Purchasing and Contracts Manager
ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)DUTIES AND RESPONSIBILITIES: (which are not in any hierarchical order)
- Prepares and evaluates sealed bids, negotiates contracts and makes award recommendations.
- Prepares Requests for Proposals, Requests for Qualifications and Requests for Information; and Invitation to negotiate, evaluates submissions, facilitates committee selection and review, compiles matrixes, negotiates contracts and makes award recommendations.
- Responsible for the disposal, selling, or transfer of all surplus property including the sale or auction of land.
- Prepares detailed reports on procurement activities as required by ordinance and administration.
- Assists in procurement card administration through policy recommendations, monitoring of transactions and reporting.
- Conducts bid openings and pre-conferences for Invitation to Bid, RFP’s, ITN’s and all formal solicitations.
- Administers compliance on awards, compiles addendums, and authorizes Letter of Intent and Notice to Proceed notifications.
- Supervises purchasing and warehouse staff, trains employees on procurement, warehouse, and contract policies and procedures.
- Develops and reviews policies and procedures for all procurement activities to maintain economy and efficiency of operation.
- Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service in a fast pace environment.
- Administers and monitors the Consultant Competitive Negotiation Act (CCNA) program for the pre-qualification of architects and engineers including special requirements for construction bids.
- Creates, maintains, and monitors contracts for disaster preparedness while serving as the Logistics Chair in the event of a disaster, coordinates with FEMA and other agencies.
- Chairs and facilitates meetings for conferences, evaluations, protests and presentations to City Commission, resolves and negotiates all protests in regard to procurement.
- Provides liaison between vendors, contractors, and City officials.
- Thorough knowledge of modern principles and practices of large scale governmental procurement and materials management.
- Thorough knowledge of supply sources, price trends, and market conditions for a wide variety of commodities.
- Thorough knowledge of local, state, and federal regulations governing municipal procurement and sale activities.
- Knowledge of techniques and requirements for preparation of specifications for contractual services, materials, and equipment.
- Knowledge of accounting principles and practices as they relate to budget preparation and administration, and procurement and maintenance of perpetual inventory/record keeping systems.
- Ability to plan, organize, and direct the work of professional, technical and clerical support personnel.
- Ability to analyze commodity requirements, interpret market prices and trends, and apply interpretations to procurement issues.
- Ability to prepare specifications and analyze bids for professional services, materials and complex technical equipment.
- Ability to negotiate contracts for professional services, supplies and equipment.
- Ability to develop and maintain procurement and materials management policies, procedures, and systems.
- Skill in creating and executing complex documents such as Request for Proposals and Invitation to Negotiate.
- Skill in purchasing and warehouse operations.
- Ability to interpret and make decisions in accordance with laws, ordinances, rules, regulations, and policies governing the purchase and contracting of commodities and services for the City.
- Ability to produce and communicate technical documents effectively, both orally and in writing.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
MINIMUM QUALIFICATIONS: Bachelor’s degree from an accredited college or university with a major in Purchasing, Materials Management or a directly related field and five (5) years government procurement or related experience, or any equivalent combination of training and experience. Two (2) years of supervisory/managerial experience, required. Certified Professional Public Buyer, Certified Public Purchasing Officer or Certified Purchasing Manager, required. A valid Florida driver’s license is required. A valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized upon application; with the ability to obtain the State of Florida driver’s license within 30 days from day of appointment.
Last revision: March 2010