Purchasing Office

Vendor Policies and Procedures


General Information

BACKGROUND

Pittsburgh Public Schools is the second largest of over 500 school districts in the Commonwealth of Pennsylvania.   As one of the largest employers in Allegheny County, the District contributes significantly to the economic base of the area, employing more than 5,000 full-time and part-time employees. Pittsburgh Public Schools enrolls approximately 34,000 students at 93 schools.
 

OVERVIEW

The Purchasing Department is responsible for the procurement of all goods and related services for use by the School District in conformance with Pennsylvania law and Board of Education Policies and Regulations.   The Purchasing Department should be the first point of contact for vendors wishing to present or demonstrate products. Purchasing personnel have full authority to review the quality, quantity, and kind of material requested in order that the best interests of the District are served.
 

AUTHORITY

The Pittsburgh School Board delegates authority to the Director of General Services/Purchasing to issue purchase orders for the procurement of goods and services. Any purchase order or other commitment to purchase goods or services signed by anyone other than a representative of the Purchasing Department will not be honored, with the exception of orders--not to exceed $500-- to be paid by authorized school personnel from petty cash accounts and procurement cards available at the individual school and office locations.
 

VENDOR VISITS

The Purchasing Department welcomes and encourages visits by vendors or their representatives. In order that the staff and vendors may schedule their time most productively, Buyers are generally available Monday through Friday from 8:30-4:30 for vendor visits. Appointments should be scheduled with a Buyer at times that are mutually convenient.
 

VENDOR ASSISTANCE

Pittsburgh Public Schools encourages vendors to supply line cards, catalogs, and price lists of the goods or services they provide in addition to providing the District assistance in the development and writing of specifications.
 

VENDOR BID LIST

The Purchasing Department maintains a listing of all registered prospective bidders/offerors classified by commodity. To be placed on the appropriate bid list, vendors must send a written request that identifies the materials they wish to provide.   All qualified bidders will be afforded equal opportunity to quote/bid and will compete on equal terms in accordance with the School District's Minority/Women Business Participation Policy.

PREFERRED PRODUCTS

BUYER ASSIGNMENTS

Dan McConachie         (412) 488-5140
Automotive equipment, custodial supplies and equipment, interscholastic athletics/physical education supplies, tradesmen's materials, supplies and equipment for Careeer Development vocational shops.
Buyer Code:  KB
dmcconachie1@pghboe.net

Terri Ciletti        (412) 488-4664
Computer hardware, printers, peripherals and software, copiers, home economics materials, library supplies, magazine subscriptions, maintenance agreements and office equipment.
Buyer Code: TC
tciletti1@pghboe.net

Dan McConachie       (412) 488-5140
Standard classroom furniture, chairs, tables, file cabinets, etc.; telephone equipment and services. Coordinates all requests for service from the equipment repair shops, truck transportation, and warehouse sections of General Services/Purchasing.
Buyer Code:  BK
dmcconachie1@pghboe.net

Don Rase       (412) 488-5148
Classroom supplies for elementary education, kindergarten, special education,etc.; audio-visual equipment and supplies.
Buyer Code:  DR
drase1@pghboe.net

Fran Reese-Chope       (412) 488-5142
Printing and printed forms for all schools and offices and classroom supplies for elementary education, kindergarten, special education,etc.
Buyer Code:  FC
freesechope1@pghboe.net

Ella Stover        (412) 488-4663
Catalog contracts, office supplies, training on the computerized purchasing system.
Buyer Code:  ES
estover1@pghboe.net

Ellie Yanchik         (412) 488-4662
Musical instruments, textbooks, training on use of the internet purchasing systems.
Buyer Code:  EY
eyanchik1@pghboe.net

Daniel R. McConachie, Director         (412) 488-5140
Responisble for the overall operation of the materials management function within the School District. As Director of General Services/Purchasing oversees the staff in the equipment repair shops, purchasing, warehouse and truck transportation sections of the School District.
Buyer Code:  DM
dmcconachie1@pghboe.net

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Purchasing Guidelines

PROCUREMENT METHODS

Small Purchases - Request for Quotation (RFQ)
Where the total cost of goods or services is less than $10,000, the Purchasing Department is authorized by the Board of Education to issue a purchase order based on verbal or written(under $4,000) or multiple written ($4,000-$10,000) quotations obtained through an informal process. A record of all vendors solicited and responses received is maintained by the Purchasing Department. Those purchase orders for a total cost of more than $5,000 but less than $10,000 must be approved at a Legislative Meeting of the Board prior to issuance.
 
Sealed Competitive Bidding - Request for Proposal (RFP)
Where the estimated total cost of goods or services is more than $10,000, sealed competitive bids will be solicited from vendors who have requested in writing that their names be placed on the Purchasing Department's vendor bid lists. The Purchasing Department may add names of prospective vendors who are known to the Purchasing Department.  In addition, the Purchasing Department is required to advertise for bids in two local newspapers during each of the three weeks immediately preceeding the date of the bid opening.  Generally, bid notices will be available from the Purchasing Department at least 10 days prior to the date set for receipt of the bids.  All purchases in excess of $10,000 must be approved by the District's Board of Education before a purchase order will be issued.   Bids which do not conform to the bid terms will not be considered.
 
Emergency Purchases
An emergency situation may arise involving a threat to personal safety, life or property; i.e. a sudden and unexpected occurrence of a serious, urgent and threatening nature that demands immediate action to avoid termination of essential services or dangerous conditions. In such cases, the Purchasing Department may issue a purchase order without formal competitive bidding only with the authorization of the Secretary of Education as outlined in Section 751 of the Public School Code of Pennsylvania. Emergency procurements will be made with as much competition as is practicable under the circumstances and must be approved by the Director of Business Affairs and the Superintendent.
 
Sole Source Procurement
Upon determination that only one (1) source exists for a specific good or service, a purchase order may be issued to that source without competitive sealed bidding if it falls under one of the exceptions specified in the state law and subject to prior approval by the Board of Education if the cost exceeds $10,000.  The Director of Purchasing will approve or disapprove such as a "sole source" purchase. All other purchases exceeding $10,000 in value for equipment, furniture, supplies and other appliances for school use may be purchased only through the competitive sealed bid process as outlined is Section 807.1 of the Public School Code of Pennsylvania.

ALTERNATE BIDS

An alternate bid is a bid which varies from the specifications. An alternate bid must be clearly distinguished as an alternate by the bidder.  Alternate bids may incorporate advances in technology and can result in substantial savings, not only in monetary terms but in operation efficiencies. Alternate bids will be considered only if allowed for in the terms and conditions of the RFP; however, the Purchasing Department may reject all outstanding bids and rebid its requirements with the revised specification using features of the alternate. The Pittsburgh School District will consider and may accept alternate proposals in accordance with the RFP. Alternate proposals must meet or exceed the intent of the RFP requirements or scope of work.

BRAND NAMES

Unless otherwise provided in the solicitation, the name of a certain brand, make, or manufacturer does not restrict bids or proposals to the specific brand, make or manufacturer named.  It is not intended to exclude other products but to convey the general style, type, functional characteristics, and quality of the item desired. Any item which the Pittsburgh School District, in its sole discretion, determines and approves to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, will be considered.  The award will be made to the lowest responsible bidder or offeror submitting the functional equivalent of similar quality to the brand name described in the solicitation.  Thus "equal" products of other manufacturers may be considered if detailed explanation of claim of equivalency is contained in or accompanies the bid or proposal.  

SAMPLES

The submittal of bid samples may be a requirement of the solicitation and must be furnished at no cost to the Pittsburgh School District.  Each individual sample must be labeled with the bidder's name, manufacturer's brand name and number, solicitation number and item referenced.   Samples submitted by the successful bidder may be held for comparison with merchandise furnished.  Sample may be subject to test and evaluation by either a qualified laboratory or test panel, and the results may be a factor in making the award. Non-consumable samples will be returned to the bidder at the bidder's request and expense.
 

FACSIMILE BIDS

Small Purchases
The Purchasing Department will receive and accept facsimile bids prior to the time and date designated for bid submission for unsealed bids only, Request for Quotations (RFQ).
 
Formal Sealed Bids
The Purchasing Department will not receive or accept facsimiles for formal sealed bids, Request for Proposals (RFP).  

RECEIPT OF SEALED BIDS

Solicitations will specify that competitive bids are to be received by the specified date and hour in the Business Office.  The Pittsburgh School District does not accept bids/proposals 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.  Vendors are invited to attend bid openings.  Once the bid/proposal opening session is concluded, committee evaluations and competitors solicitation response will not be discussed with vendors until after the award is made.  Individual vendors may be contacted for further information concerning their solicitation response.  

SOLICITATION RESULTS

The Purchasing Department, upon evaluation of solicitation results, and unless all responses are rejected will issue a Purchase Order if the amount is less than $10,000.  If greater than $10,000, the Purchasing Director will recommend the award to the Board of Education for approval at a public Board of Education meeting.  If approved, the Purchasing Department will subsequently issue the Purchase Order.  The Purchasing Department does not routinely notify unsuccessful vendors or mail bid recaps.  Vendors wanting to review solicitation results must contact the Buyer shown on the original bid request.

AWARD QUESTIONS

Any bidder may question the award or decision to award a contract by submitting concerns in writing to the Director of Purchasing no later than ten (10) days after the award is made. The Director of Purchasing will review and reply, as well as initiate any appropriate action.

DELIVERY OF GOODS

Delivery of goods must be made to the location indicated on each Purchase Order.  The Pittsburgh School District receives warehouse deliveries of goods only between the hours of 7:00 a.m. and 2:30 p.m. Monday through Friday.  Delivery of materials to individual school locations are subject to the hours of operation and straffing at those locations.  The vendor shall prepay all shipping charges unless an exception is specifically agreed to in advance of shipment.  The Pittsburgh School District will not accept COD orders. All shipments must be accompanied by appropriate packing slips containing the shipper's name, exact contents, and Purchase Order number.  If items are to be shipped from a company or manufacturer other than the one specified on the Purchase Order, it is imperative that this information be included or the shipment may be refused.

PAYMENT

Vendors must address all invoices to the Accounts Payable Department 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 Pittsburgh School District is exempt from federal and state taxes. A formal tax exemption certificate will be provided by the Purchasing Department upon request by the vendor.

PURCHASING DEPARTMENT ADDRESS:

Pittsburgh Public Schools
Purchasing Office
1305 Muriel St.
Pittsburgh, Pa 15203
Phone: (412) 488-5140
FAX: (412) 488-5146

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