Bids, RFP’s & RFQ’s

There are very specific guidelines placed on the City regarding purchasing goods and services of a particular kind or within a particular price range. This section explains each of the relevant guidelines and also houses the open and active Bids, Requests for Proposals (RFPs), and Requests for Qualifications (RFQs) for the City of Coatesville.

The City of Coatesville has the following Guidelines for the bid process:

Bids

$10,500 – $19,400

Unless otherwise required by state law, other purchases and contracts shall be made by the City Manager, by solicitation of bids orally, by telephone or in writing from at least three (3) suppliers. Written tabulation of solicitations made and quotations received shall be maintained on file for one (1) year.

For a purchase or contract exceeding two thousand five hundred dollars ($2,500.), lack of competition is permissible only when an emergency exists which permits no delay because of the possibility of injury to life or destruction of property or when only one (1) source of supply is available and the City Manager or Finance Director shall so certify. If an award is made under the terms of this subsection, a report of such award, together with a statement justifying the lack of competition, shall be made to the City Council by the City Manager.

Over $19,400

Unless otherwise exempt from bidding as provided in the City Code or by provisions of the Home Rule Charter, purchases and contracts in excess of nineteen thousand four hundred dollars ($19,400) shall be made only upon approval of the Council and on the following conditions:

  1. Invitations to bid made by advertisement at least two (2) times, the last not fewer than seven (7) days before the bid opening date, in at least one (1) newspaper of general circulation and by mail to known qualified and interested suppliers or contractors.
  2. Written specifications, terms and conditions.
  3. Bid bond or deposit in the amount of ten percent (10%) of bid.

All contract documents shall have the approval of the City Solicitor prior to advertisement and shall be executed in accordance with Home Rule Charter § 2-607A.

Certificate of Financial Interest

Every contract shall contain a certification that no elected or appointed official of the city or any employee thereof has any direct or indirect financial interest with any person or other entity proposing to contract with the city which has not been disclosed as required by Home Rule Charter § 2-702B. This requirement shall also be made a part of any and all subcontracts.

REVISED BID NOTICE

Addendum No. 1 has been issued by the City of Coatesville to the Request for Proposals for the collection of the City of Coatesville’s Solid Waste and Recycling.  All electronic and USPS delivered bids for the collection of the City of Coatesville’s Solid Waste and Recycling shall be accepted until 1:00 p.m. on Friday, March 25, 2022 by the Office of the Finance Director for the City of Coatesville. The City of Coatesville request one (1) electronic version and three (3) hard copies of bid responses. Bid responses should be addressed to:

  • RTroutman@coatesville.org
  • Office of Finance Director, City of Coatesville, One City Hall Place, Coatesville, PA 19320

Bids must be sealed, clearly marked “City of Coatesville Solid Waste and Recycling” and received no later than 1:00 p.m. on March 25, 2022.  Bids will be opened and read aloud by the City representatives at 1:00 p.m. on March 25, 2022.  Announcement of the bid results and a potential decision on the bid award will occur at the City Council public meeting held on April 11, 2022 at 7:30 p.m. The contract will be for a three-year term, with up to two one-year contract extensions, said contract to commence June 1, 2022.

Bid specification packets are available at the City Building during normal business hours as well as the City’s website2022 Solid Waste Bid.  Proposals shall be submitted on the forms furnished by the City. Each bid proposal shall be accompanied by a Bid Bond in the amount of 10% of the Bid Price for Year #1 of the Contract.

The successful bidder shall furnish a Performance Bond as listed within the specifications within ten (10) days of the Contract award.

The City of Coatesville reserves the right to reject any and/or all bid proposals, or parts thereof, and to waive any informalities or irregularities which may be in the City’s best interests.

2022 Solid Waste Bid

Addendum No. 1 FINAL 3.17.22

Replacement Bid Proposal Attachments 3.17.22

 

RFP’S

Periodically, the City of Coatesville publishes Requests for Proposal (RFP) for various work that may need to be done. The following are current bid opportunities:

NOTICE IS HEREBY GIVEN that proposals and qualifications are being solicited by the City of Coatesville to obtain Municipal Solicitor services as described in the RFP for the City of Coatesville.   Individuals, law firms and representatives within a law firm responding to the Request for Proposal, should have extensive experience in all phases of Municipal operations and law. A knowledgeable background and qualifications in the provision of the services described with the RFP.

The RFP package for this service is available here on the City website and at the reception desk at City Hall located at 1 City Hall Place, Coatesville, PA 19320 during regular business hours (8:30 am to 5:00 pm).

Click here for the City of Coatesville Solicitor RFP 2021

Please note, the City reserves the right to conduct an independent review of publicly available information, including, but not limited to the review of court dockets, media reports, etc., to verify the responses to this Request for Proposal.

Proposal submission deadline December 15, 2021

 

 

RFQ’S

Periodically, the City of Coatesville publishes Requests for Quotations (RFQ) for a specific project or initiative such that the city can determine associated costs and time lines. The following are current RFQ opportunities: