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