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Office of Purchasing

Procurement Process Overview

In adherence to City policy, projects, contracts, and general purchases valued at $3,500 annually require an encumbrance. The procurement process commences with an approved budget adopted by City Council. Once a budget is adopted, individual projects and procurements are initiated by Department Directors and their designated buyers.

Important Notice to Suppliers and Vendors

All supplies and services provided to the city for a value exceeding $3,500 per annum or per project must be authorized by signed contract or signed Purchase Order. Invoices for goods and services provided to the City without authorization shall be rejected for payment. 

M/W/DBE and Vendor Directory now available by request

If you are seekng to obtain a copy of the City’s current M/W/DBE Directory please submit this request form. Directories will be released on a case by case basis.

Important Documents & Links

Frequently Asked Questions

How do I add my company to the City's business directories?

Please complete the vendor registration form.

How do I obtain a WMDBE Certificate for my business?

Click on DBE Certification Guide linked above or search by keyword in Google. Please make note that some certificates are State specific while some are nationally recognized certificates.

Are all B2B opportunities with the City posted?

No, Departments are authorized to source goods and services for at various spend thresholds and using various procurement vehciles. If an opporunity is known, but not posted here please contact us to get in touch with the Department or Buyer responsible for procuring the specific good or service. Please also check the buyer directory for a list of buyer emails.

How do I reply to a public solicitation such as IFBs, RFPs, RFLOIs?

Directly on Pennbid.net

How do I reply to an RFQ (Request for Quotes)?

Please refer to the soliciation/invitation and submit quotes/estimates to the email listed.

How does the City do business with contractors and suppliers?

City buyers are required to follow all applicable procurement codes, policy, and governing laws. Additionally, City buyers are guided by the City’s procurement policy as it relates to the value for each job, order, or contract. Please contact us at 717-255-6472 or click on the procurement policy and buyer directory linked above under Documents & Links for more details.

Does the city utilize cooperative contracts?

Yes, however, goods and services offered as part of a cooperative contract must be clearly listed and priced on the contract available on the cooperative’s website. The City has previously used Omnia and Costars contracts. Policy requirements may apply, and coop contractors are not authorized to waive bidding requirements.

How do I offer my goods or services to the City?

Please contact us at 717-255-6472 or click on the buyer directory under Documents & Links. Under each buyer is a link to the buyer’s email address where you can reach out to them directly.

How do I obtain a City of Harrisburg business/mercantile license?

For businesses located in the City of Harrisburg or performing services within the City, it is required that the business is licensed with the City. Please navigate to the Bureau of Licensing, Taxation and Central Support page to download our business license application. An annual gross receipts tax may apply.

How can I register as a vendor with the City of Harrisburg?

Please click on the vendor registration form link under the Documents & Links section above. A list of all past and current public solicitations can be found above.

How do determine if MWDBE certifications will help my business?

Many government entities, non-profits, and private agencies may establish DBE contracting goals and even requirements by category, agency, entity, and/or department and so it may be of value as part of your business development efforts to certify. We recommend seriously considering certification if you or your company offers B2B (Business-to-Business) goods or services. Please carefully consider the time and fees associated with each certifying agency’s application process.

How do I find a list of current bids and other contract opportunities with the City?

All open solicitations for bids, RFPs, and RFQs are listed above. Click on the view button next to each solicitation title to obtain detailed information on each listed item. Solicitation notices are also posted to the City’s Facebook and LinkedIn social media pages. Please follow the City on social media and share notices for the benefit of all. 

How do I download bid documents?

The majority of the City’s public solicitation documents (i.e. bids, RFPs, and RFLOIs) are available on PennBid.net. If you have questions or issues downloading or locating a specific solicitation, please contact us at 717-255-6472.

How do I sign up for bid notifications?

Please click on “Subscribe to Notifications.”

How do I download MBE, WBE, and/or other DBE contractors and suppliers?
How do I find the results of a bid or RFP?

Award information can be found in the solicitation section above and on PennBid. Bid and RFP recordings are typically recorded on the business day following the solicitation due date. Bids are awarded to the lowest most responsive bidder. RFPs are scored by a committee and/or an award may be decided by the Department Head. Please contact us at 717-255-6472 with questions on a specific solicitation. The lead time for awards can vary greatly. 

How do I receive feedback or schedule a debrief on my bid, proposal, or quote?

Call 717-255-6472 or email [email protected] to schedule a debrief.

How do I confirm status of invoice payments?

First please contact the person who placed the order for goods or services. If payment is past due, please call 717-255-3040 and request to speak with our Accounting Office.

Does the city pay vendors by ACH?

No, the City dos not offer ACH payments at this time. If you require or prefer payment via ACH please let us know by email to [email protected].

Purchasing Guidelines

The City of Harrisburg makes purchases on the open market by informal or formal requests, or by utilizing cooperative contracts. A Purchase Order is required in advance of all goods purchased or services engaged for contracts with a value of more than $3,500 per annum or per project. Additionally, all credit card and sole source purchase requests require approval by the Business Administrator.

The City makes most purchases based on the following dollar ranges:

$0 – $3,500: Purchases may be authorized by the Department/Bureau Director or designated department employee. The City Solicitor may require a formal contract.

$3,500-$22,499: Purchases of goods or services in this range require a City authorized Purchase Order. The City Solicitor may require a formal contract.

$23,200 and above: Procurements in excess of Third Class City bid threshold require an approved encumbrance and often a signed contract. The City Solicitor advises City Departments on the appropriate contracting type. Public bids are administered by the Procurement Manager.

For further details on the City’s Policy please view the Procurement Policy document.

Location

10 N. 2nd St. Suite 302A

Harrisburg, PA 17101

Phone

Email

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