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Procurement Specialist

3 months ago

Cincinnati, United States Metro Full time

Metro is seeking a Procurement Specialist to solicit, procure and administer contracts for goods and services, including construction. The specialist prepares and issues requests for proposals and invitations for bids, receives and evaluates offers, negotiates proposals and sole source procurements, and prepares contract documents and purchase orders. The Procurement Specialist will work with project managers to monitor contractor performance as well as maintaining files and records documenting the history of procurements and contract performance.

ESSENTIAL FUNCTIONS

  • Acquire the highest quality goods and services at reasonable prices, utilizing appropriate procurement methods.
  • Review scopes, specifications, independent cost estimates and sole source justifications for compliance with SORTA, State of Ohio and Federal Transit Administration (FTA) requirements.
  • Research potential vendor sources and ensure that the greatest feasible extent of competition is obtained.
  • Work with SORTA's DBE Officer to establish goals for Disadvantaged Business Enterprise participation and other small and disadvantaged business participation in contracts.
  • Prepare solicitation packages, contracts, purchase orders and related documents, utilizing standard SORTA's established forms and procedures.
  • Conduct pre-bid and pre-proposal meetings as appropriate.
  • Respond to potential bidder/proposer questions in writing; amend solicitation documents as appropriate.
  • Receive bids and proposals and conduct evaluations of responsiveness and responsibility.
  • Conduct cost and price analyses as required for all procurements.
  • Chair proposal evaluation teams and ensure that evaluations are conducted in accordance with established SORTA and FTA requirements.
  • Receive and evaluate protests and make recommendations for their resolution.
  • Conduct interviews and lead negotiations with proposers.
  • Prepare detailed procurement memorandums summarizing the procurement process for all solicitations.
  • Assist in preparing appropriate award recommendations and documentation.
  • Issue contracts, purchase orders and notices to proceed; obtain vendor signatures on contracts and submit for internal execution.
  • Effectively utilize SORTA's automated procurement management system (Maximo).
  • Assist project managers in monitoring contract performance; ensure contractor compliance with contract terms and conditions, including applicable state and federal requirements. In conjunction with the project manager, prepare, negotiate and issue change orders. Verify and document actions required for contract close-out.
  • Participate in negotiating and resolving contractor claims and disputes.
  • Maintain familiarity with changes to applicable Federal, State, and local laws and regulations and communicate to others as appropriate.
  • Maintain good communications with internal and external customers.
  • Monitor industry conditions and changes.
  • Ensure that contract files are complete and compliant with SORTA, State and FTA audit requirements.
  • Participate in preparing for and responding to internal and external audits.
  • Participate in the development and implementation of strategies to meet or exceed organizational and department performance goals and objectives.
  • Comply with SORTA, State of Ohio and FTA standards of conduct and ethical requirements.
  • Seek and utilize opportunities for professional training; participate in meetings of professional associations as available and appropriate.
  • Perform additional duties as assigned.
POSITION QUALIFICATIONS
  • Communications - Excellent verbal, writing and non-verbal skills.Persuasive, consensus builder.
  • Customer Focus - Excellent problem-solving skills and a desire to exceed customer expectations.
  • Employee Development - Competent in assessing personal skills and growth requirements; coaches, delegates, and supports employee development.Provides constructive feedback.
  • Leadership - Energetic, innovative self-starter, committed to continuous improvement and creative problem-solving. Takes the initiative in improving agency and departmental processes and procedures.
  • Professional Integrity - Exhibits and values commitment, leadership, accountability, diversity, honesty, fiscal responsibility, and the ability to maximize resources.
  • Proficiency - Able to multi-task, plan and measure results, create and analyze data; excellent computer skills, accuracy and attention to detail, excellent project management skills.
Education
  • Bachelor's Degree (four-year college or university)
Experience
  • Required: Minimum of three to five years of related experience in conducting competitive procurements, preferably involving Federal and State funding.
  • Preferred: Experience reading and implementing the requirements of FTA Third Party Contracting guidelines and procurement best practices; Construction contract administration experience is preferred.
Skills and Abilities
  • Proficiency in MS Office (or similar) suite, including but not limited to Excel and Word; GroupWise or similar email and calendaring software; and Maximo or similar inventory management and purchasing software; must have the ability to learn new computer programs (software and applications).
  • Familiarity with standard public-sector procurement procedures and accounting practices.
Certificates & Licenses
  • Certified Purchasing Manager (CPM), Certified Public Purchasing Buyer (CPPB), or similar certification preferred.