Senior Buyer

Posting number:

Department: Department of Procurement

Division: Purchasing and Contracts

Job classification: Senior Buyer

Posting type: Open & Promotional

Categories: Purchasing

This position is responsible for performing intermediate paraprofessional and difficult administrative work involved with procurement activities for the City. The work involves procurement, contracting, and negotiation of services, supplies and equipment in accordance with the City's codes, policies and regulations. The incumbent directly assists the Director of Procurement and other procurement staff and user departments supplying and seeking information on matters related to the procurement of goods and services.

The Senior Buyer may manage, advise and offer direction to other divisions and departments relative to procurement activities. The functioning of major projects, programs or facilities or the provision of essential public services or revenue-producing City programs can be affected by procurement activities.

• Responds to procurement related questions and inquiries from City staff and others; provide information and guidance; investigate complaints and recommend corrective action as necessary.
• Reviews procurement requests for compliance with established laws, policies, and procedures (e.g., thresholds, accuracy, required attachments and/or references completeness of specifications/ requirements, available funds, appropriate approvals; work with user to cure any deficiencies or errors; process requisition into purchase order and/or contract in accordance with City procurement procedures.
• Conducts market analysis using all readily available resources, including other government agencies' solicitations and contracts, to research and document sources of supply to resolve users' needs, cost and cost factors, price and availability trends, and marketplace challenges.
• Collaborates with users to develop non-ambiguous, non-proprietary specifications, requirements, or scopes of work; selection / evaluation criteria; and appropriate pricing structures for use in Requests for Quotations (RFQ), Invitation for Bids IFB), and Requests for Proposals (RFP).
• Selects the best source selection process, based upon the users' needs and the City Code and procurement policies and procedures.
• Assists users in preparing justification, documentation, and authorizations for non-competitive procurements; obtains required approvals prior to making recommendations to Director of Procurement, or designee.
• Plans, develops, and conducts pre-solicitation meetings, site visits, presentations and demonstrations.
• Conducts public bid openings and document offers received timely.
• Analyzes and documents quotes and bids for compliance with specifications, submittal requirements, and prices.
• Coordinates with Director of Procurement, or designee, on establishing RFP evaluation teams.
• Assists Director of Procurement or designee, with evaluation team processes and meetings.
• Conducts reference and background investigations on offerors.
• Verifies bidders/offeror’s compliance with insurance, bonding, registration, license, and other legal and contractual requirements before issuing purchase order or contract.
• Performs cost/price analysis on offers to determine price reasonableness.
• Analyzes, approves/ rejects user's recommendations for award of completed solicitations.
• Processes requisition into in financial system, obtains signatures on contract documents as required.
• Ensures a transparent solicitation process and environment that provides for open and fair competition.
• Coordinates contract management and administration requirements with user and contractor.
• Follows up and expedites orders whenever necessary to assure minimal disruption in City…