[Added 11-24-2009 by Ord. No. 2009-26]
Pursuant to N.J.S.A. 40A:11-9, the Township Council of the Township of Willingboro hereby establishes the office of Qualified Purchasing Agent, with the authority, responsibility and accountability as its contracting agent for the purchasing activity of the Township, to prepare public advertising for bids and to receive bids for the provision or the performance of goods or services on behalf of the Township of Willingboro and to award contracts as authorized by N.J.S.A. 40A:11-3 and, in accordance with N.J.S.A. 40A:11-1 et seq., in the name of the Township and to conduct any activities as necessary and appropriate to the purchasing function of the Township. The Qualified Purchasing Agent shall be an administrative officer of the municipality designated and directly supervised by the Township Manager.
As used in this article, the following terms shall have the meanings indicated:
ADVERTISING
To make a public announcement, through publishing in a local paper, of the intention to purchase goods, services, or construction with the intention of increasing response and enlarging competition.
AGGREGATE
The sums expended or to be expended for the provisions or performance of any goods or services in connection with the same immediate purpose or task or the furnishing of similar goods or services during the same contract year through a contract awarded by a contracting agency.
AGREEMENT
A duly executed agreement or contract by the Township Mayor.
APPROVAL
The official permission or consent of Township Council through a resolution or ordinance executed by the Mayor and Clerk.
AWARD
The presentation, after:
A. 
Careful consideration of the vendor, being the most advantageous to the Township; and
B. 
Authorization of Township Council, through a resolution or ordinance, of a contract to the selected bidder.
BID THRESHOLD
The dollar amount set in N.J.S.A. 40A:11-3, above which a contracting unit shall advertise for and receive sealed bids.
COMPETITIVE CONTRACTING
The method described in N.J.S.A. 40A:11-4.1 et seq. of contracting for specialized goods and services in which formal proposals are solicited from vendors and evaluated by the Qualified Purchasing Agent, Township Solicitor or Township Manager.
CONTRACT
Any agreement, including, but not limited to, a purchase order or a formal agreement, which is a legally binding relationship enforceable by law, between a vendor who agrees to provide or perform goods or services and a contracting unit which agrees to compensate a vendor, as defined by and subject to the terms and conditions of the agreement.
CONTRACTING AGENT
The governing body of a contracting unit or its authorized designee that has the power to prepare the advertisements, to advertise for and receive bids and, as permitted by law, to make awards for the contracting unit in connection with contracts.
EMERGENCY CONTRACTS
Contracts authorized as a result of an actual or imminent emergency affecting the public health, safety or welfare of the public and requiring the immediate delivery of goods or performance of services, where such purchase exceeds the bid threshold and is awarded in the manner prescribed by N.J.S.A. 40A:11-6.
EVALUATION OF BIDS, PROPOSALS OR QUOTES
The examination of bids, request for proposals or quotes to determine the bidder's responsibility, responsiveness to the requirements or other criteria relating to the award.
FORMAL BID
A bid which must be submitted in a sealed envelope and in conformance with the prescribed format to be opened publicly at a specific time.
GOODS AND SERVICES or GOODS OR SERVICES
Any work, labor, commodities, equipment, materials, or supplies of any tangible or intangible nature, except real property or any interest therein, provided or performed through a contract awarded by a contracting agent, including goods and property subject to N.J.S.A. 12A:2-101 et seq.
INFORMAL BID
A request for quotations for goods or services that does not require sealed bids, a public opening or reading.
LOWEST PRICE
The least possible amount that meets all requirements of the request of a contracting agent.
LOWEST RESPONSIBLE BIDDER OR VENDOR
The bidder or vendor:
A. 
Whose response to a request for bids offers the lowest price and is responsive; and
B. 
Who is responsible.
PURCHASE
A transaction, for valuable consideration, creating or acquiring an interest in goods, services and property, except real property or any interest therein.
PURCHASE ORDER
A document issued by the contracting agent authorizing a purchase transaction with a vendor to provide or perform goods or services to the contracting unit, which, when fulfilled in accordance with the terms and conditions of a request of a contracting agent and other provisions and procedures that may be established by the contracting unit, will result in payment by the contracting unit.
Qualified Purchasing Agent
The individual duly assigned the authority, responsibility, and accountability for the purchasing activity of the contracting unit and who has such duties as are defined by an authority appropriate to the form and structure of the contracting unit and having the power to prepare advertisements, to advertise for and receive bids and to award contracts, pursuant to N.J.S.A. 40A:11-9a and in accordance with 40A:11-3a; in addition, shall be considered qualified pursuant to N.J.S.A. 40A:11-9b to exercise the supplemental authority as set forth in N.J.S.A. 40A:11-3 and 40A:11-4.3.
QUOTATION
The response to a formal or informal request made by the Township from a vendor for provision or performance of goods or services, when the aggregate cost is less than the bid threshold; quotations may be in writing or taken verbally when documented by the Qualified Purchasing Agent.
REQUEST FOR PROPOSAL
A request for an offer, by a vendor to the Township, of terms and conditions with reference to some work or undertaking.
REQUEST FOR QUOTE
A form of informal solicitation, including oral and written quotes from vendors, without advertising and receipt of bids.
REQUISITION
An internal document by which each Township department sends to the purchasing agent details of materials to meet its needs, replenish stock, or obtain materials for a specific job or contract.
RESPONSIBLE
Able to complete the contract in accordance with its requirements, including but not limited to requirements pertaining to experience, moral integrity, operating capacity, financial capacity, credit, and workforce, equipment, and facilities availability.
RESPONSIVE
Conforming in all material respects to the terms and conditions, specifications, legal requirements, and other provisions of the request.
SERVICE or SERVICES
The performance of work, or the furnishing of labor, time, or effort, or any combination thereof, not involving or connected to the delivery or ownership of a specified end product or goods or a manufacturing process. "Service" or "services" may also include an arrangement in which a vendor compensates the contracting unit for the vendor's right to operate a concession.
The Qualified Purchasing Agent shall possess such purchasing training and experience as required by law to exercise the authority, responsibility and accountability as the Township's contracting agent. A Qualified Purchasing Agent shall be considered "qualified" pursuant to N.J.S.A. 40A:11-9b to exercise the supplemental authority as set forth in N.J.S.A. 40A:11-3 and 40A:11-4.3, provided he or she shall have completed the training mandated and possess such certifications and purchasing experience as set forth in N.J.A.C. 5:34-5.1. Where the Qualified Purchasing Agent's compliance thereto includes the holding of a professional certificate, the certificate must remain in force during the time the individual serves as a Qualified Purchasing Agent.
The Township Manager shall designate the Qualified Purchasing Agent to manage the office of Purchasing Agent and/or Qualified Purchasing Agent.
A Qualified Purchasing Agent shall have his/her compensation fixed by the Salary Ordinance of Township Council.
A. 
A Qualified Purchasing Agent shall have the authority to award a contract on behalf of the Township in the aggregate that does not exceed $29,000 in a contract year when authorized by a resolution or ordinance of Township Council without public advertisement for bids, pursuant to N.J.S.A. 40A:11-3 and LFN 2005-16.
B. 
Pursuant to N.J.S.A. 40A:11-3 and 40A:11-4.3, Township Council shall pass a resolution authorizing the amount of a higher bid threshold under a Qualified Purchasing Agent for the Township. The Township Clerk shall file said resolution with the Director of the Division of Local Government Services for the State of New Jersey. The resolution shall also be accompanied by:
(1) 
A certification from the Township Manager that the Qualified Purchasing Agent of the Township exercises the duties of a Qualified Purchasing Agent pursuant to N.J.S.A. 40A:11-2(30), with specific relevance to the authority, responsibility, and accountability of the purchasing activity of the Township; and
(2) 
A copy of the Township Qualified Purchasing Agent certification.
C. 
In the event a Qualified Purchasing Agent is unable to exercise the authority, responsibility and accountability of the Township's purchasing functions, the bid threshold shall revert to the lower statutory bid threshold level not requiring Qualified Purchasing Agent status pursuant to N.J.S.A. 40A:11-3 until a Qualified Purchasing Agent is able to assume the purchasing functions.
The Township Qualified Purchasing Agent shall perform the following duties:
A. 
Whenever required or practical to utilize an open competitive process for the provision of the performance of goods or services on behalf of the Township, prepare the advertisements to advertise and receive bids, request for proposals or quotes for the purchase of all goods, materials, and supplies required by any department or office of the Township.
(1) 
The Qualified Purchasing Agent may award contracts, not to exceed $4,350 in the aggregate, without soliciting competitive quotations.
(2) 
The Qualified Purchasing Agent may award contracts, not to exceed the bid threshold of $29,000 in the aggregate, by soliciting competitive quotations.
(3) 
The Qualified Purchasing Agent shall award a contract, which in the aggregate exceeds the bid threshold of $29,000, by resolution of Township Council to the lowest responsible bidder after public advertisement for bids.
(4) 
The Qualified Purchasing Agent may negotiate or award a contract on behalf of the Township 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 of the public requires the immediate delivery of goods or the performance of services. Notification of an emergency shall be reduced to writing and filed with the Qualified Purchasing Agent as soon as practicable. The Qualified Purchasing Agent shall ascertain the need for the performance of a contract, the nature of the emergency, the time of its occurrence and the need for invoking an emergency contract according to the requirements of local contract law. If the Qualified Purchasing Agent is satisfied that an emergency exists, then the head of the department or office requesting the invocation of the emergency provisions shall be authorized to award a contract(s) for such purposes as may be necessary to respond to the emergent needs. The contract shall be of such limited duration as to meet only the immediate needs of the emergency. After the goods or services have been provided, the Township Council shall approve the payment of the contract price for the goods and services through a resolution.
(5) 
The Qualified Purchasing Agent may, without advertising for bids or having rejected all bids obtained pursuant to advertising requirements, purchase any goods or services under any contract or contracts for such goods or services entered into on behalf of the state by the Division of Purchase and Property in the Department of the Treasury. The Qualified Purchasing Agent shall select the vendor offering the lowest price, including delivery charges, that best meets the requirements of the Township. Prior to placing such an order, the Qualified Purchasing Agent shall receive the approval of Township Council through resolution to enter into a contract with the vendor.
B. 
Have the power to make award for all purchases, contracts, and agreements for goods and services.
(1) 
The Qualified Purchasing Agent shall not award a contract for the procurement of goods and services until Township Council has approved the award by resolution. The resolution shall indicate the date of the award, the name of the contractor, the amount of the award, the term of the contract, and a brief description of the goods and/or services furnished. The Qualified Purchasing Agent shall be required to obtain the approval of Township Council through resolution of all contracts procured for goods and services on behalf of the Township notwithstanding that the contract price is below the bid threshold.
(2) 
All purchases made and contracts awarded for any supplies, materials or equipment or contractual services shall be pursuant to a written requisition from the head of the department or office whose appropriation will be charged and the certification of the Treasurer that a sufficient unencumbered balance of appropriation is available to pay therefor.
C. 
Establish and enforce specifications with respect to such services, supplies, materials, and equipment.
D. 
Oversee the evaluation of bids, request for proposals and quotes for each department or office and handle the opening of sealed bids and proposals at the dates and times specified in the announcements.
E. 
Inspect or supervise the inspection of all deliveries of supplies, materials, and equipment and determine their quality, quantity, and conformance with specifications.
F. 
Manage any and all central storerooms and warehouses which may be established.
G. 
Transfer to or between departments or offices such supplies, material and equipment as need appears and arrange for the sale of surplus or obsolete items thereof.
H. 
The operation, management, or administration of such other services and or responsibilities as authorized by the Director of the Division of Local Government Services and the Township Manager.