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E4
PURCHASING POLICY
Approved: 06/02/2008
Revised: 4/25/2017

SECTION I. Purpose

The Board of Trustees of the Ypsilanti District Library has established this purchasing policy to govern the purchase of goods and services for the Library. As a steward of public funds, the Library will make purchases that provide the greatest economic advantage. First consideration will be given to vendors within the library district who offer competitive pricing and acceptable quality and service.

This policy has the following objectives

  • Ensure that all library purchases comply with applicable laws.
  • Make the best possible use of tax dollars by purchasing goods and services economically.
  • Provide clear and consistent guidelines for YDL staff to follow which incorporate basic principles of sound management.

SECTION II. Purchasing Agent

The Library Director shall be the chief purchasing agent of the Library. The Library Director is responsible for the library- wide purchasing function and shall have the authority to delegate powers to the Library Department Heads for purchasing items within their respective budgets. All such authorized persons are required to coordinate their purchasing with the YDL Business Office. The Library Director is responsible for insuring that purchases are reported to the YDL Board following approval by the Director and the Board Treasurer. In the Library Director’s absence, the Assistant Director shall serve as YDL’s chief purchasing agent.

SECTION III. State & Federal Laws

All purchases will be made within the legal requirements of the laws of Michigan and of the United States.

SECTION IV. Purchasing Guidelines

A. General Guidelines

These guidelines apply to the purchase of supplies, materials, equipment, or the rental of same, or the construction, alteration, repair or maintenance of real or personal property. The Library Director will have the authority to authorize and/or approve purchases up to $10,000 consistent with the approved annual budget.

  1. Purchases of less than $4,000
    1. If the Library Director expects the purchase to be less than $4,000, the purchase may be made without soliciting bids or proposals and without prior approval of the Library Board.
    2. In making purchases of less than $4,000, the following guidelines shall be followed:
      1. The Library Director shall compare prices from as many responsible suppliers of the goods or services required as is practical, and shall purchase from that supplier where total costs are lowest, when quality and timeliness of delivery are comparable.
      2. Preference will be given to products manufactured in Michigan and the United States.
      3. Preference will be given to purchasing from local businesses when total cost, quality and timeliness of delivery are comparable.
      4. Purchases will not be artificially divided so as to constitute a “small purchase.”
      5. Purchase orders and/or contracts for all purchases /services must be signed by the Library Director or the Assistant Library Director.
      6. Department Heads shall review all invoices for expenditures and verify the validity of the charges. Department Heads shall initial invoices to verify that the goods or services have been received by YDL in the quantities listed and that the amounts are correct.
      7. All approved invoices are to be routed to the Business Office within 5 business days of receipt.
      8. Purchases shall be reviewed and approved by the Library Director and the Board Treasurer prior to the issuance of checks.
    3. The Director is authorized to establish charge accounts with businesses from which the Library will make purchases on a continuing basis. Library employees who may make purchases using the established charge accounts shall include the Director, the Assistant Director, Facilities Manager, and Business Office Manager. The Director may assign other employees responsibility for purchasing supplies needed for specific library programming
    4. The Director is authorized to establish and maintain a credit card for making library purchases when more traditional methods of payment are impossible or not timely or practical in the circumstances according to YDL Credit Card and Electronic Transfer of Funds Policy #E1
    5. Major library vendors that are supplying computer hardware and software, books, audio-visual materials, and periodicals subscription vendors are exempt from the restrictions of this policy
    6. The Director is authorized to establish a petty cash fund for incidental purchases below $

    2. Purchases Greater Than $4,000

    Purchases expected to be more than $4,000 but less than $50,000 must be based on a minimum of two quotations (three quotations preferred). All quotations must be kept on file for a minimum of two years.

    YDL will not knowingly purchase or accept bids to purchase goods or services from:

    1. YDL Library Board members
    2. YDL employees
    3. Spouses of the above individuals
    4. Children, parents, grandparents, grandchildren, brothers and sisters of the above individuals and their spouses
    5. Firms or enterprises in which any of the above individuals have a vested interest involving ownership, partnership, sales commission or other direct and immediate gain resulting from such purchases

    3. Purchases Greater Than $50,000 / Request for Proposal and Competitive Bidding

If the Library Director expects the purchase to exceed $50,000, he/she will prepare a Request for Proposal or follow the competitive bidding procedures below.

Advertisements for sealed bids or requests for proposals will be properly handled through the public media. Sealed bids, based on authorized specifications, or RFPs shall be received at a public bid opening and include all costs for labor and materials, Bid Bond, Performance Bond, and Certificate of Insurance as appropriate. Bids will then be tabulated and submitted to the Board along with a staff recommendation for action. Formal contracts with appropriate signatures for both Board and Contractor are required.

All purchases, contracts, and expenditures of library funds shall be awarded to bidder considering conformity with specifications, competitiveness of bid, terms of delivery, quality, and serviceability.

4. When Competitive Bidding is Not Required

a. Where the goods or services to be procured are economically procurable from only one source
b. Where the services required are for professional skills
c. In emergencies involving public health, public safety, or where immediate expenditure is necessary
d. Contracts for the maintenance or servicing of equipment which are made with the manufacturers or authorized service agents of that equipment
e. Where the goods or services are procured from another governmental agency or through a library cooperative program in which prices have been previously determined by competitive bidding
f. Purchases and contracts for the use, purchase, or installation of proprietary software
g. Contracts which by their nature are not adapted to award by competitive bidding, contracts for utility services such as water, light, or heat.

B. Emergency Purchases

An emergency is defined as an unforeseen combination of circumstances or the resulting state that calls for immediate action. If a situation impinges on Library services or facilities and an emergency purchase contravening the policy statements above is deemed necessary, it must be approved by the Library Director and/or his/her designee. Established procedures will be followed as much as is practicable under the circumstances. A written justification of the nature of the emergency and the selection of the particular vendor shall be submitted to the Library Board and shall become part of the record for the purchase.

C. Charitable Requests

Because the purpose of the Library as a Public Library is to use taxpayer-provided funds for Library services only, such funds may not be distributed to any other charitable purpose.