interior-banner

Purchasing Policy

General

The Board’s authority for the purchase of materials, equipment, supplies, and services is extended to the library administration through the listing of such items compiled as part of the budget-making process and approved by the Board through its adoption of the annual appropriations resolution.

Contracting for Goods and Services and Works of Improvement

“Goods and Services” are defined to include materials, supplies (except as included in the definition of “Works of Improvement”), operating services, maintenance agreements, insurance policies, professional services, and leases for equipment and facilities.

“Works of Improvement” are defined to include construction, repair, demolition, reconstruction, alteration or structural improvements, or materials and supplies acquired in connection with construction, repair, demolition, reconstruction, alteration, or structural improvements, such as furniture, furnishings, and movable equipment.

The purchase of Goods, Services and Works of Improvement needed by the Library shall be made by using sound purchasing practices and business procedures to assure the timely receipt of Goods, Services and Works of Improvement of a quality appropriate to the needs of the Library at the lowest responsible cost, in compliance with all governmental statues, regulations, and guidelines, and in compliance with all applicable policies of the Library.

Whenever appropriate, the Library shall take full advantage of State of Ohio contracts for Goods and Services negotiated with suppliers from the State of Ohio as well as other cooperative agreements as provided by the Board of Trustees.

Except as otherwise provided in this section, contracts for the purchase of Goods and Services shall be awarded according to the following guidelines:

  1. Goods and Services costing five thousand dollars ($5,000) or less may be purchased outright.  The Director shall approve the Award of Contract and the Fiscal Officer shall certify it.
  2.  Goods and Services costing over five thousand dollars ($5,000) and not more than twenty-five thousand dollars ($25,000) shall require two or more quotations.  The Director shall approve the Award of Contract for such Goods and Services and the Fiscal Officer shall certify it.  Goods and Services costing more than twenty-five thousand dollars ($25,000) shall require two or more quotations and shall be approved by the Board of Trustees.

Contracting for Insurance

Insurance shall be sought on a Request for Proposal basis.  The Award of Contract for insurance costing five thousand dollars ($5,000) or less shall be approved by the Director and certified by the Fiscal Officer.  The Award of Contract for insurance costing over five thousand dollars ($5,000) shall be approved by the Board of Trustees.

Contracting for Professional Services

Professional services, other than architects, engineers, landscape architects, surveyors, or construction managers, shall be purchased outright or sought on a Request for Proposal basis.  The Award of Contract for such Professional Services costing twenty-five thousand dollars ($25,000) or less, shall be approved by the Director and certified by the Fiscal Officer; the Award of Contract for such Professional Services costing more than twenty-five thousand dollars ($25,000) shall be approved by the Board of Trustees.

When any architectural, engineering, landscaping architecture, surveyor, or construction management professional services are sought, selection shall be made in accordance ORC Section 3375.41.  Contracts let for Maintenance Services, e.g. lawn and grounds, janitorial and housekeeping, security monitoring, etc. may be renewed without formal public bidding process in accordance with the following protocol:

  1. Contractor performance has been excellent and there is a desire on the part of the Library and the Contractor to remain in the existing agreement.
  2. The pricing structure proposed for the Contract Renewal is deemed reasonable and customary by the Library Administration with pricing increase, if any, predicated upon demonstrable increases in the cost of doing business on the contractor.  The C.P.I., or other established economic gauge, should be used to evaluate requests on the part of incumbent contractors for pricing increases that will be reflected in contract extensions.
  3. The Library may vacate contract extensions with 30 days advance notice to the contractor, or by the contractor with 90 days advance notice to the Library.  No reason for contract cancellation is required on the part of either party.
  4.  The Library Administration shall request Board of Trustee approval for all contract renewals prior to their date of expiration or provision for automatic renewal.

Contracting for Maintenance Agreements and Leases

Maintenance and Lease agreements for equipment or facilities costing twenty-five thousand dollars ($25,000)  or less, may be purchased outright or sought on a Request for Proposal basis and shall be approved by the Director and certified by the Fiscal Officer.  The Award of Contract for Maintenance agreements and Lease for equipment or facilities costing more than twenty-five thousand dollars ($25,000) shall be approved by the Board of Trustees.

Contracting for Works of Improvement

Works of Improvement costing more than five thousand dollars ($5,000) and not more than fifty thousand dollars ($50,000) shall require two or more quotations.  Works of Improvement costing more than fifty thousand dollars ($50,000) shall be publicly advertised for at least two weeks in compliance with Section 3375.41 of the ORC. The Award of Contract for Works of Improvement shall be let by the Board of Trustees to the lowest responsible bidder in accordance with ORC Section 3375.41.  The Contract shall be between the Board of Trustees and the successful bidder.  When two or more bids are equal, either may be accepted but in no case shall the work be divided between such bidders.  Such Contract shall be in writing and shall be accompanied by or shall refer to plans and specifications for the work to be done.  Such Contract shall be approved by the Board of Trustees and signed by the President of the Board, the Contractor, and the Fiscal Officer.

Improvements to buildings and sites resulting from amendments to contracts and costing fifty thousand dollars ($50,000) or less shall be approved by the Director and certified by the Fiscal Officer.  Improvements to buildings and sites resulting from amendments to contracts costing more than fifty thousand dollars ($50,000) shall be approved by the Board of Trustees, and shall be competitively bid to the extent of the law.

Bidders awarded contracts for Works of Improvement costing more than fifty thousand dollars ($50,000)  shall furnish good and approved contract bid guarantees in accordance with ORC Section 153.54, guaranteeing the carrying out of the Contract’s specifications and payment for all labor and materials.

Approved by the Shaker Heights Public Library Board of Trustees 12/2004, revised 4/13/2010, 5/9/2011, 4/8/2013