ALLEGHENY COUNTY
DEPARTMENT OF ADMINISTRATIVE
SERVICES
DIVISION OF PURCHASING & SUPPLIES
JOHN DEIGHAN
CHIEF PURCHASING OFFICER
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:
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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
NAME
John Deighan, CPCP
Frank Alessio, CPPB
Glenn Loper, CPM
David Forman, CPPB
Dennis Madoni
Nick Calabrese
Jessica Hayes
Andrea Ackley
Kelly Ryan
TITLE
TELEPHONE
Chief Purchasing Officer
Deputy CPO
Senior Purchasing Agent
Purchasing Agent
Purchasing Agent
Purchasing Agent
Contract Administrator
Contract Administrator
Contract Administrator
412-3504495
412-350-6918
412-350-4490
412-350-4497
412-350-4489
412-350-3576
412-350-6344
412-350-4248
412-350-4495
COMMODITY GROUP ASSIGNMENTS
ALESSIO
Information Technology
Floor Coverings
Office Equipment
Insurance Coverage
Furniture
Office Products
Temporary Staffing
Security Equip & Service
LOPER
Medical Supplies & Equip.
Gas (Industrial & Medical)
Procurement Card Program
Temp Staffing (Clinical)
Lab Supplies & Equip.
Pharmaceutical
Records
COMMODITY ASSIGNMENTS CONT.
CALABRESE
MRO Supplies & Equip.
Commemorative & Religious
Laundry Equip. & Service
Water (Bottled, Filtered)
Pest Control
Moving & Relocation
Construction Related
Rental (Properties & Equip.)
Kitchen Equip. & Supplies
MADONI
Print Production
Publications
Photographic Supplies
Athletic & Recreational
Traffic Control
Promotional Products
Multifunctional Equip.
Road Materials
Surplus (Equipment / Supplies)
COMMODITY ASSIGNMENTS CONT.
FORMAN
Vehicles & Heavy Equipment
Safety / HAZMAT Supplies
Utilities
Parking / Monthly Leases
Public Safety (Supplies & Equip)
Fuel (Gasoline & Diesel)
Uniforms
Maintenance Contracts
VACANT POSITION
Janitorial Supplies & Equip.
Waste Removal
Cleaning Services
Purchasing Card (Operational)
Food & Concession Programs
Recyclable Products & Service
Landscape & Agricultural
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) 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
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
CLICK ON : “HOW TO BECOME A REGISTERED SUPPLIER”
HOW TO BECOME A REGISTERED SUPPLIER
CLICK ON : “SUPPLIER REGISTRATION OPTIONS”
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 EMAIL
NOTIFICATION:
MUST SEARCH
WEBSITE BY AGENCY
TO IDENTIFY
CURRENT
OPPORTUNITIES
COST - $0
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
ELECTRONIC SIGNATURE REGISTRATION
SUPPLIERS MUST
REGISTER WITH
BIDNET TO RECEIVE A
PIN WHICH WILL
SERVICE AS YOUR
ELECTRONIC
SIGNATURE
VISIT:
http://www.govbids.com/scripts/papq/public/home1.asp
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
ADDITIONAL INFORMATION
AVAILABLE ON THE
PURCHASING WEBSITE
HTTP://WWW.ALLEGHENYCOUNTY.US/PURCHASING
SUPPLIERS GUIDE
BIDS & PROPOSALS
http://www.PABidSystem.com
CONTRACT EXPIRATION
REPORT
CONTRACT EXPIRATION REPORT
LISTS ALL
CURRENT
CONTRACTS
INCLUDES
SUPPLIER,
PRODUCTS/SERVICE,
CONTRACT NUMBER,
& EXPIRATION DATE
POSTED ON THE
PURCHASING
WEBSITE
UPDATED AT LEAST
QUARTERLY
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?