Purchasing Policy

Wauconda Area Public Library District

Purchasing Policy

Approved by the Board of Library Trustees on May 10, 2021

1.0 Purpose

1.1 Purchases of the Wauconda Area Public Library District are governed by statutes.  The Board of Library Trustees follows applicable statutes and, in addition, uses responsible business practices in its purchases and contracts.

2.0 Purchase Amounts

2.1 Purchases Less Than $7,500

The Library Director can purchase any goods, services, work or improvements where the cost is estimated not to exceed $7,500 shall be purchased at the best possible price considering needs, expected performance, prior experience, and delivery and service capability.

2.2 Purchases Between $7,501 - $12,500

The Library Director can purchase any goods, services, work or improvements where the cost is estimated to be more than $7,501 but less than $12,500 shall be based, whenever possible, on 3 written quotes available for review by the Library Board of Trustees. After the purchase, a brief synopsis will be provided by the Library Director to the Board of Trustees at the next monthly board meeting.

2.3 Purchases Between $12,501 - $25,000

Any purchase of goods, services, work or improvements where the cost is estimated to be more than $12,501 but less than $25,000 shall require approval by the Library Board of Trustees.

2.4 Purchases In Excess of $25,000

Generally, any purchase of goods, services, work or improvements where the cost is estimated to be in excess of $25,000 shall be based on competitive bids and purchased from the lowest responsible bidder.

Notices for advertisement for bids shall be published at least once in a newspaper with general circulation within the library district’s service area at least thirty days prior to receiving the bids.  The library district will also post notices at the library building, on the library’s website and via other appropriate electronic means.

In addition to price, the library board will consider all relevant factors in purchasing goods, services, work or improvements.  Relevant factors include, but are not limited to: ability, experience, integrity, quality of previous performance, compliance with laws and ordinances, available financial resources, ability to provide future maintenance and service, and compliance with federal, state, municipal requirements.  All purchases subject to the competitive bid process shall be brought to the Board for approval as required by law.

 

EXEMPTIONS FROM COMPETITIVE BIDS

Contracts which, by their nature are not adapted to award competitive bidding, are not subject to competitive bidding, including, but not limited to:

  • Contracts for services involving a high degree of professional skill.
  • Contracts for the maintenance and servicing of equipment where the maintenance and/or service provider is best done by the manufacturer or authorized service agent.
  • Contracts for the purchase, delivery, movement or installation of data processing or telecommunications equipment, software or devices.
  • Contracts for duplicating machines and supplies.
  • Contracts for utility services such as water, electricity, natural gas, telephone or garbage removal.
  • Contracts for goods and services procured from another government agency.
  • Purchases of equipment previously owned by some entity other than the Library District itself.
  • Contracts for goods and services which are economically procurable from only one source.
  • Contracts for emergency expenditures when approved by the Board.

CONTRACTS FOR CONSTRUCTION AND REMODELING

Contracts for construction a building, remodeling, repairing or improving an existing building, erecting an addition to an existing building, or purchasing the necessary equipment for the library district shall follow the procedures set forth in 75 ILCS 16/40-45 and this policy.