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Allegheny County Purchasing Community Outreach and Informational Seminar, January 10, 2002. Thomas E. Youngs, Jr., C.P.M. County of Allegheny, Department of Administrative Services, Division of Purchasing and Supplies. Public Purchasing Modernization. Allegheny County

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allegheny county purchasing community outreach and informational seminar january 10 2002

Allegheny County PurchasingCommunity Outreach and Informational Seminar, January 10, 2002

Thomas E. Youngs, Jr., C.P.M.

County of Allegheny, Department of Administrative Services, Division of Purchasing and Supplies

slide2

Public Purchasing Modernization

Allegheny County

Division of Purchasing & Supplies

Vision

To be the best local government purchasing organization in the nation.

slide3

Allegheny County General Purchasing Information

Allegheny County Administrative Code requires that:

“Units of the Executive Branch, County Officers, Independently Elected County Officials, the Courts and agencies which require materials, supplies, furnishings, equipment, insurance, surety and fidelity bonds, other personal property, and non-professional services shall submit a requisition to the Purchasing Officer describing the type and quantity of goods and services required.”

slide4

Allegheny County General Purchasing Information

Allegheny County Administrative Code states that:

  • Requirements greater than $30,000 be purchased through a competitive bid process
  • Requirements between $10,000 and $30,000 be purchased with three quotes (Inquiry)
  • Requirements less than $10,000 are at a County department’s discretion
  • The Department of Public Works handles all construction bids
  • The procurement of Professional Services is done outside of the Division of Purchasing and Supplies and the formal bid requirements
  • Suppliers must get to know County users as well as Purchasing Agents
slide5

Allegheny County General Purchasing Information

In 2000

Division of Purchasing and Supplies issued:

  • 22,776 purchase orders for $34 million
  • 110 invitations for bid and 124 inquiries

County Controller processed:

  • 51,532 miscellaneous vouchers for $585 million
slide6

Allegheny County General Purchasing Information

In 2001

Division of Purchasing and Supplies issued:

132 invitations for bid and 81 inquiries

slide7

Allegheny County Sample List of Commodities

Ammunition

Agricultural Supplies

Clinical Supplies

Arts & Crafts

Audio Visual Equipment

Air Filters

Dental Supplies

Books/Brochures

Typewriter Repair

Automatic Doors

Appliances (Refrigerators, TV's, Microwaves)

Carpeting

Body Armor

Carpeting, Cleaning

Communications

Autos

Computer Paper

Computer Maintenance

Batteries

Eyeglasses

Detergents

Computers & Related Items

Building Materials

Dish and Laundry Soap

Court Reporter Equipment

Calcium Chloride

Hearing Aids

Dockets and Folders

Fax Equipment & Supplies

Chemicals - Industrial

Hospital Beds

Elevator Maintenance

Fire Alarms

Chemicals - Swimming Pool

Hospital Equipment

Files, Office

Fire Extinguishers

Electrical Equipment

Furniture

Fire Fighting Equipment

Electronic Monitoring Systems

Laboratory Service

Flags & Emblems

www.county.allegheny.pa.us/purchasing

slide8

Public Purchasing Modernization

Allegheny County

Division of Purchasing & Supplies

Vision

To be the best local government purchasing organization in the nation.

public purchasing modernization
Public Purchasing Modernization

How to Get There

  • Change in the form of government from a Second Class Pennsylvania County to a Home Rule County
  • Purchasing is managed by a purchasing professional rather than a political appointee
  • Be more professional and less clerical, be certified - C.P.M., CPPO and CPPB
  • Focus on cost savings and TCO (Total Cost of Ownership) and less on number of purchase orders issued
  • Be more strategic and less tactical
  • Contract with best-in-class suppliers
  • Harness the power of technology
public purchasing modernization10
Public Purchasing Modernization

Harness the Power of Technology

  • Electronic Reverse Auctions
  • Division of Purchasing & Supplies Web Site
    • Contracts
    • Purchasing Agent and Commodity Listing
    • BidNet - Central Bid Notification System
electronic reverse auctions
Electronic Reverse Auctions
  • Five reverse auctions to date
    • Janitorial Supplies
    • Swimming Pool Chemicals
    • Printed Envelopes
    • Linens
    • Rock Salt
example auction a
Example Auction A

Duration: 1 hours, 22 mins.

Bidders: 6

Savings results: $13,136.50 - 27%

Linens: Sheets and Pillowcases

Dynamic Close - Extension

Start Bid: $49,026.00

Final Bid: $35,889.50

example auction b
Example Auction B

Duration: 1 hours, 43 mins.

Bidders: 7

Savings results: $10,894.30 - 13%

Swimming Pool Chemicals

Dynamic Close - Extension

Start Bid: $83,500.10

Final Bid: $72,605.80

division of purchasing supplies web site www county allegheny pa us purchasing
Division of Purchasing & Supplies Web Sitewww.county.allegheny.pa.us/purchasing

Commodity Contracts

division of purchasing supplies web site www county allegheny pa us purchasing15
Division of Purchasing & Supplies Web Sitewww.county.allegheny.pa.us/purchasing

Choose contract

division of purchasing supplies web site www county allegheny pa us purchasing16
Division of Purchasing & Supplies Web Sitewww.county.allegheny.pa.us/purchasing

Choose commodity

bidnet
BidNet
  • Electronic central bid notification system
  • $29.95 a year per supplier for email or fax notification (phone 800-677-1997)
  • Free for supplier without notification but can access all Invitations for Bid (IFB)
  • Used by Allegheny County, Pittsburgh Public Schools, Monroeville, Mt. Lebanon and Cambria County
bidnet18
BidNet
  • No longer mail out Invitations for Bid or Inquiries (Request for Quote)
    • Bidders get IFBs quicker
    • Bidders don’t have to worry about missing an IFB
    • Save on: paper costs, copying expenses and

postage

    • Can use time for more productive activities
bidnet19
BidNet
  • Award tabulations are posted
  • Inquiries sent by email and fax to paying suppliers
    • Quotes come back to designated purchasing agent by email or fax
allegheny county purchasing community outreach and informational seminar january 10 200224

Allegheny County PurchasingCommunity Outreach and Informational Seminar, January 10, 2002

Thomas E. Youngs, Jr., C.P.M.

412-350-4495

tyoungs@county.allegheny.pa.us

www.county.allegheny.pa.us/purchasing