[Added 4-11-1991 by Ord. No. 8-1991;
amended 10-10-1991 by Ord. No. 19-1991]
A. This section shall be known and may be cited as the "Joint
Purchasing Ordinance of the Participating Contractor."
B. Pursuant to the provisions of N.J.S.A. 40A:11-11(5),
the Mayor of the City of Egg Harbor City is hereby authorized to enter into
a cooperative purchasing agreement with the lead agency or any other contracting
unit within the County of Atlantic or adjoining counties for the purchase
of work, materials and supplies.
C. The lead agency entering into contracts on behalf of
the contractor shall be responsible for complying with the provisions of the
Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and all other provisions
of the New Jersey Statutes.
As used in this chapter, the following terms shall have the meanings
indicated:
BLANKET PURCHASE ORDER
A purchase order for goods or services to be delivered
or provided at periodic intervals in cases where more favorable terms can
be obtained by entering into such an arrangement with a given customer or
vendor.
CHIEF FINANCIAL OFFICER
A person designated by the Common Council who is responsible for
certain financial duties as directed by the Common Council; also, an employee
designated by the Common Council to determine the most economical sources
of supply, the most favorable prices and the most economical ordering quantities,
to issue purchase orders and to discharge such duties as are normally assigned
to a Chief Financial Officer.
CLAIMS
Invoices, bills or vouchers of other persons seeking payment for
materials supplied or services rendered to the City of Egg Harbor.
CONFIRMING PURCHASE ORDER
A purchase order originated subsequent to the selection or delivery
of goods and services in cases where a purchase order in advance could not
be obtained due to emergent need.
DEPARTMENT HEAD
An employee of the City of Egg Harbor designated by the Common Council
by resolution as being in charge of a department.
PURCHASE ORDER
A document authorizing a vendor or other person to furnish goods
or services to the City of Egg Harbor and setting forth details as to quantity,
type, condition, price and terms of sale, etc.
RECEIVING REPORT
A written record usually submitted by a vendor or transportation
company, itemizing materials or services furnished to the City of Egg Harbor
which, when signed and dated by a duly authorized employee of Egg Harbor,
constitutes evidence of the receipt of goods or services.
[Amended 4-25-1991 by Ord. No. 11-1991]
A. The Chief Financial Officer shall maintain a file of
open purchase orders and, upon receipt of claims from vendors and associated
receiving reports duly certified by an authorized employee of Egg Harbor City,
shall determine whether the claims are correct by verifying totals, checking
extensions, computing discounts allowed, deleting sales tax and verifying
receipt of goods or services. Each correct claim, along with a properly certified
voucher from the vendor, the receiving report and other supporting documents,
should be signed by the Chief Financial Officer and included in the monthly
list for payment. Any voucher not supported by all of the above shall not
be entered on the list for payment.
B. After the receipt of a properly authorized voucher and
associated supporting documents, the Chief Financial Officer, or his/her designee,
shall list all vouchers to be approved at each regular meeting for payment
by the Common Council. The Chief Financial Officer, or his/her designee, shall
not list for payment any vouchers for which the funds have not been provided
in the budget. The Chief Financial Officer, or his/her designee, shall list
vouchers by budget category with totals for salaries and wages (S&W) and
other expenses (O&E) and a total amount for all vouchers on the list.
C. The Chief Financial Officer, or his/her designee, shall
provide the lists of vouchers to the Common Council at such time prior to
a regular monthly meeting that the Common Council shall direct by resolution.
D. The Chief Financial Officer, or his/her designee, will
be responsible for the preparation of the resolution, authorizing that the
vouchers listed on the voucher list be paid, to be presented for adoption
by the Common Council at the regular public meeting.
E. The itemized list of all vouchers shall be included in
the minutes of the Common Council by resolution, and vouchers shall not be
paid until after the Common Council approves the resolution.
[Amended 4-25-1991 by Ord. No. 11-1991]
A. The resolution approving payment of vouchers listed on
the list submitted by the Chief Financial Officer shall be submitted to the
Council for its consideration at a regularly scheduled meeting.
B. A copy of the approved resolution shall be forwarded
to the Chief Financial Officer on the first working day after approval.
C. In the event that any voucher is disapproved by the Common
Council, it shall be marked "disapproved," and the proper totals on the list
of vouchers and the resolution shall be changed accordingly. The resolution
must specify the reason for disapproval.
D. In the case of an emergency requiring payment other than
at a regularly scheduled meeting, the Common Council shall have the right
at any special or otherwise-called meeting to authorize payment of a voucher
as requested by the Office of the Chief Financial Officer, or his/her designee.
All vendors should be notified, in writing, and an ad should be placed
in the newspaper that the city will not honor any purchases without a purchase
order. All city employees and officials should be put on notice that they
will be personally liable for any orders placed without proper approvals.