State and Federal Laws

All purchases will be made within the legal requirements of the laws of the State of Indiana and of the United States.

Small Purchase Policy

1. If the purchasing agent expects the purchase to be less than $50,000, a small purchase, the purchase may be made without soliciting bids or proposals.
2. In making purchases of less than $50,000 the following guidelines shall be followed:
   1. The purchasing agent shall compare prices from as many responsible suppliers of the goods or services required as is practical, and shall purchase from that supplier where total costs are lowest, when quality and timeliness of delivery are comparable.
   2. Preferences will be given to products manufactured in the United States.
   3. Preferences will be given to purchasing from Carroll County businesses when total cost, quality and timeliness of delivery are comparable.
   4. Purchases will not be artificially divided so as to constitute a "small purchase."
3. The Director is authorized to establish charge accounts with businesses from which the Library will make purchases on a continuing basis. Library employees who may make purchases using the established charge accounts shall include the Director, the Bookkeeper, and the Janitor. The Director may assign other employees responsibility for purchasing supplies needed for specific library programming.
4. The Director is authorized to establish and maintain a credit card for making library purchases when more traditional methods of payment are impossible or not timely or practical in the circumstances. The Director is authorized to use such credit card for payment for lodging and meals for library staff or board members who are traveling on behalf of the library. The Director will be the sole authorized user and cardholder and will deliver all documentation to the Bookkeeper to be itemized and posted to the appropriate accounts. No interest, carrying charges, or penalties are to be incurred due to late payments. If the Director fails to promptly file or furnish documentation, and interest or penalty is incurred as a result, the Director will be held responsible for paying the interest or penalty charged. All costs incurred and charged with the credit card must be business related and not personal in nature.
5. Any purchase for more than $50 shall have the prior approval of the Director.
6. Purchases of books, magazines, pamphlets, films, filmstrips, microfilms, slides, transparencies, phono discs, phono tapes, models, art reproductions, and all other forms of library and audiovisual materials are exempt from the restrictions of this policy.
7. The Director is authorized to establish a petty cash fund for incidental purchases. Library employees who make purchases greater than $10 must have prior approval of the Director.
8. If the purchasing agent expects the purchase to be more than $50,000 but less than $150,000, the purchasing agent shall solicit quotes from three or more vendors known to provide the goods or services required, as specified in IC 5-22-8-3.

Requests for Proposals and Competitive Bidding

If the purchasing agent expects the purchase to exceed $150,000, the purchasing agent shall prepare Requests for Proposals as specified in IC 5-22-9 or follow the competitive bidding procedures as specified in IC 5-22-7, except for those conditions which allow for special purchasing methods as defined in IC 5-22-10.