No article or service shall be contracted for or purchased by
any department, board, agency or office of the Township of Quinton
except in accordance with the procedures set forth herein. The Township
of Quinton will not be bound by any purchase or contract made contrary
to this policy, and any employee or representative of the Township
of Quinton who violates the policy may face disciplinary action, as
well as personal liability for any costs or obligations improperly
incurred.
The initial step in the purchasing cycle is the preparation
of a purchase requisition/voucher. The Department Head should only
requisition budgeted items. Nonbudgeted items or services shall require
the prior approval of the Clerk, Finance Officer or appropriate Committeeperson.
Such purchases, if of an emergent nature, will be processed using
the emergency procedures. Adjustment to the department's budgeted items should be
considered when purchasing previously nonbudgeted items.
A. The purchase order form will also serve as the purchase requisition.
The request for purchase must be approved and signed by the Department
Head. The requisition should be submitted well in advance of the time
the goods, materials or services are needed to allow sufficient time
for review or for preparation of specifications, for advertisements
for bids, or for the solicitation of informal quotations as indicated
in this chapter.
B. The request for purchase shall be forwarded to the Clerk or Finance
Officer. If the requisition is not properly completed, it will be
returned to the originating Department Head for correction, additional
information, or clarification. The Clerk or Finance Officer will also
review a unit's requisition, making necessary consolidations and standardizations
with the requests of other units. Requesting units should be advised
and consulted when standardizations are made. Based on the total and
aggregate dollar amount of the purchase requests, written specifications
and sealed bids, or informal solicited quotations, may be required.
State-approved contract vendors or cooperative pricing systems vendors,
pursuant to N.J.S.A. 40A:11-11(5), may also be used to fulfill the
contracting unit's needs. Before any formal commitment is made to
a vendor, and prior to completion of the purchase order, the availability
of funds must be determined pursuant to N.J.A.C. 5.30-14.5.
C. If the purchase order cannot be approved, the Finance Officer will
provide an oral or written explanation to the Department Head.
Quote comparison sheets will be prepared for items more than
$3,150 but under the bid limit. More than one vendor is to be solicited
for prices of the items. Data pertinent to the required items or services
should be listed, including price quotes.
Purchase orders/vouchers are required for all requests for purchases.
The following information shall be filled out in detail and be copied
through other copies:
A. Date ordered: date that the vendor accepts the purchase order and
the voucher.
B. Dated wanted: date that the Department Head wants the goods or services
delivered.
C. To address: The name of vendor that payment will be made to and the
address where the check will be mailed to.
D. Ship to: The name and address where goods and/or services shall be
delivered on behalf of the Township.
E. Purchase request: Name of Department Head purchasing goods or services.
F. Purchase request approval: Clerk or Finance Officer's approval of
the purchase request; account should be encumbered at this time.
G. Quantity: amount of items purchased.
H. Description: a full, complete description in detail describing the
item or goods being purchased.
I. Unit price: price of one unit being purchased.
J. Amount: total amount of all units being purchased.
K. Authorized signature: The signatures of the Township officials are
required as designated in this chapter.
L. Account charged: It shall be the responsibility of the Finance Officer
to fill in the proper account to be charged for the encumbrance.
M. Claimant's certification and declaration: The vendor's signature
and position must be filled in, along with the date. This will be
on the white voucher copy returned by the vendor only.