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The Director shall purchase or contract for supplies and services to the best advantage of the Cooperative, procuring the highest quality in supplies and contractual services at the least expense to the Cooperative.
The Director shall determine which purchases of materials, supplies, equipment and contractual services shall be by contract. All other purchases may be by purchase order. All contracts and agreements valued over $10,000 shall be submitted to the Board for approval. Such contracts shall be signed by the Director and President of the Board, subject to approval as to form by a designated attorney.
2.3.1 General
The Cooperative will maintain corporate credit cards with reasonable credit limits for the purchase of goods and/or services for the official business of the Cooperative. The cards shall be for use by the Director and such other staff as the Director shall designate.
2.3.2 Responsibility
Credit card users shall be responsible for the protection and custody of their respective cards and shall immediately notify the credit card company and the cooperative’s Business Office if a credit card is lost or stolen. Misuse of corporate credit cards will be subject to disciplinary action.
2.3.3 Compliance
The Cooperative’s Business Office shall be responsible for accounting, monitoring, and overseeing compliance with this policy.
2.4.1 Cost Under $1,000
The Director (or designee) is authorized to make purchases for all individual items where the cost per item is under $1,000.
2.4.2 Cost $1,000 to Under $5,000
For purchases where the cost per individual item is at least $1,000 but under $5,000, the Director is authorized to make purchases after obtaining pricing from a minimum of two sources, when available.
2.4.3 Cost $5,000 to Under $15,000
For purchases where the cost per individual item is at least $5,000 but under $15,000, the Director shall solicit competitive bids and submit the same with a recommendation to the Board. If deemed necessary by the Director or the Board, notice of requests for bids shall be posted and published in appropriate newspapers or publications not less than ten days before the date for receiving bids.
2.4.4 Cost $15,000 or More
For purchases where the cost per individual item is $15,000 or more, the Cooperative Board shall approve the advertisement for bids and shall specify the method of publication. The Director shall solicit such bids and submit the same with a recommendation to the Board.
2.4.5 Periodic Quotations
Prices for some supplies (i.e.: paper, ribbons, plastic cards, etc.) and peripheral equipment (i.e.: laser scanners, etc.) may be quoted on a periodic basis rather than prior to each order.
2.4.6 Award of Bids
Contracts and purchases shall be awarded to the lowest responsible bidder, unless authorized to the contrary by the Board. In the event of identical bids, the order shall be awarded to the bidder in the area served by the Lakeland Library Cooperative, if any. If there are no local bidders or if local bidders submit identical bids, the contract or purchase shall be awarded to one of the tie bidders by drawing lots in public.
2.4.7 Rejection of Bids
The Board reserves the right to reject any or all bids for any reason.
2.4.8 Professional Services
No bids shall be required for professional services, but proposals for such will be solicited on a periodic basis.
2.4.9 Waiver of Requirements
There may be some items for which there is only one supplier, and therefore it may be impossible to have competitive bids on certain items. In such cases, the requirement for bids may be waived by the Board.
In the case of purchases, contracts, or agreements valued up to $25,000, deemed by the Cooperative Director to be of an emergency nature, and normally requiring Board approval, the Board shall be polled (telephone, email, etc.) prior to action being taken, with formal Board approval at the next regular or special Board meeting.
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