LaFayette Public Library Procurement Policy

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LaFayette Public Library Procurement Policy
(based on Town of LaFayette Procurement Policy)
 

Section 104-b of the General Municipal Law (GML) requires every town to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML, Section 103 or any other law.
 

The following guidelines are to be applied to library funds received from the Town of LaFayette as well as any non-public funds (from donations, etc.) in accounts controlled by the Library Board of Trustees.
 

GUIDELINE 1
Every prospective purchase of goods or services shall be evaluated by the Library Director and Library Board of Trustees to determine the applicability of GML, Section 103 (formal bidding requirements). The Library Board and/or Library Director with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other town departments and past history to determine the likely year value of the commodity to be acquired, if also used in non-library departments. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity.
 

GUIDELINE 2
All purchases of a) supplies or equipment which will exceed $20,000 in the fiscal year or b) public works contracts over $35,000 shall be formally bid pursuant to GML, Section 103.
 

GUIDELINE 3
All estimated purchases of:

* Less than $20,000 but greater than $10,000 require a written request for a proposal (RFP) and written/fax quotes from not less than 3 vendors.
* Less than $10,000 but greater than $3,000 require an oral request for the goods and oral/fax quotes from not less than 2 vendors.
* Less than $3,000 are left to discretion of the Purchaser when included in the Purchasing Budget or by approval of the Town Board or Library Board of Trustees.
 

All estimated public works contracts of:
* Less than $35,000 but greater than $10,000 require a written RFP and fax/proposals from not less than 3 contractors.
* Less than $10,000 but greater than $5,000 require a written RFP and fax/proposals from not less than 2 contractors.
* Less than $5,000 are left to discretion of the Purchaser when included in the Purchasing Budget or by approval of the Town Board or Library Board of Trustees.

TOWN OF LAFAYETTE PROCUREMENT POLICY
 

Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered.
 

All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract.
 

GUIDELINE 4
The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the Library and town taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement.
 

GUIDELINE 5
A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.
 

GUIDELINE 6
Attach a voucher with a completed Claimants Certification signed and dated to the Town Board for audit and payment upon receipt of goods or services. The library director shall follow the normal process of submitting vouchers to the Library Board of Trustees first.
 

GUIDELINE 7
Except when directed by the town board or Library Board of Trustees, no solicitation of written proposals or quotations shall be required under the following circumstances:
a) Acquisition of professional services;
b) Emergencies;
c) Sole source situations;
d) Goods purchased from agencies for the blind or severely handicapped;
e) Goods purchased from correctional facilities;
f) Goods purchased from another governmental agency;
g) Goods purchased at auction;
h) Goods purchased under State Contract;
i) Goods purchased under County Contract.
 

GUIDELINE 8
This policy shall be reviewed annually by the town board/Library Board of Trustees at its
organizational meeting or as soon thereafter as is reasonably practicable.
 

ADOPTED: October 16, 2024 Board of Trustees, LaFayette Public Library
 

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