JOB SUMMARY: This position is responsible for performing intermediate paraprofessional and difficult administrative work involved with procurement activities for the City. The work involves procurement, contracting, and negotiation of services, supplies and equipment in accordance with the City's codes, policies and regulations. The incumbent directly assists the Director of Procurement and other procurement staff and user departments supplying and seeking information on matters related to the procurement of goods and services. The Senior Buyer may manage, advise and offer direction to other divisions and departments relative to procurement activities. The functioning of major projects, programs or facilities or the provision of essential public services or revenue-producing City programs can be affected by procurement activities.
ESSENTIAL JOB FUNCTIONS: Responds to procurement related questions and inquiries from City staff and others; provide information and guidance; investigate complaints and recommend corrective action as necessary. Reviews procurement requests for compliance with established laws, policies, and procedures (e.g., thresholds, accuracy, required attachments and/or references completeness of specifications / requirements, available funds, appropriate approvals; work with user to cure any deficiencies or errors; process requisition into purchase order and/or contract in accordance with City procurement procedures. Conducts market analysis using all readily available resources, including other government agencies' solicitations and contracts, to research and document sources of supply to resolve users' needs, cost and cost factors, price and availability trends, and marketplace challenges. Collaborates with users to develop non-ambiguous, non-proprietary specifications, requirements, or scopes of work; selection / evaluation criteria; and appropriate pricing structures for use in Requests For Quotations (RFQ), Invitation For Bids IFB), Requests for Proposals (RFP), and Requests for Statements of Qualifications (RSQ). Selects the best source selection process, based upon the users' needs and the City Code and procurement policies and procedures. Assists users in preparing justification, documentation, and authorizations for non-competitive procurements; obtains required approvals prior to making recommendations to Director of Procurement, or designee. Plans, develops, and conducts pre-solicitation meetings, site visits, presentations and demonstrations. Conducts public bidopenings and document offers received timely. Analyzes and documents quotes and bids for compliance with specifications, submittal requirements, and prices. Coordinates with Director of Procurement, or designee, on establishing RFP and RSQ evaluation teams. Assists Director of Procurement or designee, with evaluation team processes and meetings. Conducts reference and background investigations on offerors. Verifies bidders/offeror's compliance with insurance, bonding, registration, license, and other legal and contractual requirements before issuing purchase order or contract. Performs cost/price analysis on offers to determine price reasonableness. Analyzes, approves / rejects user's recommendations for award of completed solicitations. Processes requisition into in financial system, obtains signatures on contract documents as required. Ensures a transparent solicitation process and environment that provides for open and fair competition. Coordinates contract management and administration requirements with user and contractor. Follows up and expedites orders whenever necessary to assure minimal disruption in City operations. Collaborates with users and contractors on matters relating to product substitutions, equivalents, schedules, and/or contractor performance problems. Analyzes and documents justifications for any contract modifications requested by user; prepares contract modification documents, obtains approvals and signatures as required; inputs changes to purchase order in financial system. Analyzes, documents, and conducts performance evaluations on contractors' performance. Investigates and resolves routine problems related to procurement, delivery, contract administration and contractor performance. Reviews and analyses assigned contracts for terms, usage, performance, and marketplace changes prior to recommending a contract extension. Obtains and records insurances, bonds, regulatory requirements prior tocontract renewals/extensions Assists user departments with continuation of short and long term contract needs to ensure coverage in goods and services. Assists Director of Procurement in responding to public information disclosure requests. Assists in maintaining financial system databases. Assists Director of Procurement, or designee, with debriefing non-awarded offerors. Analyzes and documents facts and issues raised in a protest, and, prepares a draft response for the Director of Procurement. Analyzes and documents facts and issues raised in a contract dispute, and, prepares a draft response with recommended actions for the Director of Procurement. Develops, prepares, and presents training on assigned procurement and procurement related topics. Maintains and updates procurement logs, databases, and records as required. Creates and modifies documents, spreadsheets, and presentations as required. Assists with stockroom and surplus disposal activities as required.
Education and Experience: Bachelor's degree with major coursework in business, procurement or closely related field; and five (5) years of progressively responsible work in governmental procurement; or any equivalent combination of education and experience.
Special Qualifications: Must possess certification as a Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (C.P.M.), and Certified Professional in Supply Management (CPSM) or Certified Professional Contract Manager (CPCM ) or be able to obtain certification within a reasonable time as determined by the City.