Preparation and adoption of the annual budget
shall be accomplished in accordance with Article IX, Sections 901
through 910, of the Home Rule Charter.
[Amended 6-19-2018 by Ord. No. 2018-5]
General provisions. The Borough Manager and
the Treasurer shall establish and administer a purchasing system which
shall provide the regulations, policies and procedures covering the
acquisition of goods and services by the Borough, subject to the provisions
of this Administrative Code.
A. Competitive bidding shall be required for all contracts
for the purchase of labor, materials, and supplies in excess of the
base amounts specified and calculated, from time to time, pursuant
to § 1402 (a) of the Borough Code, 8 Pa.C.S.A. § 1402(a),
unless such contract is excluded by Home Rule Charter Section 905,
or purchased through the state cooperative purchasing system or other
joint purchasing system.
B. Written quotes whenever possible or telephonic price
quotations from at least three qualified and responsible contractors
shall be requested for all contracts that exceed the base amount specified
and calculated from time to time, pursuant to § 1402( a.1) of
the Borough Code, 8 Pa.C.S.A. § 1402(a.1), but are less than
the amount requiring advertisement or competitive bidding, or, in
lieu of price quotations, a memorandum shall be kept on file showing
that fewer than three qualified contractors are known in the market
area within which it is practicable to obtain quotations. A written
record of telephone price quotations shall be made and contain at
least the date of quotation, the name of the contractor and the contractor's
representative, a description of the work or product which was the
subject of the quotation and the price. Written price quotations and
records of telephone quotations shall be retained for three years.
Purchases and contracts not subject to competitive bidding under the
Home Rule Charter and this Administrative Code shall not require quotations;
however, where possible, they are preferred.
[Amended 6-16-2020 by Ord. No. 2020-3]
The Borough Manager shall have the authority
to dispose of unneeded, obsolete or surplus equipment or supplies
with a sale value of less than $ 1,000 in the manner most beneficial
to the Borough. Sale of equipment with a sale value of more than $
1,000 shall be sold with the approval of the Borough Council through
the competitive bidding process, except that competitive bidding shall
not be required for the sale of equipment, supplies or other services
to other political subdivisions.
In accordance with Section 908 of the Home Rule
Charter, the Borough Council shall appoint, for the purpose of an
independent annual audit of all Borough revenues, expenditures and
accounts, a certified public accountant or a certified public accountant
firm for each fiscal year. The independent auditor may be selected
by the Borough Council to provide auditing services for up to a three-year
contract; however, in every instance, the Borough Council will have
selected an auditing firm on or before February 15 of the fiscal year.
The Borough of Malvern will utilize the Uniform
Chart of Accounts as published by the Pennsylvania Department of Community
and Economic Development unless or until modified or replaced by an
ordinance duly adopted by the Borough Council.
The following officers, agents and employees
of the Borough shall execute and file with the Borough corporate surety
bonds conditioned for the honest and faithful performance of their
duties in the sums fixed below. Premium for the surety and fidelity
bonds will be paid by the Borough.
A. The Borough Treasurer and/or his/her primary agent
responsible for the collection, receipt, accounting for and depositing
into the Borough treasury of all taxes, fees, assessments or charges
that are levied or established by the Borough: a bond in the amount
of $50,000.
[Amended 6-16-2020 by Ord. No. 2020-3]
B. Borough employees whose principal duties involve the
collection, receipt, accounting for or handling of Boroughs funds:
a blanket fidelity bond in the amount of $10,000.
[Amended 6-16-2020 by Ord. No. 2020-3]
C. Other Borough employees: as determined by the Borough
Council or the Borough Manager.