[1]
Editor's Note: See Home Rule Charter, § 12.03.
A. 
Advertising shall consist of publication of an advertisement or notice to bidders in at least one newspaper of general circulation in the County of Lehigh.
B. 
The published advertisement shall state the day, date, time and place where the bids shall be publicly received, opened and read.
C. 
All advertisements shall contain a full set of contract documents or else describe how sets or copies of the contract documents can be viewed and obtained.
D. 
When the advertisement does not contain a full set of contract documents, the advertisement shall state all of the following regarding the place or organization from which the contract documents are to be obtained:
(1) 
Name.
(2) 
Street address.
(3) 
Mailing address, if different from street address.
(4) 
Telephone number.
(5) 
Regular business hours.
(6) 
Amount and terms of any deposit.
(7) 
Name and title of the particular person to be contacted.
A. 
The first advertisement shall be published at least seven days prior to the date stated in the advertisement for the receipt of bids.
B. 
The last advertisement shall be published at least three days prior to the date stated in the advertisement for the receipt of bids.
If the advertisement is published in one or more daily newspapers, the advertisement shall appear at least two times, with an interval of at least three days between the successive advertisements.
If the advertisement is published in one or more weekly newspapers, the advertisement shall appear published at least two times, at once a week for two successive weeks.
All contract documents shall be on file and available for review or purchase at the location stated in the advertisement at least seven days before the date advertised for the receipt of bids.
[Amended 6-8-2009 by Ord. No. 2776, approved 11-3-2009]
In addition to public advertisement, at least the text of the public advertisement shall be mailed by First Class mail, postage prepaid, to at least three persons or businesses which the Mayor reasonably believes may be interested in bidding on the particular Township contract, unless the Mayor documents why such mailing is not feasible or practical. The Mayor may choose to send such notice to more than three such prospective bidders and may send any additional contract documents deemed to be necessary for advisable.
[Amended 11-13-2023 by Ord. No. 3327]
The following procedures shall be utilized when and as required for Township contracts ($10,000 to $18,500) by § 1802(A.1) of the First Class Township Code of the Commonwealth of Pennsylvania [53 P.S. § 56802(A.1)], as amended from time to time. As of the date of date of enactment, as amended from time to time, and pursuant to the notice published in the December 12, 2022, issue of the Pennsylvania Bulletin, the following procedures shall be utilized when and as required for Township contracts ($12,500 to $22,500).
A. 
Written or telephonic price quotations from at least three qualified and responsible contractors shall be requested by mailing a "request for quotation" form to at least three such contractors.
B. 
In lieu of price quotations, a memorandum shall be kept on file showing that fewer than three qualified contractors exist in the market area within which it is practicable to obtain quotations.
C. 
A written record of telephonic price quotations shall be made.
D. 
The written record shall contain at least the following information:
(1) 
Date of the quotation.
(2) 
The name of the contractor.
(3) 
The name of the contractor's representative.
(4) 
The construction, reconstruction, repair, maintenance or work which was the subject of the quotation.
(5) 
The price.
E. 
Records of written price quotations, written records of telephonic price quotations and memoranda shall be retained for a period of at least three years. All "request for quotation" forms received from contractors, plus the cover sheet, shall be attached to the requisition to document compliance with this requirement.
F. 
The price quotation from the contractor must be in writing prior to acceptance by the Township.
G. 
The description and specifications in the "request for quotation" form shall be clear and generic enough that all potential contractors can respond and shall not be limited to proprietary products. The Township's requirements for delivery, dates and quantities shall be stated to assure that the requests for quotation are fair and equitable to all potential contractors.
[Amended 8-11-2008 by Ord. No. 2740; 11-13-2023 by Ord. No. 3327]
For Township contracts for amounts less than the statutory limit for either written or telephonic price quotations $10,000, as set forth in Section 1802(a.1) of the First Class Township Code [53 P.S. § 56802(a.1)], as amended from time to time, the following procedures shall be utilized:
A. 
If a Township contract is for an amount of $8,000 or less, then only one telephone call to a contractor shall be required to execute a contract.
B. 
If a Township contract is for an amount in excess of $8,000, to and including $10,000, then:
(1) 
At least three potential contractors shall be telephoned for competitive prices.
(2) 
A written record of the price quotations shall be kept for at least three years.
(3) 
The written records shall indicate the name of the contractor and the individual contacted and the price quotation.
(4) 
The contractor shall be requested to submit a written quote to follow up the telephonic quotation.
(5) 
Request for quotation forms shall be used when deemed appropriate, especially approaching the statutory limit of $10,000.