XX. Bidding Policy
The White Pigeon Township Library is entrusted with the responsible and prudent use of library tax funds paid by residents of the community. Mindful of this public trust the library board establishes an annual budget as well as financial goals for the operation of the library. In order to operate the library in an efficient manner on a day to day basis, the library board hereby establishes this purchasing policy to direct the library director and authorized personnel in their daily spending decisions. By establishing this policy the library board is entrusting the library staff with the responsibility of knowing their budget limits.
Board approval is required for authorization of expenses over $2000 not included in the annual budget. If the item is needed for the safety of patrons or the continued operation of the library, the director is given permission to make the purchase without prior approval from the library board.
Library purchases over $30,000 require a written Request for Proposals be published for open bidding by all interested parties. Sealed bids must be submitted to be opened in public. Board approval is required for purchases at this level.
Request for Proposal Guidelines
Request for Proposals (RFPs) should be prepared in consultation with the library staff, director and library board to ensure the vendor proposals submitted meet the expectations of all parties. An advertisement will appear in no less than two area newspapers will alert potential vendors of the availability of the RFP. Vendors who receive a RFP should find all necessary information included for them to submit a proposal that meets at the expectations of the Library.
RFPs should include at a minimum the following information:
1. Library contact information.
2. The work location.
3. When is the work expected to be started and completed?
4. What are the submission requirements of the bid (sealed, faxed, emailed)?
5. Where and to whom should the bids be submitted?
6. What work is to be done?
7. What materials are to be used?
8. What are the permit, bond and insurance requirements?
9. What are the warranty terms?
10. What are the bidder qualification requirements?
11. What are the bid opening and due dates?
12. The following clause must be included in all RFPs: “The White Pigeon Township Library reserves the right to accept, reject or ask for clarification of any or all bids in order to ensure the best interests of the Library are served. The Library reserves the right to accept bids that are not the lowest if it is determined to be in the best interest of the Library.
Updated 10/24/2016
The White Pigeon Township Library is entrusted with the responsible and prudent use of library tax funds paid by residents of the community. Mindful of this public trust the library board establishes an annual budget as well as financial goals for the operation of the library. In order to operate the library in an efficient manner on a day to day basis, the library board hereby establishes this purchasing policy to direct the library director and authorized personnel in their daily spending decisions. By establishing this policy the library board is entrusting the library staff with the responsibility of knowing their budget limits.
Board approval is required for authorization of expenses over $2000 not included in the annual budget. If the item is needed for the safety of patrons or the continued operation of the library, the director is given permission to make the purchase without prior approval from the library board.
Library purchases over $30,000 require a written Request for Proposals be published for open bidding by all interested parties. Sealed bids must be submitted to be opened in public. Board approval is required for purchases at this level.
Request for Proposal Guidelines
Request for Proposals (RFPs) should be prepared in consultation with the library staff, director and library board to ensure the vendor proposals submitted meet the expectations of all parties. An advertisement will appear in no less than two area newspapers will alert potential vendors of the availability of the RFP. Vendors who receive a RFP should find all necessary information included for them to submit a proposal that meets at the expectations of the Library.
RFPs should include at a minimum the following information:
1. Library contact information.
2. The work location.
3. When is the work expected to be started and completed?
4. What are the submission requirements of the bid (sealed, faxed, emailed)?
5. Where and to whom should the bids be submitted?
6. What work is to be done?
7. What materials are to be used?
8. What are the permit, bond and insurance requirements?
9. What are the warranty terms?
10. What are the bidder qualification requirements?
11. What are the bid opening and due dates?
12. The following clause must be included in all RFPs: “The White Pigeon Township Library reserves the right to accept, reject or ask for clarification of any or all bids in order to ensure the best interests of the Library are served. The Library reserves the right to accept bids that are not the lowest if it is determined to be in the best interest of the Library.
Updated 10/24/2016