Procurement Advisor

JOB ANNOUNCEMENT
DATE:
January 29, 2013
TO:
Interested Parties
Procurement Advisor
Incumbent will be responsible for advising on the development of the organization’s procurement procedures and guidelines related to federal and state regulations, including, but not limited to Requests for Quotes, sole source documentation, and the Request for Proposal process and providing technical assistance internally and externally to our staff and training providers on federal and state requirements related to procurement. Additional responsibilities will include: Ensures development and completion of corrective actions plan of procurement non-compliance matters and closure of findings. Ensure compliance with the request for qualification from vendors and sub-recipients. Respond to requests for information from the general public. Job Skills Required: Research, Knowledge of WIA, One-Stop and other applicable federal, state and local legislation, Knowledge of Procurement, Knowledge of Accounting Principles, Ability to interpret legislation/regulations. Education: Bachelor degree in related field of study; 1 – 2 years of relevant work experience. Salary for this position is $45,000 – $50,000.
DEADLINE TO SUBMIT APPLICATIONS
Position Open Until Filled
HOW TO APPLY
• Cover letter and resume
• Standard application form (available at Workforce Partnership office or Career Centers; also attached)
• Salary history and salary requirements
• List 3 or more professional employment-related references
Incomplete applications will not be considered.
Respond to San Diego Workforce Partnership, 3910 University Ave., #400, San Diego, CA 92105
FAX (619) 528-1153 or email Careers@workforce.org. NO PHONE CALLS ACCEPTED.
GENERAL INFORMATION
The San Diego Workforce Partnership, Inc. is a non-profit entity chartered by the City and County of San Diego to administer employment and training programs and to create a workforce development system for the entire San Diego region.
Employees are under an independent, merit-based personnel system and are not employees of the federal, state or local government.
THE SAN DIEGO WORKFORCE PARTNERSHIP, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER. AUXILIARY AIDS AND SERVICES ARE AVAILABLE UPON REQUEST TO INDIVIDUALS WITH DISABILITIES.
 SAN DIEGO WORKFORCE PARTNERSHIP, INC.
advancing careers, enriching lives
Team Member Description
3910 University Avenue, Ste. 400  San Diego, CA 92105
Phone (619) 228-2900  Fax (619) 228-2901
www.sandiegoatwork.org
Position
Procurement Advisor
Team Leader
Manager of Administrative Services
Team
Finance
Status:
Exempt
Under the general direction of the Manager of Administrative Services, the procurement advisor works closely with SDWP staff to ensure the proper administration of procurement of all purchases of equipment/goods and services using Federal/State/Local government funds. The procurement advisor assesses and proposes changes to SDWP written procurement policies and procedures to ensure compliance with State and Federal regulations governing the use of funds with respect to procurement actions. Provides guidance and technical assistance to SDWP staff as needed to address gap between current practices and procurement procedures. Administers the Request for Proposal (RFP) system for purchases over $50,000. Ensures development and completion of corrective actions plan of procurement non-compliance matters and closure of findings.
Functional Responsibilities:
1. Responsible for ensuring compliance of SDWP procurement system in accordance with Federal/State/Local government regulations (applicable CFRs, OMB Circular, DOL One-Stop TAG, DOL TEGL, WIA Directives, etc) that at a minimum addresses the following standards:
• A code of conduct for employees conducting procurements, including criteria regarding conflict of interest.
• A list of the types of procurement including when and how to use them.
• Limited conditions under which sole source procurement may occur.
• Requirements for a price or cost analysis.
• Procedures to detail the review of prospective procurements to avoid purchase of unnecessary or duplicate items.
• Documentation of each of the significant steps followed in making an award to include selection criteria, agreement type, basis for contract price, and independent SDWP estimate of price.
• A process to ensure that funding awards are made only to responsible contractors with the ability to perform successfully.
• Protest procedures to handle disputes related to both award and administration of contracts.
2. Maintain and update policies and procedures for the various procurement methods available for small and major purchases in accordance with the applicable regulations and SDWP policies and procedures. Provide technical guidance to program/support staff for all procurement matters.
3. Responsible for the development and standardization of procurement procedures and contract/service agreement templates agency-wide
4. Work with Regulatory Compliance Advisor to maintain and update general contracts provisions and Ops manual.
5. Coordinate with staff regarding the Federal/State/Local government monitoring requirements related to procurement and provide documentation to monitors for selected RFPs. Work with team leaders to develop and implement corrective action plan to close monitoring findings. Perform research on applicable regulations to close findings. Work with team leaders to develop responses
SAN DIEGO WORKFORCE PARTNERSHIP, INC.
advancing careers, enriching lives
Team Member Description
3910 University Avenue, Ste. 400  San Diego, CA 92105
Phone (619) 228-2900  Fax (619) 228-2901
www.sandiegoatwork.org
to procurement related audit findings as needed.
6. Responsible for the administration of Request for Proposal (RFP) for purchases over $50,000
• Develop and maintain (RFP) template boilerplate for program services and vendor solicitations.
• Develop and maintain written procedures of the RFP process; Maintain written documentation of full RFP process for each solicitation.
• Work with program designers to develop customized RFP’s as needed.
• Provide technical guidance to team leaders on the development of independent price estimate. Maintain documentation of independent price estimate with official RFP records.
• Provide technical guidance to team leaders on cost and price analysis requirements. Maintain documentation of analysis with official RFP records.
• Coordinate internal review of draft RFP with team leaders to ensure RFP is compliant with policies and procedures.
• Generate and maintain mailing lists for each type of RFP in conjunction with SDWP RFP authors and coordinate the development of the RFP outreach strategy (legal advertisement, mailing list, SDWP website posting, etc.).
• Coordinate the duplication and distribution of RFP, including website content (release of RFP document and attachment, bidders conference materials, RFP addenda, and formal bidders Q&A during open RFP period.
• Work in concert with program teams to coordinate/facilitate bidders conferences.
• Coordinate collection and documentation of intake of proposals.
• Work in concert with program/support team to develop the proposal evaluation tool based on the criteria section of the RFP.
• Work in concert with program teams to coordinate the selection and orientation of proposal reviewers.
• Work in concert with program teams to coordinate written and oral review panels.
• Collect and tabulate proposal evaluation scores.
• Receive all Proposals for all procurements, documenting order of receipt and assure all included on the Conflict of Interest Statement.
• Receive Statements of Qualifications with each procurement, and when annually required from all existing service providers. Assure and review organizational details of Statements of Qualification (SOQ), obtain Finance review of annual financial statements included in the SOQ, maintaining list of qualified bidders, and maintaining SOQ Files.
• Maintain a log of RFPs and sole source justification, if applicable. Put records in order, conforming to RFP Checklist, and maintain all procurement records for auditors and monitors
• Receive and maintain Insurance Certificates submitted for all contractors.
• Maintain lists of archived files according to SDWP procedures.
7. Provide technical guidance to program/support staff for purchases under the $50,000 threshold.
8. Stay abreast of new developments, best procurement practices, and government regulations (CFRs, OMB cost principles, etc.) related to SDWP funding (WIA, HHS, etc.).
9. Respond to requests for information from the general public.
10. Other duties as assigned.
SAN DIEGO WORKFORCE PARTNERSHIP, INC.
advancing careers, enriching lives
Team Member Description
3910 University Avenue, Ste. 400  San Diego, CA 92105
Phone (619) 228-2900  Fax (619) 228-2901
www.sandiegoatwork.org
Job Skills:
Knowledge of procurement and fiscal principles
Analyze legal rules and regulations
Knowledge of WIA legislation regulation and policies
Contracting
Knowledge of evaluation
Group Facilitation
Education and Job Knowledge Requirements:
Bachelor’s degree in related field required.
Workplace and Team Skills:
Build/maintain relationships
Verbal communication
Written communication
Give & receive feedback
Customer service
Problem solving
Analytical thinking
Creative thinking
Decision making
Planning
Time management
Influencing others
Presenting to groups
Process improvement
Computer Skills:
Microsoft Word, Excel and
Microsoft Outlook 2007
Internet
PowerPoint
Database management
Personal Attributes:
Positive attitude
Works well in teams
Personal responsibility
Innovative/creative
Goal/results orientation
Open to change
Honesty / integrity
Reliable/responsible
Development & learning

EMPLOYMENT APPLICATION

We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, the presence of a non-job-related medical condition or disability or any other legally protected status.

(PLEASE PRINT)

POSITION(S) APPLIED FOR:

name:

LAST

FIRST

MIDDLE

Address:

NUMBER

STREET

APARTMENT #

CITY

STATE

ZIP

PHONE:

(         )

(         )

E-Mail Address

HOME

BUSINESS/MESSAGE

REFERRAL SOURCE:

Friend

Employment agency

Relative

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Walk-in

Other - indicate

Are you legally permitted to work in this country? (Proof of

YES

NO

citizenship or immigration status is a condition of any offer of employment)

Have you ever been convicted of a felony?

YES

NO

If yes, explain

Have you filed an application here before?

YES

NO

If yes, give date___________/__________/___________

Have you been employed here before?

YES

NO

If yes, give date___________/_________/____________

Are you currently employed?

YES

NO

Are you available to work:

FULL TIME

part-time

TEMPORARY

On what date would you be available to work?

/            /

education

high school

college

college/university

School Name

Diploma/Degree

Major Course Study

Special Training Apprenticeship, Seminars, Volunteer Work

               

AN EQUAL OPPORTUNITY EMPLOYER/program

auxiliary aids and services are available to individuals with disabilities

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

The following information is VOLUNTARILY submitted.  The survey is used for statistical purposes only and will have no effect on the selection process.  This portion will be detached prior to review of the application.

eeo appLicant flow survey

	Male		Female	Birthdate	/               /
	White, Non-Hispanic
	African American
	Latino/Hispanic
	Asian
	Native American
	Disabled
	Vietnam Era Veteran
	Veteran

EMPLOYMENT EXPERIENCE

Include all employment during the last 10 years.  Start at the top with your most recent job.  Employment experience may be paid or unpaid, full or part-time.  (Attach additional pages if necessary.  Failure to provide all information may result in disqualification of application.

EMPLOYER	TELEPHONE	DATES EMPLOYED		DESCRIBE WORK PERFORMED
	(        )	FROM	to
ADDRESS                                                           CITY      STATE       ZIP
JOB TITLE		HOURLY/SALARY RATE
		STARTING
IMMEDIATE SUPERVISOR AND TITLE		$	per
REASON FOR LEAVING		RATE OF PAY
		FINAL
MAY WE CONTACT FOR REFERENCE?   YES  NO  LATER		$	per
IF NO, STATE REASON:
EMPLOYER	TELEPHONE	DATES EMPLOYED		DESCRIBE WORK PERFORMED
	(        )	FROM	to
ADDRESS                                                           CITY      STATE       ZIP
JOB TITLE		HOURLY/SALARY RATE
		STARTING
IMMEDIATE SUPERVISOR AND TITLE		$	per
REASON FOR LEAVING		RATE OF PAY
		FINAL
MAY WE CONTACT FOR REFERENCE?   YES  NO  LATER		$	per
IF NO, STATE REASON:
EMPLOYER	TELEPHONE	DATES EMPLOYED		DESCRIBE WORK PERFORMED
	(        )	FROM	to
ADDRESS                                                           CITY      STATE       ZIP
JOB TITLE		HOURLY/SALARY RATE
		STARTING
IMMEDIATE SUPERVISOR AND TITLE		$	per
REASON FOR LEAVING		RATE OF PAY
		FINAL
MAY WE CONTACT FOR REFERENCE?   YES  NO  LATER		$	per
IF NO, STATE REASON:

SUMMARIZE SPECIAL SKILLS AND QUALIFICATIONS ACQUIRED OR OTHER EXPERIENCE. (INCLUDING CERTIFICATES AND LANGUAGES)

Certificate of Applicant: All answers and statements in this document are true and complete to the best of my knowledge and belief. I understand that false or misleading answers are cause for rejection of my application, removal of my name from an eligible list, or dismissal from Partnership employment.  Further, I hereby grant the Partnership permission to contact other individuals and educational institutions to verify the information I have provided.

SIGNATURE:

DATE:

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