[HISTORY: Adopted by the Township Committee of the Township
of Morris as indicated in article histories. Amendments noted where
applicable.]
[Adopted 12-29-1971 by Ord. No. 41-71 (Ch. 5 of the 1969 Code)]
[Amended 2-13-1974 by Ord. No. 9-74]
The purpose of this article is to establish a procedure to be
followed by all officials and authorized employees of the Township
of Morris for the purchasing of goods and services and for the approval
and payment of claims in accordance with N.J.S.A. 40A:5-1 et seq.
To the extent practicable, this procedure intends that the Purchasing
Agent shall originate purchase orders, department heads shall certify
to the receipt of goods and services, and the Treasurer shall audit
claims and render payment, thus providing a system of internal control
through the separation of responsibilities.
For the purpose of this article, the terms used herein are defined
as follows:
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.
Invoices, bills or vouchers submitted by vendors or other
persons seeking payment for materials supplied or services rendered
to the Township of Morris.
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 emergent need or where personal
selection is required.
An employee of the Township of Morris designated by the Township
Committee by resolution as being in charge of a department.
A subcommittee of the Township Committee, duly appointed
by the Township Committee for financial matters.[1]
A document authorizing a vendor or other person to furnish
goods or services to the Township of Morris and setting forth details
as to quantity, type, condition, price and terms of sale, etc.
An employee designated by the Township Committee 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.
A written record usually submitted by a vendor or transportation
company itemizing materials or services furnished to the Township
of Morris, which, when signed and dated by a duly authorized employee
of the Township, constitutes evidence of the receipt of goods or services.
A duly appointed subcommittee of the Township Committee,
appointed by the Township Committee for matters assigned to that subcommittee.
The duly elected or appointed members of the Township Committee.
The duly elected or appointed Treasurer of the Township of
Morris.
[1]
Editor's Note: The original definition of "Financial Administrator,"
which immediately followed this definition, was repealed 2-13-1974
by Ord. No. 9-74.
A.Â
There is hereby established a system of purchase orders. Purchase
orders shall be on forms determined and approved by the Township Treasurer
and shall be in quintuplicate. A purchase order must state the department
and line item of the budget to be charged. The original copy shall
be forwarded by the originator to the Treasurer. The second copy shall
be retained by the Purchasing Agent for his records for the period
required by statute, and the third copy shall be forwarded to the
proper department head. The fourth copy shall be returned by the vendor
with the Township voucher, and the fifth copy shall be retained by
the vendor for his records.
[Amended 2-13-1974 by Ord. No. 9-74]
B.Â
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; provided, however, that for purchases of less than
$10 a purchase order is not required. 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 of obtaining the items
or services quickly, it is not possible to issue the purchase order
in the normal manner, such purchases 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.
C.Â
No purchase order will or shall be issued unless the department head
or person 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.
A.Â
It shall be the responsibility of the Purchasing Agent to determine
the most economical sources of materials and services requested by
the various departments of the Township of Morris. The Purchasing
Agent shall maintain the necessary files and catalogs of supplies
and services normally required and shall maintain a list of qualified
vendors. He will be familiar with all laws concerning the purchasing
of materials and services and bidding procedures involved and shall
assist the department heads in the economical selection of supplies
and services and will prepare purchase orders for such purposes wherever
possible.
B.Â
Purchase orders shall be numbered consecutively and a log maintained
by the Purchasing Agent of purchase orders issued. If a purchase order
is to be prepared by an office or department other than the Purchasing
Agent, such office or department shall obtain the purchase order number
from the Purchasing Agent.
A.Â
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. The purchase of goods and services
involving amounts of less than $10 normally need not be referred to
the Purchasing Agent and normally does not require a purchase order.
Repetitive purchases of the same item at frequent intervals, even
though involving less than $10 per order, should be covered by a blanket
purchase order.
B.Â
When materials or services have been received, the department head
shall forward the receiving report to the Treasurer, along with a
voucher, the fourth copy of the purchase order and a bill or invoice
from the supplier, if provided, 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 so advise the supplier or transportation
company and attempt to obtain replacement or satisfaction. The department
head shall also note the receiving report accordingly.
[Amended 2-13-1974 by Ord. No. 9-74]
C.Â
All vouchers to be paid in any given month must be in the office
of the Treasurer 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.
[Amended 2-13-1974 by Ord. No. 9-74]
[Amended 2-13-1974 by Ord. No. 9-74]
The Treasurer shall maintain a file of purchase orders and,
upon receipt of claims from vendors and associated receiving reports
duly certified by an authorized employee of the Township, 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 original copy of the purchase order,
the receiving report and other supporting documents, should be signed
by the Treasurer and processed for payment. Any voucher not supported
by all of the above shall not be processed by the Treasurer for payment.[1]
The resolution of the Township Committee approving payment of
vouchers listed on the monthly list submitted by the Treasurer shall
be submitted to the Mayor and the Township Clerk, for their signatures,
and shall show the recorded vote thereon. In the event any voucher
is disapproved by the Township Committee, it shall be marked "disapproved,"
and the proper totals on the list of vouchers and the resolution shall
be changed accordingly.
[Adopted 11-12-1986 by Ord. No. 30-86 (Ch. 6A, Art. I, of
the 1969 Code)]
This article shall be known and may be cited as the "Cooperative
Pricing Ordinance of the Township of Morris."
Pursuant to the provisions of N.J.S.A. 40A:11-10(a)(1), the
governing body is hereby authorized to enter into a cooperative pricing
agreement with the lead agency of any other contracting unit within
the State of New Jersey for the purchase of work, materials and supplies.
The lead agency entering into contracts on behalf of the Township
of Morris shall be responsible for complying with the provisions of
the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and all
other provisions of the revised statutes of the State of New Jersey.
