Purchasing Goods and Services and Selling Library Property
Article I Applicability
This procedure applies to all purchases and commitments requiring the expenditure from funds under the control of the Board of Trustees and to all sales, the proceeds of which are to be deposited in those funds.
Article II Purchasing Goods and Services.
Section 1 Purchases by the Library Director.
The operating budget of the Library acts as the spending plan for the Library for the fiscal year. The Library Director is authorized to expend funds up to the limits of the various line items of the budget. Unbudgeted items exceeding $5,000 which are not routine purchases will be presented to the Board for approval following review by the appropriate Board Committee. However, emergency repairs or equipment replacement may be performed without prior Board or Committee approval. An exchange of one budgeted purchase for another exceeding $5,000 requires Board approval. Items exceeding budget estimates by more than $5,000 must be approved for purchase by the Board.
Section 2 Applicability of the Bidding Procedure.
Bidding shall be required in connection with the construction of a building, or the remodeling, repairing or improving of an existing building or the erection of an addition thereto, or the purchase of the necessary equipment for the library when the cost is in excess of $20,000. (75 ILCS 16/40-45)
Bidding is also required for any purchase, work, or public improvement expense over $20,000. Bidding is not required in the following cases:
- when a capital improvement project is not involved.
- when a single purchase or contract is under $20,000.
- when the goods or services are economically procurable from only one source.
- in the case of professional, technical or artistic services. (See Section 5.)
- in emergencies when the immediate repair or replacement of equipment is necessary to permit the Library to function normally.
- in the case of maintenance or service contracts for equipment by the manufacturer or his authorized agent where work would "best be performed" by such a party.
- contracts related to the purchasing, processing, or binding of library material.
All purchases or contractual commitments not requiring bidding solely because the amount is under $20,000shall be made on the basis of quality and dependability, and price to the degree that informal quotations are available.
Section 3 Bid Procedure.
A "call for bids" shall be made by publishing a brief description of the job in at least one local newspaper and professional periodical, if appropriate. Complete bidding information including qualifications for bidders, specifications of the goods or services, terms of delivery, draft of the contract (if applicable), whether samples are required, form in which to submit the bid, Workmen's Compensation and Liability Insurance requirements, the time and place for opening the bids, and any other conditions shall be available for distribution in the office of the Library Director. Additionally, complete bidding information shall be delivered to at least three qualified bidders. Qualified bidders shall be judged on the basis of experience, accessibility and general reputation. The Board may establish pre-qualification requirements for bidders. Contracts or purchases shall be awarded to the lowest responsible bidder. The District reserves the right to reject all bids unopened if there is judged to be an insufficiency of bids. The District also reserves the right to reject any and all bids and to make such award as is in the best interest of the District.
Section 4 Regularity of Bidded Contracts.
The following contracts will be re-bid at the following maximum intervals:
- Building cleaning service Five years
- Grounds maintenance Five years
- Mechanical Maintenance Five years
Section 5 Professional, Technical or Artistic Services
Regardless of contract amount, the Library will procure architectural, engineering or land surveying services according to the provisions of the Illinois Compiled Statutes (50 ILCS 510/1 et. Seq.). Other technical, professional or artistic services may be procured in any manner deemed to be in the best interest of the Library.
Section 6 Insurance
Every year, the insurance agent will provide a summary of coverages and written recommendations to the Buildings and Grounds Committee as part of the renewal process.
The Board of Library Trustees needs assurance that the prices for needed insurance coverages are competitive. Every three years the Buildings and Grounds Committee will either:
require the agent to supply the Library with three quotations from underwriters on the Library’s insurance program along with an evaluation of the coverages and the firms or send out a request for proposal to at least three independent agents to give quotations on the Library’s insurance program.
Specialty insurance coverages may require less frequent Requests for Proposals or none at all if deemed unnecessary by the Library Director.
The Library Director may renew the insurance program after appropriate review by the Buildings and Grounds Committee. The Buildings and Grounds Committee will report on the insurance plan once a year to the Board. If Board action is indicated, the Buildings and Grounds Committee may refer their recommendation to the Board.
Section 7 Conflict of Interest.
No Trustee shall have a personal interest in Library purchases or contracts beyond the extent provided by law. (50 ILCS 105/3) Criminal sanctions for bid irregularities are in 720 ILCS 5/33 E-1.
Article III Selling Library Property.
Procedures for the disposal of property are contained in 75 ILCS 16/30-55.30, 32. When the Board has determined to sell or otherwise dispose of real or personal property that it deems no longer necessary or useful for library purposes may be disposed of as follows:
- Personal property having a unit value of less than $1,000 and an aggregate value of less than $2,500 may be deemed to be unnecessary by the Library Director and may be displayed at the Library, and a public notice of its availability, the date and the terms of the proposed sale shall be posted. The Library Director is authorized to make whatever sale is in the best interests of the Library.The Library Director may dispose of personal property which cannot be sold, or is unlikely to be sold based upon past experience, that has a unit value of $100.00 or less.
- In all other cases, the Board shall publish notice of the availability and location of the real or personal property, the date and terms of the proposed sale, publishing such notice at least once each week for two successive weeks in a newspaper of local distribution. On the day of the sale, the Board shall proceed with the sale and may sell such property for a price determined by the Board or to the highest bidder. It may reject all bids and re-advertise the sale. Sales will normally be conducted by the Building and Grounds Committee.
- Withdrawn materials may be donated to other institutions or offered on an equal basis to the public through the Friends of the Library Book Sales. The Library does not reserve materials to be sold to individual patrons after withdrawal. The Library Director may dispose of withdrawn library material if it unlikely to sell at the Friends’ booksale.
Adopted: December 21, 1976
Revised: October 17, 1995
Revised: February 17, 1998
Revised: April 17, 2001
Revised: December 16, 2003
Revised: March 20, 2007