[1]
Editor's Note: Original Article VII, Salaries and Compensation; Personnel Policy, and Article VIII, Payroll Account, which immediately preceded this article, were deleted 6-7-1999 by Ord. No. 15-99.
The Borough Administrator, in consultation with the Chairperson of the Borough Finance Committee, is hereby authorized to promulgate and establish from time to time procedures and regulations for the preparation and use of purchase orders and for the payment of bills; provided, however, that any and all such procedures or regulations shall not become effective until approved by a resolution of the Borough Council.
Until amended or supplemented by procedures or regulations promulgated pursuant to § 4-49, the procedure and regulations for the purchase of orders and payment of bills shall be as set forth in Schedule A annexed hereto and made a part hereof.[1]
[1]
Editor's Note: The Schedule A referred to is on file in the Borough Clerk's office and available for inspection during regular office hours.
[Added 12-1-1975 by Ord. No. 26-75; amended 6-7-1999 by Ord. No. 15-99]
The Borough Administrator or, in his absence, the Chief Financial Officer shall act as Purchasing Agent for the Borough of Mendham. The Purchasing Agent shall have the power to prepare advertisements, advertise for and receive bids and make awards for the Borough in connection with purchases of materials and supplies in accordance with the provisions of N.J.S.A. 40A:11-9, as the same may be amended from time to time. Notwithstanding the provisions of this section, the Borough Council shall retain the power to make awards in a particular case as it shall deem fit, such power to be exercised by resolution.
[Added 12-2-2013 by Ord. No. 12-13]
As used in this article, the following terms shall have the meanings indicated:
AGREEMENT FOR PROFESSIONAL SERVICES
An agreement for the rendering of professional services to or on behalf of the Borough, as defined herein, and without regard to whether the said agreement or contract is awarded pursuant to and in accordance with the "Fair and Open" procedures as established in the "Pay-to-Play" Law, N.J.S.A. 19:44A-20.4, et seq.
AGREEMENT TO PURCHASE GOODS OR SERVICES
An agreement for the purchasing of goods to or on behalf of the Borough and any vendor contracts for the procurement of goods or services not considered "professional" as defined in the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq., above the public bid threshold that may be established from time to time by the State of New Jersey, and without regard to whether the said agreement or contract is awarded pursuant to and in accordance with the "Fair and Open" procedures as established in the "Pay-to-Play" Law, N.J.S.A. 19:44A-20.4, et seq.
BOROUGH
The Borough of Mendham as a municipal entity, and any elected official, officer, employee, agent, department, board or commission of the Borough of Mendham.
CAMPAIGN CONTRIBUTION
Any Mendham campaign contribution, county campaign contribution and/or pass-through campaign contribution as defined herein.
COUNTY CAMPAIGN CONTRIBUTION
Any contribution, whether in the form of money, free service or pledge, including without limitation any in-kind contributions, or purchases of tickets, advertisements or the like, directly or indirectly, to any county-level political organization or county-level campaign committee or fund within the County of Morris; the term "directly or indirectly" as used herein shall further mean and include any campaign contributions made through intermediaries or third parties for the purpose of concealing the source of the contributions(s).
ENTITY
Any corporation, professional corporation, joint venture, general or limited partnership, trust or limited liability company, or subsidiary or parent of any of the foregoing.
INELIGIBLE VENDOR
Any vendor who has during the preceding three-year period made campaign contributions in excess of the limits set forth in § 4-54 of the Revised General Ordinances of the Borough of Mendham.
INELIGIBLE VENDOR LIST
A list of ineligible vendors maintained by the Purchasing Agent, or his/her designee, of the Borough in accordance with the provisions of this article.
MENDHAM CAMPAIGN CONTRIBUTION
Any contribution, whether in the form of money, free service or pledge, including without limitation any in-kind contributions, or purchases of tickets, advertisements or the like, directly or indirectly, to any campaign committee or election fund of any candidate for, or holder of the office of, Mayor or Council of the Borough, or to any municipal or party committee or political club or organization within the Borough; the term "directly or indirectly" as used herein shall further mean and include any campaign contributions made through intermediaries or third parties for the purpose of concealing the source of the contribution(s).
PASS-THROUGH CAMPAIGN CONTRIBUTION
Any contribution, whether in the form of money, free service or pledge, including without limitation any in-kind contributions, or purchases of tickets, advertisements or the like, directly or indirectly, to any campaign committee or election fund of any candidate for, or holder of the office of, Mayor or Council of the Borough, or to any municipal or party committee or political club or organization within the Borough, that is received from the election fund or other campaign account of any elected official or candidate for any office other than Mayor or Council of the Borough, or from any county political organization, county campaign committee or political action committee or fund within or without the County of Morris.
VENDOR
Any individual person or entity who either negotiates, bids or otherwise seeks to enter into an agreement to purchase goods or services as defined herein. In the case of any vendor who is an individual person, the term shall also include the individual's spouse, if any, and any child living at home, as well as any entity by whom any of them are employed or in which any of them have an ownership interest in excess of 10%. In the case of any vendor who is an entity, the term shall also include each and every principal of the said entity who has an ownership interest in excess of 10% in the entity, or any parent or subsidiary of the entity, and their spouses, if any, and any child living at home.
VENDOR'S CERTIFICATION OF ELIGIBILITY
A certification in lieu of affidavit pursuant to which each vendor shall list each and every Mendham campaign contribution and each county campaign contribution the vendor has made during the preceding year.
[Added 12-2-2013 by Ord. No. 12-13]
A. 
The Borough shall not enter into any agreement for any professional service or for the purchase of goods or other services with any vendor that has made any campaign contribution in excess of the limits specified in § 4-54 of this article during the one-year period immediately preceding the date of the agreement, or during the term of any such agreement.
B. 
This section shall apply to all professional services contracts, with the exception of Subsection B(4) and (5) below, and to all contracts for the purchase of goods and other services with the exception of the following items:
(1) 
Contracts that are awarded as a result of open public bidding as set forth under the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq.;
(2) 
Contracts that are offered to the lowest, responsible, qualified bidder after public advertising for bids and quotes, pursuant to the provisions of the competitive contracting requirement of the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq.;
(3) 
Contracts with an anticipated aggregate value less than $17,500;
(4) 
Contracts that are awarded due to certain public exigencies pursuant to N.J.S.A. 19:44A-20.12;
(5) 
Contracts with any New Jersey government and/or federal government agencies;
(6) 
Contracts with banking institutions, insurance and public utility companies that are regulated by state restrictions on political contributions; and
(7) 
Contracts the Borough enters into for the purchase and acquisition of open space.
[Added 12-2-2013 by Ord. No. 12-13]
Campaign contribution limits affecting the eligibility of vendors, pursuant to §§ 4-53 and 4-55, to enter into or be paid pursuant to agreements for the purchase of goods or services are as follows:
A. 
The maximum amount of Mendham campaign contributions that may be made by a vendor to each political organization or campaign committee or fund during any election cycle shall not exceed $300.
B. 
The maximum amount of county-level campaign contributions that may be made by a vendor to each political organization or campaign committee or fund shall not exceed $300 during any election cycle to any party.
[Added 12-2-2013 by Ord. No. 12-13]
No vendor shall knowingly solicit on behalf of, or make any campaign contribution in excess of, the limits specified in § 4-54 herein during the pendency of any such negotiations for, or during the term of, any agreement to purchase goods or services.
[Added 12-2-2013 by Ord. No. 12-13]
Prior to issuing any purchase order or awarding to any vendor an agreement for the sale of goods and services, or making any payment pursuant to the same, or granting any change order in connection therewith, the Purchasing Agent, or his/her designee, shall require that the vendor submit the required forms adopted by the State of New Jersey in conjunction with the state's existing "Pay-to-Play" law, in which the vendor shall verify that it has not knowingly made any campaign contribution in excess of the limits set forth in § 4-54 herein. The Purchasing Agent or his/her designee shall keep the original of each such certification of vendor eligibility on file. Notwithstanding anything contained herein to the contrary, the vendor shall have a continuing duty to report immediately to the Purchasing Agent or his/her designee any campaign contributions made in violation of this section that occur during any time that an agreement for the sale of goods or services is in effect, or that occur during the pendency of any negotiations or bidding by the vendor to enter into such an agreement.
[Added 12-2-2013 by Ord. No. 12-13]
In addition to such other penalties as may be provided by law, any vendor who, after 10 days' notice of the consequences thereof, refuses or otherwise fails to provide the certification required herein, or who knowingly files a false vendor's certification of eligibility, shall be designated by the Purchasing Agent or his/her designee as an ineligible vendor, and shall be promptly included on the ineligible vendor list maintained pursuant to § 4-58 herein and shall thereafter be prohibited from entering or continuing any agreement for the sale of goods or services with the Borough, and from receiving any payment pursuant to such an agreement for a period of three years from the date the vendor is designated as ineligible.
[Added 12-2-2013 by Ord. No. 12-13]
The Purchasing Agent or his/her designee shall prepare and at all times maintain a list of vendors who are, by virtue of the provisions of this section, ineligible to enter into an agreement for the sale of goods or services with the Borough. The Purchasing Agent or his/her designee shall prepare this list based upon information obtained from the submission of the required forms from the vendors pursuant to § 4-56. The Purchasing Agent or his/her designee shall update the list of ineligible vendors within 10 business days of the receipt of any certifications or information as required in this section.
[Added 12-2-2013 by Ord. No. 12-13]
Notwithstanding any term contained herein to the contrary, this article shall not consider campaign contributions made prior to January 1, 2014, and no such campaign contributions shall be considered by the Purchasing Agent or his/her designee in determining a vendor's eligibility pursuant to this section.
[Added 12-2-2013 by Ord. No. 12-13]
Any Vendor may cure a campaign contribution made in excess of the limits set forth in § 4-56 herein if the said vendor notifies the Purchasing Agent, or his/her designee, of the Borough in writing that it has received a reimbursement of a contribution in excess of that allowed in § 4-54 and by attaching a true and correct copy of the check received in reimbursement within 60 days of making such contribution.