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 

Non-Construction Services 

Potential processes are:

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.