[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.
A.
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.
B.
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.
C.
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.
D.
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.
E.
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.
A.
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[1] 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.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
B.
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.
