End Users

Purchasing Procedures  

Lancaster County uses a three tiered procurement system for county agencies and departments.  Agencies and departments have direct authority to make purchases at or below a $2,500.00 dollar threshold. Above that threshold, purchases are conducted under the authority of a central procurement office that serves all county agencies and departments while adhering to the Lancaster County Procurement Code.

I.  Purchases Below $25,000.00 

  • Purchases not exceeding $2,500.00 may be made without soliciting competitive quotations, but the prices must be considered reasonable. The Purchasing Card or Claim for Payment should be utilized to attain goods or services below this threshold. 
  • Purchases exceeding $2,500.00 but below $25,000 require written quotes solicited from at least three sources.  A Purchase Order Requisition and the written quotes must be submitted to Central Procurement.

II.  Purchases Exceeding $25,000.00  

Departments and agencies wishing to purchase products or services exceeding $25,000.00 dollars will initiate the procurement by contacting the Procurement Office. The Procurement Officer will ask a series of questions in order to obtain detailed information about the intended purchase and insure a satisfactory acquisition.  Once this process is complete, one of the following two methods of source selection will be selected.

  • Invitation for Bid/Competitive Sealed Bidding: If this process is used, award must be made to the lowest responsive and responsible bidder whose written bid meets the requirements set forth in the invitation for bids (IFB). The IFB must include specifications and all applicable terms and conditions. Adequate notice must be given prior to the date set for the opening of bids.
  • Request for Proposals/Competitive Sealed Proposals: If this process is used, award must be made to the responsive and responsible organization whose proposal is determined in writing to be the most advantageous to the County, taking into consideration price and the evaluation factors set forth in the request for proposals. The County may elect to conduct discussions or enter negotiations. The solicitation, or request for proposals (RFP), must state the relative importance of the factors to be considered in evaluating proposals.

Vehicle Purchases:  All vehicle purchases are coordinated with the Fleet Maintenance Department.  Departments wishing to purchase vehicles must submit a Vehicle Purchase Request Form.