JOHN DEIGHAN CHIEF PURCHASING OFFICER ALLEGHENY COUNTY DEPARTMENT OF ADMINISTRATIVE SERVICES DIVISION OF PURCHASING & SUPPLIES

VISION To be a “Best In Class” local government procurement organization.

MISSION To procure supplies, equipment and services in the most cost effective and timely manner possible. To bring value to the procurement process, while creating efficiency and providing high quality customer service.

CORE VALUES Regardless of the situation, we are steadfast in our commitment to our core values: Integrity Respect Accountability Customer Service Innovation Teamwork Diligence in the pursuit of excellence

FAIR AND OPEN COMPETITION We support and promote Fair and Open Competition. A fundamental principal of Public Sector Purchasing. Assures that any qualified company or individual wishing to do business with the County will be given the opportunity to compete for that business.

RESPONSIBILITIES Procurement of supplies, equipment and services Issue solicitations for Allegheny County and the City of Pittsburgh Manage a contract portfolio of approximately 1,100 contracts

STAFF NAMETITLETELEPHONE John Deighan, CPCPChief Purchasing Officer Frank Alessio, CPPBDeputy CPO Glenn Loper, CPMSenior Purchasing Agent David Forman, CPPBPurchasing Agent Dennis MadoniPurchasing Agent Nick CalabresePurchasing Agent Jessica HayesContract Administrator Andrea AckleyContract Administrator Kelly RyanContract Administrator

COMMODITY GROUP ASSIGNMENTS ALESSIO Information TechnologyFurniture Floor CoveringsOffice Products Office EquipmentTemporary Staffing Insurance CoverageSecurity Equip & Service LOPER Medical Supplies & Equip.Lab Supplies & Equip. Gas (Industrial & Medical)Pharmaceutical Procurement Card ProgramRecords Temp Staffing (Clinical)

COMMODITY ASSIGNMENTS CONT. CALABRESE MRO Supplies & Equip.Moving & Relocation Commemorative & ReligiousConstruction Related Laundry Equip. & ServiceRental (Properties & Equip.) Water (Bottled, Filtered)Kitchen Equip. & Supplies Pest Control MADONI Print ProductionPromotional Products PublicationsMultifunctional Equip. Photographic SuppliesRoad Materials Athletic & RecreationalSurplus (Equipment / Supplies) Traffic Control

COMMODITY ASSIGNMENTS CONT. FORMAN Vehicles & Heavy EquipmentPublic Safety (Supplies & Equip) Safety / HAZMAT SuppliesFuel (Gasoline & Diesel) UtilitiesUniforms Parking / Monthly LeasesMaintenance Contracts VACANT POSITION Janitorial Supplies & Equip.Food & Concession Programs Waste RemovalRecyclable Products & Service Cleaning ServicesLandscape & Agricultural Purchasing Card (Operational)

ALLEGHENY COUNTY ADMINISTRATIVE CODE SOLICITATION REQUIREMENTS $ $10,000NO SOLICITATION REQUIRED $10,000 - $30,000INFORMAL SOLICITATION REQUIRED REQUEST FOR QUOTE (RFQ) $30,000-OR MOREFORMAL SOLICITATION REQUIRED INVITATION FOR BID (IFB) OR REQUEST FOR PROPOSAL (RFP

REQUEST FOR QUOTATION (RFQ) Purchases greater than $10,000 and less than $30,000 Informal Solicitation Not Advertised in the newspaper Posted on BidNet Award is based on which quotation best meets the need of the County Cost and other factors may be negotiated

INVITATION FOR BID (IFB) Sealed competitive bid Used for transactions above $30,000 Formal Solicitation Contains a detailed specification Advertised in the newspaper Posted on BidNet Awarded based on cost to the lowest responsible, responsive bidder Can NOT be negotiated

REQUEST FOR PROPOSAL (RFP) Typically used for transactions above $30,000 Formal Solicitation Does not contain a detailed specification Often seeking a solution Advertised in newspaper Posted on BidNet Award based on multiple factors which are typically included in the RFP. Cost and terms may be negotiated

EXCEPTIONS TO COMPETIVE PROCESS Sole Source Purchases Professional Services ~ Architects ~ Financial Consulting~ Medical Consulting ~ Engineers~ Legal Services Purchases where the Chief Purchasing Officer has determined the competitive process to be impractical or impossible. Those purchases resulting from a declaration of a state of emergency.

FORMAL SOLICITATION ALTERNATIVE PIGGYBACK CONTRACTS

REQUIREMENTS:  CONTRACT ISSUED BY A QUALIFIED GOVT. AGENCY OR GROUP PURCHASING ORGANIZATION  AWARDED VIA A COMPETITIVE SOLICITATION (IFB OR RFP)  TERMS, CONDITIONS, PRODUCTS AND COST OFFERED THE COUNTY MUST BE THE SAME AS THOSE IN THE CONTRACT TO BE PIGGYBACKED.

COMMONLY USED SOURCES FOR PIGGYBACK CONTRACTS STATE OF PENNSYLVANIA, GENERAL SERVICES STATE OF PENNSYLVANIA, COSTARS US COMMUNITIES NATIONAL INTERGOVT. PURCHASING ASSOC.(NIPA) THE COOPERATIVE PURCHASING NETWORK (TCPN) NATIONAL JOINT PURCHASING ALLIANCE (NJPA)

SOLICITATION DISTRIBUTION ALL INVITATIONS FOR BID & REQUESTS FOR PROPOSAL ARE: ADVERTISED IN LOCAL NEWSPAPERS ACCESSIBLE VIA THE PURCHASING WEBSITE DISTRIBUTED BY BIDNET (THIRD PARTY ELECTRONIC DISTRIBUTION PARTNER)

HOW TO BECOME A REGISTERED SUPPLIER

SELECT THE OPTION THAT IS BEST FOR YOUR ORGANIZATION A: AUTOMATIC NOTIFICATION: RECEIVE AUTOMATIC NOTIFICATION OF NEW IFB’S AND RFP’S POSTED COST - $49.95 PER YEAR HOW TO BECOME A REGISTERED SUPPLIER

SELECT THE OPTION THAT IS BEST FOR YOUR ORGANIZATION B. NO NOTIFICATION: MUST SEARCH WEBSITE BY AGENCY TO IDENTIFY CURRENT OPPORTUNITIES COST - $0 HOW TO BECOME A REGISTERED SUPPLIER

ELECTRONIC BID PROCESS

BID SUBMITTAL AND OPENING PROCESS JANUARY 2011 ALLEGHENY COUNTY TRANSITIONED TO AN ELECTRONIC BID SUBMITTAL AND OPENING PROCESS ALL SUPPLIERS ARE REQUIRED TO SUBMITT BIDS ELECTRONICALLY VIA THE BIDNET WEB BASED SYSTEM ALL BIDS WILL BE OPENED ELECTRONICALLY AND TABULATED IMMEDIATELY

ELECTRONIC BID SUBMITTAL BENEFITS REDUCES OR ELIMINATES EXPENSES RELATED TO: PAPER, POSTAGE & OVERNIGHT DELIVERY SUPPLIER CAN MODIFY BID UP TO THE POSTED OPENING DATE & TIME

ELECTRONIC BID SUBMITTAL BENEFITS (CONTINUED) BID TABULATIONS ARE AVAILABLE IMMEDIATELY EXPEDITES CONTRACT AWARD PROCESS ELIMINATES NEED TO ATTEND BID OPENINGS

ELECTRONIC SIGNATURE REGISTRATION

VISIT: SUPPLIERS MUST REGISTER WITH BIDNET TO RECEIVE A PIN WHICH WILL SERVICE AS YOUR ELECTRONIC SIGNATURE ELECTRONIC SIGNATURE REGISTRATION

SELECT LINK TO “SUPPLIER REGISTRATION” AND FOLLOW INSTRUCTIONS ELECTRONIC SIGNATURE REGISTRATION

IF YOUR COMPANY IS CURRENTLY REGISTERED, SELECT “SUPPLIER LOGIN” UPDATE YOUR ACCOUNT TO RECEIVE YOUR PIN QUESTIONS OR PROBLEMS, CALL CUSTOMER SERVICE AT : ELECTRONIC SIGNATURE REGISTRATION

ADDITIONAL INFORMATION AVAILABLE ON THE PURCHASING WEBSITE

SUPPLIERS GUIDE

BIDS & PROPOSALS

CONTRACT EXPIRATION REPORT

LISTS ALL CURRENT CONTRACTS INCLUDES SUPPLIER, PRODUCTS/SERVICE, CONTRACT NUMBER, & EXPIRATION DATE POSTED ON THE PURCHASING WEBSITE UPDATED AT LEAST QUARTERLY CONTRACT EXPIRATION REPORT

VIEW INDIVIDUAL COUNTY CONTRACTS

TO VIEW INDIVIDUAL COUNTY CONTRACTS: CLICK ON “COMMODITY CONTRACTS” LOCATED ON THE LEFT SIDE OF THE PAGE

TO VIEW INDIVIDUAL COUNTY CONTRACTS (CONTINUED): IN THE SEARCH FIELD: ENTER THE CONTRACT NAME OR SPECIFICATION NUMBER FROM THE CONTRACT EXPIRATION REPORT

TO VIEW INDIVIDUAL COUNTY CONTRACTS (CONTINUED): CLICK SPEC NUMBER TO VEIW IFB/RFP SPECIFICATION AND CURRENT CONTRACT

QUESTIONS?