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December 11, 2017
Halton Hills Public Library. A world within our doors
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Library Board Policies - Purchasing

The Library Board and staff shall conform to the purchasing policies of the Town of Halton Hills, including those related to the use of Town purchasing cards, blanket purchase orders or purchase requisitions.  Staff will also adhere to budgeted limits approved by the purchasing policy, and will seek prior approval from the Board and Council to exceed those limits.   A copy of the latest purchasing policy is available through the Director of Library Services.

Formal bids shall not be required in the following areas:

  • where the goods or services to be procured are economically procurable from only one source. Single-sourcing would be supported by a report from the Director of Library Services and/or the Town’s Manager of Purchasing.
  • in emergencies: an emergency shall be deemed to exist when immediate repairs to, or replacement of, equipment/facilities owned by the library is necessary in order to permit the library to function and its regular services to be performed, or when there has been a local declared emergency. A report to the Board will follow.

In cases where formal bids are not required because the amount involved is under the established limit for proposals ($25,000), it is still expected that the purchase decision shall be made on the basis of price (including delivery, warranty, maintenance costs, etc.), quality and dependability and that competitive quotations from the most qualified suppliers will, whenever possible or appropriate, be secured.

Collection Purchases

Staff with the authority to purchase material for collections may authorize purchases within their own area of collection development up to $7,500, or the budgeted sum for that part of the collection, whichever is less, without the signature of the Director of Library Services.

Non-Collection Purchases Under $25,000

If the amount of the purchase is less than $7,500 (done through a Town purchasing card or purchase order), no quotes are required.

For purchases between $7,500 and $25,000, the Director of Library Services or designate must obtain three informal written quotes, either by fax or e-mail.  Note that only the Director of Library Services can initiate purchases exceeding $25,000.

In cases where formal bids are not required because the amount involved is under the established limit ($25,000), it is still expected that the purchase decision shall be made on the basis of price (including delivery, warranty, maintenance costs, etc.), quality and dependability and that competitive quotations from the most qualified suppliers will, whenever possible or appropriate, be secured.

Non-Collection Purchases Over $25,000

For purchases between $25,000 and $75,000, the Director will work with the Manager of Purchasing to issue a Request for Quotation (RFQ) or Request for Proposals or (RFP) or Request for Tenders (RFT) and obtain at least two formal written quotations or proposals.  The differences between an RFQ, RFP and RFT are outlined below.

The RFQ or Request for Quotation shall be used when the total procurement value of a defined good or service is expected to be more than $25,000 but less than $75,000.

The RFP or Request for Proposal may be used when the requirements of supplies or services cannot be definitively specified, or the requirements or services are non-standard in nature and where such proposals would result in specific offers by the bidders to fulfill the requirements at a particular price.  The RFP should be used when the total procurement value is expected to be more than $7,500.

The RFT or Request for Tender shall be used when the total procurement value of a defined good or service is expected to be $75,000 or more.

For purchases over $75,000, the Director of Library Services will work closely with the Manager of Purchasing to ensure that the Board follows a formal tendering process and that all documents are correct and complete as per the municipal by-law. This includes:

  • issuing an Expression of Interest (not obligatory)
  • issuing a RFP for professional services where evaluation includes factors other than price
  • issuing an RFT for furnishings, equipment, construction, etc.      
  • posting the RFP or RFT on recommended sites
  • conducting a comprehensive evaluation of all qualified proposals

At the discretion of the Director, the Board may approve an RFQ, RFP or RFT before it is issued.  In all cases of an RFT, RFQ or RFT over $25,000, the Director will provide the Board with a report on the recommended vendor.  An RFQ between $25,000 and $75,000 can be approved by the Director.  However, the Board must approve the recommended vendor for:

  • An RFP with a value between  $25,000 and $75,000
  • An RFT with a value between $25,000 and $350,000.

All RFPs with a value exceeding $75,000 and all RFTs with a value exceeding $350,000 require a report to Council for approval of the recommended vendor.

Revised/Approved:  June 10, 2015