[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:
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.
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.
