Procurement Specialist - Orlando, United States - Pivotal Solutions Inc

Description

Procurement Agent

DUTIES AND RESPONSIBILITIES:Essential functions, as defined under the ADA Amendments Act (ADAAA), may include any of the following representative duties and responsibilities.Duties and responsibilities such as regular attendance at the job are not routinely listed in job descriptions, but are also an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Prepare solicitation packages for all procurement methods, such as Request for Quotations (RFQs), Invitation for bids (IFBs), Request for Proposals (RFPs), Invitation to Negotiate (ITN), Request for Qualifications (RFQ-CCNA) and all Professional Services Requests for Competitive Proposal (RFCPs) as well as Contract Amendments for Engineering and Construction (Capital) Projects, with the goal of getting the best value for dollars spent consistent with needs and in accordance with good purchasing principles and ethical standards.
• Obtain quotes, bids, and proposals and negotiate prices, terms, discounts, services, delivery, and transportation with vendors as appropriate. Responsibility is primarily for complex engineering and construction projects, all of which are formally advertised, of high dollar value, and with performance periods spanning multiple years. Evaluate quotes, bids and proposals, prepare award documents, and sign those within signatory limit. Coordinate alternate actions with requestor when budgetary restrictions, sourcing problems, availability, or time constraints impact the procurement.
• Maintain Contract File Master in central records.Update specifications to Contract documents and statement of work to reflect amendments and scope changes.Provide required documents to Contract Administrator.
• Provide knowledgeable recommendations regarding the choice of different construction project methods, including Design-Bid-Build (DBB), Design-Build (DB), and Construction Manager at Risk (CMAR).
• Review requisitions to ensure all proper documentation has been provided and adequate funding is available. Obtain necessary clarifications or approvals, process documents as required. Enter Standard Purchase Orders into Oracle as required for Contracts.
• Review and refine purchase descriptions, specifications, and statements of work for use in major purchase solicitations.Requires in-depth understanding of crafting complex specifications to enhance competition. Coordinate with requesting department, Owners Authorized Representative (OAR), project managers to confirm drawings and specifications are completed within timeframe to meet required deadlines.
• Prepare solicitations in accordance with Authority Policy and Procedures and applicable codes, laws and statutory requirements. Initiate procurement through formal advertisement when appropriate. Conduct market research to identify suppliers and construction materials, to assist customers in obtaining product information, and to develop a broad vendor base.
• Advise and assist customers in using the eProcurement system to submit projects for solicitation. Resolve delivery problems with Material Control and payment concerns with Finance.
• Establish and maintain effective working relationships with the Engineering and Construction Departments, including the Project Controls Team.
• Facilitate, prepare agendas and attend project related meetings including pre-solicitation and pre-bid meetings, bid and proposal openings, and other meetings with vendors and customers as needed.
• Perform review of formal solicitation submissions for required information, perform pricing analysis, and conduct thorough reference checks. Facilitate staff evaluation team meetings for award recommendations. Prepare, coordinate and process renewals, scope changes, budget adjustments and assignments to contracts and update Contract File Master accordingly.
• Prepare, coordinate and process renewals, scope changes, budget adjustments and assignments to contracts and update Contract File Master accordingly. Process Request for Change Orders (RCOs) from contractors, Field Change Orders (FCOs) from internal customers and Owners Authorized Representatives (OARs).
• Meet with the Project OAR and/or AAR on a regular basis to discuss any Contract issues. Review payment requests and work with OAR and/or AAR and Contractor to obtain any documents needed to keep the Contract in compliance.
• Facilitate contractual conflict resolution to include identification of conflict source, development of corrective action plan, and monitor progress of action plan up to and including Contract termination if required.
• Verify expired Contracts include all required documentation and update the master file.
• Confirm assigned work is performed in a timely fashion.
• Remain current in knowledge of purchasing principles, theories, procedures, methods and processes, and demonstrate proficiency in their practical application.
• Maintain a high level of customer service for both internal and external customers.
• Perform other duties as assigned.

Minimum Qualifications:

Bachelors degree in business administration, Public Administration or a related field and four (4) years of progressively responsible work experience in procurement, Construction Management Supply Chain Management, or an equivalent combination of education, training and experience.Experience must include two (2) years of soliciting bids and proposals and the use of formal advertising for major items and services. Experience should include extensive experience with projects solicited under the Florida Consultants Competitive Negotiation Act (CCNA), Florida Statutes Section Experience processing solicitations in an e-procurement system required. Procurement experience in the public sector is required.

Special Knowledge, Skills and Abilities:

• Working knowledge of the solicitation and award process for major purchases of commodities, equipment, and services using invitations for bid and requests for proposal
• Working knowledge of specification, statement of work and purchase description development
• Skilled in vendor base development, product and service research, pre-award surveys, contract negotiations, and post award contract administration
• Familiarity with State of Florida Contracts, and statutes pertaining to public procurement
• Excellent verbal and written communication skills
• Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint, etc.)

Licenses/Certifications Required:

• Valid Florida drivers license
• Certified Purchasing Manager (C.P.M.), Certified Public Purchasing Officer (CPPO) or Certified Professional Public Buyer (CPPB), Certified Construction Manager (CCM) or an equivalent certification required at time of hire or within two (2) years of hire/promotion

Supervisory Responsibilities:

None

Latitude AND/OR Independent Judgement:

• Rely upon experience and judgment to plan, research issues, evaluate data, prepare documents, complete tasks and carry out responsibilities.
• Works independently under limited supervision and general direction, exercising a high level of independent judgment and discretion.