Suppliers Guide
Background
Allegheny County is the second largest of 67 counties in the Commonwealth of Pennsylvania. As one of the largest employers in Allegheny County, the County contributes significantly to the economic base of the area, employing more than 6,000 full-time and part-time employees.
Authority
The Allegheny County Division of Purchasing and Supplies is responsible for contracting for the purchase or lease of all materials, supplies, furnishings, equipment, insurance and surety and fidelity bonds or other personal property and non-professional services.
Supplier Visits
The Purchasing and Supplies Division welcomes and encourages visits by suppliers or their representatives. In order that the staff and suppliers may schedule their time most productively, Purchasing Agents are generally available Monday through Friday from 8:30-4:30 for supplier visits. Appointments should be scheduled with a Purchasing Agent at times that are mutually convenient.
Bidders Lists
The Division of Purchasing and Supplies uses an electronic bid distribution system. If you would like your company to be considered for future Invitations for Bid, please register with the system and identify what goods / commodities you sell through the NIGP code. To review registration options, please visit Supplier Registration Options.
Preferred Products
Suppliers are invited to propose recycled materials and must include in their response the total percentage of recycled product content as well as that of post-consumer waste if applicable.
Procurement Methods
- Small Purchases - Inquiry / Request for Quotation (RFQ) less than $10,000
Where the total cost of goods is less than $10,000, the Division of Purchasing and Supplies is authorized by the Allegheny County Administrative Code to issue a purchase order based on verbal or written quotations obtained through an informal process. Purchase orders issued by the Division of Purchasing and Supplies are generated from an internal County requisition submitted by one of the County's many departments and offices. These County departments and offices have discretion regarding the supplier from whom they wish to purchase for these small dollar requirements. Potential suppliers may wish to contact the Purchasing Partners from other County departments and offices.
- Small Purchases - Inquiry / Request for Quotation (RFQ) greater than $10,000 and less than $30,000
Where the total cost of goods is between $10,000 and $30,000, the Division of Purchasing and Supplies is authorized by the Allegheny County Administrative Code to issue a purchase order based on verbal or written quotations obtained from at least three quotes through an informal process. Quotations will be solicited from suppliers who have registered with the Division of Purchasing and Supplies' electronic bid distribution system. These Inquiries/ Requests for Quotation are distributed by NIGP codes. (Suppliers may register at Supplier Registration Options.)
- Sealed Competitive Bidding - Invitation for Bid (IFB)
Where the estimated total cost of goods is more than $30,000, sealed competitive bids will be solicited from suppliers who have registered with the Division of Purchasing and Supplies electronic bid distribution system. These sealed competitive bids are distributed by NIGP codes. (Suppliers may register at Supplier Registration Options.) In addition, the Division of Purchasing and Supplies is required to publish bids at least one time, not less than seven days prior to the date fixed for opening of bids. Currently, the posting is on the County's web site under Bids & Proposals.
Fax Bids
- Small Purchases
The Division of Purchasing and Supplies will receive and accept fax bids prior to the time and date designated for bid submission for unsealed bids only, (Inquiries / Requests for Quotation [RFQ]).
- Formal Sealed Bids
The Division of Purchasing and Supplies will not receive or accept faxes for formal sealed bids (IFB).
Bid Protest
The Allegheny County Bid Protest form is used in conjunction with an Invitation for Bid that is currently open. The form below should be downloaded, printed and submitted to the Purchasing Agent as noted in the actual Invitation for Bid documentation.
Receipt of Sealed Bids
Solicitations will specify that competitive bids are to be received by the specified date and hour in Allegheny County Controller's Office. The County of Allegheny does not accept bids after the date and time specified, or those sent to any other location.
Bid Openings
Sealed bids are publicly opened and read aloud at the time and date specified. Suppliers are invited to attend bid openings. Once the bid opening session is concluded, committee evaluations and competitors' solicitation response will not be discussed with suppliers until after the award is made. Individual suppliers may be contacted for further information concerning their solicitation response.
Payment
Suppliers must send all invoices to the Division of Purchasing and Supplies' address shown on each Purchase Order. Failure to do so may delay payment. Payment is not made until the purchase order is filled complete. Invoices that do not reference an authorized Purchase Order will be rejected.
Taxes
The County of Allegheny is exempt from federal and state taxes. The Division of Purchasing and Supplies will provide a formal tax exemption certificate upon request by the supplier.
Contract Risk Ratings
Allegheny County's Division of Purchasing and Supplies procures goods and non-professional services each year through various companies. To ensure continuous service, the purchasing agent assigned to that commodity assesses each commodity's "level of risk." The level of risk is determined by whether or not the County could sustain a gap in service or failure by the successful bidder to complete the contract.
If it is determined that a specific commodity/contract is of high risk to the County, financial information for each bidder is required as stated in the bid specifications and instructions to bidders.
Below are examples of the type of data that is to be disclosed, as requested by specific Allegheny County invitations for bid and requests for proposal, as acceptable financial statements. The statements that are submitted shall contain no less information than what is exhibited in the examples, however, more financial information is acceptable. The specific format of the document is irrelevant as long as the information within it is complete. Although notes to the financial statements are not included in the example, they are required as a portion of the total financial information requested.