SAFE CHILD POLICY

Adopted by Spokane Public Library Board of Trustees on November 1, 2020.

This Bulletin is divided into the following sections:

SECTION 1 – GENERAL

• 1.1 Authority; Purpose; Interpretation
• 1.2 Scope of Application
• 1.3 Procurement Activities
• 1.4 Procurement Authority; Library Procurement Agent
• 1.5 Specifications; Clarification
• 1.6 Active Solicitation
• 1.7 Cooperative Purchasing; Price Index
• 1.8 Standard Forms; Procedure
• 1.9 Conflict of Interest
• 1.10 Records; Public Inspections

SECTION 2 – FORMAL PROCUREMENT

• 2.1 When Required
• 2.2 Public Announcement
• 2.3 Pre-qualification
• 2.4 Opening; Conformity to Specifications; Questions
• 2.5 Selection Process; General Criteria

SECTION 3 – INFORMAL PROCUREMENT

• 3.1 When Permitted
• 3.2 How Accomplished; Solicitation; Internal Procedures
• 3.3 Price Quotations
• 3.4 Selection
• 3.5 Price Agreements; Requirements Contracts

SECTION 4 – PERSONAL SERVICES PROCUREMENT

• 4.1 When Permitted
• 4.2 How Accomplished; Internal Procedures
• 4.3 Price Quotations
• 4.4 Selection

1. GENERAL

1.1 Purpose; Interpretation

The purpose is to accomplish the efficient management of Library resources consistent with applicable laws and sound business judgment in the procurement of goods and services for Library purposes. These policies shall be construed to accomplish their purpose and not to create independent legal rights or remedies on the part of vendors, suppliers or other third parties. No rights are created except as required by applicable statutes.

1.2 Scope of Application

• A. These policies apply to the procurement by the Library of goods and services, where Library funds are expended for procurement. These policies may be waived or modified where special funding or grant resources other than municipally budgeted Library funds may present different requirements or grant conditions.
• B. These policies do not apply to business insurance policies or Library materials regardless of form. “Library materials” generally include books, magazines, pamphlets, films, digital, tapes, records, pictures and other such literary, artistic, educational or informational media held for public use and distribution within the library system

2. POLICY

2.1 Library customers, regardless of age, are required to comply with the Spokane Public Library Code of Conduct which is clearly posted at all branch locations and on the Library’s Web site.

2.2 In order to maintain a safe, orderly, and proper environment for library use, parents, guardians, and/or other caregivers responsible for a child or children must be responsible for the conduct of children in their custody or control at all times while they are on Library premises.

3. INFORMAL PROCUREMENT

3.1 When Permitted Except where prohibited by applicable law and whenever the reasonably estimated value to be procured is less than $75,000.00 for goods and services, or in other circumstances identified in Section 2.1, informal procurement is permitted but is not mandatory.

3.2 How Accomplished; Solicitation; Internal Procedures A. Informal procurement may be done by purchase or work order, or by written contract. Procurement documents set forth the general terms and conditions of the agreement, describe the quantity and quality of goods and state the price quoted. Informal procurement may include such parts of the formal process as deemed helpful by the Procurement Agent but shall not require any particular policy be followed. B. The Procurement Agent approves all procurements.

3.3 Price Quotations Price quotations may be secured by telephone, fax, e-mail, or by mail. Lists of responsible and interested vendors shall be maintained. Quotes may be solicited from any source thought to be of advantage to the Library.

3.4 Selection Selection criteria shall be comparable to the formal process as stated in Section 2.5, except that negotiations are permitted, and the formal bidding process does not apply.

3.5 Price Agreements; Requirements Contracts Price Agreements are special contracts in which the vendor agrees to supply all the Library’s requirements for the period but is not held to purchasing a fixed amount. They are part of informal procurement.

4. ADDITIONAL

4.1 Changes The Library reserves the right to order

• 1) Changes in the work within the scope of the contract
• 2) Temporary stoppage of work or reasonable adjustments in the schedule of performance
• 3) Variations occurring between the estimated quantities of a service or product and the actual quantity needed

4.2 Price Adjustment

A. Where a change affects the cost of performance, price adjustments may be made as follows:

• 1) Agreement on a fixed price adjustment within the original contract as part of formal or informal procurement
• 2) Use of the unit price specified in the contract
• 3) Contingency clauses based upon events identified in the contract
• 4) Otherwise by mutual agreement
• 5) Based upon policies established by the Library and submitted and disclosed as such as a part of the bid solicitation or contract

B. The contractor shall be required to furnish information and documentation to the reasonable satisfaction of the Procurement Agent of any additional costs claimed or, in case of a payment reduction, deductions contested.

4.3 Appeals

• A. The contractor may appeal the Procurement Agent’s decision within ten (10) days of issuance to the Library Executive Director, who shall conduct a suitable informal hearing, if requested, and prepare a written determination.
• B. The Director’s decision may be appealed within ten (10) days of issuance to the Library Board.
• C. The Board’s decision is final and not subject to reversal unless arbitrary and capricious.