Administration – 213
Approved by the Board of Trustees February 26, 2026
St. Joseph Public Library
Purchasing and Procurement Policy
Statement of Purpose
The intent of this policy is to ensure the judicious use of library funds by employing prudent and sound practices in acquisition and procurement to obtain high-quality goods and services in a timely fashion at a fair and competitive price. Departments should plan for purchases as far in advance as possible. This allows purchases to be made as effectively and efficiently as possible.
The intent of this policy is to:
• Secure the desired goods and services at the best possible quality and cost;
• Ensure best practices are used system-wide; and
• Provide responsible methods for accountability.
Scope of Policy
This policy applies to goods and services purchased for the library.
This policy may inform but not directly apply to the following:
• Purchase of library collection materials and subscriptions for periodicals are subject to budgetary constraints and decided by the criteria laid out in the Collection Development Policy (502).
• Advertising, paying for dues/memberships in library-related organizations, and expenses associated with job-related travel, education, and training are subject to budgetary constraints and are to be approved by the Library Director. See policy 618-Personnel Manual.
• Construction, restoration, or repair to any library property or grounds must be pre-approved by the Library Director and branch managers and may be subject to library policy 220- Historic Buildings and Grounds Consultations Guidelines.
• The following are operational expenses negotiated and decided by the Library Director, with the Board of Trustees approval, and subject to budgetary constraints:
– Real property;
– Insurance;
– Utility services;
– Postage;
– Employee benefits; and
– Legal services.
Delegation of Authority
The Library Director or their designee has the authority to approve or deny any purchases or purchase requests according to this policy. The Library Director must review and make recommendations to the Board of Trustees on all bids and quotes over $20,000 but may designate someone to solicit and obtain them. Library staff should check all potential expenditures against the budgeted line-item amounts and balances remaining prior to purchase to avoid cost overruns.
Managers oversee their respective designated budgets. The Library Director, along with the Administrative Assistant, will be responsible for handling all purchasing procedures pertaining to reconciliation, board reports, and financial audits.
Purchasing Process
Checks are issued every other week. The Administrative Assistant prepares bill cover sheets that detail the budget lines and itemized corresponding amounts by branch or department for each invoice. Receipts and/or statements are attached to all bill cover sheets. The Library Director reviews each bill cover sheet against the attached invoices or receipts and if correct forwards them to the accountant to issue checks. Two Officers sign each check after reviewing and getting any needed clarification. Officers are the President, Vice President, Secretary, and Treasurer of the Board of Trustees. Each Officer is authorized to sign checks and financial instruments on behalf of the library. The Board approves checks written in the previous month at each Board meeting.
Some vendors are paid electronically, and the Library Director initiates those payments. Bill cover sheets or statements are kept for each electronic payment that details the budget line and amounts. The accountant records the electronic payments. Electronic payments are noted as journal entries in the monthly financial reports and are approved by the Board of Trustees the following month.
Purchasing Tiers/Levels
The following applies to purchases and service contracts for the library. At no time is it acceptable to divide a purchase or manipulate delivery of a purchase in a way that circumvents the intent of this purchasing policy or applicable law. The Administrative Assistant should keep and maintain a vendor list of frequently used vendors, ensuring tax exempt status and discount information is current.
Purchases up to $1,000.00:
These are typically everyday purchases of supplies, programming materials, and minor equipment and are acquired by pre-established account login, procurement cards, or personal funds to be reimbursed. These purchases can be made by the Library Director, the Administrative Assistant, a Manager, or their designee. Manager approval should be obtained by all staff members before making a purchase and should fall within corresponding budget lines and amounts.
– Multiple quotes are not required but price comparisons should be sought to ensure financial prudence.
– Vendor lists are established and authorized users designated.
– Tax exempt status is to be established before purchase.
– W-9 tax forms are to be requested at the beginning of the relationship from entertainers and vendors who are LLCs that provide services and collected before payment is made.
Unless a vendor is a sole source, Managers or their designees should use the approved vendor list to ensure the most cost-effective option. The Administrative Assistant may amend the vendor or other specifics of the purchase to maximize efficiency.
Items to be purchased from any vendor without established tax-exempt status or known shipping costs should be made with the knowledge and/or assistance of the Administrative Assistant, to ensure financial prudence and accurate accounting. All receipts and invoices, including the details of the purpose of the purchase, are to be sent to the Administrative Office by the next business day.
Purchases of $1,000.01 – $3,000.00:
These purchases are made by the Library Director, Administrative Assistant, or their designee with knowledge or direction of the appropriate Manager. These purchases should fall within corresponding budget lines and amounts.
Prior to purchasing:
– multiple quotes are not required, but price comparisons are made to ensure financial prudence.
– vendor lists are established and authorized users designated.
– the Administrative Assistant will seek bulk discounts for frequently purchased items.
– tax exempt status is to be established before purchase.
– W-9 tax forms are to be requested at the beginning of the relationship from entertainers and LLC vendors that provide services and collected before payment is made.
Purchases of $3,000.01 – $10,000.00:
These purchases are made by the Library Director, in cooperation with the relevant Manager. These items are budgeted prior to purchase. Includes multiples of single items, i.e., 10 computers.
– Three or more informal quotes such as website, catalog or verbal are required. If not possible or reasonable to obtain the required number of quotes, the reason is included in the documentation.
– Established vendor lists will be referenced.
– Quantity discounts are routinely requested when applicable.
– Comparison options are presented and discussed with Library Director.
– Tax exempt status is to be established before purchase.
– W-9 tax forms are to be collected from entertainers and vendors who are LLCs that provide services, before payment is made.
Quotes received may be verified by the Library Director or Administrative Assistant, so the following should be collected when receiving a quote:
– company name
– contact information
– requested item or service
– quoted amount with any charges detailed such as shipping and handling, delivery, ongoing subscription costs, or proprietary consumable costs
– time limit of standing quote
If an item or service being quoted has differences from vendor to vendor, those differences should be noted when determining purchase. In most situations, the lowest price will be chosen; if not, an explanation as to why should be provided. References or relevant evidence of experience can influence the purchasing decision.
Purchases of $10,000.01 – $20,000.00:
These purchases or contracts are made by the Library Director with full knowledge of the Library Board of Trustees.
These items should be budgeted prior to purchase or have Board approval to secure funding from a different budget line item or account. Other requirements are:
– Three or more written quotes or proposals are required. If it is not possible or reasonable to obtain the required number of quotes or proposals, the reason is to be included in the documentation.
– Comparative options are to be presented and discussed by the Library Director
– Library Director will sign all contracts
– Tax exempt status is to be established before purchase
– W-9 tax forms are to be collected from entertainers and vendors who are LLCs that provide services, before payment is made.
Purchases and/or Contracts $20,000.01 and Above:
These purchases and/or contracts are required to be made under the formal bid/quote process.
These purchases or contracts are made by the Library Director with approval of the Library Board of Trustees. Items should be budgeted, and if not, must have Board approval to secure funding from a budget line or account.
Bid process:
– Formal bid, or Request for Proposal must be publicized and appropriate vendors contacted.
– A pre-bid meeting is offered to clarify specifics.
– Three or more bids should be obtained.
– Bids are to be mailed or delivered in a sealed envelope to the library; emailed/open bids will be accepted and placed in a sealed envelope.
– A bid opening will be held at Library after the bid closes.
– The Library Director and Administrative Assistant will review the bids and make a recommendation on bid acceptance to the Board of Trustees.
– A vote and approval by the Board of Trustees is required.
Service Contracts
A service contract consists of an agreement between the service vendor and Library for the former to provide specified services integral to maintaining the library. Contracts for vendors requiring services on library property should stipulate certificate of insurance and Workmen’s Compensation coverage, and a clause holding the Library harmless for damages or injuries resulting from provision of service. The contractor must also agree to provide monthly itemized bills for services so that expenses can be tracked along the course of the year.
Contracts of a greater term than one year may be permitted if the contract is with a known trusted business and results in overall savings to the library. Such multi-year contracts must include an annual opt-out or cancellation provision in the event of a budget reduction or if ownership or the quality of work is changed.
All contracts entered in compliance with this policy should be reviewed ninety (90) days prior to termination or renewal for the purpose of determining acceptable performance, financial considerations, competition, and other factors that would inform a decision to continue the contractual relationship.
E-Verify
As a public employer in Missouri, all contracts between SJPL and contractors must contain a provision requiring the contractor to enroll in the federal E-Verify program and verify the work eligibility status of the employees (RSMo 285.530.3).
Prevailing Wage
SJPL will comply with the Missouri Prevailing Wage Law (RSMO 290.210) for all construction projects. The law requires that all workers employed on public works projects be paid the proper prevailing wage rate. Prevailing wage rates are determined by actual hours worked, for a particular occupational title (classification/trade), in each individual county throughout the state.
Evaluation of Bids, Quotes and Proposals
An agreement to purchase or a contract is awarded to the most acceptable and responsible bidder, in terms of overall suitability, e.g. quality, delivery, terms, service, and life expectancy, in addition to price and discount. The Library Director or their designee should review and make recommendations to the Board regarding suitability. The Board of Trustees reserves the right to reject any or all bids and to accept the bid that appears to be in the best interests of the library. All bids are a matter of public record.
The Administrative Office must retain the following, in accordance with Missouri Sunshine laws:
– Notice of RFP publication
– All submitted bids
– Justification of why the awarded bid was chosen
Waiver of Conditions
In the exercise of its informed discretion the Board of Trustees retains the right and authority to waive any and all of the specific provisions contained above on a case-by-case basis and based on sound business decisions.
Other Purchasing Information
Emergency Purchases
Emergency procurement must be made with as much financial responsibility as is practical under the circumstance. A Manager should attempt to consult with the Library Director prior to an emergency purchase and will provide a verbal or written report about the incident requiring the purchase following the incident.
Sole Source Providers
There are circumstances when an item or service is only provided by a single source so no price comparison or negotiations can take place. A written justification must be given to the Library Director outlining what steps have been taken to ensure that there is only one provider of the product or service requested. A letter from the vendor is not a valid justification of sole source.
A single feasible or sole source may exist when:
– Supplies are proprietary and only available from the manufacturer or a single distributor
– Additions to a system must be compatible with the original equipment
– Factory authorized maintenance must be utilized in order to maintain validity of a warranty
– The services of a particular provider are unique, e.g. entertainers, authors, etc.
Cooperative Procurement Program Purchases
St. Joseph Public Library participates in a Missouri government cooperative purchasing program called MissouriBuys for the procurement of goods, services, or construction. If a purchase is made through this program, additional quotes or bids are not required.
Procurement Cards
While most regular purchases should be placed by the Administrative Assistant, procurement cards may be provided to Managers to establish an efficient, cost-effective way for departments to make small dollar operational purchases between $1.00 and $500.00. Procurement cards should help reduce, if not eliminate, the need for petty cash or employee reimbursements.
All procurement cards are the property of the St. Joseph Public Library. A Manager is entrusted and empowered to make small dollar purchases on behalf of their department and has the responsibility to comply with all library policies and procedures regarding purchases. Improper use of a procurement card may result in disciplinary action, which may include termination of card or termination of employment.
Cardholder Responsibilities
• Ensure the procurement card is used only by the cardholder or their designee
• Maintain procurement cards in a secure location
• Abide by all library policies and procedures
• Check budget prior to purchase to avoid going over budget
• Tax exempt status is to be established prior to any purchase
• An itemized sales receipt must be obtained for all purchases
• Examine the sales receipt at the point of purchase to ensure sales tax has not been charged. If sales tax is charged, the purchaser must contact the company and have a credit issued
• Reconcile each purchase, detailing the purpose of each purchase and submit the receipt to the Administrative Assistant on the next day worked
• Resolve any disputes with vendors as quickly as possible, notifying the Administrative Assistant of any discrepancies
• It is the cardholder’s responsibility to work directly with the vendor to make any returns and communicate the details to the Administrative Assistant
• Immediately report to the Library Director fraudulent activity and lost or stolen cards
Administrative Assistant Responsibilities
– Maintain receipts and statements for each procurement card
– Monitor employees’ purchases to ensure they are abiding by library policy and purchases are being charged to correct budget lines
– Prepare the accounting information for payment each month.
Library Director Responsibilities
– Approve employees eligible to receive a procurement card
– Train new cardholders
– Submit for Board review procurement statements
– Evaluate need to cancel or reissue cards
– Determine appropriate disciplinary action for misuse of procurement cards
Tax Exempt Status
The St. Joseph Public Library is a tax-exempt organization. It is the cardholder’s responsibility to ensure that sales tax is not charged at the time the purchase is made. If charged sales tax in error, it is the cardholder’s responsibility to request credit for the tax charged.
All purchases made in the state of Missouri should be made tax exempt. An exception can be made for purchases made during library-approved travel out of state, but it is the cardholder’s responsibility to request tax exemption when making a purchase.
Internet Purchases
Procurement cards may be used to make purchases via the internet. The cardholder should be diligent to ensure they are using established websites for purchase. New accounts should be set up by the Administrative Assistant to ensure proper tax exempt and discount status is established.
Improper Use of Procurement Cards
Some examples of improper use of a procurement card include:
– Not ensuring tax exempt status at time of purchase or failing to request credit for tax charged
– Not providing itemized receipts in a timely manner
– Going over budget with purchase without prior approval from Library Director
– Using procurement card to purchase items forbidden by library policy (e.g. items for personal use or alcohol purchases)
Repeated violations may result in temporary or permanent termination from using a procurement card. Cardholders and Managers are ultimately responsible for their designees and held accountable for use of procurement cards.