[HISTORY: Adopted by the Mayor and Council of the Borough of East Rutherford 4-16-1996 by Ord. No. 96-9. Amendments noted where applicable.]
The following procedures shall be followed for purchasing, approval and payment of claims in accordance with the provisions of N.J.S.A. 40A:5-17 and the applicable regulations of the Division of Local Government Services.
The department head shall complete a requisition order form for all purchases. The department head shall attach three informal quotes to the requisition order form which will then be submitted to the Council liaison.
The Council liaison shall review the requisition form and, if approved, shall sign the same. If the requisition form is for an amount of $500 or less, the Council liaison shall forward the requisition form to the Accounts Payable Department for processing the purchase order and voucher. If the requisition form is for an amount over $500, then the Council liaison shall present the requisition form to the governing body for approval at a public meeting. If the governing body approves the requisition form, then the Council liaison and Finance Chairperson shall sign the requisition form and the Council liaison will submit the same to the Accounts Payable Department for purchase order and processing.
The Accounts Payable Department shall generate a three-part purchase order/voucher in accordance with the requisition form. One copy of the purchase order and attached voucher shall be forwarded to the vendor for signature and certification. The vendor shall return the voucher with a detailed bill of items and certification that the claim for payment being made on the voucher is correct and that the goods or services have been received by the Borough of East Rutherford. The voucher shall be returned by the Accounts Payable Department.
Upon receipt of the executed voucher and certification from the vendor, the Accounts Payable Department shall present the voucher with attached purchase order and requisition to the Council liaison and then to the Council Finance Chairperson for signatures. The voucher is then returned to the Accounts Payable Department for payment, provided that the Chief Financial Officer designee (Borough Clerk) has signed the purchase order certification that sufficient funds are available for payment of the voucher.
Payment of all vouchers shall be made on a check drawn on the municipality, signed by the Mayor and Municipal Clerk and countersigned by the Finance Officer.
When all prices solicited in the informal quotes, including the aggregate of like items from a single vendor, exceed the amount set forth in the Local Public Contracts Law requiring formal bid, all bids shall be refused by the department head. The department head shall inform the Council liaison who shall coordinate the steps to be taken for the formal bid procedure to be followed.
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
For all items under state contract, the department head shall contact several of the vendors from the state bid list obtained from the State of New Jersey to obtain the lowest price for the item or aggregate of items. The department head shall insert the vendor's state bid number on the requisition form, verify the vendor's state number and shall follow the procedure set forth in this chapter for all items to be purchased at a set price under state contract.