An orderly system is hereby established for
the purchasing of materials, supplies, contracts and services. The
following requisition and purchase order system shall be instituted
as of the effective date of this article.
No article or service shall be contracted for
or purchased by any department, board, agency or office of the Township
of Mansfield except in accordance with the procedures set forth herein.
The Township of Mansfield will not be bound by any purchase or contract
made contrary to this policy, and any employee or representative of
the Township of Mansfield who violates the policy may face disciplinary
action, as well as personal liability for any costs or obligations
improperly incurred.
Emergency purchasing will only be authorized
when a situation requires the immediate purchase or delivery of goods
or services to meet an actual danger to the public health, safety
or welfare pursuant to N.J.S.A. 40A:11-6. The department head requesting
an emergency purchase will contact the Township Committee Director
who, in turn, will receive approval from the Mayor. The Mayor will
have the authority to declare an emergency. On the next working day
following the emergency, the department head will submit a written,
certified report to the Township Clerk. This report will describe
the nature of the emergency, the time of its occurrence, the need
for invoking N.J.S.A. 40A:11-6 and the steps taken to resolve the
matter. On the basis of that report, the Finance Office shall execute
a purchase order, and the receiving report shall be submitted routinely.
Unless otherwise provided in a state or local
contract award, blanket purchase orders may only be issued in the
following manner:
A.
In instances where several miscellaneous purchases
are made from a particular vendor, the amount may not exceed the amount
authorized by the Township Committee for a specific month. A new purchase
order must be issued for each month.
B.
Purchases not exceeding $25 may be purchased through
the petty cash fund.
C.
All blanket purchase orders must be approved by the
persons authorized to sign requisitions.
A.
Each department and office shall be issued purchase
order requisitions. All information is to be completed in full. The
department or office head shall sign and submit each requisition to
the Finance Office for budget appropriation. Purchase orders under
$300 normally need only the signature of the department head; however,
the Finance Office, in its discretion, may request the Township Committee
Director's approval.
B.
Any aggregate purchase over the bid threshold, as
per the Local Public Contracts Law, must be subject to the bidding
process; any aggregate purchase under the threshold must first be
approved by the Department Liaison prior to payment. All purchases,
over the bid threshold, must be signed by the full Township Committee.
[Amended 12-14-2011 by Ord. No. 2011-13]
C.
The Finance Office shall review all requisitions.
If the budget appropriation is sufficient, the Finance Office shall
sign the requisition and issue a numbered purchase order.
[Amended 2-23-2005 by Ord. No. 2005-4]
All materials, supplies and equipment, work
and labor under contract required by any department, office or agency
of the municipality shall be purchased by or under the direction of
the Township Committee in consultation with the Purchasing Agent.
A.
Purchasing agent. The Chief Financial Officer is hereby
designated as the municipality's Purchasing Agent in accordance with
the provisions of the Local Public Contracts Law and specifically
N.J.S.A. 40A:11-9.
B.
Bid threshold. Bid threshold for contracts required
to be bid under the Local Public Contracts Law shall be governed by
said law; and in the event that the Township has a "qualified purchasing
agent," then the Township shall be entitled to utilize the enhanced
threshold currently found at N.J.S.A. 40A:11-3, as adjusted biannually
by the State of New Jersey, Department of Community Affairs, Division
of Local Government Services.
C.
Award of contract; execution. Where contracts are
required by law to be awarded through competitive public bidding,
the Township Committee may, upon recommendation of the Township Administrator
and Chief Financial Officer, with respect to all contracts other than
contracts the specifications for which have been prepared by the Township
Engineer, and upon recommendation of the Township Engineer with respect
to such contracts, award the contract in the manner prescribed by
law.
D.
Standards and tests. The Chief Financial Officer,
acting as the Purchasing Agent, shall establish and approve uniform
standards for requisitions and purchases; shall control the delivery
of all supplies, materials and equipment and other items purchased;
and shall make or cause to be made proper test checks and inspections
thereof. He shall ascertain whether said supplies, materials, equipment
and other items purchased comply with the specifications and shall
cause laboratory or other tests to be made whenever in his opinion
it is necessary to determine whether the materials or supplies furnished
are of the quality and standard required, and shall accept or reject
the deliveries in accordance with the results of his inspections.
[Added 5-14-2014 by Ord. No. 2014-9]
The following procedure shall be set forth for all requests
for authorization for payment of or reimbursement for organizational
dues, fees, educational incentives, conferences, travel and/or lodging
accommodations by a Township employee to the Township Committee:
A.
To be eligible for any payment of or reimbursement for any employee
organizational dues, fees, educational incentives, conferences, travel
or lodging accommodations that include costs and/or absence from the
workplace on a scheduled work day, each employee must submit a written
request for each separate event to the departmental Township Committee
Liaison for review. Upon review, the request shall be submitted with
the Liaison's recommendation to the Township Committee for approval.
The approval shall be by resolution. The resolution shall provide
for a full accounting of attendance and/or associated costs within
10 days of completion.
B.
The employee's written request for approval must be submitted
to the Township Committee at least two weeks prior to the event.
C.
The employee's written request must include all specific data
outlining all related information, i.e., date(s), costs, purpose of
event, location and must be accompanied by the scheduled event's
documentation, if available.
D.
The employee shall be eligible only for the approved leave from the
workplace, authorized costs, reimbursements and/or accommodations
approved by resolution by the Township Committee for the specific
event.
[Added 5-14-2014 by Ord. No. 2014-9]
Pursuant to N.J.S.A. 40A:5-16.1, the Township Committee may,
by resolution, provide for and authorize payment of advance to its
officers and employees toward their expenses for authorized official
travel and expenses incident thereto. Any such resolution shall provide
for the verification and adjustment of such expenses and advances
and the repayment of any excess advanced by means of a detailed bill
of items as required by N.J.S.A. 40A:5-16 (payment of moneys of local
unit) within 10 days after the completion of the travel for which
an advance was made.
[Added 3-9-2016 by Ord.
No. 2016-5]
The following procedure shall be set forth for all requests
for authorization for payment of or reimbursement for tuition and/or
registration fees for classes attended by an employee for certification/license
purposes for positions requiring same by New Jersey statute.
A.
Criteria:
(1)
An employee within the Township who is seeking to possess certain
certifications/licenses is eligible to apply to the Township Committee
for payment for tuition and/or registration fees for classes attended
in furtherance of acquiring or maintaining the necessary certification/license
to perform all the duties of said position. Any approvals are at the
discretion of the Township Committee, with recommendation by the employee's
supervisor and Township Administrator, and will be reviewed on a case-by-case
situation.
(2)
The employee must have been employed for a minimum of six months,
full time.
(3)
Training and development classes are identified in conjunction
with the employee's supervisor and the Township Administrator.
(4)
The supervisor and Administrator can include a variety of courses
from an array of options, with the ultimate goal of certification
or licensure.
(5)
Prior approval from both the employee's supervisor and
Township Administrator.
(6)
Employee has an obligation to attend classes and seminars paid
for by the Township, and maintain a passing grade. If a passing grade
is not achieved, it is incumbent upon the employee to either reimburse
the Township within three months of notification of grade results
or the employee will pay on his/her own for the retaking of said class.
(7)
The employee must remain for a period of 36 months following
any reimbursement for tuition and/or registration fees. The thirty-six-month
period will begin upon successful completion of the class reimbursed.
(8)
If the employee leaves employment with the Township prior to
the expiration of the thirty-six-month employment requirement referred
to herein, employee will be required to pay back the full amount of
any reimbursed tuition and/or registration fees.
