[HISTORY: Adopted by the Mayor and Council of the Borough of Chatham 6-8-1964 by Ord. No. 5-8 (Ch. 7 of the 1975 Code); amended in its entirety 3-23-1987 by Ord. No. 1-87. Subsequent amendments noted where applicable.]
Purchases of all materials and services by the Borough shall be in accordance with the Local Public Contracts Law, N.J.S.A. 40A:11-4. Procedures for adherence thereto shall be set forth in a Borough purchasing manual, and the Borough Purchasing Officer shall monitor all purchases to ensure that said manual and all regulations and policies are being implemented and followed.
Any person claiming payment from the Borough of Chatham shall present a detailed bill of demand, duly certified, to the Chief Financial Officer.
It shall be the duty of the Chief Financial Officer to see that the signature of a department head or other municipal official having knowledge of the facts, certifying that materials or services have been received, appears on every claim. Said certification shall be based on signed delivery slips or other reasonable procedures.
Claims shall then be presented by the Chief Financial Officer to the Chairman of the Finance Committee for approval. If further approval is deemed necessary on any claim, it shall be referred to the chairman of the committee responsible for the purchase.
The Chairman of the Finance Committee shall present the claims to the governing body for formal approval at a regular meeting, and the schedule of claims approved by the governing body shall be presented to the Mayor for signature, approving the same for payment.
Claims shall be considered by the governing body, which shall approve the same, except that the governing body may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the Chief Financial Officer with such instructions as the governing body may give at the time of disapproval.
It shall be the duty of the Chief Financial Officer to record all claims in the official minutes, indicating that the governing body has approved the same by formal action, with appropriate record as to any claims disapproved or rejected.
It shall be the duty of the Chief Financial Officer to indicate on said claims that they have been approved for payment, with the date of approval thereof noted on the claims.
[Amended 4-25-2005 by Ord. No. 05-09; 9-27-2010 by Ord. No. 10-28]
A. 
After the Chief Financial Officer has certified that the claims have been approved, he shall forthwith issue checks for the payment thereof, which checks shall be signed by the Mayor, the Borough Administrator and the Chief Financial Officer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.
B. 
In the absence of the Mayor, the Borough Council President is authorized to sign checks. The Borough Council has the authority to designate by resolution an alternate signature for the Borough Administrator and Chief Financial Officer.
A. 
Pursuant to the provisions of N.J.S.A. 40A:11-11(5), the Borough Administrator or his/her designee is hereby authorized to enter into a cooperative purchasing agreement with the lead agency or any other contracting unit within the County of Morris or adjoining counties for the purchase of work, materials and supplies.
B. 
The lead agency entering into contracts on behalf of the Borough of Chatham shall be responsible for complying with the provisions of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and all other provisions of the Revised Statutes of the State of New Jersey.
[Added 6-11-2012 by Ord. No. 12-10]
A. 
There is hereby created the position of Purchasing Agent for the Borough of Chatham.
B. 
The Purchasing Agent shall be appointed by the Mayor and Council of the Borough of Chatham.
C. 
The Purchasing Agent is required to possess a valid Qualified Purchasing Agent certificate, as issued by the New Jersey Division of Local Government Services, Department of Community Affairs.
D. 
The Purchasing Agent shall have, on behalf of the Mayor and Council of the Borough of Chatham, the authority, responsibility and accountability for the purchasing activity pursuant to Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) to prepare public advertising for and to receive bids and requests for proposals for the provision or performance of goods, services and construction contracts; to award contracts pursuant to New Jersey law in accordance with the regulations, forms and procedures promulgated by state regulatory agencies; the establishment and enforcement of any and all local purchasing policies adopted by the governing body; the purchasing and claims approval authority of the Borough Purchasing Officer set forth by ordinance; and the conduct of any activities as may be necessary or appropriate to the purchasing function of the Borough of Chatham.
E. 
Having appointed a Qualified Purchasing Agent pursuant to N.J.S.A. 40A:11-9, the Borough will take advantage of the higher bid threshold (currently $36,000 with a quote threshold of 15% or $5,400) pursuant to N.J.S.A. 40A:11-3(a), as such threshold may be adjusted from time to time pursuant to N.J.S.A. 40A:11-3(c), but may at its discretion go to bid at a lower amount to encourage greater competition among bidders.