Procurement Analyst

Job Introduction

Employees in this class run formal public solicitations for the City of Tampa serving mid-level class within the Purchasing Department. You will write and advertise ITBs and RFPs, preside over pre-bid conferences, evaluate responses for responsiveness and responsibility, draft City Council award resolutions, and administer citywide term contracts.


Nature Of Work


An employee in this class is responsible for managing all procurement activity within assigned classifications. Tasks are of more than average difficulty and include forecasting requirements through analysis of historical data; researching and forecasting of market trends; developing advantageous contracts; reviewing and developing specifications; advertising and awarding of bids and contracts; and initiation of authorizing City Council resolutions. In addition, employees in this class are responsible for research and analysis of all commodity classifications and various other comparative purchasing analyses. Tasks are of considerable difficulty and include development of forecasting and analytical methods, design and preparation of reports, use of specialized software programs, recommendation of improved methods, and preparing/developing procedures. Under general supervision, employees are required to exercise considerable initiative and independent judgment. Work is reviewed through observation, conferences, documents, and reports submitted.


Examples of Duties

Reviews historical data for each assigned commodity class and develops management plan to provide advantageous prices and expeditious delivery through an effective balance of term contracts, blanket purchase orders, and open-market purchases.


Administers city-wide contracts through review of vendor performance and delivery history; develops advantageous contract terms and conditions; determines whether it is in the best interest of the city to renew or re-bid contracts; assures that contracts are properly executed; maintains contract files.


Reviews user department generated requests for the procurement of goods and services; recommends changes or substitutions, when necessary, to reduce cost, improve quality and/or facilitate delivery; reviews specifications for competitiveness, fitness for purpose, and format; reviews single source requests for validity, recommending other sources where appropriate; reviews blanket purchase order requests for reasonableness, recommending alternative methods when advantageous for the city.


Advertises formal bids and solicits quotations; determines when pre-bid conferences are required and presides over them, analyzes bids to assure compliance with City Charter, bidding laws, and purchasing procedures; reviews bid submissions and/or samples to assure that purchases comply with specifications and requirements; initiates authorizing resolutions for Purchasing Director, Mayor, and City Council approval.


Interviews vendors and their representatives; continually develops the Women/Minority Business Enterprises (W/MBE) vendor list, referring potential candidates to the W/MBE office for certification; develops reliable suppliers by constant evaluation of service and performance.


Acts expeditiously, in emergencies, to secure required goods or services, soliciting competitive quotations, when practical; requires and reviews emergency documentation; prepares approving resolution for the Purchasing Director, Mayor, and City Council approval.


Reviews and analyzes total procurement activity within and across commodity classifications; designs analytical reports for the use of management and lower-level procurement personnel; develops analytical techniques.


Consults with responsible procurement personnel regarding contractual coverage, market conditions, market forecasting, competition, and W/MBE development within commodity classifications.


Completes various special assignments as requested by management.

Performs related work as required.

Knowledge, Skills & Abilities

Extensive knowledge of : the principles, ethical standards and priorities of governmental purchasing; municipal purchasing laws, City Charter, City Code, regulations, and procedures; grades, qualities, supply sources, and market factors for commodities and equipment frequently required by large municipalities; computer technology and use; specialized analytical software packages.


Considerable knowledge of : anti-trust laws and contract law under the Uniform Commercial Code; economic and financial principles.

Ability to : develop, prepare and present detailed analytical reports for management use; analyze detailed historical purchasing data; prepare and present meaningful summary reports; prepare detailed management plans for assigned classes; prepare clear, concise business correspondence and management reports; review the work of others, acting as consultant to department personnel engaged in purchasing activities; perform value analysis, forecasting, statistical, and economic computations; conduct and preside over small and large meetings; establish and maintain effective working relationships with City employees, officials, bidders, vendors, and other governmental agencies.

Physical Requirements


Mostly sedentary, indoors, requires extended use of computer, typing and viewing monitor.


Minimum Qualifications

Graduation from an accredited college or university with a bachelor's degree plus three (3) years of professional purchasing experience drafting and administering formal competitive solicitations (ITB, RFP, RFQ or equivalent) in a public-sector or regulated procurement environment; with equivalent education/experience combinations allowed year-for-year with a current CPPB, CPPO, or NIGP-CPP and/or UPPCC certifications, which can substitute for a portion of the education.


OR


An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.

Licenses or Certifications

Candidates who have run competitive solicitations in a public agency or a regulated environment preferred.


Certification through the National Institute of Public Procurement (NIGP) or the Universal Public Procurement Certification Council (UPPCC) is highly recommended.


Possession of a valid Florida driver's license required.

Examination


Evaluation of education and experience. Drug testing is included in all pre-employment processing.


Comments


Employees may be required to work rotating shifts, including nights, weekends, holidays, and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.


Conclusion

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