Procurement Specialist

Job Duties and Responsibilities

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
 
Reviews formal and informal bid specifications to ensure consistency with department objectives and that competition is not restricted.

Confers with City departments to determine purchasing needs and prepares specifications and formal Request for Proposals (RFP), Request for Qualifications (RFQ), and Invitation to

Bids (ITB), for the purchase of goods and services.

Schedules, advertises, facilitates and records pre-bid/pre-proposal conferences and evaluation committee meetings.

Prepares tabulations and evaluates bids and proposals received for compliance with City solicitations and the Procurement Code and makes recommendations regarding bids and acceptance of the best option available.

Coordinates numerous activities required to complete large purchasing transactions with City departments.

Receives, examines, and processes departmental requisitions for routine and non-routine goods and services.

Reviews emergency requests, investigates sole source purchases and makes recommendations for awards.

Prepares and writes Commission Memos and Resolutions for bid and proposal award recommendations.

Reviews contracts and leases to ensure consistency with Resolutions, solicitations and applicable governing laws and ordinances in preparation for contract and lease execution.

Expedites the delivery of goods and services and evaluates vendor performance based on knowledge of prices, delivery execution, and feedback received from using departments.

Assists with coordinating construction, design and professional service contracts, and competitive negotiations, including but not limited to construction management at risk and design/build.

Completes purchasing transactions associated with the procurement of construction and construction related services.

Analyzes buying patterns and reviews alternative sources, surveys markets to determine best source, new sources, market conditions and trends.

Provides training and guidance to City personnel and vendors regarding the City’s rules, regulations and ordinances as they relate to proper purchasing procedures.

Attends meetings and conferences as directed on behalf of the Procurement Division.

Makes recommendations regarding administrative policies and procedures.    

Reviews, analyzes and resolves complex purchasing problems and transactions.

Reviews repetitive purchases for incorporation into contracts which are economically advantageous, such as consolidating annual requirements for commodities common to several City departments.

Tracks contracts approaching the end of their term and coordinates renewal/re-bid with departments.

Handles special projects, as assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer.

Assists in the disposition of surplus equipment and property.

Assists in the annual year-end closing process, including inventory activities as applicable.

Prepares a variety of comprehensive reports.

Maintains good working relationships with and provides excellent customer service to vendors, City employees, the general public and other agencies.

Performs other related tasks as required.