Doing Business with Delaware County
A simple guide for vendors
Delaware County works with a wide range of businesses to purchase the goods and services needed to serve residents. Whether you’re a small business, a first-time vendor, or an experienced contractor, this page explains how to get started, where to find opportunities, and who to contact if you need help.
How you work with the County generally depends on the size of the project. Many new vendors start small before pursuing larger contracts that tend to be more challenging. If you’re new to working with the County, you may want to start with:
Getting Your Business Ready to Work with Delaware County
This guide walks you through the basic documents, service descriptions, and setup steps to help you respond confidently when opportunities arise.
Projects Under $25,000
- No formal bidding process is required; County departments typically request a few price quotes directly from vendors by email.
Projects Over $25,000
- Managed through a formal competitive process, with opportunities publicly advertised on PennBid.
- Vendors submit bids or proposals online by a set deadline, and all submissions are reviewed using the same requirements for everyone.
New to PennBid?
If you’re using PennBid for the first time, these step-by-step guides can help:
Registering with PennBid
Learn how to create an account, choose commodity codes, and set up notifications.
Submitting a Bid on PennBid
A walkthrough of how to upload documents, review requirements, and complete your submission.
Registering Your Business
To receive opportunities and get paid, register with Central Purchasing. Your registration allows the County to:
- Maintain accurate contact information
- Send requests for quotes
- Process invoices and payments
Register with Central Purchasing:
https://www.delcopa.gov/purchasing/bidder-info
In addition, if you’re seeking contracts over $25,000, you must also register on PennBid.
Register here: https://pennbid.net
Some projects may require insurance or bonding. If you’d like a plain-language explanation of what those requirements mean and when they apply, click the following link:
Types of Opportunities You May See
When reviewing opportunities, especially on PennBid, you may come across different types.
Here’s a brief overview that introduces some of the terms you’ll encounter. Don’t worry if some of this sounds like a new language. Once you identify a potential project, someone at PennBid or Central Purchasing can walk you through each step as needed.
Invitation to Bid (ITB)
Used when the County knows exactly what it needs and is primarily comparing price. With an ITB:
- Requirements and specifications are clearly outlined
- Vendors submit sealed bids by a set deadline
- Bids are compared primarily on price, as long as requirements are met
Contracts are typically awarded to the “lowest responsible bidder” -- that is, the lowest-priced vendor who meets all requirements and can perform the work as specified.
Request for Proposals (RFP)
Used for professional services or complex projects where experience and approach matter in addition to cost. With an RFP:
- Vendors submit written proposals describing how they would approach the work
- Proposals are reviewed based on what the County is looking for, including experience, approach, and overall fit
- Price is considered, but it is not the only factor
The contract is awarded to the proposal that best meets the County’s needs, as outlined in the RFP.
Request for Qualifications (RFQ)
Used to identify vendors who are qualified to perform a particular type of work. Pricing is typically requested later. With an RFQ:
- Vendors submit information about experience and qualifications
- Pricing is not typically requested at this stage
- The County may create a shortlist or pool of qualified vendors
Responding to an RFQ does not guarantee future work but may lead to additional opportunities.
Request for Information (RFI)
Used to gather information and understand available products or services from vendors. RFIs do not result in contract awards. With an RFI:
- The County is exploring options or learning about available solutions
- Vendors provide general information only
- No contracts are awarded through an RFI
Responses may help shape future bids or proposals, but participation does not guarantee future work.
Submitting Invoices & Payment
Once a vendor is selected and the work is completed, the next step is payment. The section below explains how to submit an invoice and what information is needed. To help ensure payment is processed smoothly, Delaware County asks that you submit clear, complete invoices. Invoices do not need to be complicated, but they should be typed and easy to read.
Invoice submission:
- Invoices should be emailed to: Invoices@co.delaware.pa.us
What to include on an invoice:
- Your business name and contact information
- An invoice number and invoice date
- A brief description of the goods or services provided
- The total amount due
- The date(s) the work was completed or delivered
Helpful tip:
Many vendors use basic invoicing tools such as QuickBooks, Wave, PayPal, or Square, or simple Word or Google Docs templates. These tools make it easier to create a clear invoice and ensure all required information is included.
If you’re unsure what to include, Central Purchasing can help point you in the right direction.
Payment details:
- Delaware County operates on NET 30 payment terms, which means invoices are usually paid within 30 days.
- Most payments are issued by check, unless otherwise arranged
Questions? We’re Here to Help
If you’re unsure where to start or which process applies to your business, help is available.
- Delaware County Central Purchasing
https://www.delcopa.gov/purchasing or 610-891-4425 - PennBid Technical Support
(for registration, uploads, or bid submission issues)
https://pennbid.bonfirehub.com/portal/support or 610-693-4769