Compiles, develops, prepares, edits and reviews proposal, bid and final contract document packages for general quality; consistency and compliance with City policy and State requirements; completeness, correctness and documentation; and coordinates the document review process with other involved departments and divisions and presentation to Council as needed.
Determines appropriate method of solicitation in accordance with applicable City Ordinances and State Statutes.
Prepares Invitations to Bid (ITB) and Requests for Proposal (RFP) packages over formal bid threshold, i.e., bid invitations, official bid proposals, security bid forms, special conditions, sworn statements, addendums when applicable.
Develops, prepares and releases procurement documents, public notices, letters, advertisements and other requests for the division through appropriate communication portals and within required timelines.
Researches information, such as the status of purchase orders or other related documentation, for other city departments.
Acts as primary point of contact throughout the procurement cycle for City Staff and contractors for procurement planning, interpretation of contract language, problem resolution concerning contractual obligations, and processing sales and receipts of monies associated with RFP's, bid packages, and vendor registration.
Negotiates contracts, manages the preparation of new and replacement contracts and purchase orders. Plans format, minimum performance measures, timelines of projects.
Liaises at procurement-related committee meetings to facilitate or advise on purchasing procedures, timelines, documentation, and foster cooperation.
Presides at pre-bid conferences, addresses inquiries, delivers copies of bids or related documents to department heads and relevant personnel.
Conducts bid openings for projects over the formal bid threshold in accordance with City Ordinances and State Statutes; reviews requirements and responsiveness, negotiates best price and/or service, and records results.
Reviews requisitions, specifications, statements of need, statements of objectives, and scopes of work to ensure they promote competitive solicitation and best value.
Creates and updates vendor files, purchase orders and potential vendor information.
May perform various post-award contract administration as directed by the Procurement Manager. May participate in pre-construction conferences and assist with conflict resolution.
Performs other related duties as required.
Education and Experience
Bachelor's degree from an accredited college or university in Accounting, Finance or Business; or Associate's degree from an accredited college or university in Accounting, Finance or Business and four (4) additional years of related experience; or High School Diploma/GED and eight (8) additional years of related experience.
Five (5) years of experience in increasingly responsible experience in purchasing administration utilizing competitive bidding system, RFQ, and RFP.
Licenses or Certifications
OTHER JOB REQUIREMENTS
Public procurement experience.
Certified Professional Public Buyer.
ADDITIONAL MINIMUM QUALIFICATIONS REQUIRED: KNOWLEDGE, SKILLS, AND ABILITIES
City, state and federal government policies in regard to procurement.
Financial disciplines and procedures.
Contract monitoring, administration and terminology.
Principles and practices of records management.
Purchasing methods and procedures, i.e., buying, inspection, bid invitations.
Modern office practices and procedures, and basic principles of administration.
Generally accepted accounting principles related to business unit and fund accounting.
Organizing, prioritizing tasks and reviewing results for accuracy and efficiency.
Oral and written communication.
Use of common modern office equipment, i.e., computers, facsimile machines, and copiers and software, i.e., Microsoft Office.
Use of office software.
Relate to people beyond giving and receiving instructions, to include applying consistent courtesy and tact in considerable public contact and/or confrontational situations.
Be adaptable to performing under frequent deadlines and/or in response to emergencies.
Convey a sense of authority and influence.
Apply sound judgment and interpretation based on acquired knowledge in circumstances where limited standardization exists.
Comprehend basic legal principles of contracts and blueprints.
Understand and perform advanced mathematical skills, i.e., graphs, charts, or algebraic principles.
Evaluate functional characteristics (whether similar to or divergent from obvious standards) of bid invitations, specifications, and record files.
Establish and maintain effective working relationships with all levels of City personnel, contacts at various outside agencies and the public.
Research and analyze data to reach sound conclusions.
MINIMUM STANDARDS REQUIRED
WORK ENVIRONMENT/ CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Tasks are performed in a common office environment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods. Tasks may require some unassisted lifting, carrying, pushing and/or pulling of lightweight objects up to 20 pounds. Tasks may require prolonged periods of visual concentration or keyboard/mouse use.
Requires the ability to speak, hear (perceive sound) and/or signal people to convey and exchange information; differentiate between colors or shades of color; read a variety of materials, at times complex; apply principles of rational problem-solving; record and deliver information, explain procedures, issue and follow oral and written instructions; and communicate effectively and efficiently in Standard English.