Position Summary
The Procurement & Contracts Manager is responsible for managing the County's procurement and contract administration programs and serves as the County's subject matter expert on public procurement. This position provides strategic leadership for procurement planning, contract administration, capital project procurement, and purchasing compliance while ensuring adherence to the Virginia Public Procurement Act (VPPA), County policies, and applicable federal and state regulations.
This position exercises significant independent judgment in the administration of the County's procurement and contract administration programs. Pursuant to County procurement policy, the County Administrator serves as the Purchasing Agent and may delegate purchasing authority upon approval by the Board of Supervisors. The position independently evaluates procurement strategies, determines appropriate solicitation methods, negotiates contractual terms, resolves procurement issues, and advises County leadership regarding procurement risk, compliance, and best practices.
Essential Functions
Procurement Administration
- Serve as the subject matter expert for all procurement matters.
- Manage and administer the County's centralized procurement program in accordance with the VPPA, County policies, and applicable state and federal regulations.
- Determine the appropriate procurement method for goods, services, professional services, and construction projects.
- Lead and oversee formal and informal procurement processes, including the solicitation of quotes, Invitations for Bids (IFBs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and the development and utilization of appropriate cooperative purchasing agreements.
- Develop procurement strategies that maximize competition, reduce risk, and achieve the best value for the County.
- Provide feedback and viable alternative solutions, if necessary, to departments when strategizing how to best meet their procurement needs.
- Review and or implement procurement needs for completeness, compliance, funding availability, and the correct procurement methodology, as necessary.
- Monitor all procurement activities to ensure compliance with applicable laws, policies, and internal controls.
- Identify opportunities to improve procurement efficiency, consistency, and customer service.
Contract Administration
- Manage the County's contract administration program from solicitation through contract closeout.
- Draft, review, negotiate, and administer contracts, amendments, renewals, and change orders with direct input and coordination with the end-user department.
- Frequently attends Board of Supervisors meetings to secure approval to award contracts
- Ensure contract compliance with insurance, bonding, licensing, and regulatory requirements.
- Coordinate contract administration activities with departments, vendors, consultants, and the County Attorney.
- Assist in documenting and resolving contractual disputes and performance issues.
Capital Projects and Strategic Procurement
- Lead procurement activities for capital improvement projects, including construction, architectural and engineering services, equipment acquisitions, and related professional services.
- Support the development and annual updates of the County's Capital Improvement Program and Capital Budget.
- Coordinate procurement schedules to support timely delivery of capital projects.
- Advise project managers regarding procurement planning and contract administration.
Policy Development and Compliance
- Develop, recommend, and implement procurement policies, procedures, standard documents, and best practices. Provide updates to the Finance Director regarding procurement trends, changes to applicable codes and legislation, and benchmark policies and procedures with peer organizations.
- Monitor legislative and regulatory changes affecting public procurement.
- Conduct procurement compliance reviews and recommend corrective actions when necessary.
- Prepare reports and recommendations for executive leadership and the Board of Supervisors.
- Develop procurement performance measures and recommend process improvements.
Advisory and Organizational Support
- Serve as the County's principal procurement advisor to departments and constitutional officers.
- Provide technical guidance and training to County staff regarding procurement laws, policies, and procedures.
- Coordinate evaluation committees and facilitate proposal evaluations and negotiations.
- Represent the County in meetings with vendors, consultants, governmental agencies, and professional organizations.
Risk Management and Asset Administration
- Administer the County's property and casualty insurance program, including policy procurement, renewals, claims administration, and coverage analysis.
- Coordinate disposal of surplus property in accordance with applicable laws and County policy.
- Oversee procurement-related aspects of the County's fixed asset program.
- Coordinate vehicle titling, registration, and related administrative requirements.
Other Duties
- Perform related work as assigned.
Note: This is not an exhaustive list of duties. The County reserves the right to modify job duties or assign additional responsibilities as needed.=
Minimum Qualifications
Education
- Bachelor's degree in Public Administration, Business Administration, Finance, Accounting, Supply Chain Management, Government Administration, or a closely related field.
- Equivalent combinations of education and progressively responsible experience may be considered.
Experience
- Five (5) years of progressively responsible experience in governmental procurement, contract administration, or public purchasing, including experience administering formal competitive procurements under the Virginia Public Procurement Act or comparable public procurement laws.
- Experience with capital construction procurement and contract administration is highly desirable.
Preferred Qualifications
- Certified Professional Public Buyer (CPPB)
- Certified Public Procurement Officer (CPPO)
- Virginia Contracting Associate (VCA)
- Virginia Contracting Officer (VCO)
- Experience with local government budgeting
- Experience with ERP financial systems
- Experience administering federally funded procurements
Knowledge, Skills, and Abilities
Comprehensive knowledge of:
- Virginia Public Procurement Act
- Public contracting principles
- Government purchasing methods
- Contract administration
- Capital project procurement
- Construction procurement
- Cooperative purchasing
- Public finance and budgeting principles
- Risk management and insurance administration
Demonstrated ability to:
- Interpret statutes, regulations, contracts, and legal documents.
- Analyze complex procurement issues and recommend practical solutions.
- Negotiate contracts and resolve procurement-related issues.
- Develop procurement policies and operational procedures.
- Exercise sound independent judgment.
- Build effective working relationships with elected officials, department directors, vendors, attorneys, consultants, and the public.
- Communicate effectively both orally and in writing.
Working Conditions and Disclaimer
Work requires frequent sitting, standing, and walking, with occasional exertion of up to 25 pounds.
Work involves preparing and analyzing data, operating standard office equipment, and engaging in regular communication.
Work is typically performed in a business office setting with occasional field visits, which may involve exposure to outdoor weather conditions and uneven terrain.
The above information has been designed to indicate the general nature and level of work performance by employees with this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications as required of employees assigned to this position.
In compliance with the Americans with Disabilities Act, Orange County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
General Acknowledgement: The employee is expected to comply with all County policies and procedures and to consistently demonstrate adherence through their conduct. As a representative of Orange County, the employee is also expected to serve as a role model by upholding the highest standards of professionalism and integrity in accordance with these policies.
Orange County is an equal opportunity employer. Orange County does not discriminate or allow discrimination on the basis of race, color, sex, national origin, religion, age, disability, marital status, sexual orientation, veteran status, or any other protected class as established by law.
Pay: $72,000.00 - $88,824.00 per year
Benefits:
- Dental insurance
- Disability insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Education:
Experience:
- Contract management: 5 years (Preferred)
Ability to Commute:
- Orange, VA 22960 (Required)
Work Location: In person
