[HISTORY: Adopted by the City Council of the City of Pleasantville
as indicated in article histories. Amendments noted where applicable.]
[Adopted 6-7-1982 by Ord.
No. 11-1982 as Art. I of Ch. 9 of the 1982 Code]
As used in this article, the following terms shall have the meanings
indicated:
A purchase order for goods or services to be delivered or provided
at periodic intervals in cases where more favorable terms can be obtained
by entering into such an arrangement with a given customer or vendor.
The City of Pleasantville.
The duly appointed City Administrator of the City of Pleasantville.
Invoices, bills or vouchers of other persons seeking payment for
materials supplied or services rendered to the city.
A purchase order originated subsequent to the selection or delivery
of goods and services in cases where a purchase order in advance could not
be obtained due to emergency need.
An employee of the city designated by the City Council as being in
charge of a department.
A document authorizing a vendor or other person to furnish goods
or services to the city and setting forth details as to quantity, type, condition,
price and terms of sale, etc.
An employee appointed by the City Council under the supervision of
the City Administrator to determine the most economical sources of supply,
the most favorable prices and the most economical ordering quantities, to
issue purchase orders, and to discharge such other duties as are normally
assigned to a Purchasing Agent.
A written record usually submitted by a vendor or transportation
company itemizing materials or services furnished to the city, which, when
signed and dated by a duly authorized employee of the city, constitutes evidence
of the receipt of goods or services.
The duly appointed Treasurer of the City of Pleasantville.
A.
There is hereby established a system of purchase orders.
Purchase orders shall be on forms determined and approved by the City Treasurer
and shall be in quadruplicate. A purchase order must state the department
and line item of the budget to be charged. A copy shall be forwarded by the
originator to the City Administrator. Three copies shall be delivered to the
vendor, one of which the vendor utilizes as his voucher. The vendor must attach
to the voucher his claim or invoice, and the other copy will serve as a receiving
report. The final copies will be retained by the Purchasing Agent and the
originating department head for his records, for the period required by statute.
B.
Insofar as possible, it is intended that all orders for
the purchase of material, equipment or supplies or for the furnishing of labor
or services, other than professional, shall be placed only after a properly
prepared written purchase order has been originated by the Purchasing Agent.
In addition, where purchases of materials or services do not lend to the giving
of specific orders prior to delivery, or where, due to the need for obtaining
the items or services quickly, it is not possible to issue the purchase order
in the normal manner, such purchase will be exempt from the requirements for
written purchase orders in advance. In such instances, confirming purchase
orders will be prepared subsequent to delivery. Copies of confirming purchase
orders are to be routed in the same manner as regular purchase orders. Within
24 hours a statement must be submitted in writing to the City Administrator
specifying the reason for the purchase.
C.
No purchase order will or shall be issued unless the
department head or his/her designee making the purchase shall verify that
the purchase is proper, has been authorized and the funds are available, unexpended,
in the budget for such purpose and the amount to be paid is fair and reasonable.
The Purchasing Agent shall:
A.
Purchase or contract for all supplies and contractual
services required by any using agency in accordance with the provisions of
this article or other ordinance of the city or of the state law.
B.
Act to procure for the city the highest quality in supplies
and contractual services at least expense, upon approval and authorization
of City Council.
C.
Establish, and when necessary amend, rules and regulations
setting forth procedures and forms to be used in the purchase of all supplies
and contractual services by any agency of the city.
D.
Maintain a vendor's catalog file according to materials
containing descriptions of vendor's commodities.
E.
Discourage collusive bidding and endeavor to obtain as
full and open competition as possible in all purchase and rules.
F.
Procure for the city all allowable exemptions, discounts
and price reductions.
G.
Prepare and secure with the cooperation and assistance
of the using agencies standardized specifications for supplies to be purchased
or placed under contract agreement.
H.
Sell or otherwise dispose of all obsolete or unusable
personal property of the city in accordance with the laws of the State of
New Jersey and the regulations of the city, upon authorization of City Council.
The head of every using agency operating under this purchasing system
shall file detailed descriptions and estimates of their requirements for supplies
and contractual services as required by the Purchasing Agent.
A.
Any using agency may file at any time a request for any
supplies or contractual services, the need for which was not foreseen when
the detailed estimate was submitted.
B.
The Purchasing Agent shall examine such request and shall
have the authority to revise it as to quantity, quality or estimated cost.
A.
Any purchase order or contract issued by the Purchasing
Agent or any officer or employee of the city in which the Agent, officer or
employee is financially interested, directly or indirectly, shall be void,
except that before the execution of a purchase order or contract the Council
of the city shall have the authority to waive compliance with this subsection
when it finds such action to be in the best interest of the city.
B.
The Purchasing Agent and every officer and employee of
the city and its agencies are expressly prohibited from soliciting or accepting,
directly or indirectly, from any person, company, firm or corporation to which
any purchase order or contract is or might be awarded any rebate, gift, money
or anything of value whatsoever, except where given for the use and benefit
of the city.
All purchases of and contracts for supplies and contractual services
and all sales of personal property of the city which has become obsolete or
unusable shall be based on competitive bidding, either through formal bids
or informal quotations, as required by law, except those purchases of and
contracts for supplies and contractual services over $2,500 which are or may
be specifically exempted by New Jersey statutes.
All purchases of supplies and contractual services shall be made in
accordance with New Jersey statutes and the purchasing procedures established
by the Purchasing Agent as authorized by City Council.
Emergency purchases shall be limited to conditions specified in the
Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and shall be made in
accordance with the provisions of said law. All emergency purchases must be
approved by the City Administrator.
Except as provided by the purchasing regulations of the city, it shall
be unlawful for any officer or employee of the city to purchase supplies or
contractual services other than through the Purchasing Agent, and any purchase
ordered or contract made contrary to the provisions thereof shall not be approved
by the city, and the city shall not be bound thereby.
A.
The Purchasing Agent or his designee shall inspect or
supervise the inspection of all deliveries of supplies or contractual services
to determine their conformance with the specifications set forth in the order
or contract.
B.
The Purchasing Agent shall have the authority to require
chemical and physical tests of samples submitted with bids and samples of
deliveries which are necessary to determine their quality and conformance
with the specifications. In the performance of such tests, the Purchasing
Agent shall have the authority to make use of facilities of any agency of
the city or of any outside laboratory, subject to approval of the City Administrator.
The Purchasing Agent shall have the authority to join with other units
of government in cooperative purchasing plans when in the best interests of
the city, when authorized by the City Administrator.
If the Purchasing Agent becomes ill or needs to be absent from the city,
the Administrator shall designate a substitute employee who shall perform
the duties of the Purchasing Agent during such absence or disability.
A.
It shall be the responsibility of the department head
to advise the Purchasing Agent of any materials or services required in sufficient
time for the Purchasing Agent to be able to place orders in the most economical
and reasonable manner. Repetitive purchases of the same item at frequent intervals
should be covered by a blanket purchase order.
B.
When materials or services have been received, the department
head shall forward the receiving report to the City Administrator and shall
indicate by signature and date that the materials or services have been received
in a satisfactory condition or manner. If goods or services received are not
satisfactory, the department head shall also note the receiving report accordingly.
C.
All vouchers to be paid in any given month must be in
the office of the City Administrator by 12:00 noon of the first day of the
month unless the same is a holiday or the office is closed, in which case,
by 12:00 noon of the following day that the office is open.
The City Administrator shall maintain a file of open purchase orders
and, upon receipt of claims from vendors and associated receiving reports
duly certified by an authorized employee of Pleasantville, shall determine
whether the claims are correct by verifying totals, checking extensions, computing
discounts allowed, deleting sales tax and verifying receipt of goods or services.
Each correct claim, along with a properly certified voucher from the vendor,
the copy of the purchase order, the receiving report and other supporting
documents shall be signed by the City Administrator and forwarded to the Treasurer
for payment. Any voucher not supported by all of the above shall not be forwarded
to the Treasurer for payment.
A.
After the receipt of a properly authorized voucher and
associated supporting documents, the Treasurer shall list all vouchers to
be approved each month for payment by the City Council. The Treasurer shall
not list for payment any vouchers for which the funds have not been provided
in the budget. The Treasurer shall list voucher by budget category with totals
for Salaries and Wages (S-W) and Other Expenses (O-E), and a total amount
for all vouchers on the list.
B.
The Treasurer shall provide the lists of vouchers to
the City Council at such time prior to the regular monthly meeting that the
City Council shall direct by resolution.
C.
The Treasurer will be responsible for the preparation
of the monthly resolution authorizing the vouchers listed on the monthly voucher
list be paid, to be presented for adoption by the City Council at the public
meeting.
D.
The monthly itemized list of all vouchers shall be included
in the minutes of the City Council by resolution, and vouchers shall not be
paid until after the City Council approves the resolution.
[Amended 10-5-1992 by Ord.
No. 12-1992]
A.
The resolution of the City Council approving payment
of vouchers listed on the monthly list shall be presented to the City Treasurer
for the preparation and issuance of checks. In the event that any voucher
is disapproved by the City Council, it shall be marked "disapproved," and
the proper totals on the list of vouchers and the resolution shall be changed
accordingly.
B.
Checking accounts.
(1)
All checking accounts shall include three signatures:
City Treasurer, City Administrator and the Mayor, except that Public Assistance
Trust Fund Account Nos. 1 and 2 shall also include the signature of the Welfare
Director.
(2)
Individual checks will require two of the above listed
signatures.
(3)
Facsimile signatures can be utilized only by a mechanical
check-signing machine which includes a permanent check counter. Rubber stamps
can be used when accompanied by one original signature and a manual check
log is maintained.
(4)
Wire transfers shall be authorized for by the City Treasurer
and City Administrator.
[Adopted 6-7-1982 by Ord.
No. 11-1982 as Art. II of Ch. 9 of the 1982 Code]
The payroll account heretofore established in the city is hereby continued.
The Council shall make payment of salaries, wages and compensation of
the respective employees of this city every two weeks from and after April
1, 1970.
All payrolls of the city shall be prepared by the Payroll Clerk for
all city employees, certified by the respective department heads or the persons
authorized to certify that the services have been rendered and that the amounts
specified are in fact due and owing the employee or employees mentioned therein
and thereupon presented to the City Treasurer and paid by him in due course.
