[HISTORY: Adopted by the Mayor and Council of the Borough of Newfield as indicated in article histories. Amendments noted where applicable.]
[Adopted 3-8-1983 by Ord. No. 83-1 (Ch. 10 of the 1991 Code)]
A. 
Before any purchase may be made, a requisition must be submitted for the purchase to the head of the department. There must be three prices from three different vendors submitted, when feasible, for any purchase from $1,000 to the current bidding threshold in accordance with N.J.S.A. 40A:11-2 et seq. Any requisition over $500 must come before full Council for approval.
[Amended 11-13-1990 by Ord. No. 90-7; 8-13-1991 by Ord. No. 91-5; 3-9-1993 by Ord. No. 93-4]
B. 
If the purchase is approved, the signature of the department head must appear on the requisition. The requisition must be submitted to the Treasurer for certification of availability of funds. If no funds are available, the purchase must not be made. If the Treasurer certifies that funds are available, the Treasurer will issue a purchase order number.
[Amended 11-13-1990 by Ord. No. 90-7]
C. 
Exceptions to this procedure are bills that are received monthly, i.e., telephone, payroll, gas, electric, district school tax and county taxes and petty cash. Petty cash reimbursement will be made on a voucher with receipts attached.
A. 
The expenses accrued by requisition will only be paid by a claimant's certificate, which is the white original copy of a purchase order signed by the vendor. Also attached to the white copy will be the yellow copy of the purchase order, which will be signed by the person who received the goods, and the original bill on the vendor's letterhead or invoice and the certified requisition. The pink copy of the purchase order will be the vendor's copy. The blue copy will go to the department head and the green copy will be the budget copy, which will be filed alphabetically in the budget file.
B. 
The purchase order for payment should be received 10 days prior to the regular Council meeting. Payment of bills will only be made at the regular monthly meeting of the Borough Council.
An emergency is immediate danger to the safety and welfare of the employees and/or residents of the Borough of Newfield. Nothing else constitutes an emergency. In emergency situations, approval of the department head should be obtained even if by telephone and the Treasurer should be notified if the department head so advises. If contact with either the department head or Treasurer cannot be made at the time of the emergency, they should be advised as soon as possible after the fact.
An alphabetical list of the bills to be paid will be available at the scheduled work session and regular Council meeting each month. The purchase orders will also be alphabetically arranged for inspection. The department head's signature must be on the requisition; however, it is not necessary for the department head to sign the purchase order. When a Councilman votes aye to approve the list of disbursements, he automatically approves all the bills unless he wishes to contest any or all bills by voting nay. In either case, his vote will be recorded in the minutes, and a dissenting vote will be recorded on each original purchase in question.
[Adopted 7-9-1996 by Ord. No. 96-6 (Ch. 8 of the 1991 Code)]
The following procedure shall be followed in the event that tie bids are received: Tie bidders will be notified of the receipt of the same and be invited to appear before the Borough Council of the Borough of Newfield for the purpose of breaking the tie by the drawing of a name of one of the tie bidders from a suitable container, which will then be the successful bidder. The Borough Solicitor shall be present to supervise the drawing.