Purchasing

All products purchased by the Center Moriches Free Public Library require a signed request for purchase/purchase order.  The Director, or designee, is responsible for the signing of requests for purchase/purchase orders. The Director may delegate portions of that duty to appropriate staff.  The Director, or designee, may authorize an emergency purchase without a request for purchase/purchase order if necessary.

All services procured by the Library require a written contract.  If a contract is not offered for a service the Director must authorize the service arrangements.

All Library purchases will be made in a lawful manner.  Purchases that must by law be made through the competitive bidding process are to be made through the competitive bidding process.  In accordance with the NYS Comptroller’s ruling, competitive bidding will be required for purchase contracts involving expenditures of $20,000 or more, and for contracts for public work involving expenditures of $35,000 or more.

When it is in the Library’s benefit to add to or upgrade an existing system, service, or equipment by using the same vendor who supplied the original existing system, service, or equipment, this may be done by approval of the Director or Board of Trustees.

The Director must authorize all purchases.  Items or services costing at least $10,000 will be brought to the attention of the full Board of Trustees.  More than one price quote must be obtained.

The Center Moriches Free Public Library will establish an account of $500 to be used for small purchases made at the discretion of the Director.  Receipts will be retained for all purchases made from the Petty Cash account.  The Petty Cash fund shall be replenished following the approval of the monthly warrant at each regular meeting of the Board of Trustees.

Approved by the Board of Trustees on 7/15/2013