[HISTORY: Adopted by the City Council of the City of Pleasantville as indicated in article histories. Amendments noted where applicable.]
Article I Claims Approval and Payment
Article II Payroll
[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.
- The City of Pleasantville.
- CITY ADMINISTRATOR
- The duly appointed City Administrator of the City of Pleasantville.
- 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.
- The duly appointed Treasurer of the City of Pleasantville.
There is hereby established a system of purchase orders. Purchase orders shall be on forms determined and approved by the City Treasurer and shall be in quadruplicate. A purchase order must state the department and line item of the budget to be charged. A copy shall be forwarded by the originator to the City Administrator. Three copies shall be delivered to the vendor, one of which the vendor utilizes as his voucher. The vendor must attach to the voucher his claim or invoice, and the other copy will serve as a receiving report. The final copies will be retained by the Purchasing Agent and the originating department head for his records, for the period required by statute.
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 Purchasing Agent. 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 for obtaining the items or services quickly, it is not possible to issue the purchase order in the normal manner, such purchase 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 City Administrator specifying the reason for the purchase.
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, unexpended, in the budget for such purpose and the amount to be paid is fair and reasonable.
The Purchasing Agent shall:
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.
Act to procure for the city the highest quality in supplies and contractual services at least expense, upon approval and authorization of City Council.
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.
Maintain a vendor's catalog file according to materials containing descriptions of vendor's commodities.
Discourage collusive bidding and endeavor to obtain as full and open competition as possible in all purchase and rules.
Procure for the city all allowable exemptions, discounts and price reductions.
Prepare and secure with the cooperation and assistance of the using agencies standardized specifications for supplies to be purchased or placed under contract agreement.
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.
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.
The Purchasing Agent shall examine such request and shall have the authority to revise it as to quantity, quality or estimated cost.
Any purchase order or contract issued by the Purchasing Agent or any officer or employee of the city in which the Agent, officer or employee is financially interested, directly or indirectly, shall be void, except that before the execution of a purchase order or contract the Council of the city shall have the authority to waive compliance with this subsection when it finds such action to be in the best interest of the city.
The Purchasing Agent and every officer and employee of the city 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 city.
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 or his designee shall inspect or supervise the inspection of all deliveries of supplies or contractual services to determine their conformance with the specifications set forth in the order or contract.
The Purchasing Agent shall have the authority to require chemical and physical tests of samples submitted with bids and samples of deliveries which are necessary to determine their quality and conformance with the specifications. In the performance of such tests, the Purchasing Agent shall have the authority to make use of facilities of any agency of the city or of any outside laboratory, subject to approval of the City Administrator.
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.
It shall be the responsibility of the department head to advise the Purchasing Agent of any materials or services required in sufficient time for the Purchasing Agent 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 a blanket purchase order.
When materials or services have been received, the department head shall forward the receiving report to the City Administrator 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 also note the receiving report accordingly.
All vouchers to be paid in any given month must be in the office of the City Administrator by 12:00 noon of the first day of the month unless the same is a holiday or the office is closed, in which case, by 12:00 noon of the following day that the office is open.
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.
After the receipt of a properly authorized voucher and associated supporting documents, the Treasurer shall list all vouchers to be approved each month for payment by the City Council. The Treasurer shall not list for payment any vouchers for which the funds have not been provided in the budget. The Treasurer shall list voucher 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.
The Treasurer shall provide the lists of vouchers to the City Council at such time prior to the regular monthly meeting that the City Council shall direct by resolution.
The Treasurer will be responsible for the preparation of the monthly resolution authorizing the vouchers listed on the monthly voucher list be paid, to be presented for adoption by the City Council at the public meeting.
The monthly itemized list of all vouchers shall be included in the minutes of the City Council by resolution, and vouchers shall not be paid until after the City Council approves the resolution.
[Amended 10-5-1992 by Ord. No. 12-1992]
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.
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.
Individual checks will require two of the above listed signatures.
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.
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.