Job Summary

The purpose of this classification is to procure a variety of goods and services for the County, and to develop and administer contracts pursuant to each purchase in conformance with applicable County policies and State public procurement laws. Work involves the full spectrum of the procurement process, including receiving requests from divisions, determining the most appropriate procurement method, developing specifications and scopes of work, preparing
formal/informal solicitations, evaluating vendor responses, responding to vendor protests of awards, selecting the proper form of contract, drafting contracts with appropriate terms and conditions, maintaining and updating standard contract forms, developing new forms of contract as needed, negotiating contracts with vendors, monitoring and administering established contracts, modifying contracts when warranted and assisting with resolving contract disputes.

Essential Functions

• Receives, reviews, and analyzes procurement requests; discusses purchasing needs, objectives, and any special circumstances or requirements with requesting division(s); and determines most appropriate means of procurement which will ensure compliance with County and State procurement regulations, meet the users' needs, and obtain the best value for the County.
• Reviews and authorizes/rejects purchase (including work order and change order) requisitions or assists with the review of purchase requisitions.
• Ensures completeness and accuracy of purchase orders and that appropriate authorizations and supporting documents are included.
• Analyzes and summarizes data and draws conclusions pertaining to various purchases and procurement strategies.
• Reviews and authorizes/rejects single source purchase requests.
• Ensures that a diligent effort has been made to locate competitive sources and that the purchase is of best value to the County.
• Prepares solicitation packages for Requests for Proposals (RFPs), Invitations for Bids (ITB) and other formal solicitations.
• Writes and/or assists divisions with developing technical specifications and scopes for desired products and/or services; and meets with users and division personnel to verify that specifications/scopes are consistent with end-user demands.
• Ensures that all solicitations comply with applicable regulations, that they consider current market conditions; and that they will elicit competitive bids/proposals from a variety of vendors.
• Prepares addenda to solicitations as necessary.
• Organizes and conducts pre-proposal and pre-bid conferences; and serves as point-of-contact with prospective vendors submitting proposals and bids.
• Conducts public openings and preliminary reviews of proposals meetings; organizes selection committees and presides over committee meetings to evaluate
  bids/proposals and select a vendor.
• Prepares award documents to notify vendors of successful bids; develops, negotiates, and administers contracts with selected vendors; and prepares contract-related documentation.
• Ensures bid openings, proposal closings, evaluation/selection meetings and activities comply with applicable regulations.
• Responds to questions, complaints, formal protests, and disputes to minimize conflicts resulting from the procurement process; presents and defends procurement decisions; maintains a file documenting procurement process and decisions.
• Provides guidance and direction to County managers and department heads regarding all phases of the procurement process and related activities.
• Researches and resolves complaints from users regarding procured products or services; serves as liaison between vendors and division product/service users.
• Works with finance personnel in researching and resolving financial and/or accounting questions which pertain to procurement activities.
• Conducts market and vendor research.
• Interviews prospective bidders to update existing knowledge of marketing conditions and technical knowledge; investigates and develops new sources of supply to enhance competition.
• Maintains lists of vendors, prices, resources, and suppliers.
• Leads assigned technical and clerical staff, including assigning duties, reviewing assignments, and coordinating work activities.
• Monitors performance of various contractors and consultants to ensure compliance and anticipate and plan for future appropriate actions.
• Reviews, approves, or intervenes regarding the processing of vendor pay requests to confirm compliance against contract terms and conditions.
• Reviews, analyzes, creates, and maintains standard contract language, forms, and related documents.
• Plans, initiates, and conducts strategic contract negotiations.
• Drafts (or reviews) negotiates and processes contract modifications such as change orders, amendments, and supplemental agreements.
• Prepares or reviews nonstandard contracts for review and approval by County Attorney.
• Prepares, implements, and updates contract related procedures pertaining to all Board of County Commissioner divisions.
• Interprets purchasing policies and procedures to contractors, consultants, and vendors.
• Monitors and quantifies contractor/vendor performance.
• Handles contractor/vendor performance issues at the division level through telephone calls, email, letters, and/or direct contact.
• Directs complex contractor/vendor performance issues to the County Attorney's Office.
• Researches, investigates, initiates, and coordinates the assertions and defenses of contract claims with end users, contractors, vendors, consultants, and legal counsel.
• Assists divisions with resolution of contract disputes including answering questions and/or directly intervening on behalf of the division with the appropriate parties.
• Attends initial pre construction meetings for construction projects. Participates in acquisition planning activities for large projects and annual work schedules.
• Receives reviews and processes emergency purchase orders and emergency contract changes.
• Prepares and maintains required documentation.
• Develops and delivers customer-oriented procurement-related training curriculum for County staff, vendors, and the public.
• Copies and distributes production and training-related documents to division within the Board of County Commissioner.
• Act as a liaison with the Risk Management Division, Finance Department, and the Office of the County Attorney.
• Establishes and maintains files and records of assigned contract activities; prepares correspondence and letters; and responds to routine vendor/contractor inquiries.
• Prepares summaries and reports of purchasing/contract activities as requested.
• Processes closeouts for each assigned contract once all terms and conditions are satisfied.
• Assists with the transfer, sale, and disposition of surplus property.
• Assists with the administration of the County's purchasing card program.

Minimum Qualifications

• Bachelor's degree required.
• Four (4) years of related experience.
• Candidates without a degree should possess four (4) additional years of related experience.
• Fingerprinting Required.

Supplemental information

• Salary offers above the minimum pay grade may be considered based on qualifications.
• Essential Employees may be required to work during an undeclared or declared emergency. The County’s Administrative Office will determine who will be required to work on an incident-by-incident basis.
• This job posting is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position.