[HISTORY: Adopted by the Mayor and Council
of the Borough of Folsom as indicated in article histories. Amendments
noted where applicable.]
[Adopted 3-10-1977 by Ord. No. 110; amended in its entirety 5-9-2007 by Ord. No.
09-2007]
A.
No
payment will be made unless duly authorized by the owner's authorized
representative and accompanied by proper documentation. Vendor certification
is required only for employee reimbursements, professional services,
and goods and services provided exclusively and entirely by an individual
(e.g., sole proprietor).
[Amended 7-10-2018 by Ord. No.
05-2018]
B.
The
Borough of Folsom defines the billing date for payment, final and
retainage payments as "the date the bill is received by the local
unit."
C.
As
per N.J.S.A. 2A:30A-21, the Borough of Folsom operates under the "alternative
procedure"; therefore the following provisions apply:
(1)
The 20th calendar day deadline of the default procedure to approve
and certify, or decide to withhold, full or partial payment is deferred
until the public meeting following 20 calendar days of the billing
date, at which time the bill must be approved for payment or notice
provided as to why the bill or any portion of it will not be approved.
(2)
If the bill is approved, the thirty-day payment requirement of the
default is replaced by the requirement that the bill be paid in the
payment cycle following the meeting.
D.
Upon
approval by the Borough Council, checks shall be available no later
than two business days after the meeting where approval was granted.
[Adopted 9-10-2008 by Ord. No. 05-2008]
No article or service shall be contracted for or purchased by
any department, board, agency or office of the Borough of Folsom except
in accordance with the procedures set forth herein. The Borough of
Folsom will not be bound by any purchase or contract made contrary
to this policy; and any employee or representative of the Borough
of Folsom who violates the policy may face disciplinary action, as
well as be personally liable for any costs or obligations improperly
incurred.
A.
Requests
for purchases.
(1)
The initial step in the purchasing cycle is the preparation of a
request for purchase, which is a form used to request goods, materials
and services. The request for purchase should be typewritten, printed,
or in electronic format and forwarded to the Chief Financial Officer
for approval.
[Amended 7-10-2018 by Ord. No.
05-2018]
(2)
The department head should request only purchases for budgeted items.
Nonbudgeted items or services shall require the prior approval of
the Committee person in charge of that particular department. Such
purchases, if of an emergent nature, will be processed using the emergency
procedures. Adjustments to the department's budgeted items should
be considered when purchasing nonbudgeted items.
(3)
Request for purchase. The following information is required for all
requests for purchase:
(a)
Vendor's complete name and address.
(b)
Full name of the department requesting the purchase.
(c)
Date of request.
(d)
Required delivery date.
(e)
Delivery address.
(f)
Quantity.
(g)
Description/stock number. Be as specific as possible. The description
should include model number, size and full specifications of the required
purchase.
(h)
Price per unit.
(i)
Total amount, including shipping charges. While every attempt should
be made to determine the total price, it may be necessary, on occasion,
to estimate shipping charges.
(j)
Signature of the department head approving the purchase.
B.
The
request for purchase should be submitted well in advance of the time
the goods, materials or services are needed to allow sufficient time
for review and preparation of specifications, advertisements for bids
(when required) or for the solicitation of information and/or quotations
for more-difficult purchases.
C.
The
request for purchase should be forwarded to the Chief Financial Officer,
who will review and make necessary consolidations and standardizations
with the requests of other departments. Requesting units should be
advised and consulted when standardizations are made. Based on the
total and aggregated dollar amount of the purchase request, written
specifications and sealed bids for informal solicited quotations may
be required. State-approved contract vendors or cooperative pricing
systems vendors pursuant to N.J.S.A. 40A:11-11(5) may be used to fulfill
the contracting unit's needs. Before any formal commitment is
made to a vendor and prior to the issuance of a purchase order, the
availability of funds must be determined pursuant to N.J.A.C. 5:30-14.5.
D.
Purchases
in excess of $2,500 will require approval by a majority of the Borough
Council members.
[Amended 7-10-2018 by Ord. No.
05-2018]
(1)
The Chief Financial Officer will prepare a list of purchases prior
to each Borough Council meeting that will require such approval. Annual
association memberships and conference attendance requests require
Council approval regardless of the cost.
(2)
If the purchase cannot be approved, the Chief Financial Officer will
provide the department head with a written explanation. In the case
of an emergency, the preparation and release of a purchase order is
the sole and exclusive duty of the Chief Financial Officer.
E.
After
encumbering the funds, the Chief Financial Officer shall prepare a
combined purchase order and claim for payment, which shall include
the following information:
(1)
The vendor's name and address.
(2)
Purchase order number. Purchase orders should be consecutively numbered.
(3)
The full name of the department and account number to be charged.
(4)
The date the purchase order is prepared.
(5)
Delivery address.
(6)
Specific data relative to the quantity required and shipping unit.
(7)
Full description of items or services to be purchased.
(8)
Exact price of each unit.
(9)
Total dollar amount.
(10)
State contract number of the vendor, if applicable; if a bid item,
the date of the award or the bond ordinance number.
(11)
Total cost for all items on the purchase order.
(12)
Signature and date of the Chief Financial Officer certifying that
funds are available and encumbered.
(13)
Vendor's certification: signature of the vendor, if required,
and the date.
[Amended 7-10-2018 by Ord. No.
05-2018]
(14)
The certification by the department head that the goods and/or services
have been received. Upon receipt of the order, the department head
shall certify the goods received and return the voucher to the Chief
Financial Officer with the invoice to process for payment.
(15)
Final Councilperson approval. The voucher will be given to the Councilmember
in charge of the applicable department for signature approving the
actual expenditure at the Borough Council meeting.
(16)
Date of payment and check number will be inserted by the Chief Financial
Officer when payment is made.
Emergency purchases shall only be authorized when a situation
requires the immediate purchase or delivery of goods or services to
meet an actual danger to the public's health, safety or welfare.
The department head seeking the purchase shall contact the Chief Financial
Officer to receive approval for the expenditures and certification
of availability of funds. On the next working day following the emergency,
the department head shall submit a written report to the Chief Financial
Officer describing the emergency and the steps taken to resolve the
matter. The Financial Officer will then prepare the purchase order
and obtain all required approvals.
A detailed listing of all bills ready for payment shall be prepared
by the Chief Financial Officer for the Borough Council's approval
at its regularly scheduled Borough meeting. The approved bill list
shall be included in the official minutes of the meeting. The bill
list shall be recorded in a manner approved by the Director of Local
Government Services and kept available for public inspection.
All municipal checks will be signed with two out of three signatures.
These signatures will be of Township officials that will be authorized
by resolution at the annual reorganization meeting of the Township
Committee.
