[HISTORY: Adopted by the Mayor and Council of the Borough of Maywood 11-21-72. by Ord. No. 659 (derived from Ch. 2, Art. 4, of the former Revised Ordinances). Amendments noted where applicable.]
GENERAL REFERENCES
Salaries and compensation — See Ch. 83.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
Unless otherwise authorized by resolution of the Mayor and Council, no purchase shall be made without first submitting a requisition therefor as set forth herein.
B. 
A department head shall advise the Qualified Purchasing Agent (hereinafter referred to as the "QPA"), or his/her designee, of a purchase request. The QPA shall, upon request, assist the department head and/or the Borough Administrator to obtain one or more quotations from vendors providing such goods and services as required pursuant to N.J.S.A. 40A:11-6.1.
C. 
After obtaining such quotation(s), the department head shall prepare, sign and date a requisition, on a form provided by the QPA, setting forth the goods or services requested to be purchased, the price thereof and the name and address of the vendor whose quotation is most advantageous to the Borough, price and other factors considered, and shall submit such requisition to the QPA.
D. 
The QPA shall forward the requisition to the Borough Administrator for his/her approval and signature and determination whether adequate provision for such purchase has been provided for in the budget prior to the preparation of a purchase order therefor.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
After compliance with the requirements of § 9-1 above, the Chief Financial Officer (hereinafter CFO), or his/her designee, shall prepare a purchase order to authorize the purchase of the goods and services specified thereon, from the vendor specified and at the price and terms contained therein.
B. 
The CFO shall return the completed purchase order, requisition and quotation to the department head. The department head shall review same and, if he/she approves same, shall sign and date the purchase order and shall return same to the CFO.
C. 
The CFO shall forward the purchase order to the Borough Administrator for his/her approval, date and signature and, if he/she approves same, shall return the purchase order to the QPA for review.
D. 
The QPA shall forward same to the CFO, who, after certifying the availability of adequate funds therefor, shall sign and date same.
E. 
Upon the approval of the department head, the Borough Administrator and the CFO, the CFO shall forward the vendor's copy and voucher portion of the purchase order to the vendor as authorization to proceed with the purchase of the goods or services specified thereon at the price and upon the terms contained therein.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
Upon furnishing the goods or services, the vendor shall sign and date the voucher and return same with an invoice attached thereto to the CFO.
B. 
The CFO shall forward the voucher to the department head to verify the satisfactory receipt of the goods or services, and, if the department head so verifies, he/she shall sign and date same and return same to the CFO.
C. 
The CFO shall thereafter forward the voucher signed by the department head to the Borough Administrator for his/her approval, date and signature.
D. 
The CFO shall verify that all the documentation is in order and shall sign and date the purchase order.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
After approval of the purchase order by the department head, the Borough Administrator and the CFO, the CFO shall prepare and include the amount of the voucher on a bill list. The bill list shall be presented to the Borough Clerk for submission to the Mayor and Council.
B. 
The Mayor and Council shall review the bill list and, if acceptable, shall approve same by resolution. If the Mayor and Council shall reject any claim, it shall state the reason for such rejection and shall refer back the rejected claims to the Borough Clerk with such instructions as the Council may give at the time of disapproval.
C. 
Upon approval of the bill list by the Mayor and Council, the Mayor shall sign the approved bill list and submit the approved bill list to the Borough Clerk. The Borough Clerk shall forward same to the CFO for processing.
D. 
The Borough Clerk shall record in the official minutes all claims approved, disapproved or rejected.
E. 
Copies of all contracts entered into by or on behalf of the Borough of Maywood shall be placed on file in the Office of the Borough Clerk, together with certificates of availability of funds and resolutions of award.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
Upon receipt of the approved bill list, the CFO shall prepare checks for the approved bills and shall submit said checks to the Treasurer, Borough Clerk and Mayor for their respective signatures. In the event of the absence of any of the above-named officials, those duly authorized by law to act in their absence shall sign the necessary checks.
B. 
Upon obtaining the required signatures on the checks, the CFO shall forward payment to the vendor.
C. 
A record of all approved claims and checks issued shall be recorded in the proper books of account of the Borough.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
No purchase order shall be issued with respect to any purchase of any goods or services required to be bid without the Mayor and Council first authorizing the receipt of public bids and public advertisement therefor as required by law.
B. 
Following the receipt of bids, the Mayor and Council shall either award said purchase or reject all bids.
C. 
A purchase order shall be issued upon the award of a bid in accordance with the terms of the bid award.
[Amended 5-7-2009 by Ord. No. 13-09]
A. 
Notwithstanding whether a particular purchase is above the bid threshold, the Mayor and Council hereby determine that any purchase or payment in excess of the sum of $7,500 shall require the prior approval of the Mayor and Council unless such purchases or payments are recurring and have been previously approved or authorized by resolution of the Mayor and Council (e.g., routine monthly utility bills, payroll, payroll taxes, county taxes, school taxes, pension contributions, Bergen County Utility payments, JIF payments, HIF payments, solid waste collection and disposal costs, fuel purchases, interlocal payments, debt service, recycling, LOSAP, etc.).
B. 
No purchase order shall be issued for any purchase in excess of the sum set forth in Subsection A above without the approval of the Mayor and Council.
C. 
Emergency purchases and contracts, negotiated or awarded in accordance with the provisions of N.J.S.A. 40A:11-6, shall require prior notification to the Mayor or, in his/her absence, the Council President. If the Mayor, or the Council President in the absence of the Mayor, shall be satisfied that an emergency exists, that person shall be authorized to award a contract or purchase for such purposes as may be necessary to respond to the emergent needs. Such notification shall be reduced to writing and filed with the QPA, CFO and Borough Administrator as soon as practicable and shall be reported to the entire Mayor and Council at or before the next regularly scheduled or special meeting.
In the case of payrolls, the appropriate department heads or such officers or employees as may be designated by resolution of the Council shall prepare the necessary payrolls, payments or deductions for all employees, which payrolls, payments or deductions shall be duly certified by the person authorized to certify that the services, payments and deductions have been rendered or are required and the amount specified as due and owing to the employee or employees, and subsequently thereafter presented to the Council for ratification and approval.
The Council shall, by resolution, prescribe the manner in which payroll checks shall be drawn, who shall sign the same and the dates on which payment shall be made.
In the case of reimbursement for actual and necessary travel expenses incurred by Borough officials or employees where authorized to travel by the Borough, itemized claims supported by receipts, where available, shall be presented in order to obtain the reimbursement for such expenses.