A.
All purchases of any supplies, materials or equipment
or contractual services (other than professional services) for any department
shall be made by the Purchasing Agent pursuant to a written requisition from
the head of the department whose appropriation shall be charged and the Chief
Financial Officer's certification that a sufficient unencumbered balance of
the appropriation is available to pay therefor. All such purchase contracts
shall conform to applicable requirements of state statutes for competitive
bidding, and all advertisements therefor shall be made, subject to the approval
of the Manager, by the Clerk in accordance with the applicable provisions
of law governing such advertisements. Wherever economies can be effected,
the Manager may purchase materials, supplies or equipment pursuant to a contract
or contracts entered into with the county or on behalf of the state or of
one or more municipalities by the State Division of Purchase and Property,
as authorized by law.
[Amended 10-13-1992 by Ord. No. 2375]
B.
For purchases of materials or supplies as are now or
may from time to time be defined in the Local Public Contracts Law, N.J.S.A.
40A:11-1 et seq. (P.L. 1971, c. 198), the cost or price of which shall exceed
in the aggregate the maximum amount for which such purchases may be made without
public advertising for bids and bidding therefor, the procedure shall be as
follows:
(1)
All advertisements for bids shall be made in accordance
with all applicable provisions of the Charter and Code.
(2)
Bids may be received by mail in an envelope addressed
in accordance with the appropriate specifications to the Deputy Village Clerk,
Village Hall. All bids shall be sealed and shall remain sealed until their
public receipt.
(3)
At the time and place designated in the advertisement
for bids, the Purchasing Agent shall publicly receive the bids and thereupon
immediately proceed to unseal them and announce the contents to such members
of the public and parties bidding or their agents as may be present. No bids
shall be received after the time designated in the advertisement.
(4)
After public receipt, a tabulation of all bids, including prices and terms, shall be prepared for entry upon the minutes of the Council and distributed in accordance with the Manager's direction. Bids shall thereupon be referred to the appropriate department, board or body for recommendations to the Manager. In addition, the Purchasing Agent shall make such recommendation as to such bids as the Manager from time to time may require. The Manager shall thereafter submit his recommendation to the Council for award pursuant to the provisions of § 22-2.
The Manager 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 which will permit such emergency purchases to be made for
specific purposes in a manner other than that prescribed by this article.
[Amended 10-13-1992 by Ord. No. 2375]
Where purchases in excess of $1,000 are made without competitive bidding,
the Purchasing Agent shall obtain, wherever possible, at least three informal
price quotations for the item or items to be purchased and shall record and
maintain such quotations in his office as a public record. Wherever circumstances
permit, the purchase shall be made from the lowest of such quotations received
from a responsible bidder.
The Manager shall establish or approve uniform standards for requisitions
and purchases. The Purchasing Agent shall control the delivery of all supplies,
materials and equipment and other items purchased and shall make or cause
to be made proper test checks and inspections thereof. The Purchasing Agent
shall ascertain whether the supplies, materials, 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 department head, it is necessary
to determine whether the materials, supplies or equipment furnished are of
the quality and standard required.
