A.
The budget shall be prepared by the Business Administrator under
the direction of the Mayor. During the month of November the Mayor
shall require all department heads to submit requests for appropriations
for the ensuing budget year and to appear before the Mayor and Business
Administrator at public hearings which shall be held during the month
on the various requests.
B.
The Business Administrator with the assistance of the Chief Financial
Officer shall prepare all estimates of nonproperty tax revenues anticipated
for the support of each annual budget.
C.
The budget document shall be prepared in such form as is required
by law for municipal budgets and in accordance with the Charter. There
shall be appended to the budget a detailed analysis of all items of
expenditure and revenue. Such analysis shall include a comparison
of the total number of positions of each class and grade to be authorized
by the budget with the actual number thereof employed at the beginning
and ending of the preceding budget period. So far as practicable,
such analysis shall include appropriate statements of the cost of
performance of functional programs and activities in terms of quantitative,
countable units of work for operation and capital expenditures.
D.
On or before the 15th day of January the Mayor shall transmit to
Council his budget document, which shall include his proposed current
budget in the form prescribed by the Local Budget Law, N.J.S.A. 40A:4-1
et seq., a capital budget and such comment or statement as he may
deem desirable. The Council will approve the budget on or before February
10. The budget must be published within 18 days after Council approval,
and a public hearing shall be held not more than 28 days after Council
approval. Final adoption shall be made on or before March 20.
A.
The Department of Finance shall supervise the administration of each
annual budget. In consultation with department heads, the Business
Administrator shall establish quarterly or such other periodic allotments
of appropriations as he may deem necessary. Each department shall
plan and administer its expenditure program within the limits of such
allotments.
B.
If at any time during the budget year the Business Administrator
shall ascertain that the municipal government is faced with the probability
of incurring a cash deficit for the current year, he shall reconsider
the work programs and allotments of the several departments. Upon
such reconsideration and with the approval of the Mayor, he may revise
budget allotments within the provisions of the Local Fiscal Affairs
Law so as to forestall the making of commitments and expenditures
in excess of the revenues to be realized during the current year.
He shall file with the finance officer a copy of such revised allotments,
and the finance officer shall control all expenditures within the
limits thereof.
[1]
Editor's Note: See N.J.S.A. 40A:5-1 et seq.
[New]
A.
All purchase requirements in excess of $17,500 shall be publicly
advertised, and upon receipt of sealed bids by the Business Administrator,
the bids shall be opened by the Business Administrator in the presence
of the Municipal Clerk and the City Attorney. A record of the proceedings
shall be submitted to the City Council, with the recommendations of
award, including a summary of all bids received. The bids will be
received at such place and time as may be set in the legal notice
of bid proposal.
B.
If the governing body has appointed a Purchasing Agent, the bid thresholds
shall be as stated in N.J.S.A. 40A:11-3(c) or as it may be amended
or supplemented to the maximum permitted by law.
The City Council, upon consideration and review of the procedures
and recommendations, shall in its wisdom award the contract of purchase
to the lowest responsible bidder pursuant to N.J.S.A 40A:11-4.
The Mayor or Business Administrator shall execute and sign contracts
let by the Council and authorized pursuant to the municipal ordinance,
and the Mayor's and Business Administrator's signatures shall be attested
to by the Municipal Clerk.
All purchases of any work, supplies, materials, equipment or
contractual services for the municipality's account shall be made
by the Division of Administration pursuant to a written requisition
from the head of the department whose appropriation will be charged
and the certification of the Department of Finance that a sufficient
unencumbered balance of appropriation is available to pay therefor.
The Business Administrator shall establish and approve uniform
standards for requisitions and purchases. The Division of Administration
shall control the delivery of all supplies, materials, equipment and
other items purchased and shall make or cause to be made proper test
checks and inspections thereof. The Division shall ascertain whether
the supplies, material, equipment and other items purchased comply
with the specifications and shall cause laboratory or other tests
to be made whenever, in the opinion of the Division head, it is necessary
to determine whether the materials or supplies furnished are of the
quality and standard required.
A.
Each department shall follow such procedures and use such forms for
purchasing as the Business Administrator shall prescribe. Upon request
of the Business Administrator, each department head shall submit a
complete statement of the materials, supplies and equipment and the
work and labor under contract which shall be required by the department
during the ensuing year, half year or quarter year, as the Administrator
may determine, according to the best estimate of the department head.
Such statement shall be in such form and detail as the Administrator
may require.
B.
Each department head shall be the purchaser and the receiving and
certifying officer of his department.
C.
Where purchases in excess of $300 are made without competitive quotation,
the Division of Administration shall obtain, whenever possible, at
least three price quotations for the item or items of purchase, which
shall be furnished in writing by the vendors whenever the purchase
price exceeds $500. The Division shall record and retain such quotations
for at least two years from the time they are furnished. Whenever
circumstances permit, the purchase shall be made from the lowest of
such quotations received from a responsible bidder.
D.
The Business Administrator shall establish a procedure for the purchase
of any item or items required for the immediate protection of the
public health, safety, morals or welfare of the municipality, which
will permit such emergency purchases to be made for specific purposes
in a manner other than that prescribed by this section.
E.
Except as the Business Administrator or such other officer as he
may designate 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 the Charter and this chapter
have been followed.
Immediately upon delivery of any purchase item, the receiving
clerk shall make a record thereof on a form to be approved by the
Business Administrator, and the department's acceptance of the delivery
shall be certified by the certifying officer in such form as shall
be prescribed by the Business Administrator. A voucher properly prepared
and executed by the vendor shall be submitted to the Treasurer, who
shall not authorize payment unless and until he has first examined
a properly prepared and certified receiving report and has satisfied
himself that the items billed were properly authorized and delivered
in accordance with a duly issued purchase order or any change thereof
authorized by the Division of Administration.
[Ord. No. 5-2012]
A.
The City of South Amboy shall not enter into a contract having an
anticipated value in excess of $17,500.00, as determined in advance
and certified in writing by the Chief Financial Officer or his/her
designee, with a business entity, except a contract that is awarded
pursuant to a fair and open process, if during the preceding one year
period, that business entity has made a contribution that is reportable
by the recipient under P.L. 1973, c.83 (N.J.S.A. 19:44A-1 et seq.),
to any municipal committee of a political party in the City of South
Amboy, if a member of that political party is serving in an elective
public office of the City of South Amboy when the contract is awarded
or to any candidate committee of any person serving in an elective
public office of the City of South Amboy, when the contract is awarded.
B.
A business entity that has entered into a contract having an anticipated
value in excess of $17,500.00 with the City of South Amboy, except
a contract that is awarded pursuant to a fair and open process, shall
not make such a contribution, reportable by the recipient under P.L.
1973, c.83 (N.J.S.A. 19:44A-1 et seq.), to any municipal committee
of a political party in the City of South Amboy, if a member of that
political party is serving in an elective public office of the City
of South Amboy when the contract is awarded or to any candidate committee
of any person serving in an elective public office of the City of
South Amboy when the contract is awarded, during the term of that
contract.
C.
Proposals will be considered upon the following factors:
(1)
Experience and reputation in the field;
(2)
Knowledge of the contracting unit and the subject matter to be addressed
under the contract;
(3)
Availability to accommodate any required meetings of the contracting
unit;
(4)
Compensation proposal;
(5)
Any other factors demonstrated to be in the best interest of the
contracting unit.
D.
Prior to awarding any contract, except a contract that is awarded
pursuant to a fair and open process, the business entity to which
the contract is to be awarded shall provide a written certification
that it has not made a contribution that would bar the award of a
contract pursuant to this and the Act.
E.
A business entity shall have a continuing duty to report to the Election
Law Enforcement Commission any contributions that constitute a violation
of the Act that were made during the duration of a contract.
F.
BUSINESS ENTITY
FAIR AND OPEN PROCESS
INTEREST
As used in this Section 5-112, the following definitions shall apply:
Any natural or legal person, business corporation, professional
services corporation, limited liability company, partnership, limited
partnership, business trust, association or any other legal commercial
entity organized under the laws of this State or of any other state
or foreign jurisdiction.
At a minimum, means that the contract shall be: publicly
advertised in newspapers or on the internet website maintained by
the public entity in sufficient time to give notice in advance of
the contract; awarded under a process that provides for public solicitation
of proposals or qualifications and awarded and disclosed under criteria
established in writing by the public entity prior to the solicitation
of proposals or qualifications; and publicly opened and announced
when awarded. The decision of a public entity as to what constitutes
a fair and open process shall be final.
The ownership or control of more than 10% of the profits
or assets of a business entity or 10% of the stock in the case of
a business entity that is a corporation for profit, as appropriate.
G.
The invalidity of any section or provision of this Ordinance shall
not invalidate any other section or provision thereof.
H.
All ordinances or parts of ordinances inconsistent herewith are hereby
repealed as to such inconsistency only.
[Ord. No. 10-2009]
A.
All contractors providing any goods and/or services to the City or
constructing any public works project for the City; any Redevelopment
Entity engaging in any designated redevelopment project(s) pursuant
to an approved redevelopment agreement; or any development or commercial
entity receiving a direct public benefit from the City in the form
of a grant, loan, pilot, and/or other financial incentive, are hereby
required to certify to the City that they have utilized the E-Verify
program to verify the employment eligibility of all of their employees
performing any work under said contract, redevelopment agreement,
or related to such public benefit, and further have so required any
subcontractor(s) retained by them to directly provide any of the contract
work under said contract, agreement or related to said benefit.
