Job Title

Job Family

Job Code

Job Exempt

Purchasing Agent III

Seiu_Professional

ABM03

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S12

Salary

$28.28

$36.07

$43.85

Job Description

Performs professional and administrative work in area of contract administration, and procurement of various commodity supplies, services and equipment. Examines estimates of material, equipment, and production costs, performance requirements, and delivery schedules and prepares bids, process specifications, test and progress reports, and other exhibits that may be required. Reviews bids from other firms for conformity to contract requirements and determines acceptable bids. Negotiates contracts and amendments with customers or bidders. May coordinate work of various departments, and may act as liaison between company and subcontractors to implement fulfillment of contracts.

Minimum Qualifications:

Bachelor's Degree in Business Administration or related field, plus four (4) years experience in contract administration, procurement or related field, preferably in a public sector procurement; or an equivalent combination of education, training, and experience. Broad knowledge of procurement regulations, contract law, and all facets of government contracting preferred. Must hold industry standard procurement certification(s) such as CPPB (Certified Public Purchasing Buyer), CPPO (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager), AAP (Accredited Purchasing Practitioner), or CPSM (Certified Professional in Supply Management).

Additional Qualifications for Promotion:

Promotions are not to be considered an automatic function of longevity and are subject to the review and authorization of the Supervisor. The employee’s last performance review must have resulted in an overall rating of Meets standards or better with no factor rating of less than meets.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Creates and formulates bid packages, requests for proposals, request for pre-qualifications, procurement contracts, amendments, and other related documents.

Negotiates with bidder including such items as clarification on conflicting interpretations of the contract, allowance of costs, compensation structure, insurance plans, minority and women-owned business participation and subcontracting programs, contract changes, supplemental agreements, rejection of waiver and/or deviations, and correction of severe performance deficiencies.

Performs various contract management functions, such as verifying evidence of Contractor's progress; reviews and recommends courses of action on Contractor proposals resulting from change orders; mediates delivery schedule changes; monitors Contractor's and user’s compliance with contract, statutory and regulatory provisions.

Develops plans for accomplishment of assigned functions to meet priorities, deadline and implementation goals established by management. Sets priorities and prepares schedules for completion of work. Establishes work standard of performance. Keeps abreast of changes in policies, regulations, and directives to determine effect on overall operations. Evaluates staffing assigned and submits justification and recommendation for changes to supervisor.

Develops Requests for Proposals, Invitations to Bid, Subcontractors, and Multi-Year procurement packages involving contractual services, consultants, equipment, supplies, construction, capital improvements, and federal grants.

Analyzes requests for extensions or amendments to existing contracts and makes recommendations to management for approval.

Conducts pre-bid/proposal conferences, participates in Procurement Committee meetings and oral presentations. Conducts bid and proposal openings.

Formulates and prepares City Council agenda items, term contracts, contract amendments, IFB addenda, change orders, and task authorizations.

Ensures compliance with Chapter 57 of the City Code providing minority and women-owned business maximum feasible opportunity to participate in City's contracts. Travels to contractor locations as required to evaluate changing conditions, to perform necessary audits, and to negotiate solutions to contractual problems. Makes decisions to adequately meet changing economic or business situations and defines newly required strategy to effectively meet business objectives.

Ensures all contract documents are properly executed and current, including insurance certificates, performance and bid bonds, warranties, and agreements and any amendments thereto.

Evaluates bids and proposals to determine most responsive and responsible submittal; evaluates professional services responses, pricing data, scope of services, and contract terms.

Serves as department representative in meetings with professional service firms on selection criteria and evaluation process; liaison to consultants, contractors, vendors and using departments regarding document preparation, policies and procedures. Reviews negotiated change orders to track cumulative contract increases or decreases; reviews amendments/task authorizations and pay requests for conformance to contract terms and conditions.

Works closely with the City Attorney on a variety of legal Contract Administration matters including contractual language and provisions; review of bid/proposal packages; drawing of contracts and resolution of contractual problems. Assists departments in developing award criteria and negotiation of prices for professional service contracts.

Ensures compliance and makes recommendations regarding procurement policies and procedures relating to the Contracts Administration Section. Subsequently reviews, analyzes, and may approve any recommended use of subcontractors.

Reviews and evaluates the adequacy of requisitions; confers with departmental personnel regarding their requirements and available options; recommends substitutions where appropriate. Subsequently purchases commodities, supplies, and equipment in accordance with established policy and purchasing code.

Develops and maintains computerized database for monitoring and tracking of commodity, service, and construction contracts. Prepares and maintains bidder lists by using aforementioned database, vendor files, various cities' Yellow pages, Thomas Register, catalogs, state contracts, vendor lists, contacting known vendors for information, assigned commodities vendor listings, minority commodities listings, and if similar item bid previously, the old bid package.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of contract administration principles, regulations, and procedures to administer a variety of high value, technical and complex contracts.

Knowledge of and skill in the use of negotiation techniques to conduct various negotiations.

Knowledge of cost and price analysis techniques sufficient to compare proposals and bids against previous history, actual expenditures, and established rates to determine an award and/or negotiation position.

Knowledge of business and industry practices to identify factors affecting contractor's cost, and to conduct on-site surveys to assess contractor's ability to perform.

Knowledge of writing techniques to enable facts to be presented clearly in memoranda minutes of meetings, and contract modification and supporting documentation.

Knowledge of One World or comparable financial management information systems.

Ability to develop specifications and evaluate bid proposals.

Ability to negotiate contracts and resolve problems.

Ability to communicate effectively both orally and in writing.

Ability to operate personal computer and procurement software packages.

Ability to establish and maintain effective working relationships with vendors and employees.

Career Promotional Path:

Last performance appraisal must have resulted in an overall rating of Meets Standards or better with no goal rating less than Meets Standards