2.7 Procurement Policy
2.7.1 General
1. All purchases or investments made by Little Dixie Regional Libraries (LDRL) will conform to the appropriate state statutes including, but not limited to, conflict of interest and prevailing wage.
2. LDRL encourages the purchasing of goods and services from local sources. However, in order to ensure that maximum value is received for each public dollar spent; purchases will be made on the basis of lowest and best price.
3. Vendors providing services on library property will present upon request:
a. Proof of workers’ compensation coverage
b. Proof of general liability insurance
c. Any other insurance or bond as appropriate
4. The bid procedure shall apply to one time purchases and to ongoing services such as, but not limited to: janitorial, building, heating/cooling, computer maintenance on an annual basis.
5. The bid procedure will be waived in emergencies involving the safety of individuals or where significant damage or disruption of service would occur if corrective action is not taken immediately.
6. Quotes or competitive bids will be sought for purchases as outlined below. Items exempt from competitive bidding are:
a. Library materials and supplies. Vendors offering the greatest discounts will be used.
b. Purchases from federal, state, or local government entities, including items purchased under state negotiated contracts.
2.7.2 Projects/services expected to cost $10,000 or more as a single purchase or per annum
Library staff will:
1. Prepare or have prepared by an appropriate professional source applicable specifications for completing the project in an efficient and timely manner. “Applicable specification” is defined as being adequate to provide for the library’s need without unduly favoring any one vendor over another.
2. Seek prior approval of the Library Board before advertising the request for bid.
3. Advertise the request for bid in at least two locally or regionally distributed newspapers at least one month prior to the bid opening.
4. Post the request for bid on or near doors used by library patrons.
5. Open and read responses at a public meeting.
6. Refer responses to the Library Board for action.
2.7.3 Projects expecting to cost under $10,000 but over $3,000
1. Follow the procedures of 2.6.2 except that 2.6.2.2 need not be followed.
2. Services with an annual cost in this range need be advertised only once every two years
2.7.4 Projects/services expected to cost under $3,000
Project under $3,000 need not be bid but may be made at the sole discretion of the Library Director.
2.7.5 Professional Services
Little Dixie Regional Libraries will negotiate for professional services including, but not limited to, architectural, audit, engineering, insurance and legal on the basis of demonstrated competence and qualifications.
On-going professional services may be negotiated on a cycle of no greater than five years.
2.7.6 Surplus Property
The disposition or sale of surplus property is determined by the items condition, age, and current library policy. The library director is responsible for the sale or disposal of all library materials, furniture and equipment that is no longer of use to the library.
When an item is no longer functional or useful, it will be removed from inventory and disposed
as follows:
1. Books and nonprint materials no longer deemed appropriate for the collection will
be available for purchase as part of the library’s book sale maintained by Friends groups.
2. Rotation and replacement of all library computer equipment will be guided by the
library’s current technology plan.
3. Furniture, equipment and other fixtures no longer of use to the library may be sold or donated to
other other organizations/individuals at the discretion of the Board of Trustees.
4. If an item is determined by the Director to have marginal or no resale value, it
may be discarded at his/her discretion.
5. The Library Director will bring to the attention of the Board of Trustees items that may have unusual, historic or artistic value; the Board may engage the services of a professional appraiser for determination of value.
Posted online September 7, 2021