2E07

PAY RANGE: EP19

 

PROCUREMENT SPECIFICATION ANALYST

 

GENERAL DEFINITION

 

This is procurement work developing technical purchasing and contract specifications and standards for a municipal department or agency characterized by industrial operations or facilities. An employee in this class confers with departmental engineering, operations, maintenance and other technical personnel to develop detailed specifications for use in acquiring materials, supplies, services and equipment. The employee also serves as liaison to the central procurement agency to ensure that specifications are adhered to and that bidders can fulfill contractual obligations prior to award. Work involves reviewing contracts, proposals, and vendor qualifications and administering performance tests to determine appropriateness and ensure adherence to technical and operational requirements. Extensive contact with procurement personnel, legal representatives, departmental officials, contractors and vendors is significant to the work. The employee is supervised by an administrative superior.

 

ALLOCATING FACTORS (The following conditions must be met in order for a position to be allocated to this class):

         Position must be located in a department with multiple industrial facilities.

         Position must be responsible for preparing technical specifications for purchases used in industrial operations.

 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

 

Reviews requests from departmental officials for materials, supplies, services or equipment; works with requestor to ascertain exact technical requirements; recommends type and quality of material, supplies or equipment; translates requests into technical purchase specifications or requests for proposals.

Reviews requisitions, contracts, and proposals for content and conformance to specifications; reviews and interprets specifications prepared by consultants and departmental employees; reviews vendor qualifications to determine ability to perform required services and meet specifications; arranges for and administers tests of materials, supplies and equipment to ensure quality and ability to perform according to technical and operational requirements and standards; confers with departmental administrators to resolve procurement problems, such as delays in awarding bids and executing contracts.

Reviews information in trade journals, commodity catalogues, and technical publications to maintain familiarity with industry standards, commodity features and sources of supply; reviews equipment and associated service contracts for suitability for heavy usage, high volume public buildings and facilities; gathers information about products and services regarding quality, durability and price structures from all available sources.

Conducts surveys to determine department wide needs for usage of common items to simplify and standardize purchases; conducts field visitations and needs analysis studies to determine departmental needs and develop cost-effective means of purchasing necessary materials or services; conducts vendor surveys to define availability, pricing structures, and options to meet departmental needs; develops model and standard specifications outlining usage requirements necessary to obtain different types or grades of materials and supplies.

Conducts pre-bid meetings with departmental officials, vendors and contractors; explains and interprets specifications and standards to vendors and agency officials; evaluates and organizes all pertinent information in preparation of bid award recommendations.

Prepares reports on studies and activities performed; corresponds with departmental officials, vendors, contractors, legal representatives, procurement officials and others to obtain and provide information; maintains manual and computerized files and rosters on purchases, bidders, qualified vendors, contractors and others to ensure effective contract and bid management.

Seeks proposals and bids from vendors and suppliers in accordance with standard City Procurement Department policies and applicable provisions of the City's Home Rule Charter.

Prepares requests for proposals or qualifications for professional services defined by state law; conducts pre-proposed conferences and may serve on selection committees chosen to determine the most qualified firm to provide professional services.

May be assigned to perform the above for a specialized procurement area, such as materials and supplies, services, heavy equipment, small order purchases.

May assign and review the work of lower level technical and clerical personnel.

Performs related work as required.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

 

KNOWLEDGE OF:

 

large scale purchasing and procurement principles, methods, practices and procedures

a wide variety of commodities and services and the source of supply method of procurement and pricing

technical specification writing

commodity cataloging and purchasing inspection

market practices and pricing methods


the laws, rules and regulations governing the purchase of governmental commodities

public contract award practices and regulations as they apply to public works projects

 

ABILITY TO:

 

apply proper technical and descriptive terminology to translate requests for materials, supplies, equipment and services into technical specifications

write, interpret and explain purchasing specifications effectively

gather and analyze a variety of facts

prepare reports and correspondence

maintain manual and automated records

learn municipal procurement policies and procedures

evaluate the financial, production and delivery capabilities of vendors and prospective bidders

administer performance tests of materials, supplies and equipment to ensure quality and conformance to standards

read and evaluate complex technical information and contracts and evaluate their content with regard to established standards or specifications

present ideas effectively, both orally and in writing

establish and maintain effective working relationships with vendor contractors, agency officials, procurement and legal personnel and the general public

 

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 11/13.)

 

Option 1

 

EDUCATION:

 

Completion of a bachelor's degree program at an accredited college or university with major coursework in engineering, business or public administration or a related field.

 

AND

EXPERIENCE:

 

Three years of administrative or engineering experience in a large agency or corporation, two years of which have been writing and/or analyzing technical specifications for the purchase of materials, supplies, equipment and/or services, or three years of procurement experience in a purchasing agency, two years of which have been managing a citywide materials inspection program and ensuring conformance with purchase specifications and contractual agreements.

 

OR

 

Option 2

 

EDUCATION

 

Education equivalent to successful completion of high school.

 

AND

 

EXPERIENCE

 

Seven years of experience performing centralized procurement work directing the processing of a large volume of procurement transactions for a department that maintains city-wide geographically based industrial or field facilities.

 

OR

 

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources.

 

PHYSICAL AND MEDICAL REQUIREMENTS

 

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

 

Class Established 4/90

Spec. Revision: CSC - 11/05; Ad. Board - 12/05

Latest Spec. Revision: CSC - 10/13; Ad. Board - 11/13

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