MAUD PRESTON PALENSKE MEMORIAL LIBRARY
PURCHASING POLICY

Policy Statement:

In order to operate the Library in an efficient manner on a day-to-day basis, the Library Board of Trustees hereby establishes this Purchasing Policy to direct the Library Director and authorized personnel in their daily spending decisions.   By establishing this policy the Library Board is entrusting the library staff with the responsibility of knowing their individual budget limits as well as their individual level of spending authority.

Types of Purchasing:

Spending for the Library can be divided into six categories, each with its own limits or restrictions.

1. Library Collections:  Collection addition purchases are made by the library staff who are assigned purchasing for specific areas of the collection by their direct supervisor.   At the beginning of each fiscal year, the Library Director will allocate collection budgets for each purchaser from within the limits of the annual collection budget as established by the Board approved annual budget.  Annual purchasing for this category is restricted only by the annual budget.   Responsibility for monitoring these expenses rests with the Library Director who updates and reports these expenditures to the Board on a monthly basis.

2. Building Operations:  Routine building operation expenses, such as utilities, maintenance, and insurance, as well as personnel expenses, are established in the Board approved annual budget.   Responsibility for monitoring these expenses rests with the Library Director who updates and reports these expenditures to the Board on a monthly basis.

3. Supplies:  Supplies to support Library operations are purchased by the Administrative Assistant (office supplies), Custodian (custodial supplies), Technical Services Supervisor (workroom/book processing supplies) or the Director, within the limits established in the Board approved annual budget. Responsibility for monitoring these expenses rests with the Library Director who updates and reports these expenditures to the Board on a monthly basis.  Bulk purchasing, with the resulting savings and within the storage capacity of the building, is encouraged by the Board.

4. Non-routine/Special Purchases:  This category includes projects such as capital improvements, large equipment purchases, or other projects deemed necessary by the Library Director to improve or enhance library operations.  Such projects are presented to the Board for special funding consideration.  Budgets for these projects are established by the Board and are subject to the spending and approval limits as defined in this policy under “Levels of Purchasing Authority.”

5. Emergency Purchases:  At times emergency purchases are necessary due to damages that have occurred that, if deferred or left unattended, will result in further damage and/or expense to the Library.   Such purchases may also be necessary in instances that affect the health and safety of our staff and patrons.   Emergencies, because of their potentially devastating nature, must be addressed by the Library Director, the Library Director’s designee, and/or Library staff promptly, using their best judgment.    Prompt notification of the Library Board is required once the emergency issue is addressed.  

6. Group/Pre-Negotiated Discounts:  Products purchased through group negotiated discounts (such as State, educational, or government discount programs for which the Library qualifies) do not require bid solicitations.

Levels of Purchasing Authority:

The Library Board hereby establishes the following spending and approval limits in order to delegate to the staff the responsibility and authority to operate the library in an efficient manner on a day to day basis.  These spending and approval limits and the annual budget are to be adhered to in all purchasing decisions.   The Board recognizes there are some materials and services that are only available from a single source.  Level III or above purchases (as described below) from a single source vendor are to be identified and justified to the appropriate supervisory level prior to finalizing the purchase.

● Level I $.01-$999.99
○ Purchases require simple comparison shopping to ensure a fair price is paid for materials and services.  Administrative or Supervisory personnel may make purchases at this level.

● Level II $1,000-$4,999.99
○ Purchases require simple comparison shopping to ensure a fair price is paid for materials and services.  Supervisors may make purchases at this level, with the approval of the Library Director.

● Level III $5,000-$9,999.99
○ The Library Director shall present purchases at this level to the Board President and Treasurer for approval.  

● Level IV $10,000-$24,999.99
○ Written quotes must be obtained from at least two vendors.   The Library Director shall present purchases at this level to the Board for approval.   If the purchase is a renewal of an existing contract, additional quotes are not required if the increase in the renewal amount does not exceed 5%.

● Level V $25,000+
○ Purchases in this range require a written RFP (Request for Proposal) be published for open bidding by all interested parties.   Sealed bids must be submitted to be opened in public.   Board approval is required for purchases at this level. If the purchase is a renewal of an existing contract, additional quotes are not required if the increase in the renewal amount does not exceed 5%.

Contracts:

Upon Board direction, prospective contracts may be reviewed by an attorney.

RFP (Requests for Proposal) Guidelines:

Requests for Proposals (RFPs) should be prepared in consultation with the library staff, Director, and Board of Trustees to ensure the vendor proposals submitted meet the expectations of all parties.   Vendors who receive a proposal should find all necessary information included in the RFP for them to submit a proposal that meets the expectations of the Library.   RFPs should include, at minimum, the following information:

1. Library contact information
2. Location where the work is to take place
3. Project timeline - expectations for start date and completion date
4. Description of work to be done
5. What materials will be used
6. Permit, bond, and insurance requirements
7. Warranty terms
8. Bidder qualification requirements
9. Bid due date
10. Public bid opening date
11. The following clause must be included in all RFPs:

“Maud Preston Palenske Library will endeavor to ensure bids submitted are comparable.   Maud Preston Palenske Library reserves the right to accept, reject or ask for clarification of any or all bids in order to ensure the best interests of the Library are served.   Maud Preston Palenske Library reserves the right to accept bids that are not the lowest if it is determined to be in the best interest of the Library.”

Local Preference:

The Library Board, believing there is a benefit to the Library and the local community in keeping purchasing dollars in the local community, will give additional consideration to bids from firms with a regular place of business within Berrien County. 

In the event the low bid or quote for a product or service shall be $20,000 or less, businesses within the home service area boundaries of MPPML will receive a credit of two percent (2%) of their bids; other businesses in Berrien County will receive a credit of one percent (1%) of their bids.

Approved by the Maud Preston Palenske Memorial Library Board at their regular meeting on January 24, 2023