1.  What is the procedure to be placed on the City's vendor list?
2.  How do I obtain a copy of a City contract or tabulation?
3.  Is there a charge for copies of City contracts or tabulations?
4.  Where do I find or inquire about what contracts are available for bids?
5.  What is the procedure to request a bid proposal?
6.  What should I expect inside of the bid package?
7.  If I have questions about filling out or understanding the requirements of the bid, what should I do?
8.  What is a mandatory pre-bid meeting?
9.  Is a bond needed to bid on a contract?
10.  Can I attend a bid opening?
11.  What can I expect at the bid opening?
12.  Can a bid be rejected at the opening?
13.  When and how are proposals awarded?
14.  If I am awarded the contract, what can I expect?
15.  Can I change my prices or rescind a contract awarded to me?
16.  What happens if my job performance of an awarded contract does not meet City expectations?

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Construction Projects Questions

1.  Is the bid procedure the same for construction projects as other City proposals?
2.  What is the amount charged for construction packages?
3.  What can I expect at a pre-bid construction meeting?
4.  Are bid bonds required for construction projects?
5.  Where should I call if I have questions about a construction project proposal?
6.  Is the award process the same for construction projects?
7.  What is a pre-construction meeting?

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SERVICES AND COMMODITIES HELPFUL QUESTIONS AND ANSWERS

1. What is the procedure to be placed on the City's vendor list?

• Call 412-255-2485 and request a "Bidders Application."
• Applications are available in the Procurement Bureau,
  Room 502 of the City-County Building, Monday through Friday between 8:00 AM and 4:30 PM (use elevators on the Ross Street side of the building.)
• Fax requests are accepted; send to 412-255-2367.
• You may also complete an online Bidders Application.

2.  How do I obtain a copy of a City contract or tabulation?

• Send or bring in a written request containing the contract or tabulation number.
• Fax requests are accepted; send to 412-255-2367.

3.  Is there a charge for copies of City contracts or tabulations?

• There is a twenty cent per page charge.
• Only a check or money order made payable to the Treasurer, City of Pittsburgh, will be accepted.

4.  Where do I find or inquire about what contracts are available for bid?

• All proposals are available for review and pick-up in the Procurement Bureau, Room 502 of the City-County Building, Monday through Friday between 8:00 AM and 4:30 PM.  No appointment is necessary (use elevators on the Ross Street side of the building).
• Proposals that are over $10,000 dollars are advertised in the classified section of the major newspapers under "Bids and Proposals" and state the appropriate due date, opening time and location of the proposal.

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5.  What is the procedure to request a bid proposal?

• Call 412-255-2485 and request the package by proposal number.
• Fax 412-266-2367 and request the package by proposal number.

6.  What should I expect inside of the bid package?

• The package will contain all the necessary forms to bid on the proposal.
• There will be a checklist of these forms and a bid envelope.
• All the forms are easy to complete as long as all of the directions are followed.

7.  If I have questions about filling out or understanding the requirements of the bid, what should I do?

• Call the Procurement Bureau at 412-255-2485 and ask to speak to the buyer who is assigned the proposal in question. Buyers can assist you with all bid questions.

8.  What is a mandatory pre-bid meeting?

• This required meeting will inform you of important information and possible changes you will need in order to bid correctly.  It is also an opportunity to ask questions concerning the proposal.
• You must attend the mandatory pre-bid meeting to be eligible to submit a proposal for bid.
• Failure to attend is cause for rejection of your bid proposal.

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9.  Is a bond needed to bid on a contract?

• If a bid bond is required it will be indicated on the cover sheet of the proposal.
• Bond information is provided in detail in the "Information to Bidders" section provided in the bid package.

10.  Can I attend a bid opening?

• Bid openings are open to the public.
• The time, date and place of the bid opening is included in the newspaper advertisement and the bid package.

11.  What can I expect at the bid opening?

• A number of different proposals may be opened.
• The proposals are opened in the order designated by the Department of Finance, Procurement Bureau representative.
• After each bid proposal is opened and accepted, an opportunity is extended to review all bids for that proposal.
• Notes may be taken from the bids.
• Photocopying of bids is not permitted.

12.  Can a bid be rejected at the opening?

• Bids may be rejected at the table if the proper paperwork is not included or signed .
• All late bids are automatically rejected. The bid must be in the Controller's Office by the date and time specified in the bid package.

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13.  When and how are proposals awarded?

• Bids are not awarded at the opening.
• The bids are tabulated in the Procurement Bureau and sent to the user department for recommendation.
• Bids are awarded to the lowest responsible bidder who meets all of the specifications of the proposal for products and/or services as required.

14.  If I am awarded the contract, what can I expect?

• Vendor papers will be sent to you as the awardee of a proposal. These papers include a checklist, samples and an explanation of any additional paperwork required.
• An appointment due date will be indicated for the return of the paperwork along with the buyer's name and phone number.

15.  Can I change my prices or rescind a contract awarded to me?

• When you are awarded a contract, you cannot rescind your bid. All bids are held firm for the duration of the contract.

16.  What happens if my job performance of an awarded contract does not meet City expectations?

• Once you are awarded a contract, you are legally required to fulfill the specifications of the contract.
• If you do not fulfill the specifications, the user department will complete a vendor complaint form and forward it to the Procurement Bureau for the appropriate action to be taken.
• The Procurement Bureau will inform you by letter of the complaint and ask that you respond with a solution.
• If the complaint continues, a meeting will be scheduled with you, representatives of the user department and the Procurement Bureau to discuss a solution.
• You must provide the services or commodities you bid at your bid prices with no exceptions.
• Delivery of the services or commodities must adhere to the terms and conditions of the contract.  Any delay in providing these commodities or services could result in penalties and/or legal action.

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CONSTRUCTION PROJECTS HELPFUL QUESTIONS AND ANSWERS

1.  Is the bid procedure the same for construction projects as other City proposals?

• Construction projects are advertised in the classified section of the newspaper; however, there is a charge for all bid proposals.
• Construction projects are available in Room 502 of the City-County Building at the Procurement Bureau, Monday through Friday, between 8:00 AM and 4:30 PM (use elevators on the Ross Street side of the building). You can bring your check or money order and pick up the plans and specifications immediately after the project is advertised.
• You can mail in your check or money order for the appropriate amount. Once it is received by the Procurement Bureau, the plans and/or specifications will be sent to you. Mailing fees can be charged to your charge card. All projects are sent priority mail.

2.  What is the amount charged for construction packages?

• There is a non-refundable charge for the plans and specifications of construction projects.
• The cost varies according to the complexity of the proposed project. The amount is stated in the newspaper advertisement and on the top of the proposal instruction form.
• All checks and money orders must be made payable to the Treasurer, City of Pittsburgh.

3.  What can I expect at a pre-bid construction meeting?

• This is an informational meeting. It defines the scope of work to be completed. Your attendance is encouraged.
• A pre-bid meeting is usually held in the Bureau of Transportation and Engineering. The pre-bid meeting date, time and exact location are stated in the newspaper advertisement.

4.  Are bid bonds required for construction projects?

• Bid bond information is provided in each construction project package. The requirements of a bond will depend on the amount of your bid proposal.

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5.  Where should I call if I have questions about a construction project proposal?

• You may call the Procurement Bureau at 412-255-2485, if you have questions regarding a project.
• If your questions are technical in nature, you should call the Bureau of Transportation and Engineering at 412-255-8859.

6.  Is the award process the same for construction projects?

• The award process is basically the same. The proposal is not awarded at the opening.
• The bids are tabulated and sent to the Bureau of Transportation and Engineering for a recommendation.
• Bids are awarded to the lowest responsible bidder who meets all specifications of the proposal.

7.  What is a pre-construction meeting?

• A meeting held with the awarded contractor of a project to schedule the work, and to discuss any questions the contractor may have regarding the construction project.

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