N.J. Admin. Code § 6A:23A-16.5

Current through Register Vol. 57, No. 1, January 6, 2025

Section 6A:23A-16.5 - Supplies and equipment

(a) Criteria to distinguish between supplies and equipment for accounting purposes as prescribed by GAAP pursuant to N.J.A.C. 6A:23A-16.1 and contained in the Financial Accounting for Local and State School Systems, which is established by NCES, and further specified in the Department's Uniform Minimum Chart of Accounts for New Jersey Public Schools, is incorporated by reference herein, as amended and supplemented, and on file and may be reviewed at the Office of Administrative Law, Quakerbridge Plaza, Building 9, PO Box 049, Trenton, New Jersey and the Department of Education, PO Box 500, Trenton, New Jersey.

(b) For the purpose of this section, "food supplies" includes only supplies that are consumable as food or drink and substances that may enter into the composition of a food in the operation of a school cafeteria or in a home economics class.

(c) Whenever any district board of education or charter school or renaissance school project board of trustees elects to purchase food supplies pursuant to this section, it shall adopt a policy stating what food supplies will be purchased without advertising for bids, pursuant to N.J.S.A. 18A:18A-5, designating a person(s) authorized to purchase food supplies, describing the procedure by which interested vendors may become eligible to submit quotations, and outlining the method by which the district board of education or charter school or renaissance school project board of trustees will solicit and accept quotations. A district board of education or charter school or renaissance school project board of trustees shall adopt this policy before the opening of school each year, and shall make the policy known to the public.

(d) A district board of education or charter school or renaissance school project board of trustees shall provide definite and uniform specifications governing standards of quality to each eligible vendor from whom quotations are solicited.

1. Each time a purchase of food supplies is to be made, the person(s) designated by the district board of education or charter school or renaissance school project board of trustees to purchase food supplies shall solicit quotations from interested, eligible vendors in the manner prescribed in the policy adopted in accordance with (c) above. Quotations for fresh or frozen fruits, vegetables, and meats need not be solicited more than once in any two-week period.

2. The person(s) designated to purchase the food supplies shall purchase them from the vendor giving the lowest quotation, unless the person(s) designated to purchase food supplies can justify the purchase from one of the other vendors submitting a quotation. The person(s) designated shall retain, for a minimum of three years, such justification, together with all quotations received, in permanent record form, which shall be available to school officials, the district board of education or charter school or renaissance school project board of trustees, and the Department for review and for audit.

3. Contingent upon approval of the district board of education or charter school or renaissance school project board of trustees in its adopted policy, the person(s) designated to purchase food supplies may purchase food supplies for any school cafeteria or home economics class in an amount not more than $ 500.00 in any month without soliciting quotations, provided a statement signed by the purchaser is filed with the invoice indicating the reason why quotations could not be obtained, and shall retain such record for at least seven years for review and for audit.

(e) Paragraphs (d)1 and 2 above shall not apply to food supplies purchased by advertising for bids.

N.J. Admin. Code § 6A:23A-16.5

Amended by 49 N.J.R. 1079(a), effective 5/1/2017

Amended by 56 N.J.R. 2166(a), effective 11/4/2024