Purchasing, Capitalization and Disposition Policy

PREAMBLE

As a governmental entity in the state of Washington, the Fort Vancouver Regional Library District (District) is responsible for having an approved Purchasing, Capitalization and Disposition policy. The District shall have purchasing procedures and guidelines identifying the processes used to acquire supplies, fixed assets, services and information on conducting public works projects; procedures in place to safeguard, control and account for inventories of supplies and fixed assets; and a capital maintenance and replacement schedule. The Finance Officer is responsible for managing the District's fixed assets.

PURCHASING

Purchasing includes the acquisition of supplies, equipment, library resources (books, magazines, CDs, DVDs, electronic databases) and services.

The District shall purchase and acquire supplies and equipment in such ways as will most assure ease and economy in acquisition. More than one proposal shall generally be sought in acquisitions of supplies, equipment, or services where it seems reasonable to the Executive Director or designee that a lower cost or better product can be purchased.

On a regular basis, staff shall solicit proposals from more than one vendor in all cases of recurring purchases, e.g. library resources.

CAPITALIZATION

Any single item costing $10,000 or more is considered a capitalized asset. Library resources, as a whole, are considered a capitalized asset and will follow the disposition process as stated below.

The Library Board of Trustees authorizes the purchase of all assets, whether capitalized or not, with the approval of the District's annual budget.

CAPITAL MAINTENANCE AND REPLACEMENT SCHEDULES

A maintenance schedule shall be established for all capitalized assets. This may include maintenance contracts and regularly scheduled vehicle maintenance.

A general facility maintenance program shall be established. This program will include both owned and non-owned facilities that the District is responsible for maintaining.

A replacement schedule shall be identified for all capitalized assets and other significant equipment.

BUILDING-RELATED PROJECTS

The District will have a small works roster at a limit established in RCW 39.04.155.

The District will follow the requirements of the State of Washington as it pertains to prevailing wage.

When constructing or remodeling buildings, the District will use a competitive process to solicit and evaluate proposals based on relevant factors established by the District, including, but not limited to, cost, but may use a bid process if it is in the best interest of the District. Where the application of competitive procedures would lead to undesirable, uneconomical or impractical results, the District may also use alternative procurement methods for construction or remodeling projects, such as use of a small works roster, design-build or general contractor/construction manager procedures, sole source or turn-key acquisition, or other alternative procurement methods permitted under State law.

DISPOSITION

The surplusing of capitalized items, with the exception of library resources (see the Collection Policy), is handled through an approval process. If another governmental entity would like the surplused item(s), then the District may transfer these items via an intergovernmental transfer prior to making the item(s) available for sale. It is the intent of the Board that surplused items that are to be sold should be made available to all interested parties prior to final disposition of the item(s). This notification can be accomplished through notices in the local newspaper(s) and on the District's web page. The Board should be notified of periodic surplus sales. The Finance Officer or her/his designee shall establish the prices for the surplused items.

There are some materials that are developed by the library staff for its use, but are of value to others, such as book lists, decorations and internal reports. In these cases the District may charge for the cost of publishing and preparation, excluding staff time (RCW 27.12.305).

The Executive Director is responsible for the administration of this policy and for establishing administrative procedures for its implementation.

Board approved:
Original policy October 1, 1987
Revised: April 12, 1999
Revised: May 14, 2001
Revised: July 10, 2006
Revised: September 10, 2007
Revised: April 21, 2008
Revised: Oct. 20, 2008