[Ord. No. 440-01]
It is the established policy of this Borough that no article
or service shall be contracted for or purchased by any department,
board, agency, office or employee of the Borough of Cape May Point
except in accordance with the encumbrance and purchasing procedures
set forth herein.
[Ord. No. 440-01]
The Borough of Cape May Point will not be bound by any purchase or contract which is made contrary to the policy expressed in this chapter and particularly in Section 37-1 hereof. Any officer, official, employee or representative of the Borough who violates the policy may be subject to disciplinary action as well as personal liability for any costs or obligations improperly incurred.
[Ord. No. 440-01]
The initial step in the purchasing cycle is the preparation
of a Purchase Requisition form, which is used to request goods, materials
and services. The Purchase Requisition should be typewritten or printed.
The department head should only requisition budgeted items. Non-budgeted
items or services shall require the prior approval of the Chief Financial
Officer, with the concurrence of the Commissioner of Revenue and Finance
and the Borough Commissioner assigned to oversee such department.
Purchases of an emergent nature will be processed using the emergency
procedures. Adjustments to a department's budgeted items should
be considered when purchasing previously non-budgeted items.
Any deviation from this procedure must be authorized by the
Board of Commissioners. Examples will be utility bills and standard
reoccurring payments.
[Ord. No. 440-01]
Quote Comparison Sheets will be available from the Treasurer's
Office and shall be prepared for items totaling more than $1,000.
If not a state approved vendor, three vendors' quotes must be
solicited for prices of the items. Data pertinent to required items
or services should be listed including price quotes. The most economical
price should be taken. If not the lowest price, an explanation is
necessary.
[Ord. No. 440-01]
A Purchase Requisition Form approved by the Borough shall be
available and shall be used in making all purchases.
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No:_______ Purchase order number to be assigned
by the CFO
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Date: Date requisition prepared
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Please purchase the following named items: List
all generic names of items to be purchased
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Quantity: Quantity of each item to be purchased
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Number: Catalog or other identifying number of
items to be purchased
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Description: Detailed description of items to be
purchased
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Purpose or Use: Department and reason for purchase
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When wanted: Date needed
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To be filled in the Purchasing Dept. (Treasury
Department):
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Date ordered: ___________ Order No:___________ (Purchase Order Number)
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From: Vendor Name
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Approved: Request for purchase of budgeted items
where total cost will not exceed $300 requires only the approval of
the Department Head. Purchase where total cost exceeds $300 requires
signature of the Department Head, Commissioner of Revenue and Finance
and the Chief Financial Officer.
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[Ord. No. 440-01]
No order is to be placed or a commitment made except by an approved written purchase order issued in accordance with the procedures outlined herein or by the Emergency Purchase Procedure (see Section 37-4).
[Ord. No. 440-01]
The Purchase Requisition Form must be approved and signed by
the department head. The request for purchase should be submitted
well in advance of the time the goods, materials or service are needed
to allow sufficient time for review and for preparation of specifications,
advertisements for bids (when required), or for the solicitation of
informal quotations for other than routine purchases and for those
quotations which involve more complex or technical purchases.
[Ord. No. 440-01]
The original Purchase Requisition Form shall be forwarded to
the Treasurer's Office. The requesting department should retain
a photocopy for its file. If the request for purchase is not properly
completed, it will be returned to the originating department head
for correction, additional information or clarification. The Treasurer's
Office will also review a department's requisition, making necessary
consolidations and standardizations with the requests of other departments.
Requesting departments 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. To record the request, the original of
the requisition is retained by the Treasurer's Office and filed
numerically with the approved purchase order. State approved contract
vendors or cooperative pricing system vendors pursuant to N.J.S.A.
40A:11-11(5) may also be used to fulfill the contracting department's
needs. Before any formal commitment is made to a vendor, and prior
to the issuance of a purchase order, the availability of funds must
be determined pursuant to N.J.A.C. 5:30-14.5.
[Ord. No. 440-01]
If the purchase order cannot be approved, the Treasurer's
Office will provide the originating department with a written explanation.
In the case of an emergency, the preparation and release of a purchase
order is the sole and exclusive duty of the Chief Financial Officer.
[Ord. No. 440-01]
The Treasurer's Office shall prepare, as a minimum, a three-part
purchase order for Borough Use. An explanation of the form:
[Ord. No. 440-01]
Emergency purchases shall only be authorized when a situation
requires the immediate purchase or delivery of goods or services to
meet an actual danger to the public health, safety or welfare. The
head of the department requesting an emergency purchase shall contact
the Chief Financial Officer and the Borough Commissioner who supervises
the requesting department in order to receive approval. In the absence
of the Chief Financial Officer or the Borough Commissioner in charge
of the requesting department, another Borough Commissioner should
be requested to declare an emergency. On the next working day following
the emergency, the department head shall submit a written report to
the Chief Financial Officer describing the emergency and the steps
taken to resolve the matter. The Chief Financial Officer should then
issue a Purchase Order.
[Ord. No. 440-01]
The Treasurer's Office shall properly complete and determine
that legally appropriated and sufficient funds are available. The
availability of funds will be certified by the Chief Financial Officer
or the Deputy Treasurer, pursuant to N.J.A.C. 5:30-14.5 as amended
and supplemented. The certified purchase order forms shall be signed
by the Treasurer's Office and the purchase order parts shall
be distributed as follows:
A.
Part 1 and
Part 2: Forwarded to the vendor to place the order. Part 1 to remain
with the vendor. Part 2 (voucher) to be returned by the vendor with
his invoice(s) when requesting or claiming payment.
B.
Part 3:
Removed by the Treasurer's Office to serve as the basis for an
encumbrance and retained in a numerical purchase order file.
[Ord. No. 440-01]
On receipt of the purchase order, the vendor performs accordingly
in providing the goods or services. The vendor returns the signed
voucher (Part 2) and the original invoice(s) to the Treasurer's
Office which forwards to the requesting department head for signature.
[Ord. No. 498-05]
Any person claiming payment of funds from the Borough shall
present to the Chief Financial Officer (CFO) a detailed bill of demand
and a purchase order, certified by the claimant to be correct.
[Ord. No. 498-05]
The claim shall not be presented by the Chief Financial Officer
(CFO) for approval until there has been endorsed thereon the certificate
of an officer or duly designated employee of the Borough having knowledge
of the facts that the materials have been received by or the services
rendered to the Borough.
[Ord. No. 498-05]
After a claim has been duly certified as provided in Section 37-10 hereof, the CFO shall submit the claim to the Commissioner of the department responsible for the placing of the order for the materials or services. After such approval has been endorsed on the claim, it shall be presented to the Board of Commissioners for formal approval at a regular meeting.
[Ord. No. 498-05]
Claims shall be considered by the Board of Commissioners, which
shall approve the same; except that the Board of Commissioners may
reject any claim submitted to it, stating the reason for such rejection.
[Ord. No. 498-05]
It shall be the duty of the Chief Financial Officer to record
all claims in the official minutes, indicating that the Board of Commissioners
has by formal action approved the same, with appropriate record as
to any claims rejected or disapproved in whole or in part.
