[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.]
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.
(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.
