[HISTORY: Adopted by the Mayor and Council of the Borough of Branchville 11-17-1993 as Ord. No. 8-93. Amendments noted where applicable.]
GENERAL REFERENCES
Department of Finance — See Ch. 12.
The purpose of this chapter is:
A. 
To establish a procedure to be followed by all officials and authorized employees of the Borough of Branchville.
B. 
To establish an encumbering system and submit status reports when requested.
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; individual purchase not to exceed $1,000.
CHIEF FINANCIAL OFFICER/TREASURER/ASSISTANT TREASURER
A person designated by the Borough Council who is responsible for certain financial duties as directed by the Borough Council; also, an employee designated by the Borough Council to handle payment of claims, to issue purchase orders and to operate the encumbering system.
CLAIMS
Invoices, bills or vouchers of other persons seeking payment for materials supplied or services rendered to the Borough of Branchville.
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 Borough of Branchville designated by the Borough Council by resolution as being in charge of a department.
ENCUMBERING
The charging of other expense appropriations and ordinances when purchase orders are issued and the charging of salary appropriations at January 1 of each year.
PURCHASE ORDER
A document authorizing a vendor or other person to furnish goods or services to the Borough of Branchville 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 Borough of Branchville which, when signed and dated by a duly authorized employee of the Borough of Branchville, constitutes evidence of the receipt of goods or services.
A. 
There is hereby established a system of purchase orders. Purchase orders shall be on forms determined and approved by the Chief Financial Officer and shall have three copies using three-color paper. A purchase order must state the department and line item of the budget to be charged. Two copies shall be delivered to the vendor, one of which the vendor shall utilize as his/her voucher. The vendor must submit this voucher with an attached invoice. Copy three will be maintained in the Finance Office.
B. 
Insofar as possible, it is intended that all orders for the purchase of material, equipment or supplies or for the furnishing of labor or services, other than professional, shall be placed only after a properly prepared written purchase order has been originated by the Finance Office. In addition, where purchases of materials or services do not lend to the giving of specific orders prior to delivery or where, due to the need of obtaining the items or services quickly, it is not possible to issue the purchase order in the normal manner, such purchases will be exempt from the requirements for written purchase orders in advance. In such instances, confirming purchase orders will be prepared subsequent to delivery. Copies of confirming purchase orders are to be routed in the same manner as regular purchase orders. Within 24 hours, a statement must be submitted, in writing, to the Finance Office.
C. 
No purchase order will or shall be issued unless the department head or his/her designee making the purchase shall verify that the purchase is proper, has been authorized and the funds are available, unencumbered, in the budget for such purpose and the amount to be paid is fair and reasonable.
A. 
It shall be the duty of the Chief Financial Officer/Treasurer/Assistant Treasurer to purchase or contract for the purchase of all supplies, materials, equipment, various types of work and contractual services needed by any municipal department, board or commission ("using agency") in accordance with state law and such procedures, rules and regulations prescribed by the Chief Financial Officer for the internal management and operation of the purchasing system and approved by the Borough Council.
B. 
Except as herein provided, it shall be unlawful for any officer or employee to order or purchase any supplies or make any contract other than through the Finance Department. Any contracts or purchases made contrary to the established procedures shall not be approved, and the municipality will not be bound thereby.
C. 
In addition to the authority and duties conferred above, the Chief Financial Officer/Treasurer/Assistant Treasurer shall:
(1) 
Under the Borough Council's direction, establish and enforce rules and regulations setting forth procedures and forms to be used in the purchase of all supplies and contractual services for any department.
(2) 
Discourage collusive bidding and endeavor to obtain as full and open competition as possible in all purchases.
(3) 
Procure all allowable exemptions, discounts and price reductions.
(4) 
Make use of cooperative pricing agreements.
D. 
Every department or using agency head shall file detailed requisitions and estimates of their requirements for supplies and contractual services in the time and manner prescribed by the Chief Financial Officer.
E. 
The Chief Financial Officer/Treasurer/Assistant Treasurer shall examine such requisitions and have the authority to revise them as to quantity, quality or price after consultation with the head of the requesting using agency and the Borough Council.
F. 
Any purchase order or contract in which any municipal officer or employee is financially interested, directly or indirectly, shall be void.
G. 
The Chief Financial Officer/Treasurer/Assistant Treasurer and every officer and employee of the municipality and its agencies are expressly prohibited from soliciting or accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is or might be awarded any rebate, gift, money or anything of value whatsoever, except where given for the use and benefit of the municipality.
H. 
The Chief Financial Officer/Treasurer/Assistant Treasurer shall review the proposals, assisted as necessary by the using agency, and recommend appropriate action to the Borough Council for all contracts in excess of the local bidding threshold for that year.
I. 
All purchases of supplies and contractual services of less than the local bidding threshold shall be made in the open market, in accordance with N.J.S.A. 40A: 11-6.1, without newspaper advertisement or use of formal sealed bids. The Borough Council shall prescribe the procedures to be followed in making such purchases.
J. 
No purchase may be authorized or obligation incurred unless it first bears the signature of the Chief Financial Officer certifying that sufficient appropriated funds are available and have been reserved to pay in full the value of the purchase. Such certification shall be in the form and manner prescribed by the Chief Financial Officer.
A. 
It shall be the responsibility of the department head to advise the Chief Financial Officer/Treasurer/Assistant Treasurer of any materials or services required in sufficient time to be able to place orders in the most economical and reasonable manner. Repetitive purchases of the same item at frequent intervals should be covered by blanket purchase order.
B. 
When materials or services have been received, the department head shall forward the receiving report to the Chief Financial Officer/Treasurer/Assistant Treasurer and shall indicate by signature and date that the materials or services have been received in a satisfactory condition or manner. If goods or services received are not satisfactory, the department head shall so advise the supplier or transportation company and attempt to obtain replacement or satisfaction. The department head shall also note the receiving report accordingly.
C. 
All vouchers to be paid in any given month must be in the office of the Finance Department one week prior to the last Tuesday of the month.
A. 
The Chief Financial Officer/Treasurer/Assistant Treasurer 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 the Borough of Branchville, 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.
B. 
After the receipt of a properly authorized voucher and associated supporting documents, the Chief Financial Officer shall submit all vouchers to be approved each month for payment by the Borough Council. The Chief Financial Officer shall not submit for payment any vouchers for which the funds have not been provided in the budget.
C. 
The monthly itemized list of all vouchers shall be included in the minutes of the Borough Council by resolution, and vouchers shall not be paid until after the Borough Council approves the resolution.
A. 
The resolution approving payment of vouchers submitted by the Chief Financial Officer shall be submitted to the Committee for its consideration at the first public meeting of the month.
B. 
In the event that any voucher is disapproved by the Borough 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.
C. 
All checks will be signed by the Mayor, the Borough Clerk/Administrator and the Chief Financial Officer.
All vendors should be notified, in writing, that the Borough will not honor any purchase without a purchase order. Borough employees and officials should be put on notice that they will be personally liable for any orders placed without proper approvals.
[Added 12-5-2018 by Ord. No. 11-2018]
A. 
There is hereby created the position of Qualified Purchasing Agent for the Borough of Branchville.
B. 
The Qualified Purchasing Agent shall be appointed by the Mayor and Borough Council. The initial Qualified Purchasing Agent shall be Christine Rolef.
C. 
The Qualified Purchasing Agent is required to possess a valid Qualified Purchasing Agent certificate, as issued by the New Jersey Division of Local Government Services, Department of Community Affairs.
D. 
The Qualified Purchasing Agent shall have, on behalf of the Borough Council of the Borough of Branchville, the authority, responsibility and accountability for the purchasing activity pursuant to Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.); to prepare public advertising for and to receive bids and requests for proposals for the provision or performance of goods, services and construction contracts; to award contracts below the bid threshold pursuant to New Jersey law in accordance with the regulations, forms and procedures promulgated by state regulatory agencies; and conduct any activities as may be necessary or appropriate to the purchasing function of the Borough of Branchville.
E. 
The salary for the position of Qualified Purchasing Agent shall be as provided in the Borough Salary Ordinance as established by the Mayor and Council.