Description

Be a Part of the City You Love!

The Office of the Chief Financial Officer - Office of Contract and Procurement division is accepting applications for a Contracting and Procurement Specialist I position.

Position Summary

The Contracting and Procurement Specialist class includes positions that involve managing, supervising, performing, or developing policies for professional work to acquire or procure supplies, services, and construction, or research and development by purchase, rental, or lease through delivery orders, purchase procedures, formal advertising or negotiation procedures; the evaluation of contract price proposals; and the administration or termination and close out of contracts. The work requires knowledge of policies and procedures for delivery orders, purchases, commercial supply sources and common business practices related to sales, prices, and discounts, units of measurement, deliveries, stocks, and shipments.

Key duties and responsibilities of Contracting and Procurement Specialists include (1) soliciting, evaluating, negotiating, and awarding contracts with commercial organizations, educational institutions, nonprofit organizations, and State or local governments for furnishing products, services, construction or research and development to the City of Detroit; (2) administering contracts by assuring compliance with the terms and conditions of contracts, including resolution of problems concerning the obligations of the parties; (3) terminating contracts by analyzing, negotiating, and settling claims and proposals; (4) analyzing and evaluating cost or price proposals and accounting systems data; (5) planning, establishing, or reviewing contracts, programs, policies, or procedures; (6) formulating and administering policies and procedures to insure achievement of City socioeconomic goals, such as those affecting small business, labor surplus areas, and disadvantaged business firms; (7) developing acquisition strategies and directing or managing procurements; and (8) providing staff advisory services in one or more of the specializations in this occupation.

Examples of Duties

• Formulates procedures, policies, and guidelines for bid proposals and procurement of goods and services, including preparing estimates for use in selecting vendors or subcontractors
• Participates in researching and writing specifications and preparing time, cost, material, and labor estimates for items to be purchased
• Purchases the highest quality merchandise at the lowest possible price and in correct amounts
• Reviews catalogs, industry periodicals, directories, trade journals, and Internet sites, and consults with other department personnel to locate and forecast necessary goods and services, requirements, inventory levels, and pricing
• Develops acquisition strategies and directs or manages procurements
• Analyzes price proposals, financial reports, and other data and information to determine reasonable prices
• Investigates sources of supply for certain commodities and obtains information on new products to meet designated needs
• Reviews requisitions for accuracy of description of products and services; makes referral to departmental specifications for acceptance or modifies departmental specifications and award criteria
• Approves requests for proposals, quotations, and the issuance of formal purchase requisitions
• Confers with engineers, architects, owners, contractors, and subcontractors on changes and adjustments to cost estimates
• Consults with clients, vendors, personnel in other departments, or construction foremen to discuss and formulate estimates and resolve issues
• Negotiates, renegotiates, and administers contracts with suppliers, vendors, and other representatives
• Terminates contracts by analyzing, negotiating, and settling claims and proposals
• Maintains and reviews computerized or manual records of items purchased, costs, deliveries, product performance, and inventories
• Evaluates and monitors contract performance to ensure compliance with contractual obligations and to determine need for changes
• Monitors changes affecting supply and demand, tracking market conditions, price trends, or futures markets
• Studies sales records and inventory levels of current stock to develop strategic purchasing programs that facilitate Contracting and Procurement Specialist access to supplies
• Analyzes blueprints and other documentation to prepare time, cost, materials, and labor estimates
• Prepares estimates for use in selecting vendors or subcontractors
• Interviews vendors and visit suppliers' plants and distribution centers to examine and learn about products, services, and prices
• Prepares cost and expenditure statements and other necessary documentation at regular intervals for the duration of the project
• Sets up cost monitoring and reporting systems and procedures. Reports should include assessment of cost effectiveness of products, projects, or services, tracking actual costs relative to bids as the project develops, and develop progress reports
• Provides staff advisory services
• Prepares purchase orders, solicits bid proposals, and reviews requisitions for goods and services
• Monitors and follows applicable laws and regulations
• Prepares estimates used by management for purposes such as planning, organizing, and scheduling work
• Researches, analyzes, and evaluates suppliers based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities, and the supplier's reputation and history
• Writes and reviews product specifications, maintaining a working technical knowledge of the goods or services to be purchased
• Works with bidders, contractors, and other vendors to resolve difficulties which arise during and after the procurement and/or sales process
• Monitors shipments to ensure that goods come in on time and resolve problems related to undelivered goods
• Monitors expenditures to ensure all purchasing is conducted in compliance with City approved policies and procedures
• Arranges the payment of duty and freight charges
• Performs special projects and other duties as assigned

Minimum Qualifications

Education
For all Contracting and Procurement Specialists it is a requirement to have completed bachelor's degree from an accredited college or university, with major course of work in business or public administration, finance, purchasing or a closely related field.

Experience
For entry into the Contracting and Procurement Specialist position no work experience is required, however the minimum education requirements must be met. Contracting and Procurement Specialist must demonstrate proficiency with integrated word processing and spreadsheet functions.

Equivalency
Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Supplemental Information

Evaluation Plan

• Interview: 70%
• Evaluation of Training, Experience & Personal Qualifications: 30%
• Total of Interview and Evaluation T.E.P: 100%

Additional points may be awarded for:

• Veteran Points: 0 – 15 points
• Detroit Residency Credit: 15 points

LRD: 05/02/2023