[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.
No:_______ Purchase order number to be assigned by the CFO
Date: Date requisition prepared
Please purchase the following named items: List all generic names of items to be purchased
Quantity: Quantity of each item to be purchased
Number: Catalog or other identifying number of items to be purchased
Description: Detailed description of items to be purchased
Purpose or Use: Department and reason for purchase
When wanted: Date needed
To be filled in the Purchasing Dept. (Treasury Department):
Date ordered: ___________ Order No:___________ (Purchase Order Number)
From: Vendor Name
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.
[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:
A. 
Part One- White Original-Vendor or File Copy
B. 
Part Two- Pink Voucher for Payment
C. 
Part Three- Canary-Treasurer's Office Copy
[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.