No article or service shall be contracted for or purchased by any department,
board, agency or office of the Township of Mannington except in accordance
with the procedures set forth herein. The Township of Mannington will not
be bound by any purchase or contract made contrary to this policy, and any
employee or representative of the Township of Mannington who violates the
policy may face disciplinary action, as well as personal liability for any
costs or obligations improperly incurred.
Quote comparison sheets will be prepared for items more than $1,000
but under the bid limit. More than one vendor is to be solicited for prices
of the items. Data pertinent to required items or services should be listed,
including price quotes. The lowest price should be taken.
Purchase orders are required for all requests for purchases. The following
information shall be filled out in detail and will be copied through the other
four copies:
A. Date ordered: date that the vendor accepts purchase order
and voucher.
B. Dated wanted: date that the department head wants goods
or services delivered.
C. To address: name of vendor that payment will be made
to and address where check will be mailed.
D. Ship to: name and address where goods and/or services
shall be delivered on behalf of the Township.
E. Salesman: person who sells the goods or services to the
Township.
F. Purchase request by: department head's name purchasing
goods or services.
G. Purchase request approval: purchasing authority's
approval of purchase request. Account should be encumbered at this time.
H. Quantity: amount of items purchased.
I. Description: a full complete description in detail describing
the item or goods being purchased.
J. Unit price: price of one unit being purchased.
K. Amount: total amount of all units being purchased.
L. Authorized signature: the signatures of the Township
officials are required as designated in this chapter.
M. Account charged: It shall be the responsibility of the
Treasurer to fill in the proper account to be charged for the encumbrance.
[Amended 3-7-1991 by Ord. No. 91-03]
N. Claimant's certification and declaration: Vendor's
signature and position must be filled in along with the date. This will be
on the white voucher copy returned by the vendor only.