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Position Description **The purpose of this position is to manage the purchasing and contracting function for the Housing Authority of the City of Annapolis (HACA) in accordance with Department of Housing and Urban Development (HUD) and HACA procurement regulations and policies. This includes developing and/or updating procurement policies and procedures; accepting and scrutinizing vendor bids or proposals; selecting sources based upon analysis; arranging vendor contracts; bargaining for best value; observing quality of purchased materials; and reviewing all activities incidental to buying and examining supplies, materials, equipment and services. The incumbent of this position receives general direction from the HACA Director of Finance, but is recognized as the technical expert on procurement and contracting subjects.** • Maintain a system of internal controls and develop activity reports and budgets for Procurement Operations. • Review and approve all formal solicitations, including purchase requisitions received, specifications, lists of vendors, advertisements for bids, evaluations of bids, and the recommendations to accept referenced documents prepared for the Board of Commissioners and HUD. • Provide technical assistance and advice to other Department managers in the development of Request for Proposals, Professional Service Agreements, and general procurement requests. • Approve and conduct emergency procurement activities. • Assist in the negotiation of contract terms, conditions, and costs. • Ensure that the legal aspects of procurement are followed. • Develop and/or revise policies and procedures designed to further the efficient operation of the procurement program. • Implement, monitor, and document the use of policies and procedures for purchasing and contracting in accordance with applicable federal – HUD and local and laws and procedures. • Maintain a repository of information on updated changes and additions/deletions to regulations relative to governmental purchasing methods. • Monitor, record, and report on HACA’s HUD Section 3 compliance and minority business contracting activities. • Review and approve evaluation plans for Requests For Proposals (RFP) or Requests for Qualifications /Quotations (RFQ). • Represent HACA in contacts with vendors, consultants, contractors and potential contractors, HACA staff, and governmental representatives. • Review and approve contractual agreements, negotiate amendments and price, and verify contract performance. • Monitor materials and supplies requisitions for completion. • Oversee the review of requisitions, solicitations of bids and proposals, analyses and recommendations of bid and proposal acceptances, and coordination of price and cost analyses. • Mediate bidder/vendor protest of solicitations through to resolution and/or settlement. • Mediate vendor/contractor claims and disputes of contractual matters through to resolution and/or settlement. • Responsible for interpretation and enforcement of contractual terms and conditions of all agreements and provide written determinations as required. • Conduct exit interviews with respondents to professional services solicitations as requested or required. • Respond to FOIA request in timely manner as required by State Law and HACA policy. • Direct the management of the HACA resource recovery program by selling surplus equipment, scrap, metal, tires, supplies and materials, and properly accounting for disposal of surplus property. • Oversee compliance reviews of procurement activities completed by HACA staff. • Perform other duties as assigned.
Skills Required • Knowledge of HUD and other federal, state, and local policies, procedures, and regulations related to the operation of a public housing authority regarding procurement. • Knowledge of the principles and practices of procurement as identified by HUD and other federal guidelines. • Knowledge of the principles and practices of budgeting and budget administration • Knowledge of report preparation techniques. • Ability to interpret and apply insurance regulations as applicable to procurement policies. • Ability to identify data to analyze for inclusions in report submissions. • Ability to manage work through planning, organizing, delegating, and checking for completions of routine work and special projects in order to meet organizational goals and deadlines. • Ability to develop, establish and maintain effective working relationships with employees, officials, and the general public. Ability to establish and maintain effective working relationships with supervisor, co-workers, persons from other departments and vendors • Ability to operate most standard office equipment such as fax machines, copiers, calculator, computer, etc. • Ability to understand oral and written instructions • Ability to analyze invoices, purchase orders, and requisitions. • Skill in the use of personal computers • Skill in the application of accounting principles and practices
Experience Required minimum of five (5) years of experience in procurement administration
Experience Preferred Federal procurement or housing authority contracting experience preferred.
Education Required Bachelor’s degree in business administration or related field Must possess a valid driver’s license and be insurable under HACA plan.
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