[HISTORY: Adopted by the Council of the Borough of Milford 12-19-2016 by Ord. No. 864-2016. Amendments noted where applicable.]
All purchases of, or contracts for, the furnishing of any supplies, labor, materials, equipment, services or other matters for a department shall be made in accordance with the applicable requirements of New Jersey statutes relating to public contracts for purchases, contracts and agreements.
The bid threshold in the Borough shall be the maximum amount authorized by the Legislature in N.J.S.A. 40A:11-3a, as amended from time to time. In the event the Borough has a designated purchasing agent who is qualified pursuant to N.J.S.A. 40A:11-9b, the Mayor and Council may by resolution increase the bid threshold up to the higher maximum amount permitted by N.J.S.A. 40A:11-3a, as amended from time to time.
Purchases of any supplies, materials or equipment or contractual services for a Department of the Borough shall be made, in writing, by the head of the department whose appropriation will be charged and the certification of the Chief Financial Officer that a sufficient and unencumbered balance is available to pay for the appropriation. All such purchases and purchase contracts shall conform to applicable requirements of state statutes for competitive bidding. Except as the Milford Borough Common Council may authorize in case of emergency, no purchase shall be made and no bill, claim or voucher shall be approved unless the procedures prescribed by or pursuant to this Code has been followed.
Award of contracts. Where contracts are let to public bidding the Council may, upon recommendation from the head of the department whose appropriation will be charged, let the contract in the manner prescribed by law. Any such contract shall be executed in the manner provided by this Code and by general law.
Purchase by quotation. Where purchases in excess of $1,000 are made without competitive bidding, the department head shall obtain, wherever possible, at least three price quotations for the items to be purchased and shall attach them to the voucher submitted to the Chief Financial Officer for approval. Wherever circumstances permit, the purchase shall be made from the lowest of such quotations.
Emergency purchases. The Borough Clerk shall establish a procedure for the purchase of any item or items required for the immediate protection of the public health, safety or welfare, which will permit such emergency purchases to be made for specific purposes in a manner other than that prescribed by this chapter.
Acceptance of material. Upon delivery of materials purchased, the receiving department shall immediately inspect said materials as to quantity, quality and condition in accordance with the purchase order and shall immediately notify the Department Head or the Borough Clerk.
Purchase of capital items. All requisitions for capital items shall include references to the appropriate line item in the budget.