john deighan chief purchasing officer allegheny county department of administrative services...

JOHN DEIGHANCHIEF PURCHASING OFFICER

ALLEGHENY COUNTYDEPARTMENT OF ADMINISTRATIVE

SERVICESDIVISION 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 1,100contracts

STAFF

NAME TITLE TELEPHONE

John Deighan, CPCP Chief Purchasing Officer 412-3504495

Frank Alessio, CPPB Deputy CPO 412-350-6918Glenn Loper, CPM Senior Purchasing Agent 412-350-

4490David Forman, CPPB Purchasing Agent 412-350-

4497Dennis Madoni Purchasing Agent 412-350-

4489Nick Calabrese Purchasing Agent 412-350-

3576Jessica Hayes Contract Administrator 412-350-6344Andrea Ackley Contract Administrator 412-350-4248Kelly Ryan Contract Administrator 412-350-4495

COMMODITY GROUP ASSIGNMENTS

ALESSIOInformation Technology FurnitureFloor Coverings Office ProductsOffice Equipment Temporary StaffingInsurance Coverage Security Equip & Service

LOPERMedical Supplies & Equip. Lab Supplies & Equip.Gas (Industrial & Medical) PharmaceuticalProcurement Card Program Records Temp Staffing (Clinical)

COMMODITY ASSIGNMENTS CONT.

CALABRESEMRO Supplies & Equip. Moving & RelocationCommemorative & Religious Construction RelatedLaundry Equip. & Service Rental (Properties & Equip.)Water (Bottled, Filtered) Kitchen Equip. & SuppliesPest Control

MADONIPrint Production Promotional ProductsPublications Multifunctional Equip.Photographic Supplies Road MaterialsAthletic & Recreational Surplus (Equipment / Supplies)Traffic Control

COMMODITY ASSIGNMENTS CONT.

FORMANVehicles & Heavy Equipment Public Safety (Supplies & Equip)Safety / HAZMAT Supplies Fuel (Gasoline & Diesel)Utilities UniformsParking / Monthly Leases Maintenance Contracts

VACANT POSITIONJanitorial Supplies & Equip. Food & Concession ProgramsWaste Removal Recyclable Products & ServiceCleaning Services Landscape & AgriculturalPurchasing Card (Operational)

ALLEGHENY COUNTY ADMINISTRATIVE CODE

SOLICITATION REQUIREMENTS

$1.00 - $10,000 NO SOLICITATION REQUIRED

$10,000 - $30,000 INFORMAL SOLICITATION REQUIRED REQUEST FOR QUOTE (RFQ)

$30,000-OR MORE FORMAL SOLICITATION REQUIRED INVITATION FOR BID

(IFB) ORREQUEST FOR PROPOSAL (RFP

REQUEST FOR QUOTATION (RFQ)

Purchases greater than $10,000 and less than $30,000

Informal SolicitationNot Advertised in the newspaperPosted on BidNetAward is based on which quotation best

meets the need of the CountyCost and other factors may be negotiated

INVITATION FOR BID (IFB)

Sealed competitive bidUsed for transactions above $30,000Formal SolicitationContains a detailed specificationAdvertised in the newspaperPosted on BidNetAwarded based on cost to the lowest

responsible, responsive bidderCan NOT be negotiated

REQUEST FOR PROPOSAL (RFP)

Typically used for transactions above $30,000Formal SolicitationDoes not contain a detailed specification Often seeking a solutionAdvertised in newspaperPosted on BidNetAward based on multiple factors which are

typically included in the RFP.Cost and terms may be negotiated

EXCEPTIONS TO COMPETIVE PROCESS

Sole Source PurchasesProfessional 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 CONTRACTSPIGGYBACK CONTRACTS

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

HOW TO BECOME A REGISTERED SUPPLIER

HOW TO BECOME A REGISTERED SUPPLIER

HOW TO BECOME A REGISTERED SUPPLIER

SELECT THE OPTION THAT IS BEST FOR YOUR ORGANIZATION

A: AUTOMATIC EMAIL NOTIFICATION:

RECEIVE AUTOMATIC EMAIL 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 EMAILNOTIFICATION:

MUST SEARCHWEBSITE BY

AGENCYTO IDENTIFYCURRENTOPPORTUNITIES

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:http://www.govbids.com/scripts/papq/public/home1.asp

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 : 1-800-677-1997

ELECTRONIC SIGNATURE REGISTRATION

HTTP://WWW.ALLEGHENYCOUNTY.US/PURCHASING

ADDITIONAL INFORMATION AVAILABLE ON THE

PURCHASING WEBSITE

SUPPLIERS GUIDE

BIDS & PROPOSALS

http://www.PABidSystem.com

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?