Field Guide for Administering Library Services and Technology Act Grants

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PURCHASING General Guidelines for Purchase Quotations, Bids, And Proposals Agencies which administer grants must have policies and procedures established for the purchase of materials and services. These policies and procedures must reflect applicable State and local laws and regulations, provided that they conform to applicable Federal laws. Local rules can be more restrictive than the state or federal guidelines, but they cannot be less restrictive. If a governmental or non-profit organization that is administering a grant does not have local procedures established for the purchase of materials or services, the organization should follow the State of Florida rules and laws. Chapter 60A-1, Florida Administrative Code, specifies the methods and documentation requirements for purchases of commodities and contractual services. The table below indicates the purchase thresholds and the requirements that need to be followed and documented to ensure compliance with this rule. Reimbursement Amounts Purchase Amount Requirement and Documentation Less than $2,500 Use good purchasing practices which may include but not be limited to quotations or written records of telephone quotations $2,500 to $25,000 Must have at least two written quotes unless two are not available. The names, addresses of company and amount quoted should be part of the written documentation. If at least two quotations are not received, a statement of why they were not received must be shown Over $25,000 Must be made through a formal competitive sealed bid or proposal process