The City of Bend is currently accepting applications for one (1) regular, full-time Procurement & Public Contracts Manager. This is a non-represented and FLSA exempt (overtime ineligible) position. Position Overview Directs assigned operational support aspects of Procurement and Public Contracts, leads division-wide initiatives, and has direct oversight of the City’s centralized procurement program for the purchase of a wide range of services, goods, equipment and construction and professional services. Provides technical expertise including researching materials and sources, reviewing bid packages, and preparing routine to complex requests for proposal (RFPs) and contracts. Oversees and ensures compliance with municipal purchasing policies and regulations. Supports unified objectives for multiple departments as a centralized function. Full posting available at www.governmentjobs.com
RequirementsDuties and Responsibilities The individual in this position is expected to engage in the following work-related activities. Leads the development and implementation of the goals, objectives and priorities for the Purchasing and Public Contracts division, including establishing work plans, monitoring progress and project managing multi-program initiatives. Serves as a liaison between Purchasing and Public Contracts and other City departments and outside agencies; maintains high-level contact with others across the organization with others in key positions, including areas within the community, government, business leaders, media and dignitaries. Responsible for developing and administrating recommended budget the Purchasing and Public Contracts division, with minimal restrictions or prescribed parameters; takes the lead on establishing and monitoring against the division’s budget, including reporting and related accounting functions. Has accountability for all expenses within an organizational unit and reporting concerns regarding meeting budget goals. Responsible for direct oversight of staff and activities of assigned administrative staff within the division. Represents the Procurement & Public Contracts Division in meetings, committees and conferences including important contract negotiations; continually promotes positive external brand. Ensures programs and projects remain within expected costs and evaluates proposed projects and programs and assists in establishing priorities in conjunction with budgets. Administers the City’s purchasing code. Conducts research of government procurement regulations and requirements. Coordinates with City Attorney’s Office to implement required policies, practices and procedures. Reviews all city departments’ purchasing activities, instructs and assists departments in complying with policies, practices and procedures. Ensures City procurement activities are conducted in a consistent manner and in compliance with applicable regulations. Identifies and recommends improvements to procurement policies, procedures and systems. Prepares or participates in the preparation of routine to complex requests for proposal, requests for qualifications, and bid packages for construction and professional services and equipment purchases. Provides advanced technical expertise in developing specifications and bid requirements. Conducts and coordinates bid processes including development of bidder lists, advertising of bid openings, identifying qualified bidders, evaluating proposals and making recommendations on vendor selection, and performing other related activities. Prepares and/or coordinates the preparation of construction, professional services and equipment contracts. Coordinates with City Attorney’s office to ensure appropriate terms and conditions and other legal clauses for individual contracts. Ensures contracts adhere to applicable approval processes. Ensures contractor or professional service provider compliance with bonding, licensing, wage and insurance requirements. Ensures vehicles, equipment and other inventory purchased are properly licensed, insured, tagged and tracked. Ensures compliance with federal and state grant requirements related to procurement of goods and services funded with grant funds. Works collaboratively with all city departments on contract changes, resolving contract or vendor issues, identifying contracts that exceed budget, determining compliance for sole sourcing and other concerns to ensure compliance with applicable policies and procedures. Maintains and updates purchasing, construction and other project files to support compliance with purchasing regulations and bid processes. Ensures all necessary documentation is filed in an organized manner. Prepares and processes purchase requisitions that exceed the purchasing limits of departments. Reviews purchase requisitions prepared by departments. Maintains the integrity of the City’s electronic procurement system, reviews and verifies coding, descriptions and other data entered to ensure accuracy and completeness of data and efficient delivery of services. Maintains contacts with vendors to keep current on costs, products and changes in the market. Negotiates with vendors to obtain the best prices. Evaluates vendor performance. Identifies cooperative purchasing opportunities or other purchasing arrangements that are beneficial to the city. Prepares and presents management reports on procurement data and issues, and identifies trends and practices in procurement. Keeps supervisor informed on a proactive basis regarding procurement issues and trends. Provides training and support to departments on purchasing practices and procedures and use of the city’s electronic procurement system. Complies with safety requirements of the position and actively promotes safe work practices. In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities and infrastructure. Other related duties as assigned. Managerial Responsibility This position is a management position which encompasses managerial responsibility, including the following tasks. Directly manage all team members, including training, assigning and directing work, evaluating performance, disciplining as necessary, and addressing employee concerns and grievances. Provide team members with regular feedback on performance, including frequent informal feedback, annual performance reviews, assisting with professional development, and making recommendations for employee separations, promotions or special assignments. Participate in the recruitment of new employees, including interviewing and making hiring recommendations/ decisions and compensation recommendations. Disseminate, implement, and enforce organization and team standards, policies, and procedures, including providing proper guidance to those carrying out related duties. Knowledge, Skills and Qualifications Skill Profile The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities. Maintain working knowledge of governmental procurement principles and practices, competitive bidding requirements. Maintain working knowledge of contract administration and maintenance principles and practices; applicable Federal, State, and local laws, rules, regulations, and codes. Maintain working knowledge of principles and practices or effective negotiation; and governmental accounting practices and processes. Maintain working knowledge of fundamental elements and best practices for preparing operational budgets. Maintain working knowledge of effective forecasting analysis, economic trends and strategic planning principals. Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction. Maintain a high degree of confidentiality, facilitation skills as well as transactional communication and active listening skills. Prepare, read, analyze and interpret policy documents as well as complex financial reports and statements supported by statistical data and other documentation. Manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others. Work independently with minimum direction while also working as part of a team and collaborating with others. Demonstrate a high attention to detail. Maintain working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment. Ability Requirements The following capabilities are required to perform the essential functions of this position. Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person. Understand, remember, communicate and apply complex oral and/or written instructions and factual information. Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time. Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects. Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals. Work is generally performed in an office setting with travel required to off-site locations. Ability to occasionally travel locally and regionally. Education, Experience, Certifications and/or Licenses The following are the minimum qualifications for this position. Bachelor’s degree (B.A./B.S.) from a four-year college or university in Finance, Accounting or Business or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description. 6 to 8 years’ experience in a similar position and/or performing similar tasks 4 to 6 years of people management experience. Certified Public Purchasing Officer (CPPO), Certified Professional Public Buyer (CPPB), or Certified Procurement Professional (CPP) certifications are desirable. Current and valid Driver's license per City policies outlined in the Employee Handbook. Diversity & Equal Opportunity Employer Statement The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion. At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.
Application ProcessTo be considered for this position, applicants must have a complete application that includes all of the following items: The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings) Attached formal Cover Letter (required) Attached formal Resume (required) Attached valid Credentials, Certifications and Licensing (if applicable) Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. Applications received by Monday, November 28, 2022 (11/28/2022) at 12:00 pm (noon) PST will receive preference for initial review, but position shall be Open Until Filled. The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion. At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and Oregon Equal Pay Act.
Name: Meghan Goss
Closing Date: November 28, 2022