[HISTORY: Adopted by the Township Committee
of the Township of Woolwich 2-18-1992 by Ord. No. 92-1. Amendments
noted where applicable.]
All claims against the Township of Woolwich
for payments shall be submitted on a voucher form, to be supplied
by the Chief Financial Officer, or else on a state-approved voucher
form.
All vouchers shall be signed by the claimant
and dated and submitted no later than the third business day of the
calendar week immediately preceding the meeting at which they are
to be considered.
All vouchers shall be submitted to the Chief
Financial Officer at his office during normal business hours.
Prior to review by the Township Committee, the
Chief Financial Officer's certification as to receipt of goods or
services shall have been properly signed and dated.
The Township Committee shall review and approve
or reject each properly signed and submitted voucher on or prior to
the first and third regular meetings.
Approval of vouchers by the Township Committee
shall be evidenced by the signature of a majority of the Township
Committee members present at the meeting on a Bill List, which shall
be presented to the Township Committee at or before the meeting when
the payment is approved. The Bill List shall state the date and number
of the voucher, the name of the claimant, the amount of the claim
and a brief designation of the kind of goods or type of services on
which it is based. Said Bill List shall be made a part of the minutes
of the Township Committee meeting. Committee members, in signing the
Bill List, may note abstentions or disapproval as to particular vouchers.
All payments shall be made by check on a township
account, properly signed as provided by law.
[Added 7-7-2008 by Ord. No. 2008-13]
A contract may be awarded or negotiated without
public advertising for bids, notwithstanding that the contract price
will exceed the bid threshold, when an emergency affecting the public
health, safety or welfare requires the immediate delivery of goods
or the performance of services, provided the award of the contract
is made in the manner established herein.
A.
Procedure for authorizing emergency contracts. The
department head of the department wherein the emergency occurs shall
notify the Township Administrator of the need for the performance
of the contract, the nature of the emergency, the time of its occurrence
and the need for invoking this emergency contract section of the Township
Code. The department head providing the notification of emergency
shall reduce the request to writing and file it with the Administrator
as soon as practicable. The Township Administrator shall advise the
Mayor, or, in the Mayor's absence, the Deputy Mayor, of the department
head's request for an emergency contract. The Mayor, or, in his absence,
the Deputy Mayor, will direct the Township Administrator whether to
proceed with the emergency purchase. The Township Administrator shall
then implement the procedures for undertaking the emergency purchase
and, upon doing so, shall also notify the committee person who is
liaison to the department wherein the emergency occurred of the need
to undertake the emergency purchase. Notification of the committee
person is for information purposes only; the committee person shall
not participate in the procedure for determining whether to authorize
an emergency contract.
B.
Payment to contractor. Upon the furnishing of such
goods and/or services in accordance with the terms of the emergency
contract awarded by the Township Administrator, the contractor furnishing
such goods or services will be entitled to payment therefor upon presentation
of a duly executed voucher for the emergency services or purchases
rendered.
C.
Requirement of emergency circumstances. An actual
or imminent emergency must exist requiring the immediate delivery
of goods or the performance of services in order for the emergency
contract to be awarded in accordance with this section.
D.
Good faith or lack of foreseeability. This emergency
purchase procedure may be utilized only in the event the need for
goods or services could not have been reasonably foreseen or the need
for such goods or services arose notwithstanding a good faith effort
on the part of the governing body to plan for the purchase of any
goods or services required by it.
E.
Duration of contract. The emergency contract shall
be of such limited duration as to meet only the immediate needs of
the emergency. Under no circumstances shall this emergency purchasing
procedure be used to enter into a multiyear contract.
F.
Chain of command in Administrator's absence. In the
event the Township Administrator, due to illness, absence, or other
incapacity, is unavailable when emergency action may become necessary,
then the Superintendent of the Department of Public Works shall be
consulted by the department head regarding the emergency purchase.
The Superintendent of the Department of Public Works shall then comply
with the procedures established in this chapter for emergency purchases
and act in place of the Township Administrator.
G.
Coordination with Chief Financial Officer. The official
awarding the emergency contract in accordance with this section shall
coordinate his actions with the Chief Financial Officer of the Township
so appropriate provision is made for funding the acquisition of emergency
services or purchases.
