There shall be a Department of Administration, the Director of which shall be the Business Administrator who, in addition to the powers and duties hereinafter described, shall perform such other duties as may be prescribed by the Township Council. Prior to his appointment, the Business Administrator shall be qualified as required by the Charter.
The powers and duties of the Department are to:
Assist the Mayor in the direction and supervision of all Township Departments;
Prepare and compile budget studies, analyses and schedules, assist in the conduct of departmental budget hearings and otherwise assist the Mayor in such a manner as he shall require in the preparation of the annual municipal budget;
Develop, prescribe and enforce rules and requisitions for the efficient management of the Township government, for the avoidance of any duplication or overlapping of effort among the departments or among the units within a department and for the improvement of methods and procedures of administration;
Assign office space, furniture and facilities among and within the departments;
Maintain an inventory and depreciation schedule of all capital equipment owned by the Township and have custody of all municipal property, real and personal, not assigned to any other department;
Maintain a continuing review of federal and state aid programs of interest to the Township in such a manner as to assure that the Township shall receive any and all aids to which it may be legally entitled;
Install a Township personnel program, including job classification and pay plan and other personnel policies; provide and maintain a complete system of central personnel records of all Township officers and employees; under the direction and supervision of the Mayor review and approve, prior to their taking effect, any and all hiring and personnel actions of any department;
Approve the purchase of materials, supplies, equipment and contractual services used by any department of the Township government. All purchases shall be made in accordance with the procedures prescribed by this code and subject to law.
Recommend to the Township Council the award of bids, which will include the recommendation of the director of the affected department and consultants.
[Amended by Ord. No. 88:56]
Within the Department of Administration there shall be a Division of Purchasing, the head of which shall be the Purchasing Agent.
The powers and duties of the Purchasing Agent shall be as follows:
To act as the contracting agent of the Township.
To prepare bids and specifications for the purchase of work, materials, supplies, or services desired to be acquired by the Township when the estimated aggregate value thereof exceeds the highest authorized bid threshold amount as determined pursuant to the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq.
[Amended 7-19-2011 by Ord. No. 2011:15]
To recommend to the Business Administrator the award of bids duly solicited in accordance with the above-mentioned statutory procedures.
Upon receipt of a requisition approved in writing by the Comptroller certifying the funds available, the Purchasing Agent shall purchase, at the lowest possible price, work, materials, supplies or services the aggregate value of which does not exceed the effective bid threshold set forth or determined pursuant to N.J.S.A. 40A:11-1 et seq. When necessary to determine that the aggregate value of such work, materials, supplies or services does not exceed the said bid threshold amount, and when otherwise required by N.J.S.A. 40A:11-1 et seq., the purchasing agent shall obtain informal price quotes.
Upon receipt of notification from the Mayor or Business Administrator that an emergency situation exists affecting the public health, safety or welfare within the Township, the Purchasing Agent shall purchase essential work, materials, supplies or services in compliance with the provisions of the Local Public Contracts Law.
To inspect purchased work, materials, supplies and services to ascertain their conformity and compliance with the specifications set forth in the purchase order or contract.
To procure the highest quality work, materials, supplies or services at the least expense to the Township.
To keep accurate records of all purchases made by him on behalf of the Township, including but not limited to bids and specifications, the requisitioning department, the proposed use of acquired materials, supplies or services, and the purchase amount and price.
To explore the possibilities of buying "in bulk" to enable the Township to take maximum advantage of all available discounts.
Upon authorization by the Township Council, to join with other units of governmental purchasing plans as provided in the Local Public Contracts Law.
Editor's Note: Former Subsection 2-5.3, which previously followed this subsection and contained portions of Ordinance No. 91:21, was repealed in its entirety by Ordinance No. 98:23.