Procurement Agent

Position Summary

This professional and administrative position's duties include coordinating and implementing the competitive procurement processes for soliciting construction, professional services, and the procuring of goods and services required by various departments of the Agency Additional responsibilities include ensuring compliance with the Agency’s Procurement Policy, Small Business Participation Policy, Local Business Participation Policy, the Code of Ethics, as well as applicable federal and state laws throughout the procurement process.

Required Education & Experience

• Bachelor’s Degree in Business or Public Administration, or a related degree that includes coursework in general business management, contract or business law
• Five (5) Years of experience in procurement/contract administration
• Three (3) Years of capital improvement and construction procurements preferred
• Certified Professional Public Buyer Certification (CPPB) preferred

An equivalent combination of training and experience that provides the required skills, knowledge, and abilities for this position may be considered.

Special Requirements, Licenses & Certifications

Possession of a valid Florida Driver’s License and ability to maintain a safe driving record in order to operate GMX vehicles for business purposes.

Essential Duties

• Effectively manage large, micro, small, special, and intermediate procurements
• Effectively procure complex construction, architectural, engineering design and professional services
• Confer with the department’s project and program managers to determine contractual requirements, track and monitor the bid process in accordance to the Procurement Code and Florida Statutes
• Works with appropriate GMX staff, legal counsel, general engineering consultants (GEC), and other consultants, as needed, to develop documents required for the solicitation, evaluation, and selection of consultants, contractors, and vendors including, but not limited to, RSOQ, RFQ, RFP, ITB, ITB, IP, evaluation matrices, letters/notices to bidders/proposers, and all documentation related to the specific procurement
• Prepares Invitations for Bids, Requests for Proposals, Request for Qualifications, Request for Letters of Interest or other procurement documents for goods and services, professional/personal services, construction contracting services, public works improvements and transportation related procurement.
• Assist the Project Managers and/or user departments in developing specifications, locating sources of supply and places orders with successful bidders
• Coordinate the use of an evaluation committee for all ITB's, RFPs’ and RFQs’ and other solicitations issued, review bid tabulation and forms prepared by consultants or project managers for solicitations; review bid submittals/documents for responsiveness and responsibility based on procurement codes
• Prepare bid tabulations and evaluation criteria sheet for evaluation selection committee members, conduct pre-bid/proposal conferences and evaluation selection committee meetings, negotiate, and make award recommendations
• Assist in documenting and/or monitoring contractors’ and consultants’ performance and make recommendations for contractors/consultants participation in future solicitations
• Reviews alternatives to requests to fulfill small and local business requirements, value analysis or other objectives, and handles bid projects involving highly technical specifications and complex evaluation processes. 
• Prepares complex terms and conditions, and price sheet or schedule of values for items to be solicited
• Completes solicitations by preparing and ensuring that purchase orders or contracts are processed in accordance with the solicitation and responses received.
• Exercise independent judgment and initiative for making decisions or recommendations as to the award of design and construction-related procurement within the context of established laws, policies, rules and regulations and is subject to periodic audit
• Identify project procurement needs via consultations with engineering, projects, and construction team
• Effectively coordinate and prepare reports regarding Small and local business participation
• Assist in the rollout of solicitations at all levels and perform other related duties as required
• Assist in the enhancement of the automated procurement system and related procedures
• Attends meetings, trade shows, conferences, conventions, and seminars for professional development and to network with people in other procurement professions
• Plans, schedules, and prioritizes individual work required for completion of the procurement process.
• Analyzes and evaluates bids, proposals, qualifications, and letters of interest submittals
• Engaged in processing, tracking, and reporting of information and documents pertaining to construction projects, supplemental agreements/change orders, consultant agreements and amendments
• Ability to effectively work independently or as a part of a team
• Approve invoices in a timely manner in accordance with Florida Statutes 
• Ensure the procurement process is followed for all purchases of goods and services
• Support the quality initiative in the department to eliminate waste through continuous improvement in department processes
• Create an atmosphere that facilitates the Agency’s goals and decisions through mutual respect, honesty, and consideration of others
• Ensure Agency policies are administered in a fair and consistent manner
• Ensure all policies are administered within ethical and legal standards

Required Knowledge, Skills & Abilities

• Ability to exercise independent judgment and take the initiative for making decisions or recommendations as to the award of design and construction-related procurement within the context of established laws, policies, rules and regulations and is subject to periodic audit
• Extensive knowledge of procurement methods, practices and procedures
• Extensive knowledge of procurement and contract documentation requirements pertaining and construction procurements 
• Knowledge of applicable local, state and federal laws, rules and regulations governing public procurement and contract administration 
• Bid and contract analysis and preparation techniques 
• Knowledge of ERP systems (i.e. Tyler, Oracle, etc.) 
• Microsoft Office Suite
• Excellent written and oral communication skills 
• Strong, proven analytical skills
• Able to analyze and resolve complex problems in a professional manner by exercising good judgment and collaborative techniques

Working Conditions & Required Physical Abilities

This position is located in a quiet to moderately noisy office environment. 

Individuals in this type of position must have the use of sensory skills to effectively communicate with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, sit, stand, hear, use of fingers to handle, feel or operate objects and write. Must have the physical capabilities to move about the office and to effectively use and operate various office equipment; such as but not limited to personal computers, calculators, copy and fax machines. May involve extended periods seated at a keyboard or workstation. May occasionally involve lifting, carrying, pushing and/or pulling materials and objects weighing up to 25 lbs.

Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the job.