Getting Your Business Ready to Work with Delaware County
Before you look for bid opportunities or respond to a quote request, it helps to get a few basics in place. Taking time to prepare now can save you time later—and help you respond quickly when opportunities come up. Here’s how:
1. Gather Your Core Business Documents
Most vendors will need to have the following information readily available:
- A current business license
- A Tax ID (EIN) or equivalent
- A W-9 form
- A valid Certificate of Insurance (COI) listing Delaware County
(Learn more about insurance and bond requirements in Step 2.)
Tip: Create a digital folder—many vendors label it something like “Delco Vendor”—so these documents are easy to find when needed.
2. Be Clear About the Services You Offer
When registering as a vendor or responding to a request, clarity counts. The goal here is to make it as easy as possible for Central Purchasing to provide you with the opportunities you’re looking for.
Before you begin:
- Write a short description of your services in plain language
Focus on what you actually provide. Think: products, services, deliverables. - Consider how your services are usually categorized
Many systems group vendors by service type (for example: electrical work, landscaping, catering, IT support, office supplies). Choose categories that best match the work you do most often, even if they feel broad. - Avoid jargon and marketing language
Terms like “innovative solutions” or “full-service provider” can be unclear. Instead, describe your work in concrete terms: what you do, who you do it for, and the kind of projects you typically handle.
Example:
- Less clear:
“We provide comprehensive solutions for civic greenscapes, tailored to seasonal needs.” - Better:
“We provide all-season landscaping and grounds maintenance for public buildings, including mowing, trimming, seasonal cleanup, and snow removal.”
Best practice:
If someone unfamiliar with your field can understand what you do after reading one or two sentences, your description is doing its job.
3. Set Up PennBid
PennBid is the County’s online bidding platform. An account isn’t necessary to do business with Delaware County, but it’s a great resource for additional opportunities – especially for larger projects (over $25,000).
When you register, you’ll be asked to choose commodity codes. These are categories that describe the kinds of products or services your business offers. PennBid uses these codes to notify vendors when matching opportunities are posted. Think of them like search tags — the more accurate the codes you choose, the better the notifications you receive.
Example: Design Services
If your business provides design services, you might start with a broad category such as:
- Graphic design services
- Design and creative services
Over time, you could add or refine codes to reflect more specific work you do, such as:
- Print design and layout
- Branding and visual identity
- Web or digital design
- Marketing or communications design
Starting broadly helps ensure you see relevant opportunities. You can always adjust your selections later as you learn which projects best match your services.
Best practices:
- Start early! Preparation reduces stress and lowers the risk of missing an opportunity due to a technical or paperwork issue.
- Begin with broad commodity codes. Focus on your main service, choosing “umbrella” categories for the maximum return on opportunities.
- Update your codes over time. As you learn how the system works, you can narrow or add codes to better match the projects you want to see.
- Bookmark your PennBid dashboard. Keep your “Delco Vendor” file handy, and get in the habit of checking opportunities, messages, and updates regularly. Pro Tip: Schedule a day or time in your calendar to check opportunities.
- Turn on email notifications. Notifications help ensure you don’t miss new bids, info, or deadlines tied to your selected codes.
- Take advantage of free pointers and assistance. PennBid hosts tutorials, FAQs, and support resources to help you navigate the system confidently. Visit https://pennbid.net/frequently-asked-questions-about-pennbid/ for more info.
4. Stay Organized and Responsive
Once you’re approved as a vendor, opportunities may move quickly. To stay prepared:
- Save Purchasing’s email address and phone number in your contacts (info below).
- Check email regularly for quote requests and notifications
- Track deadlines carefully. Late submissions cannot be accepted
- Upload documents early to avoid last-minute issues
5. Need Help?
If you have questions about vendor registration, required documents, or general purchasing procedures, Delaware County Central Purchasing is a good place to start.
You can find contact information and additional resources on the County’s Purchasing website:
https://www.delcopa.gov/purchasing
For technical questions related to using PennBid—such as account setup, login issues, or submitting a bid—support is provided directly by PennBid. PennBid’s support portal, including help articles and contact options, is available here: https://pennbid.bonfirehub.com/portal/support
If you have questions, Central Purchasing can help point you in the right direction.
centralpurchaing@co.delaware.pa.us
610-891-4425