[HISTORY: Adopted by the Mayor and Council of the Borough
of Buena 12-18-1989 by Ord. No. 371. Amendments noted where applicable.]
This chapter is adopted pursuant to the provisions of N.J.S.A.
40A:5-17, as amended, and all claims submitted for payment to the
Borough of Buena shall be approved or disapproved in the manner prescribed
by this chapter.
[Amended at time of adoption of Code]
The CFO of the Borough of Buena, as the Chief Financial Officer
of the municipality, is hereby designated as the certifying and approval
officer for the approval or disapproval of all claims submitted to
the Borough of Buena. In such capacity, the CFO shall receive, keep
and maintain all requisition and purchase orders for goods, materials
and services which are to be purchased or acquired by the Borough.
No employee or official of the Borough of Buena shall incur
any liability on the part of the Borough of Buena unless such liability
shall first have been properly authorized by a purchase order.
In order to reduce the possibility of over-expenditure of appropriations
in the municipal budget and to ensure more effective budgetary control
and accountability, the following procedures shall be implemented
for the purchases of all goods, materials and services by the Borough
of Buena. No goods, materials or services shall be contracted for
or purchased by any employee or official of the Borough of Buena except
in accordance with the following procedures.
A.
A
requisition request shall be prepared for any goods, materials or
services required by any department of the Borough of Buena. Whenever
possible, the minimum quantity requested should be for a period of
three months. Requisition forms shall be maintained by the Borough
CFO and may be requested by any employee or official of the Borough
of Buena.
[Amended at time of adoption of Code]
B.
Proper
completion of the requisition request must include the quantity desired,
a description of the goods, materials or services to be acquired,
the unit price and the total cost for the quantity sought.
C.
The
requisition request form shall be approved and signed by the Department
Chairman. Upon completion, the requisition form shall be submitted
to the CFO and should be submitted two to three weeks prior to the
time the goods or services are needed to allow sufficient time for
review.
[Amended at time of adoption of Code]
D.
Upon
receipt, the CFO shall first determine that sufficient funds are available
to purchase the goods, services or materials described and that such
items are included in the municipal budget. Where sufficient funds
are available, the CFO shall issue an approved purchase order to the
requesting department.
[Amended at time of adoption of Code]
E.
Upon
receipt of an approved purchase order form, the requisitioner shall
complete the form in triplicate and provide for distribution as follows:
(1)
The first two copies shall be submitted to the vendor when placing
the order. These copies shall be returned by the vendor when requesting
payment.
(2)
The third copy shall be retained by the ordering department and shall
be returned to the CFO along with any packing slips or other documentation
only after full delivery has been received or the service rendered.
If the delivery of the goods or materials is incomplete or the services
requested have not been completely rendered, all forms shall be retained
until all ordered goods or materials have been delivered or all services
have been fully rendered.
[Amended at time of adoption of Code]
[Amended at time of adoption of Code]
Emergency purchases shall only be authorized when a situation
arises which requires the immediate purchase or delivery of goods
or services to meet an actual danger to the public health, safety
or welfare. Where an officer or employee determines that an emergency
exists, such officer or employee shall contact the Department Chairman
of the department involved to advise of the existence of the emergency
and to obtain approval to purchase the goods, services or materials
required to meet the emergency. In the absence of the Department Chairman,
a member of the department or the Mayor shall have authority to determine
that an emergency does not exist and to authorize the purchase of
the goods, materials or services needed to meet the emergency. An
officer or designated Borough employee or a member of the department
involved in meeting the emergency shall submit an affidavit setting
forth the facts constituting the emergency and outlining the goods,
materials or services needed to meet said emergency to the Municipal CFO.
Upon receipt of such affidavit, the CFO shall issue a purchase order
for the goods, materials or services required. When sufficient funds
are not available to pay for the goods, materials or services required
to meet the emergency, the CFO shall immediately notify the department
head and the Mayor as well as the Municipal Auditor.
