Bid and Procurement Procedures

Title:   Bid and Procurement Procedures
Effective Date:  January 4, 2023
Review Date:

The Hamlin Community Library (hereinafter “Library”) is committed to adhering to the provision of the Commonwealth of Pennsylvania laws and the U.S. Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called "Uniform Grant Guidance" or UGG) (2 CFR §200.300 - §200.345) whichever is the most restrictive requirements and is practical without undue burden to the Library’s budget and resources.

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: (1) vendor cannot guarantee delivery of goods or services within the time frame or under the conditions established by the library; (2) vendor’s terms of payment are disadvantageous to the library; (3) vendor cannot comply with the full specifications set forth in the bid; and (4) vendor’s after purchase support services are deemed inadequate.

The Library procurement processes are based on the following levels of purchase for construction and non-construction services:

 Construction Services 

1. Micro-purchases of $3,500 and below: distribute equitably among qualified suppliers to the extent practicable, but awards may be made without soliciting competitive written or telephonic (follow up with written proposals) quotations if the Library considers the price to be reasonable. 

2. Small purchases of greater than $3,500 but less than or equal to $20,100: price or rate quotations shall be obtained from an adequate number of qualified sources which may be received over the telephone (follow up with written proposals) or by written/electronic means when practical. 

3. Greater than $20,100 for construction contracts: three potential processes, depending on the circumstances that best fit the procurement details when practical.

Non-Construction Services 

1. Micro-purchases of $3,500 and below: distribute equitably among qualified suppliers to the extent practicable, but awards may be made without soliciting competitive written or telephonic (follow up with written proposals) quotations if the Library considers the price to be reasonable. 

2. Small purchases of greater than $3,500 but less than or equal to $150,000: price or rate quotations shall be obtained from an adequate number of qualified sources which may be received over the telephone (follow up with written proposals) or by written/electronic means when practical. 

3. Greater than $150,000 for construction contracts: three potential processes, depending on the circumstances that best fit the procurement details when practical.

Potential processes are:

1. Sealed bids – Purchases subject to sealed bids are publicly solicited and a firm fixed price contract is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price. The sealed bid method is the preferred method for construction.

2. Competitive proposals – Purchases may be made through fixed price or cost-reimbursement type contracts after considering proposals from an adequate number of sources. This procurement process will be used when the procurement is not appropriate for sealed bid conditions.

3. Noncompetitive proposals – This purchase process may be used through solicitation of a proposal from only one source and may be utilized only in the limited circumstances; specifically, when goods are available from only one source, inadequate competition, or in emergency situations.

In emergency situations, verbal quotes should be obtained in so far as practical under the circumstances.

The process of soliciting competitive quotations, as long as the procurements are below the bid thresholds, is not necessary if the procurement adds to an existing system, and it is in the library’s best interest to deal with one vendor for a particular system.