How to sell to Pennsylvania counties

Pennsylvania has 67 counties. In 2024 the old County Code (Act 130 of 1955) was moved into Title 16 of the Pennsylvania Consolidated Statutes by Act 14 of 2024, effective July 7, 2024 (Local Government Commission). Older guides citing "16 P.S. 1802" are out of date. County purchasing rules are now in 16 Pa.C.S. Chapter 151. Allegheny County uses the Second Class County Code, which has the same bid and quote limits (CCAP). Home rule charter counties, such as Philadelphia, may set their own procurement rules, so read the charter county's code too.

At a glance

Who buys

Counties under the County Code are run by a board of county commissioners. The commissioners approve specifications and award contracts. Sealed bids are delivered to the controller or chief clerk, and bids may be accepted only at a public meeting (16 Pa.C.S. 15102). Many counties also have a purchasing department that runs quotes and bids.

Goods and services

Sources: 16 Pa.C.S. 15101 and 15102; 2026 amounts from CCAP.

The law sets base amounts of $10,000 for quotes and $18,500 for bids. Each year the Department of Labor & Industry adjusts them by the consumer price index for the 12 months ending September 30. The increase is capped at 3%, rounded to $100, and takes effect January 1 after notice in the Pennsylvania Bulletin (16 Pa.C.S. 15101). The 2026 amounts reflect a 3.0% increase. If fewer than three qualified contractors serve the area, the county keeps a memo on file instead, and it keeps quote records for three years.

Counties may not split purchases to avoid these limits. A knowing violation is a third-degree misdemeanor (16 Pa.C.S. 15103).

Exempt from bidding (16 Pa.C.S. 15102): professional services, insurance, utilities, patented items, software, construction management services, purchases from other public bodies, and emergencies declared by resolution. Technology and information systems may be bought by best value, with negotiation and no sealed bids.

Construction and public works

Chapter 151 uses the same quote and bid limits for construction. Maintenance and repair of existing public works, and work done by county employees, are exempt from bidding (16 Pa.C.S. 15102). Separate road and bridge thresholds were not confirmed.

Bid security. Commissioners may require a cashier's check, irrevocable letter of credit or surety bond in a reasonable amount. No fixed percentage is set. A winner who doesn't post the required performance security forfeits it (16 Pa.C.S. 15102). See bid security.

Bonds. The Public Works Contractors' Bond Law of 1967 covers counties as contracting bodies. Contracts over $5,000 need a performance bond and a payment bond, each for 100% of the contract amount (Act 385 of 1967, sections 2 and 3). The County Code points to this law and has its own bond section, 16 Pa.C.S. 16118, with tiers for contracts over $25,000 and over $100,000 that apply unless the Bond Law applies. Read the bond terms in each solicitation.

Retainage. Capped at 10%, then 5% after the job is half done (62 Pa.C.S. 3921). See Getting paid below.

Notice and award

The county advertises in one newspaper of general circulation in the county (16 Pa.C.S. 15102):

• In a daily paper, at least twice, at least three days apart.
• In a weekly paper, once a week for two weeks in a row.

The first notice must appear at least 10 days before the bid opening. The law sets no website rule, but counties may use electronic bidding under 62 Pa.C.S. Chapter 46. Commissioners may waive advertising in a declared emergency.

Contracts go to the lowest responsible and responsive bidder whose bid meets the approved specifications. The county must award or reject all bids within 30 days of opening. That can be extended once by 30 days with the bidder's written consent (16 Pa.C.S. 15102).

Prevailing wage

The Prevailing Wage Act covers political subdivisions, including counties. It applies to public work, meaning construction, reconstruction, demolition, alteration or repair but not maintenance, with an estimated total project cost over $25,000 (Act 442 of 1961, section 2). Projects may not be split to stay under it. Locally funded highway and bridge projects contracted after January 1, 2014 use a higher threshold of more than $100,000. Counties put the rates in the bid specs, and contractors submit weekly certified payrolls (Department of Labor & Industry FAQs).

Getting paid

Chapter 39 of the Procurement Code covers construction contracts over $50,000 with local government units, which include counties (62 Pa.C.S. 3902).

• Retainage: up to 10% until the job is 50% complete. Then half of the retainage is released, given satisfactory progress and architect or engineer approval, and no more than 5% is held after that. The balance may be held until substantial completion (62 Pa.C.S. 3921).
• Progress payments: if the contract is silent, payment is due within 45 calendar days of the application. Late payments earn interest at the rate for overdue taxes, unless paid within 15 days after the due date (62 Pa.C.S. 3932).
• Bad-faith withholding: penalty of 1% a month plus attorney fees (62 Pa.C.S. 3935).
• Subcontractors: the prime pays subs within 14 days of receiving payment (62 Pa.C.S. 3933).

A general prompt payment rule for county goods and services invoices was not confirmed. Check the contract's payment terms.

Cooperative purchasing and state contracts

A county may buy supplies from another public body, including federal, state, local or intergovernmental bodies, at that body's price without bidding (16 Pa.C.S. 15102). Political subdivisions may also join cooperative purchasing, including Department of General Services cooperative contracts, but not to get around the Procurement Code (62 Pa.C.S. 1901, 1902 and 1908). If you hold a state or cooperative contract, tell county buyers.

Preferences and required certifications

We did not confirm statewide county rules on in-state, local or veteran preferences, Iran divestment or E-Verify. The Steel Products Procurement Act (U.S.-made steel on public works) and the state anti-boycott certification exist, but their reach to counties was not confirmed from official text. Check each solicitation for required forms, such as a non-collusion affidavit.

Architects and engineers

Professional services, including architecture and engineering, are exempt from county bidding (16 Pa.C.S. 15102). Chapter 151 sets no qualifications-based selection rule for counties, so each county picks its own method. Watch for county RFQs and RFPs.

Recent changes

• July 7, 2024: The County Code was moved into Title 16 Pa.C.S., and purchasing rules are now in Chapter 151 (Act 14 of 2024).
• Jan. 1, 2026: Bid limit rose to $24,500 (from $23,800) and quote limit to $13,200 (from $12,900), a 3.0% increase (CCAP). The 2027 amounts are due between Oct. 1 and Nov. 15, 2026.

Practical tips for Pennsylvania

• Ask to be on quote lists. Contracts over $13,200 up to $24,500 need only three quotes, often from vendors the county already knows.
• Check the year. Bid and quote limits change every January 1.
• Line up 100% bonds early for construction over $5,000 (Act 385 of 1967).
• Watch commissioners' meeting agendas for bid awards, renewals and approvals to advertise.
• Check Pennsylvania counties for each county's bid platform, contacts and agendas.