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Township of Saddle Brook, NJ
Bergen County
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Table of Contents
Table of Contents
[Adopted 4-27-1967 by Ord. No. 567]
For the purpose of this article, the following terms, phrases, words and their derivations shall have the meaning given herein:
CLERK
The Township Clerk of the Township of Saddle Brook.
CONTRACTUAL SERVICES
All telephone, gas, water, electric light and power services; towel and cleaning services; insurance; leases for all grounds, buildings, office or other space required by the using agencies; and the rental, repair or maintenance of equipment, machinery and other municipally owned personal property. The term shall not include professional and other contractual services which are in their nature unique and not subject to competition.
DEPARTMENT HEAD
Any officer or official of the township either in actual charge of or in acting charge of any given department.
GOVERNING BODY
The Township Council of the Township of Saddle Brook.
SUPPLIES
All supplies, materials and equipment.
TOWNSHIP
The Township of Saddle Brook, Bergen County, New Jersey.
TOWNSHIP COUNCIL
The Township Council of the Township of Saddle Brook.
[Amended 3-26-1987 by Ord. No. 945]
A requisition and purchase order system is hereby established in the office of the Business Administrator for the purpose of controlling all expenditures and commitments for all or any of the items herein mentioned.
[Amended 3-26-1987 by Ord. No. 945]
Requisition forms shall be issued in as many copies as is required, the original of which shall remain on file with the office of the Business Administrator. One copy of the requisition shall remain with the department head issuing the requisition. Each requisition shall contain not less than the following information:
A. 
Name and address of vendor.
B. 
Requisition number.
C. 
Name of department issuing requisition.
D. 
Description of labor or material requested.
E. 
The unit price or amount.
[Amended 3-26-1987 by Ord. No. 945]
After the formalities concerning the requisition have been fully complied with as herein set forth, a purchase order shall be issued by the Business Administrator authorizing the delivery of the articles or services requisitioned in accordance with the following conditions:
A. 
This purchase order shall not exceed $250 unless a resolution by the Township Council has first been duly enacted.
B. 
All deliveries will be subject to inspection and approval by the department head who initiated the requisition for the labor or materials supplied.
C. 
Invoices attached to duly executed municipal voucher and copy of purchase order should be presented not later than five days preceding the second and fourth Tuesday of each month.
D. 
Each purchase order shall bear the signature of the Township Treasurer indicating that there exists an unexpended balance in the account or appropriation to which the expenditure shall be charged.
A. 
A claim against the Township shall contain the following information:
(1) 
Notice to the effect that invoices attached to duly executed municipal voucher and copy of purchase order should be presented not later than five days preceding the second and fourth Tuesday of each month.
(2) 
Date of order.
(3) 
Vendor's date of claim.
(4) 
Requisition number.
(5) 
Name of department to which merchandise is to be delivered.
(6) 
Claimant's certification and declaration of labor or materials supplied to the Township.
(7) 
Statement by the department head that labor was performed and material was received and checked, that prices quoted are correct with contract, bid, requisition, standard price in the order named, and that "this bill is approved for payment."
(8) 
A copy of the vendor's bill or invoice on vendor's stationery or billhead.
(9) 
Signature of department head of appropriate department approving claim for payment.
[Amended 3-26-1987 by Ord. No. 945]
B. 
All claims for payment shall be paid by the Township of Saddle Brook no more than 60 days of receipt of said claim.
[Added 12-30-2008 by Ord. No. 1462]
[Amended 3-26-1987 by Ord. No. 945]
The Business Administrator shall prepare the necessary number of copies of any resolution for expenditures in excess of $250, which resolution shall be forwarded to the Township Treasurer and the department head from which the requisition emanates.
The Township Treasurer shall insert in the resolution the appropriation or account against which the purchase for labor or material is charged.
Each department head receiving material shall keep a just and true inventory of all materials received and shall keep appropriate records indicating to what use the said material was put.
All purchases of and contracts for supplies and contractual services and all personal property offered for sale by the Township, except as specifically provided herein, shall be, wherever possible, based upon competitive bidding or solicitation of quotes from prospective suppliers. All contracts required by the laws of the State of New Jersey to be submitted to competitive bidding shall remain as heretofore, and nothing herein shall be construed to mean that any of the provisions of the Revised Statutes of the State of New Jersey with respect to competitive bidding should in any way be eliminated or waived.
Whenever any contract for labor or material is submitted for competitive bidding or quotations are solicited by the Township, and all bids received are for the same total amount or unit price, quality and service being equal, the contract shall be awarded to any local person, firm or corporation located or residing in the Township of Saddle Brook.