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action. All such purchases, except emergency expenditures, shall be accompanied by a
Township/Borough Purchase Order (PO) signed by the Manager prior to ordering or making
purchase. (Current state law requires purchases between $4,000 and $9,999 to receive three
documented quotes and exempts professional services.)
4) Purchases of all goods and/or services $5,000 and greater but less than $10,000 must seek at
least three quotes and shall be brought before the Board of Supervisors/Council by the
Manager for prior approval. Documentation of the quotes shall be submitted to the
Township/Borough Manager along with product/service information. If approved by the
Board/Council, all such purchases, except emergency expenditures, shall be accompanied by a
Township/Borough PO signed by the Manager.
5) Purchases of $10,000 or greater shall be brought before the Board of Supervisors/Council for
action prior to bidding, particularly to ensure adequate cash flow and income and expenditure
budgets are on target. Purchases equal to or greater than $10,000 must be publicly bid per state
law (with the exception of professional services).
TOWNSHIP/BOROUGH PURCHASING CHART
DOLLAR REQUIRED REQUIRED DOCUMENTATION
AMOUNT APPROVAL QUOTES BIDS P.O.
= $10,000 BOS N.A. Yes Yes
6) Purchasing on other municipal, COG, county, state or federal ("government") contracts is
strongly encouraged. In many cases, these contracts represent the lowest price and will save
the Township/Borough time and funds. If items are not on such contracts or are found not to
be at the lowest cost (including delivery time, transportation or shipping charges), purchases
may be made outside of these contracts.
7) The Township/Borough may institute, at its discretion, a "Preferred Vendor Program." Such a
program involves seeking quotes for services or discounts for goods for the more basic and
routine goods and services the Township/Borough purchases or may utilize throughout the
year. These quotes and/or discounts are solicited from as many Township/Borough and/or
County businesses (e.g. hardware stores, office supplier, printers, etc.) or tradespersons (e.g.
plumbers, electricians, mechanics, etc.) as practical on at least a bi-annual basis. Those
vendors that provide the best price or discount shall be "Preferred Vendors" and are notified of
said status. Goals of the program are to:
A) take advantage of the Township's/Borough's purchasing volume to realize savings,
B) make purchasing more efficient by limiting the time needed in research and
paperwork (credit reports, tax exemption etc), and
C) encourage the patronage of community businesses.
Purchases made outside of government contracts, as described in #5 above, shall be made
through this program as practical. Whenever the Township/Borough requires a particular
I-32
Revised May 2006