OCALA – Director of Contracts and Procurement

In accordance with Section 2-387 of the City Code, this position serves as the director of the Procurement and Contracting Department of the City and is appointed by the City Manager. This is an executive position responsible for ensuring compliance and safeguarding the interests of the City of Ocala in its procurement functions and contractual relationships. As the Director of the Procurement and Contracting Department, this person shall be responsible for the operational management and administrative direction of the procurement division, contracting division, and vendor relations division of the Department and supervise, oversee, and manage solicitations, informal procurement actions, vendor relations, and contracts for City departments in support of their duties.

Examples of Duties:
1. Develop procurement and contracting policies and manage operations of City procurement and contracting including supplies, contractual services, professional services, construction services, warehousing, inventory, asset management, and capital improvements.

2. Prepare and adopt standard procurement and contracting policies and procedures for using departments, agencies and suppliers.

3. Define procurement methods, policies, and solicitation thresholds. Ensure compliance with the procurement code and rules and regulations applicable to same.

4. Assure best practices and value in the City’s acquisitions, including making procurement and contracting decisions in the best interest of the City, consistent with the direction and policies of City Council.

5. Supervise the bid process from solicitation preparation to contract closeout. Make all bid awards in the best interest of the City subject to final contract approval by City Council or a City Council designated officer.

6. Perform citywide contracting oversight including drafting, negotiation, and review.

7. Authorize emergency purchases in accordance with the Procurement Policy.

8. Prepare and enforce standard specifications.

9. Sell, trade, donate, destroy, transfer, exchange, or otherwise dispose of material, which is surplus, including salvage.

10. Declare vendors who violate the requirements of this procurement code or of City procurement policy; or state or federal law; or who default on their contracts or otherwise demonstrate that they are irresponsible bidders, and discipline them by suspending or banning them from bidding on solicitations and/or receiving business from the City for a stated period of time, subject to review and approval by the city manager or his designee.

11. Oversee vendor relations including vendor registration, contract performance, ratings, disputes, and ensuring vendors are treated fairly with open and transparent competition.

12. Create and maintain a suspended and disbarred vendor list for vendors who violate or default on the City’s procurement policies and ordinances, state or federal law, bid terms and conditions, contracts, purchase orders, amendments or change orders.

13. Prepare and maintain a current vendor’s list for sources of supplies and services, to which vendors may request to be included.

14. Procure goods, services, capital improvements in accordance with applicable laws.

15. Assist and advise city departments on policies and methods of procuring goods, services and capital improvements.

16. Negotiate and award contracts for goods, services and capital improvements

17. Provide a surplus facility and oversee the transfer and/or disposal of City property.

18. Formulates and administers the annual operating budget for the Procurement and Contracting Department.

19. Operate and manage the procurement and contracting department and perform such other duties and responsibilities as may be assigned by the city manager or his designee in connection with the procurement of goods and services for the city.

20. Directs the City’s purchase card (P-Card) program which involves card dissemination to staff, setting single-transaction or monthly limits, and managing bank portals.

21. Establishes and enforces strict p-card policies to ensure purchases abide by local, state, and federal policies, guidelines, and regulations.

22. Review cardholder statements, ensures receipts and proper documentation are attached, and reconcile monthly charges. Audit usage to prevent fraud, abuse, or unauthorized expenses.

23. Formulates and administers the annual operating budget for the Procurement and Contracting Department.

24. Develops and maintains effective working relationships throughout the organization and within the vendor community. Provides expert contracting and procurement advice to Senior Leadership and City staff.

25. Ensures that all programs, activities, and initiatives related to procurement and contracting comply with local, state, and federal regulations.

26. Maintain the City’s procurement website (www.bidocala.com) ensuring that available bids, results, vendor lists, and vendor resources are publicly available and up to date.

27. Provides guidance to City departments to maintain complete and accurate files of all documents pertaining to contract performance measures, implementation, contract fulfillment, including final closeout of City contracts. Establish and maintain a database to monitor all contract changes, amendments, or negotiations made by the City of Ocala and/or other party.

28. Provides guidance to City departments for discrepancy issues regarding proper receipt of supplies or services. Trains and mentors using departments to identify and ensure contractor compliance with bid specifications, terms and conditions.

29. Oversees procurement Buyers’ duties, assigns workloads, and reviews the bid process to ensure specifications are accurate and City procurement policies are followed.

30. Advises all City departments of changes to contractual and procurement policies and procedures.

31. Coordinates and ensures that pay requests and change orders are accurately completed by City departments and the agreeing party.

32. Assists in evaluating and making recommendations for acceptance or rejection of requests for exception to policy or contractual requirements.

33. Assist departments in resolving conflicts with vendors and contractors. Negotiates cure plans to correct contract performance failures between using city departments and vendor.

34. Attends trade shows to keep abreast of new and innovative products and services. Attends contract/procurement related seminars to keep updated as to new regulations, requirements and guidelines and to improve specification writing, contracting for services, etc.

35. Direct customer service is performed to both city employees and to the public in a courteous and professional manner. Must communicate clearly and concisely orally, in writing and by telephone.

36. Works directly and indirectly with the City Attorney and Assistant City Attorney on contract terms and negotiations and to facilitate contract execution.

37. Serves on various internal committees and represents the City of Ocala at various state and national association functions.

38. Attend City Council meetings and advise City Council on issues related to contract approvals and the procurement process.

Perform other work as required

Minimum Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE
B.A. or B.S. degree with course work in contracts, purchasing, business management/marketing, or related field.
Must have a minimum of a combination of four years’ experience in public or private sector senior level procurement, contract management, contract writing, large scale buying, materials management, or government related supply activities.
Two years’ supervisory or senior level procurement and contract experience is required.

REQUIRED LICENSES/CERTIFICATIONS
Must possess and maintain a valid Florida Operator Driver’s License with an acceptable driving record.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
NIGP-CPP (Certified Public Procurement Professional)
CPCM (Certified Professional Contracts Manager)
CPPO (Certified Public Procurement Officer)
CPSM (formerly C.P.M.) Certified Professional in Supply Management

Supplemental Information:
KNOWLEDGE, SKILLS, AND ABILITIES
Must have a strong working knowledge of State of Florida statute related to procurement and public sector contract law, in addition to an understanding of City of Ocala procurement policies.
Must have demonstrated procurement and contract management experience with a large-scale public-sector entity or large private sector business. Knowledge of quality levels, supply and demand, and professional sourcing techniques for commodity categories frequently required by user departments.
Must have knowledge of e-procurement processes, and software. Responsible for electronic purchasing initiatives, and for instituting e-buying procedures within the city.
Must have knowledge of automated purchasing operations.
Should have a working knowledge of P-Card public sector programs, along with P-Card spend analysis, and payment efficiencies for the city.
Ability to maintain detailed records and perform a variety of related management tasks as needed.
Ability to obtain and interpret market prices and trends, and to apply such interpretation to provide procurement guidance and suggestions for the city.
Ability to operate a computer, including data input with accuracy and efficiency.
Strong skills using Microsoft Office, or comparable office software suite.
Responsible for mentoring and training procurement, contract, and project management staff. Establishes on-going training programs as needed throughout the City to ensure departments are aware of current procurement policy and buying procedures.
Ability to establish and maintain good working relationships with subordinates, representatives of other departments, vendors and the general public.
Ability to remain calm in stressful situations.
Must exclude personal bias from work performance, exercise tact and diplomacy, and strive to promote and maintain a cooperative workplace atmosphere.
Must have effective customer service skills and ability to establish and maintain positive working relationships with employees, outside agencies and organizations, and the public.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
Annual Budget: $1,300,000.00

SUPERVISORY RESPONSIBILITIES
This position will directly supervise 5 employees.
This position may indirectly supervise 13 employees.
If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.