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:
$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.
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:
- 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.
- Written specifications, terms and conditions.
- 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.
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:
The City of Coatesville is accepting proposals for a one-time professional services contract to prepare signed and sealed construction drawings, specifications, permit applications, bid manual, and construction observation for the Phase 1 and 2 improvements, outlined as Area A and Area B in the Ash Park Master Plan, which was adopted by the City of Coatesville Council on January 10, 2022.
Copies of the RFP may be obtained via email at firstname.lastname@example.org or click here Ash Park Engineering RFP after 9:00 AM on Wednesday, May 24th. Submit requests for the RFP to: email@example.com.
Requests for clarification regarding this RFP are to be submitted via email to firstname.lastname@example.org, no later than 4:00 PM on Monday, June 5th, 2023. Answers to Requests for clarification will be provided to all firms who have requested the RFP via email no later than 4:00 PM on Wednesday, June 14th, 2023.
An electronic copy of the proposals must be received by the City of Coatesville via email: email@example.com or hand delivered to the City of Coatesville, 1 City Hall Place, Coatesville, PA 19320 no later than 4:00 PM EDT on Wednesday, June 21st, 2023. Proposals received after the stated date and time will not be opened. Maximum file size is 10 MB.
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: