Purchasing Policy
This policy sets forth the requirements and restrictions that govern purchases of goods and services for the Clearview Library District. The intent of this policy is to maximize the use of the district’s funds by employing prudent, time efficient, and professional acquisition and procurement practices to achieve the best possible value in meeting the district’s needs for goods and services. This policy is designed to provide sound safeguards, yet allow appropriate decision-making flexibility for purchasing staff to function effectively in the public’s interest. It is the goal of the Clearview Library District to extend honest, courteous, and impartial treatment to all vendors.
Responsibilities
The Clearview Library District uses centralized purchasing to ensure competitive buying, sound vendor relationships, and adherence to the purchasing policies adopted by the Board of Trustees. In general, purchasing responsibilities are as follows: The Board of Trustees is responsible for the approval and/or revision of this policy. The director has the delegated authority to approve or disapprove purchases according to the guidelines stated herein, and to create procedures for efficient execution of this policy. The director or designee is responsible for obtaining bids and quotations, developing vendor information, handling all procedural purchasing functions within a comprehensive centralized purchasing format, and maintaining an inventory of all fixed assets.
Purchase Process
All purchases and expenditures must comply with the documentation and approval requirements listed in the following chart. Purchases cannot be split in order to avoid the approval process. Bulk items (i.e., 50 chairs) should be applied to the chart below using the total cost.
| Purchase Limits | Documentation Required | Approval Level |
|---|---|---|
| $0.01-$50.00 | Petty cash request, Manager credit card purchase. Quotes not required. | Manager |
| $50.01- $1,000.00 | Manager credit card purchase. Quotes not required. | Manager |
| $1,000.01-$15,000 | Three quotes, if available. | Manager and Director |
| $15,000.01- $30,000 | Three quotes. | Manager and Director |
| $30,000.01-$100,000 | Published RFP. | Library Board |
| $100,000.01 | Published RFP. Formal Sealed bid. | Library Board |
Quotes not required $1000.01 - $15,000
- Clearview Library District staff can use written, catalog, or telephone quotations.
Quotes $15,000.01- $30,000
- Clearview Library District staff can invite quotes from persons, firms, or corporations.
- Quotes will be in writing on company letterhead.
- Clearview Library District will determine the best value by considering timing, quality, quantity, price, vendor performance, and any other relevant criteria. Clearview Library District reserves the right to reject any quotel and to accept the proposal that is in its best interest.
Requests for Proposals (RFPs) $30,000.01 - $100,000
- Clearview Library District staff can invite RFPs from persons, firms, or corporations.
- An RFP will be published on Clearview Library District’s website, and one time in a newspaper of general circulation within the district’s boundaries for all contracts for services or materials or both of $30,000.01 - $100,000.
- Clearview Library District will determine the best value by considering timing, quality, quantity, price, vendor performance, and any other relevant criteria. Clearview Library District reserves the right to reject any proposal and to accept the proposal that is in its best interest.
Competitive Bidding $100,000.01+
An open and competitive environment will be maintained to ensure that all qualified buyers and sellers have access to Clearview Library District’s business and that all purchasing actions are conducted fairly and impartially.
- Major operational items, including capital items and construction projects expected to cost $100,000.01 or more each, shall be purchased via a competitive bidding process.
- The library director, or delegated representative, may request bids/RFPs from persons, firms, or corporations.
- An invitation to bid/RFP shall be published one time in a newspaper of general circulation within the district boundaries for all contracts for services or materials or both of at least $100,000.01
- All bids shall be sealed and opened in the presence of witnesses.
- Clearview Library District will determine the best value by considering timing, quality, quantity, price, vendor performance, and any other relevant criteria. Clearview Library District reserves the right to reject any proposal and to accept the proposal that is in its best interest. All formal proposals will be a matter of public record.
- The library director may repeatedly reject all bids and again may submit to the same or other persons, firms, or corporations the request for quotation (or invitation to bid), and/or again publish notice of the proposed purchase.
The library director or designee shall analyze the acceptable bids received, and recommend the vendor who has submitted the bid that is in the best interests of the library district to the Board. Final decision to purchase shall be made based on the approval level in the Purchase Process chart. The Board reserves the right to reject any or all bids, and to waive any technicalities or formalities.
When Competitive Bidding is not Required
- Library materials (e.g., books, periodicals, audiovisual materials, e-materials), printing services, computing and networking, etc., may be sourced by vendor rather than item by item.
- A sole source purchase may be made if it has been determined that only one vendor is capable of meeting all specifications and purchase requirements or that it is in the Clearview Library District’s best interests. Purchase may then be made on the basis of prices established by negotiation.
- Clearview Library District is eligible to purchase commodities under existing contracts negotiated by federal, state, local and cooperative systems such as the Colorado Library Consortium (CLIC).
- Services (gas, electricity, telephone, etc.) purchased from a public utility at a price or rate determined by the applicable government authority.
- Where proposed equipment and/or services vary to the extent that sealed bids are not practical, detailed proposals may be accepted in lieu of such bids.
- Clearview Library District may participate in joint bidding and/or other cooperative purchasing ventures with other library organizations and government agencies if it is deemed in the best interests of Clearview Library District to do so.
Local Vendor Preference
It is the preference of Clearview Library District to solicit vendors located in Northern Colorado. Local vendors may be given a five percent price allowance in order to encourage local purchasing. When selecting a local vendor over an out-of-area vendor, all other factors used to determine best value must be equal.
Construction Projects and Professional Services
Agreements for construction or professional services, including but not limited to architectural, engineering, legal, and consulting services, will be negotiated based on demonstrated competence, qualifications, and fees not to exceed market rates. Agreements for construction services will also comply with the Colorado Revised Statutes 24-91-101 et seq. And C.R.S. 38-26-101 et seq., as applicable.
Emergency Purchases
In the event of an unforeseen emergency that necessitates purchases be made immediately, portions of this policy can be waived with approval by the library director as long as the policy is adhered to as closely as conditions permit. The library director or their appropriate appointed designee will notify the Board within 24-hours when any such emergency purchase is necessary.
Code of Ethics
No Clearview Library District employee, member of the employee’s family (spouse, parents, brothers, sisters, children, or any other immediate relative), or entity owned by the employee or a member of the employee’s family will be allowed to sell goods or services to Clearview Library District without the prior written consent of the library director. Any proposed transaction exceeding a cumulative total of $10,000 per fiscal year shall be disclosed to the Library Board Treasurer and President immediately.
No member of the Board, member of the trustee’s family (spouse, parents, brothers, sisters, children, or any other immediate relative), or entity owned by the trustee or a member of the trustee’s family will be allowed to sell goods or services to Clearview Library District without the prior approval of the Board.
No Clearview Library District employee or trustee may accept a fee, gift, other valuable item, or service for personal use from any person or organization when such fee, gift, valuable item, or service is given in the hope or expectation of receiving preferential treatment over others wishing to do business with Clearview Library District.
Adopted May 31, 2018. Revised and adopted September 30, 2021.