Policy on Purchasing

1. The Hancock County Public Library is a governmental body that is authorized to enter into contracts under the Indiana Public Purchasing Law. The Hancock County Public Library is the “Purchasing Agency.”
2. The “Purchasing Agent” of the Hancock County Public Library is the CEO of the library. Other staff may be authorized by the Purchasing Agent to make routine purchases of less than $200. Purchases in excess of $200 by a delegated staff person must be approved by the CEO in advance. The CEO bears the ultimate responsibility for all purchases made.        
3. The Purchasing Agent may purchase supplies costing up to $1,000. Any supplies costing between $1,000 - $5,000 require the approval of the Hancock County Public Library Board Executive Committee. Purchases over $5,000 require approval of the Hancock County Public Library Board. This provision excludes “library materials,” those items purchased for the use of the library clientele of the library. All purchases under $50,000 will be made on the open market. All items costing between $50,000 and $150,000 will be purchased only after inviting three quotes from persons known to deal in the lines or classes of supplies to be purchased unless another procedure is authorized by statute. In actual practice, most purchases will be made only after following this “rule of three.”
4. In accordance with state statute, all items costing over $150,000 will be purchased following competitive bidding procedures unless another procedure is authorized by statute. The Hancock County Public Library will follow all the proper steps for competitive bidding procedures or the inviting of quotes as required by statute or by the guidelines of the appropriate state agency.
5. The Board of Trustees or the Purchasing Agent will purchase services on the basis of provisions of the contract, cost, experience of the offeror or any other factor deemed appropriate to the services being purchased.