Procurement Guidelines Policy

NORTH SHORE PUBLIC LIBRARY
PROCUREMENT GUIDELINES POLICY

• 1) The North Shore Public Library shall follow the provisions of New York State law regarding public work and purchase contracts.
• 2) Except as provided by law, e.g., emergency situations, all public work contracts in excess of $20,000 and all purchase contracts in excess of $10.000 shall be subject to competitive bidding.
• 3) For public work and purchase contracts, which fall below the competitive bidding threshold stated in # 2 above, the following conditions should apply.
  • A) Whenever practicable, at least 3 price quotes for goods and services shall be obtained. Such price quotes may be either written or verbal.
  • B) Goods or services procured from New York State, Suffolk County, or Town of Brookhaven contracts shall be exempt from the comparative price quote requirement stated in (a) above.
  • C) Under normal circumstances, contracts shall be awarded to the lowest responsible bidder. Circumstances under which the contract may not be awarded to the lowest responsible bidder may include, but are not limited to:
    • vendor cannot guarantee delivery of goods or services within the
      time frame or under the conditions established by the library;
    • vendor’s terms of payment are disadvantageous to the library, e.g., full payment before commencement of work or delivery goods;
    • vendor cannot comply with the full specifications of goods or services as set forth by the library;
    • vendor’s warranty for goods or services is deemed inadequate by the library;
    • vendor’s after purchase support services are deemed inadequate by the library.

• 4) No purchase of goods or service shall be made from any vender in which elected officials of the library, e.g., the Board of Trustees, or the library administration, i.e., the library Director, hold a full or partial interest.
• 5) This Procurement Guideline policy shall be reviewed annually.