Procurement Policy

This policy sets forth the requirements and restrictions that govern purchases of goods and services for the Clearview Library District (The District). The intent of this policy is to employ 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 and flexibility for staff to function effectively in the public’s interest. It is the goal of the District to extend honest and courteous treatment to all vendors.

Responsibilities

The District uses competitive buying, sound vendor relationships, and adherence to the policies adopted by the Board of Trustees. Additionally, the District will adhere to all federal requirements related to grant funding, including but not limited to, time cycles for expending funds, reporting, and record-keeping. In general, purchasing responsibilities are as follows: The Library 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 Library Director or designee is responsible for administering procedural purchasing tasks within a centralized procurement framework.

Purchase Process

All purchases and expenditures must comply with the documentation and approval requirements listed in the following chart. When procuring ongoing goods or services, the District will utilize the annual expenditure amount as the purchase value when applying the purchase limits. Purchases cannot be split in order to avoid the approval process. The District will consider the annual cost of services as the purchase value.

Purchases Exempt From Board Approval

The monthly payment of employee benefits, including but not limited to health and retirement plan contributions, is considered a recurring, non-discretionary operational expense. These payments are authorized through the Board of Trustees' formal adoption of the annual budget. Therefore, specific Board approval is not required for each monthly benefit payment. 

Quotes $5,000- $49,999

• The District staff will invite quotes from persons, firms, or corporations.
• The District will determine the best value by considering timing, quality, quantity, price, vendor performance, and any other relevant criteria. The District reserves the right to reject any quotes and to accept the proposal that is in its best interest. 

Requests for formal competitive solicitation greater than $50,000

• A solicitation will be published on The District’s website and posted to a competitive bidding platform.
• The District will determine the best value by considering timing, quality, quantity, price, vendor performance, and any other relevant criteria. The District reserves the right to reject any proposal and to accept the proposal that is in its best interest. 
• The library director may repeatedly reject all bids and again may submit to the same or other persons, firms, or corporations the request for proposals (or invitation to bid), and/or again publish notice of the proposed purchase.

When Competitive Solicitation 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 District’s best interests. Purchase may then be made on the basis of prices established by negotiation.
• The 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.
• The 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 The District to do so.

Local Vendor Preference

It is the preference of The 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.  

Emergency Purchases

In the event of an unforeseen emergency that necessitates purchases to 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.

Conflict of Interest

No 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 The 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. Trustees must comply with Article XXIX of the Colorado Constitution (Amendment 41) and may not accept a fee, gift, other valuable item, or service for personal use from any person or organization of greater value than the current limit set by the state.
  
Under no circumstances shall an employee or Trustee accept a gift of any value 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 The District.

Approved October 30, 2025.