[Adopted 12-29-1971 by Ord. No. 41-71 (Ch. 5 of the 1969 Code)]
[Amended 2-13-1974 by Ord. No. 9-74]
The purpose of this article is to establish a procedure to be
followed by all officials and authorized employees of the Township
of Morris for the purchasing of goods and services and for the approval
and payment of claims in accordance with N.J.S.A. 40A:5-1 et seq.
To the extent practicable, this procedure intends that the Purchasing
Agent shall originate purchase orders, department heads shall certify
to the receipt of goods and services, and the Treasurer shall audit
claims and render payment, thus providing a system of internal control
through the separation of responsibilities.
For the purpose of this article, the terms used herein are defined
as follows:
BLANKET PURCHASE ORDER
A purchase order for goods or services to be delivered or
provided at periodic intervals in cases where more favorable terms
can be obtained by entering into such an arrangement with a given
customer or vendor.
CLAIMS
Invoices, bills or vouchers submitted by vendors or other
persons seeking payment for materials supplied or services rendered
to the Township of Morris.
CONFIRMING PURCHASE ORDER
A purchase order originated subsequent to the selection or
delivery of goods and services in cases where a purchase order in
advance could not be obtained due to emergent need or where personal
selection is required.
DEPARTMENT HEAD
An employee of the Township of Morris designated by the Township
Committee by resolution as being in charge of a department.
FINANCE COMMITTEE
A subcommittee of the Township Committee, duly appointed
by the Township Committee for financial matters.
PURCHASE ORDER
A document authorizing a vendor or other person to furnish
goods or services to the Township of Morris and setting forth details
as to quantity, type, condition, price and terms of sale, etc.
PURCHASING AGENT
An employee designated by the Township Committee to determine
the most economical sources of supply, the most favorable prices and
the most economical ordering quantities, to issue purchase orders,
and to discharge such other duties as are normally assigned to a purchasing
agent.
RECEIVING REPORT
A written record usually submitted by a vendor or transportation
company itemizing materials or services furnished to the Township
of Morris, which, when signed and dated by a duly authorized employee
of the Township, constitutes evidence of the receipt of goods or services.
SUBCOMMITTEE
A duly appointed subcommittee of the Township Committee,
appointed by the Township Committee for matters assigned to that subcommittee.
TREASURER
The duly elected or appointed Treasurer of the Township of
Morris.
[Amended 2-13-1974 by Ord. No. 9-74]
The Treasurer shall maintain a file of purchase orders and,
upon receipt of claims from vendors and associated receiving reports
duly certified by an authorized employee of the Township, shall determine
whether the claims are correct by verifying totals, checking extensions,
computing discounts allowed, deleting sales tax and verifying receipt
of goods or services. Each correct claim, along with a properly certified
voucher from the vendor, the original copy of the purchase order,
the receiving report and other supporting documents, should be signed
by the Treasurer and processed for payment. Any voucher not supported
by all of the above shall not be processed by the Treasurer for payment.
The resolution of the Township Committee approving payment of
vouchers listed on the monthly list submitted by the Treasurer shall
be submitted to the Mayor and the Township Clerk, for their signatures,
and shall show the recorded vote thereon. In the event any voucher
is disapproved by the Township Committee, it shall be marked "disapproved,"
and the proper totals on the list of vouchers and the resolution shall
be changed accordingly.
[Adopted 11-12-1986 by Ord. No. 30-86 (Ch. 6A, Art. I, of
the 1969 Code)]
This article shall be known and may be cited as the "Cooperative
Pricing Ordinance of the Township of Morris."
Pursuant to the provisions of N.J.S.A. 40A:11-10(a)(1), the
governing body is hereby authorized to enter into a cooperative pricing
agreement with the lead agency of any other contracting unit within
the State of New Jersey for the purchase of work, materials and supplies.
The lead agency entering into contracts on behalf of the Township
of Morris 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.