§ 5-905.01Quotation procedure for purchases
$30,000 or less.
§ 5-905.02Small purchases.
§ 5-905.03Procurement of professional services.
§ 5-905.04Allegheny County Professional
Services Review Committee reporting obligations.
All contracts for the purchase or rental of materials, supplies, furnishings, equipment or other personal property and nonprofessional services where the amount thereof is $30,000 or less, may be awarded without advertising for bids. In such cases where the estimated cost is between $10,000 and $30,000 the Purchasing Officer shall solicit quotations from at least three vendors.
The Purchasing Officer may use discretion to negotiate with proposed suppliers in order to get the lowest quotations for the goods and services to be purchased or rented.
In accordance with the policies, practices and procedures set forth in the Purchasing Manual, the Purchasing Officer shall keep a record of all quotations received, setting forth the dates thereof, the persons who submitted the quotations, and the awards made thereon.
Contracts for the purchase or rental of materials, supplies, furnishings, equipment or other personal property and nonprofessional services where the amount thereof does not exceed $10,000 may be made through the use of a purchasing card. The Purchasing Officer shall establish guidelines for the purchase of such goods and services by use of purchasing cards in the Purchasing Manual.
To review and evaluate proposals received for professional services there is hereby created a Professional Services Review Committee. The Committee will review and evaluate proposals for professional services for architects, engineers, financial consultants, legal services, and medical consulting. The Committee shall be comprised of five members: the County Executive or his designee, the County Manager or his designee, two members appointed by the President of Council and one appointed by the Chief Executive with the consent of Council. An additional member will be designated by the County Official and/or the President Judge of the Court of Common Pleas, if the professional service contract being acted upon was requested by the respective office or the Court.
In addition to compliance with any other terms, conditions and requirements set forth in a request for proposals, the Committee shall consider the following criteria:
After review and evaluation the Committee shall provide an agreed upon short list of at least three acceptable individuals or firms to either the County Executive, County Official, President Judge, or Council, for final selection. If there are three or less proposals received, all shall be submitted. The office which makes the final selection shall notify the Committee and County Council of the final selection.
The Professional Services Review Committee shall, in addition to the duties delineated in § 5-905.03 of this article, report on professional services contracts to the Council and Chief Executive as follows:
The Committee shall, for every contract for which it receives proposals under § 5-905.03, create a report that identifies:
The purpose of the contract for which proposals were considered;
The aggregate value of the contract for which proposals were considered;
The business(es) or individual(s) that submitted each proposal that was considered for final selection by name; and
The M/W/DBE status of each listed individual or business, as classified by the Department of Minority, Women and Disadvantaged Business Enterprises.
The reports required under Subsection A(1) shall be created immediately upon the provision of short lists of candidates for further consideration, as required by § 5-905.03 of the Administrative Code. Copies of the reports required under the terms of this section shall be forwarded to the Office of the Chief Executive and the Office of Allegheny County Council within seven days of the date upon which short lists of candidates are provided by the Committee.
The Committee shall, with the assistance and cooperation of the Allegheny County Division of Computer Services, create and maintain a Web site upon which the reports required by this section shall be posted immediately upon issuance. Access to this Web site shall be granted to all individuals at no charge.
All businesses or individuals submitting proposals which are identified by the Committee for final selection shall receive a letter from the Committee informing them of their continued consideration.
All businesses or individuals submitting proposals which are not identified by the Committee for final selection shall receive a letter from the Committee informing them that their proposal will receive no further consideration, together with the reasons for the Committee's decision.
The Committee shall, within seven days of the award of any professional services contract or alteration in any term of any professional services contract, provide written notice describing the award or alteration to the Chief Executive and County Council. Such written notice shall include a delineation of the M/W/DBE status of each party to the awarded or altered contract, as classified by the Department of Minority, Women and Disadvantaged Business Enterprises, as well as a description of the M/W/DBE status of any subcontractors known at the time of the award or alteration.
County Council shall be deemed in receipt of any report required under the terms of this section on the date that such report is received by the Chief Clerk.
Nothing in this section shall be read to fix, alter, or redefine in any fashion the prerogative of the Chief Executive to enter contracts on behalf of the County, as described in Article V of the Home Rule Charter of Allegheny County, or by other applicable law.