Township of Mannington, NJ
Salem County
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[HISTORY: Adopted by the Township Committee of the Township of Mannington 10-4-1990 by Ord. No. 90-09. Amendments noted where applicable.]
GENERAL REFERENCES
Claims — See Ch. 28.
Purchasing Agent — See Ch. 89, Art. IV.
No article or service shall be contracted for or purchased by any department, board, agency or office of the Township of Mannington except in accordance with the procedures set forth herein. The Township of Mannington will not be bound by any purchase or contract made contrary to this policy, and any employee or representative of the Township of Mannington who violates the policy may face disciplinary action, as well as personal liability for any costs or obligations improperly incurred.
A. 
The initial step in the purchasing cycle is the preparation of a purchase requisition. The department head should only requisition budgeted items. Nonbudgeted items or services shall require the prior approval of the department head, with concurrence of appropriate Committee person. Such purchases, if of an emergent nature, will be processed using the emergency procedures. Adjustments to department's budgeted items should be considered when purchasing previously nonbudgeted items.
B. 
The purchase order form will also serve as the purchase requisition. The request for purchase must be approved and signed by the department head. The requisition should be submitted well in advance of the time the goods, materials or services are needed to allow sufficient time for review or for preparation of specifications, advertisements for bids, or for the solicitation of informal quotations as indicated in this chapter.
C. 
The request for purchase shall be forwarded to the purchasing authority. If the requisition is not properly completed, it will be returned to the originating department head for correction, additional information, or clarification. The purchasing authority will also review a unit's requisition, making necessary consolidations and standardizations with the requests of other units. Requesting units should be advised and consulted when standardizations are made. Based on the total and aggregate dollar amount of the purchase requests, written specifications and sealed bids or informal solicited quotations may be required. State approved contract vendors or cooperative pricing systems vendors pursuant to N.J.S.A. 40A:11-11(5) may also be used to fulfill the contracting unit's needs. Before any formal commitment is made to a vendor, and prior to completion of purchase order, the availability of funds must be determined pursuant to N.J.A.C. 5:30-14.5.
D. 
If the purchase order cannot be approved, the Treasurer will provide the purchasing authority with a written explanation.
[Amended 3-7-1991 by Ord. No. 91-03]
Quote comparison sheets will be prepared for items more than $1,000 but under the bid limit. More than one vendor is to be solicited for prices of the items. Data pertinent to required items or services should be listed, including price quotes. The lowest price should be taken.
Purchase orders are required for all requests for purchases. The following information shall be filled out in detail and will be copied through the other four copies:
A. 
Date ordered: date that the vendor accepts purchase order and voucher.
B. 
Dated wanted: date that the department head wants goods or services delivered.
C. 
To address: name of vendor that payment will be made to and address where check will be mailed.
D. 
Ship to: name and address where goods and/or services shall be delivered on behalf of the Township.
E. 
Salesman: person who sells the goods or services to the Township.
F. 
Purchase request by: department head's name purchasing goods or services.
G. 
Purchase request approval: purchasing authority's approval of purchase request. Account should be encumbered at this time.
H. 
Quantity: amount of items purchased.
I. 
Description: a full complete description in detail describing the item or goods being purchased.
J. 
Unit price: price of one unit being purchased.
K. 
Amount: total amount of all units being purchased.
L. 
Authorized signature: the signatures of the Township officials are required as designated in this chapter.
M. 
Account charged: It shall be the responsibility of the Treasurer to fill in the proper account to be charged for the encumbrance.
[Amended 3-7-1991 by Ord. No. 91-03]
N. 
Claimant's certification and declaration: Vendor's signature and position must be filled in along with the date. This will be on the white voucher copy returned by the vendor only.
A. 
Signatures of approval will be required pertaining to the following amounts:
(1) 
$0 - $300: department head; purchasing authority.
(2) 
$300 - $2,500: department head; purchasing authority; Treasurer.
[Amended 3-7-1991 by Ord. No. 91-03]
(3) 
$2,500 - bid limit: department head; purchasing authority; Treasurer; two Township Committee members.
[Amended 3-7-1991 by Ord. No. 91-03]
(4) 
Bidding required: department head; purchasing authority; Treasurer; two Township Committee members.
[Amended 3-7-1991 by Ord. No. 91-03]
B. 
The Township purchasing authority will keep a ledger and record of all purchase orders and the balances in each line item account.
C. 
The Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) shall be adhered to which requires advertising in local newspapers and accepting sealed bids. The Township Committee has an option to reject or accept all bids at a public meeting. Once purchase is approved, a purchase order shall be filled out by department head and for verification purposes pertaining to purchasing responsibilities, the purchasing authority, Treasurer, department head and two Township Committee members shall sign a purchase order.
[Amended 3-7-1991 by Ord. No. 91-03]
D. 
No order is to be placed or a commitment made except by an approved purchase order or by the emergency purchase procedure.
A. 
Emergency purchases are purchases made under or during an extreme emergency. An emergency is some condition or event over which the Township has no control and to which it must respond because of a threat to life and/or property. Examples of emergencies would be natural disasters, fires, civil disturbances, enemy attacks or power failures.
B. 
If the Township or any of its officials or employees are required to take any action during an emergency, and purchases from any vendor are necessary to deal with the emergency while the emergency exists, such purchases may be made without regard to the policies and procedures outlined in this chapter.
C. 
The head of the department requesting an emergency purchase shall contact the Committee member supervising the requesting department to receive approval. In the absence of the Committee member supervising the requesting department, another Committee member should be requested to declare an emergency. If at all possible, all three Committee persons shall be filed for approval and the Treasurer notified for verification of funds.
[Amended 3-7-1991 by Ord. No. 91-03]
D. 
On the next working day following the emergency, the department head shall submit a written report to the Township Committee, the Treasurer and the Chief Financial Officer describing the emergency and the steps taken to resolve the matter.
[Amended 3-7-1991 by Ord. No. 91-03]
E. 
The department head should execute a purchase requisition and the proper procedures followed pertaining to that particular purchase.
A. 
The initial step in the purchasing process is the preparation of a purchase requisition described in § 105-2 above.
B. 
The requisition is forwarded to the purchasing authority. The purchasing function will fall under the direction of the Treasurer. The availability of funds is ascertained by the Treasurer through consultation with the appropriations ledger.
[Amended 3-7-1991 by Ord. No. 91-03]
C. 
A five-part purchase order is completed by Purchasing. Proper approvals are obtained depending on the dollar amount as set forth in this chapter.
D. 
The order is placed with the vendor and the encumbrance is recorded against the appropriation. The purchase order is then distributed as follows:
[Amended 3-7-1991 by Ord. No. 91-03]
(1) 
Vendor (2 copies).
(2) 
Treasurer.
(3) 
Originating department.
(4) 
File copy.
E. 
The originating department holds its copy of the purchase order until the goods are received. The goods received are counted and quality inspected. The purchase order is then signed off on by the department head and forwarded to the Treasurer.
[Amended 3-7-1991 by Ord. No. 91-03]
F. 
The Treasurer will match the copy from the originating department, the purchasing function copy, and the vendor copy, which should be accompanied by a vendor invoice.
[Amended 3-7-1991 by Ord. No. 91-03]
G. 
The Treasurer will add the amount due to the vendor to the monthly bill list for approval by the Township Committee.
[Amended 3-7-1991 by Ord. No. 91-03]
H. 
Once approval is obtained, the disbursement is made and the expenditure is recorded against the encumbered amount.
I. 
A reconciliation of open purchase orders is to be made against the encumbrance amount on a monthly basis.