Summary of Duties:
Reports to the Manager I, Purchasing and Supply Operations or designate. Responsible for the procurement process for the supply and delivery of goods and services and disposal of surplus for all Departments of the City of London. Liaises with Departments and various Government bodies to determine operational and functional requirements, business process improvement opportunities and prepares clear and accurate specifications. Ensures appropriate clauses are incorporated in Quotes/Tenders/Proposals/Expressions of Interest/Request for Information and Prequalifications. Recommends changes to policy and procedures to the Manager I, Purchasing and Supply Operations as it relates to the procurement process.
Liaises with individuals and Departments on the principles/objectives/procedures of purchasing. Reviews with individuals on their requirements, determines potential sources for the supply of goods or services. Recommends the best procurement method and integrates purchases with other Departments, where applicable.
Prepares and issues requests for quotation/tenders/proposals/expressions of interest/request for information and prequalifications and determines appropriate clauses to be included. Prepares and maintains commercial and technical specifications.
Summarizes, evaluates and recommends award of contracts to various departments for concurrence. Prepares recommendation of award of tenders and Request for Proposals to Manager I, Purchasing and Supplu Operations for approval. Prepares Legal Agreements for final approval by the Legal Department and Execution by the Deputy City Clerk and Mayor.
Monitors files and contracts on an ongoing basis. Ensures that all legal documentation is secured such as Workplace Safety and Insurance Forms, Liability/Automobile/Professional Insurance policies being in affect, and that Material Safety Data Sheets and various Ministry documentation are current. Secures Performance and Labour and Material Bonds, Bid Deposits and monitors them for compliance to each project; ensures that Health and Safety and Confined Space Entry procedures are adhered to in contracts.
Administers contracts throughout duration of projects which includes monitoring vendor performance, revising contracts, renewing bonds and insurance. Administers purchase of Service Agreements ensuring compliance with current standard, regulations and procedural requirements.
Negotiates terms of procurement for sole source items and Request for Proposals.
Coordinates, attends and conducts pre-bid conferences, site meetings, evaluation reviews, and proponent interviews and debriefing sessions upon request throughout the procurement process applicable to each project.
Collects and analyzes data to provide forecasting and statistical information for yearly Departmental budget projections.
Presents information and advice on purchasing matters to Consultants, Boards and Commissions, Purchasing Cooperative, Departments, Divisions and Administration. Reviews and recommends changes to Tender Documents that are prepared by the Environmental and Engineering Services Department and/or a Consultant.
Reconciles statements of accounts for purchases on credit cards.
Locates and maintains reliable sources of supply for various commodities. Interviews sales representatives, suppliers and accesses the Internet to keep abreast of market conditions and new products.
Coordinates, recycles and maintains control of surplus material, equipment and supplies throughout the Corporation, Boards and Commissions and disposes through various methods. (i.e. auction, sealed bid). Attends, monitors and reports dollar amount received to Departments from various disposals.
Advises staff and vendors on the applications and interpretation of current customs, excise and sales tax regulations and government legislation.
Informs Inventory Control Clerk of additions/deletions to inventory.
Performs related duties as assigned.
Certified Professional Public Buyer Designation (CPPB) with a two-year diploma from a community college in Business – Logistics and Supply Chain Management, or completion of all courses, workshops and residency programs necessary to write the exam for the Certified Supply Chain Management Professional (CSCMP) designation.
Three to four years' related experience.
Skills and abilities in the following areas are necessary:
Demonstrated proficiency in word processing, spreadsheets and various software.