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Bachelor's degree, from an accredited college or university, in Business Administration, Public Administration or related field, plus a minimum of seven (7) years of progressive public procurement experience. An Associate degree from an accredited college or university in Business Administration, Public Administration or related field plus eleven (11) years of progressive public procurement experience will also be considered. Three (3) years of supervisor/management experience also required.
Must be well versed and experienced in training others on complex solicitation types, to included IFB/ITB, RFP, RFQ and Design-Build. Thorough knowledge of all other types of procurement for various commodities and services utilized by government agencies, including construction services, professional services, engineering services, and grant-funded services, is also required. Must have knowledge of rules and regulations regarding procurement and expenditure of federal, state and local grant funds. Must possess a valid Florida's Driver's License and have and maintain an acceptable driving record.
Special Requirement:
Buyer level or above certification in purchasing required from a nationally recognized purchasing association, such as a Certified Professional Public Buyer (CPPB) or NIGP Certified Procurement Professional (NIGP-CPP). Certified Public Procurement Officer (CPPO) preferred.
Under limited supervision, consistent with the strategic priorities of the City, performs professional work in the planning, organization, development and coordination of procurement activities. Serves as the principal public procurement official for the City and is responsible for the procurement of goods, supplies and services in accordance with applicable federal, state and local laws, ordinances, rules and regulations. Work include providing professional support and sound contractual advice involving contractual services, consultants, equipment, supplies, construction, capital improvements and other applicable activities as well as planning, developing and implementing policy and procedures for negotiating and entering into contracts to procure services, including professional and construction, supplies and equipment for City departments at prices and quality standards that best benefit the City. Reviews and evaluates complex bid specifications; reviews bid replies and proposals; awards procurement contracts; and administers contracts for materials, supplies and/or services. Supervises a staff of professional, technical and clerical personnel. Considerable independent judgment and initiative are required in performing assigned duties. Tact and courtesy are required in contact with City Officials, department heads, and the public. Reports to the Deputy City Manager.
ESSENTIAL JOB FUNCTIONS
Procure or supervise the timely procurement of all goods, supplies and services needed, in accordance with all applicable federal, state and local laws, policies and procedures. Maintain the integrity of the public procurement process.
Ensure compliance with all applicable laws and procurement policies and procedures by reviewing and monitoring procurements conducted by any designee, department, agency or official.
Recommend policies to the legislative body regarding the procurement of goods, supplies and services.
Ensure procurement practices are consistent, open, and designed to encourage maximum competition and best value procurements.
Research market sources and vendors to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
Prepare and issue solicitation documents. Writes proper RFP, contract and bid documents for various services and commodities that affect the City's operations.
Receive and evaluate proposals and bids; award or recommend the award of contracts to the legislative body.
Conduct negotiations with suppliers on proposals, contracts and contract claims. Execute contracts on behalf of the City.
Establish standard contract clauses for use in contracts, solicitations, and purchase orders.
Prepare or supervise the preparation of contractual documents with suppliers.
Review and execute contracts, purchase orders, change orders and other documents within authority as defined in City Code of Ordinance.
Formulate, in conjunction with using departments, short-term and long-term strategic procurement plans in order to maximize buying power and minimize inefficiencies.
Continuously review policies and procedures governing procurement in order to improve upon and standardize the processes. Develops and recommends policies regarding City-wide procurement.
Select, hire, supervise and evaluate subordinate staff; review performance reviews prepared by subordinates and rate employee performance; exercise authority for department personnel actions consistent with established personnel rules, and all other applicable rules and regulations.
Delegate authority and assign work to subordinate staff commensurate with their qualifications and existing workload. Review the work of staff to ensure compliance with applicable laws, policies and procedures.
Conduct training of government employees in the procedures and techniques required in the performance of their duties. Assist staff by providing technical guidance and direction.
Serve as public procurement advisor and technical expert to management.
Establish and supervise a contract administration system designed to ensure that contractors are performing in accordance with the terms and conditions of their contracts.
Develop, recommend and monitor the departmental budget. Assists with City-wide budget and cost analysis for services and commodities, annually and mid-year.
Effectively communicate procurement policies and procedures to personnel and interpret said policies and procedures as necessary.
Maintain open communications with the supplier community to provide a comprehensive understanding of the procurement practices and maintain supplier confidence.
Make determinations with respect to bid protests or contract claims.
Suspend or debar persons for cause from consideration of award of contracts.
Prepare or direct the preparation of reports which accurately represent the department's activities.
Represent the department/City to other governmental departments, other public agencies, suppliers, and the legislative body.
Designate surplus supplies and supervise their selling, trading, or disposal.
Establish and maintain programs for the inspection, testing and acceptance of supplies and services.
Prescribe operational procedures governing the procurement functions, and the disposal, transfer and reutilization of personal property and equipment, consistent with all applicable laws, policies and rules.
Develop and align the strategic priorities of the department consistent with those of the City.
Researches and ensures adherence to legal aspects of procurement requirements, including State statutes, Federal guidelines, City ordinances, policies and procedures.
Works directly with the City Attorney, City Manager, Assistant City Manager, and various Department heads in reference to contracts, RFP's and bid issues.
Coordinates work of Procurement Department with other Departments to prevent delays in the required action or to improve services to the public.
Interviews vendors at their request or for research purposes; solves problems related to vendor/bidder disputes and Departments.
Writes bids and RFP recommendations to the City Manager for processing to the City Council.
Prepares legislative memorandums and presentations for City Council and has high public speaking comfort level in presenting procurement-related information.
Serves as the procurement representative on the City’s fraud, waste and abuse committee.
Responsible for providing high-quality, responsive customer service to both internal and external customers of the department. Expected to promote interdepartmental collaboration, build employee morale, and foster a workplace culture of integrity.
Monitors internal controls for fraud, errors, and omissions within the department.
ADDITIONAL JOB FUNCTIONS Attends conferences, seminars, workshops, classes, lectures, etc., and reviews professional literature, as appropriate, to enhance and maintain knowledge of trends and developments in the field of government procurement; networks with other agencies for cooperative procurement ventures. Perform other related duties to ensure the accomplishment of the strategic priorities of the government.
This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.
