The County of Delaware is committed to maintaining clear and efficient business practices with all vendors that provide us with the necessary goods and services we require to serve our constituents. We welcome the opportunity to work with qualified vendors and service providers. To ensure a fair and competitive procurement process, we follow established guidelines based on the estimated value of goods or services.
For a brief guide of how we operate click the link below:
How to Do Business with the County: A Simplified Guide for New Vendors
Below is an overview of how vendors can engage in business with the County.
Request for Quotes
For purchases under $25,000, the various County departments or the Central Purchasing department on the department’s behalf will get the quotes for the goods/services needed for operation. The minimum number of quotes required is determined on the cost thresholds as stated in the County Administrative Code. Quotes should be sent electronically via email to the contact who made the original request for quote. All pricing relevant to the requested goods/services must be included with the quote.
Formal Bidding (Purchases $25,000 and Above)
Purchases over $25,000 typically require a formal competitive bidding process. A public solicitation, (Invitation to Bid or Request for Proposals), will be issued with specifications and requirements being outlined in detail. Questions about said projects must be submitted in the format outlined within the project documents and advertisements. Answers to any project questions will be done via public addendum. All interested vendors must be submit by the posted deadline(s) and in the required format. Any vendors that have been awarded any contracts must register with the County’s vendor management system in order to be able to process payment.
An Invitation to Bids (ITB), sometimes called a sealed bid, is a formal, competitive procurement method used when the County can clearly define the specifications and requirements for goods or services. Their purpose is to obtain firm, fixed-price bids based on detailed specifications.
The County issues an ITB document outlining the scope of work, specifications, terms, and conditions along with all other necessary documents needed to inform vendors about the project. Vendors submit sealed bids by a specified deadline. Bids are publicly opened and reviewed for compliance with specifications. If the bids are within estimations and available budget for the requested goods/services, the contract is awarded to the lowest, responsible bidder.
A Request for Proposals (RFP) is a flexible procurement method used when the County seeks solutions to complex or specialized needs, professional services, and/or software where factors beyond price, such as technical approach, experience, and innovation, are important. Their purpose is to solicit detailed proposals that include technical solutions, qualifications, and pricing.
The County issues an RFP document detailing its outlining the scope of work specifications, terms, conditions, and criteria that vendors will be evaluation on including cost, quality, experience, and ability to meet the County’s objectives. Vendors submit comprehensive proposals addressing all aspects of the solicitation. Proposals are evaluated by a review committee using a weighted scoring system. If the highest scoring proposal cost is within estimations and available budget for the requested goods/services, the contract is awarded to the vendor whose proposal is deemed most advantageous to the County, considering both price and other evaluation factors.
Formal Information Requests
In addition to standard procurement methods, the County of Delaware utilizes Requests for Information and Requests for Qualifications to gather information and/or evaluate potential vendors or service providers in preparation for future projects or procurement needs.
A Request for Information (RFI) is a non-binding process used by the County to collect general information, insights, or capabilities from vendors and industry professionals. Their purpose is to explore available products, services, technologies, and solutions as well as assessing market conditions and vendor capabilities. These assist the County in determining potential scope, specifications, and strategies for future solicitations.
RFIs are publicly posted with a description of the County’s area of interest or challenge. Vendors are invited to submit written responses that address the questions or topics outlined in the RFI. No awards are made directly from an RFI as it is strictly for information-gathering purposes, although responses may be used to develop future Requests for Proposals (RFPs) or Invitations to Bid (ITBs). Participation in an RFI does not guarantee inclusion or preference in any future ITB, RFP, or other County business.
A Request for Qualifications (RFQ) is a formal process used to pre-qualify vendors, consultants, or contractors based on their experience, technical expertise, and capacity to perform a particular type of work. Their purpose is to identify the most qualified firms or individuals for professional services or specialized work and assist in creating a shortlist of vendors eligible to participate in a future procurement (e.g., professional services, ITBs with qualification requirements, RFPs).
The County issues a public RFQ outlining the scope of work and required qualifications. Interested vendors submit detailed statements of qualifications (SOQ), including past projects, team resumes, licenses, certifications, and other relevant documentation. Submissions are evaluated based on criteria defined withing the RFQ documents such as experience, technical knowledge, and performance history. A shortlist or pool of pre-qualified vendors may be established for further solicitation, contracting, or professional work. Unlike an RFP, an RFQ typically does not request pricing information at this stage. Price negotiations occur later with selected vendors.
Submitting Invoices
Invoices must be sent to our Invoices inbox at Invoices@co.delaware.pa.us.
Payment Terms
The County issues most payments via check.
The County operates under NET 30 terms, meaning payment is made within 30 days of receiving a valid invoice after the relevant goods/services have been rendered, unless otherwise agreed upon in writing.
Vendor Registration
To be considered for future opportunities, vendors are encouraged to register with the Central Purchasing to be entered into our vendor management system. Registration ensures you can be easily sent requests for quote and we can process payment for all bills.