Township of Winslow, NJ
Camden County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee of the Township of Winslow 8-27-75 as Ord. No. 0-13-75 as Ch. 18 of the 1970 Code of the Township of Winslow; amended in its entirety 3-23-77 by Ord. No. 0-12-77. Subsequent amendments noted where applicable.]
GENERAL REFERENCES
Claims approval — See Ch. 10.
Deposit of municipal funds — See Ch. 48, Art. IV.
Payroll Account — See Ch. 50.
An orderly system shall be established for the purchasing of materials, supplies, contracts, etc., and a requisition and purchase order system shall be instituted within the Township of Winslow.
No employee or official of the Township of Winslow shall incur any liability on the part of the Township of Winslow unless it shall have been properly authorized by a purchase order.
In cases of emergencies during off-hours, work may be authorized, but a purchase order must be obtained on the next working day.
[Amended 3-25-87 by Ord. No. 0-13-87]
Unless otherwise provided in a State or local contract award and approved in accordance with Section 58-5 of this chapter, in instances where numerous miscellaneous purchases are made from a particular vendor, a purchase order may be issued in an amount not to exceed five hundred dollars ($500.) for a specific month. When purchases total five hundred dollars ($500.), an additional purchase order may be issued in an amount not to exceed one hundred dollars ($100.) for a specific month. A new purchase order must be issued for each month.
[Amended 10-24-95 by Ord. No. 0-34-95]
All requisitions and purchase orders requested to be charged on a particular appropriation line must be requested by the department head responsible for that appropriation line or their designee. The Chief Financial Officer shall assign appropriation lines to all departments. The Township Administrator and Township Chief Financial Officer may charge any appropriation line item as need be, provided that all charges are in accordance with N.J.S.A. 40A:4.
[Amended 10-24-95 by Ord. No. 0-34-95; 6-26-12 by Ord. No. 0-2012-022]
A. 
The requisition request and purchase order shall be combined on one (1) form.
B. 
The requisitions shall be prepared and coded by the appropriate department head or his/her designee on forms or electronically as provided for by the Chief Financial Officer.
C. 
The Township Chief Financial Officer, or his/her designee, shall check the requisition to the budget appropriation and State of New Jersey statutes. If there are sufficient funds available and no conflicts with State of New Jersey Statutes, then the Chief Financial Officer, or his/her designee, shall encumber the funds and issue the purchase order as requested.
D. 
If the purchase requisition is in excess of one thousand dollars ($1000.) the requisition must be signed by the Administrator or Purchasing Agent in his/her absence. All quotes shall be provided with the requisition at this time and shall be in accordance with N.J.S.A. 40A:11-6.1 titled "Award of purchases, contracts or agreements". All State contract purchases must have proof of contract documents attached at this time. Approved requisitions shall then be sent to Chief Financial Officer for encumbering. Rejected requisitions shall be sent back to the appropriate department.
E. 
No purchase order is valid without the certification of availability of sufficient funds by the Chief Financial Officer or his/her designee.
F. 
After completion of steps in Subsection C and D the following shall occur.
(1) 
The Chief Financial Officer shall return the purchase order to the requesting department.
(2) 
The department head or his/her designee shall forward the purchase order to the vendor.
(3) 
The vendor, upon providing the requested service or product, shall sign the original copy of the purchase order and then shall return it to the department from whom they initially received the purchase order.
(4) 
The department head or his/her designee upon receiving the completed purchase order from the vendor shall check for vendor signature and attach all documents as required by Chapter 10 of the Code titled "Claims Approvals". After receiving the product or service the department head or his/her designee shall sign the purchase order attesting to the fact. The completed purchase order shall then be returned to Treasury Department for payment scheduling.
The Treasury Department shall provide a current vendor and budget report to the office of the Township Clerk within five (5) working days from the end of every month.
[Amended 10-24-95 by Ord. No. 0-34-95]
Purchases are authorized to be made utilizing the State of New Jersey Cooperative Purchasing Program provided that the governing body has adopted a resolution during the current calendar year authorizing participation in the program. A valid purchase order must still be obtained as specified in Section 58-6.
[Added 3-25-87 by Ord. No. 0-13-87; 10-24-95 by Ord. No. 0-34-95]
A. 
All fixed assets having a value greater than that allowed by the rules promulgated by the Director of the Division of Local Government Services shall be assigned a fixed asset number by the Treasury Department of the Township.
[Amended 11-21-00 by Ord. No. 0-29-00]
B. 
When submitting a purchase order for payment, the department head or his/her designee shall apply for a fixed asset number from the Purchasing Agent or Administration. Purchase orders submitted without the proper fixed asset form correctly completed shall not be paid and shall be returned to the department.
[Amended 9-25-12 by Ord. No. O-2012-027]
C. 
The Purchasing Agent shall cause a physical inventory to be completed by each department of their fixed assets on a biyearly basis beginning in 1996. Each department shall have ninety (90) days to complete the physical inventory. The department's new inventory list shall be reconciled by the department with the existing fixed asset list for that department. An existing fixed list shall be supplied by the Purchasing Agent. The department head shall forward a list of additions or deletions to Administration. Any request for additions or deletions shall be made on the required forms.
[Amended 9-25-12 by Ord. No. O-2012-027]
D. 
The Township Administrator may at any time request from all departments, reports showing stocks of required and usable supplies on hand and stocks and supplies on hand which are no longer needed, obsolete, worn out or to be scrapped.
E. 
The Township Administrator shall have the authority, with the approval of the department director involved, to transfer surplus usable stocks to other using departments.
F. 
When supplies and/or equipment have been designated by resolution of the Township Committee as no longer needed for public use, the Township Administrator shall, whichever is in the best interest of the township, either sell the unneeded supplies or equipment in the manner prescribed by the Local Public Contracts Law or exchange or trade in the unneeded items in the process of purchasing new, like or replacement items. Sales under this section shall be made to the highest responsible bidder. A record of each sale shall be made and placed on file in the Township Clerk's office and the Administration office.
[Amended 9-25-12 by Ord. No. O-2012-027]
G. 
The sale of property to another contracting unit or to any body politic need not be advertised for bids; however, an authorizing resolution must be approved by the Township Committee to allow such sale to be made.
[Added 2-25-03 by Ord. No. O-2-03; amended 6-20-10 by Ord. No. O-2010-024]
A. 
Position created. The position of Qualified Purchasing Agent is hereby created pursuant to N.J.S.A. 40A:11-9.
(1) 
"Qualified Purchasing Agent" shall mean a purchasing agent who is the holder of a Qualified Purchasing Agent certificate issued pursuant to Section 9 of P.L. 1971, c. 198 (C. 40A-11-9).
(2) 
The Qualified Purchasing Agent shall maintain all of the qualifications and shall have completed all of the training set forth in 40A:11-9.
B. 
Power to award contracts. The Qualified Purchasing Agent shall have the ability to award contracts for the providing of goods or the performance of services on all quotations or bids to be received in excess of fifteen percent (15%) of the threshold amount specified by N.J.S.A. 40A:11-3 as per N.J.S.A. 40A:11-6.1[a] only if expressly permitted in the contract specifications. On all contracts of fifteen percent (15%) or less of the threshold amount specified by N.J.S.A. 40A:11-3 or less, the Qualified Purchasing Agent shall have the authority to award said contract on behalf of the township utilizing the procedures set forth in the Local Public Contract Law.
[Amended 8-16-05 by Ord. No. O-21-05; 6-27-17 by Ord. No. O-2017-012]
C. 
Inclusion on Township Employee Classification List. The Township Employee Classification List shall be amended to include this new position and notice provided to the New Jersey Department of Personnel as required.
D. 
Authority to solicit bids and requests for proposals. The Qualified Purchasing Agent shall have the authority, without obtaining pre-approval from the Mayor and Township Committee, to solicit the following:
[Added 5-22-07 by Ord. No. O-13-07; amended 6-26-12 by Ord. No. O-2012-12; 6-27-17 by Ord. No. O-2017-012]
(1) 
Requests for proposals for contracts between $17,500.00 and the threshold amount specified by N.J.S.A. 40A:11-3;
[Amended 6-27-17 by Ord. No. O-2017-012]
(2) 
Requests for proposals for contracts for the providing of goods or the performance of services in excess of the threshold amount specified by N.J.S.A. 40A:11-3, which are exempt from public bidding;
[Amended 6-27-17 by Ord. No. O-2017-12]
(3) 
Bids for contracts which are repetitive in nature, including, but not limited to, uniform rental, radio maintenance, traffic light maintenance and solid waste collection;
(4) 
Bids for contracts for the providing of goods or the performance of services where funding has been previously provided; and
(5) 
Bids or requests for proposals for all other contracts where the estimated amount of the project is $100,000.00 or less.