in the following instances:
When payment to vendors is required in advance of the delivery of certain materials or services that cannot be obtained from any other source at comparable prices; or
When ordering, billing and payment transactions for goods and services are made through a computerized electronic transaction.
Upon the receipt of any duly verified claim, the Township Clerk/Deputy Township Clerk shall secure the certification of the authorized officer or employee of the Township of Shamong certifying that the goods or services set forth in said bill of demand have been received by the Township.
The Township Clerk/Deputy Township Clerk shall submit all proper bills of demand to the Finance Office at least seven calendar days prior to a regular Township Committee meeting where claims are approved for payment.
The Finance Office shall inspect all vouchers for payment and print checks for all authorized bills and prepare a list of bills for Committee approval, listing the check number, vendor name, and amount of claim.
The Township Committee shall approve the list of bills after one of the members has reviewed and approved each voucher at an official Township meeting and shall sign the list of bills.
The Township Committee shall have the right, by majority vote, to have any claim disapproved. Any claim disapproved by the Committee shall be referred back to the Township Clerk with the reasons for the rejections being stated in the minutes and with any instructions given the claimant by the Township Committee at the time of rejections being also set forth in the minutes.
The Township Clerk shall then certify that a bills list is signed appropriately.
Checks require three signatures. Checks shall be signed by the Mayor or Deputy Mayor, the Township Clerk or Deputy Township Clerk, the Chief Financial Officer or Assistant to Chief Financial Officer.
Approvals for claims shall be made per § 8-6 in advance of the distribution of checks with the following exceptions. The Chief Financial Officer shall pay for the following claims in advance of an official Township meeting: utilities, including telephone, electric and gas; payments due to the State of New Jersey; payments due for any taxes payable by the Township.