[Adopted 6-7-1982 by Ord.
No. 11-1982 as Art. I of Ch. 9 of the 1982 Code]
As used in this article, 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.
CITY
The City of Pleasantville.
CLAIMS
Invoices, bills or vouchers of other persons seeking payment for
materials supplied or services rendered to the city.
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 emergency need.
DEPARTMENT HEAD
An employee of the city designated by the City Council 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 and setting forth details as to quantity, type, condition,
price and terms of sale, etc.
PURCHASING AGENT
An employee appointed by the City Council under the supervision of
the City Administrator 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 other duties as are normally
assigned to a Purchasing Agent.
RECEIVING REPORT
A written record usually submitted by a vendor or transportation
company itemizing materials or services furnished to the city, which, when
signed and dated by a duly authorized employee of the city, constitutes evidence
of the receipt of goods or services.
TREASURER
The duly appointed Treasurer of the City of Pleasantville.
The Purchasing Agent shall:
A. Purchase or contract for all supplies and contractual
services required by any using agency in accordance with the provisions of
this article or other ordinance of the city or of the state law.
B. Act to procure for the city the highest quality in supplies
and contractual services at least expense, upon approval and authorization
of City Council.
C. Establish, and when necessary amend, rules and regulations
setting forth procedures and forms to be used in the purchase of all supplies
and contractual services by any agency of the city.
D. Maintain a vendor's catalog file according to materials
containing descriptions of vendor's commodities.
E. Discourage collusive bidding and endeavor to obtain as
full and open competition as possible in all purchase and rules.
F. Procure for the city all allowable exemptions, discounts
and price reductions.
G. Prepare and secure with the cooperation and assistance
of the using agencies standardized specifications for supplies to be purchased
or placed under contract agreement.
H. Sell or otherwise dispose of all obsolete or unusable
personal property of the city in accordance with the laws of the State of
New Jersey and the regulations of the city, upon authorization of City Council.
The head of every using agency operating under this purchasing system
shall file detailed descriptions and estimates of their requirements for supplies
and contractual services as required by the Purchasing Agent.
A. Any using agency may file at any time a request for any
supplies or contractual services, the need for which was not foreseen when
the detailed estimate was submitted.
B. The Purchasing Agent shall examine such request and shall
have the authority to revise it as to quantity, quality or estimated cost.
All purchases of and contracts for supplies and contractual services
and all sales of personal property of the city which has become obsolete or
unusable shall be based on competitive bidding, either through formal bids
or informal quotations, as required by law, except those purchases of and
contracts for supplies and contractual services over $2,500 which are or may
be specifically exempted by New Jersey statutes.
All purchases of supplies and contractual services shall be made in
accordance with New Jersey statutes and the purchasing procedures established
by the Purchasing Agent as authorized by City Council.
Emergency purchases shall be limited to conditions specified in the
Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and shall be made in
accordance with the provisions of said law. All emergency purchases must be
approved by the City Administrator.
Except as provided by the purchasing regulations of the city, it shall
be unlawful for any officer or employee of the city to purchase supplies or
contractual services other than through the Purchasing Agent, and any purchase
ordered or contract made contrary to the provisions thereof shall not be approved
by the city, and the city shall not be bound thereby.
The Purchasing Agent shall have the authority to join with other units
of government in cooperative purchasing plans when in the best interests of
the city, when authorized by the City Administrator.
If the Purchasing Agent becomes ill or needs to be absent from the city,
the Administrator shall designate a substitute employee who shall perform
the duties of the Purchasing Agent during such absence or disability.
The City Administrator 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 Pleasantville, 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 copy of the purchase order, the receiving report and other supporting
documents shall be signed by the City Administrator and forwarded to the Treasurer
for payment. Any voucher not supported by all of the above shall not be forwarded
to the Treasurer for payment.
[Amended 10-5-1992 by Ord.
No. 12-1992]
A. The resolution of the City Council approving payment
of vouchers listed on the monthly list shall be presented to the City Treasurer
for the preparation and issuance of checks. In the event that any voucher
is disapproved by the City Council, it shall be marked "disapproved," and
the proper totals on the list of vouchers and the resolution shall be changed
accordingly.
B. Checking accounts.
(1) All checking accounts shall include three signatures:
City Treasurer, City Administrator and the Mayor, except that Public Assistance
Trust Fund Account Nos. 1 and 2 shall also include the signature of the Welfare
Director.
(2) Individual checks will require two of the above listed
signatures.
(3) Facsimile signatures can be utilized only by a mechanical
check-signing machine which includes a permanent check counter. Rubber stamps
can be used when accompanied by one original signature and a manual check
log is maintained.
(4) Wire transfers shall be authorized for by the City Treasurer
and City Administrator.
[Adopted 6-7-1982 by Ord.
No. 11-1982 as Art. II of Ch. 9 of the 1982 Code]
The payroll account heretofore established in the city is hereby continued.
The Council shall make payment of salaries, wages and compensation of
the respective employees of this city every two weeks from and after April
1, 1970.
All payrolls of the city shall be prepared by the Payroll Clerk for
all city employees, certified by the respective department heads or the persons
authorized to certify that the services have been rendered and that the amounts
specified are in fact due and owing the employee or employees mentioned therein
and thereupon presented to the City Treasurer and paid by him in due course.