GENERAL DESCRIPTION OF CLASS
The PURCHASING ANALYST 3, located in a University central procurement office, conducts the procurement of highly technical products and services for all University departments, cooperatively with other public agencies.
This is the third level of a three-level series. This class is distinguished from the lower levels by being responsible for procurement of highly technical products that require extensive use of the Request for Proposal (RFP) process and the development of an RFP. This involves taking an adversarial role with University departments in discussions about defining their requirements, weighing of evaluation criteria, etc. These discussions often require negotiating with college deans or department heads.
DUTIES AND RESPONSIBILITIES
- Bid Development. Typical tasks: reviews department requests to determine whether a Request for Proposals (RFP) or Invitation to Bid (Bid) should be used; assists departments in writing specifications that are generic and do not limit competition; develops evaluation criteria that considers the factors that are of importance to the department and understandable to the bidders; determines which contractual provisions are appropriate for each bid; approves department justification for sole source procurements and processes in compliance with Oregon Administrative Rules; conducts vendor pre-bid conferences; receives vendor pre-bid protests of Bid specifications and requests for changes to the technical and contractual sections of RFPs; investigates protests and requests for changes and works with departments to determine appropriate action; prepares written responses and issues addenda to Bid or RFP; awards contract.
- Bid Award. Typical tasks: reviews bids after opening for substantial compliance with contractual and administrative requirements; refers summary of responses to department for approval of product specifications; if a committee is involved, schedules meetings, prepares agenda, provides copies of the necessary documents, and acts on committee recommendations; directs department during evaluation of responses; resolves vendor complaints that may arise about the bid and award process; awards bid in accordance with Attorney General's Model Rules, and documents file to substantiate award; signs purchase order; in event of legal action, acts as University's witness.
- Request for Proposals Award. Typical tasks: tasks are similar to those listed under Bid Award except Request for Proposals are used for more complex procurements and involve a degree of negotiation, contracts are predominately in the information processing field and require in-depth evaluation by a committee comprised of University personnel with expertise in information processing technology; explains evaluation procedures to Committee members, attends product demonstrations and oral presentations given by vendors; reviews and has final approval of department management recommendation for vendor selection; conducts vendors' post-award review of the evaluation process; works with department management and Attorney General, as needed, to resolve protests; prepares final contracts; in event of legal action, acts as University's witness.
- Contracts and Price Agreements. Typical tasks: determines which commodities/services should be acquired through volume procurement contracts (price agreement); recommends members and chairs committee, if appropriate, to assist in developing technical and contractual requirements; administers contracts after award to ensure adherence with contract provisions, including investigation and resolution of performance problems, approval of price changes, and determination of contract cancellation; makes decision whether to renew or re-bid contracts, utilizes best-value and continuous improvement contract administration processes such as Business Reviews, Contract Scorecards and Quality Reviews.
- Department Guidance. Typical tasks: answers public and University department questions about procurement rules and regulations; gives departments authorization to exceed the dollar limits in the Department's Policies after determining the transaction is consistent with procurement rules; investigates and resolves department complaints about vendors or products.
- Cooperative Procurement Liaison. The employees in this class act as agents and points of contact for purchases cooperatively entered-into with other OUS institutions, other State of Oregon agencies, or other political subdivisions. These employees provide information, assistance and advice, as appropriate, to others on all University division activities, as requested.
- Vendor Guidance. Typical tasks: interprets the procurement process to vendors and answers questions about bid procedures; investigates complaints from vendors about the procurement process and University departments; consults with vendors about new products, etc.
Impact of Decisions: The Purchasing Analyst 3 makes decisions which substantially impact department's budgets and ability to fulfill their missions. Determines procurement methodology, evaluation criteria, vendor base, and lowest responsive bidder.
RELATIONSHIPS WITH OTHERS
Employees in this class are in regular contact, in person, in writing, and by telephone, with Departmental and other public agency procurement agents and personnel to respond to questions about bids, procurement procedures, University price agreements, and other matters. The employee is also in regular contact, in person, in writing, and by telephone, with vendor sales staff, regional managers, and governmental account representatives about bids, procedures, and other matters.
These employees have occasional contact with the Attorney General's Office, as well as other professionals such as architects and engineers. Contact may be in person, by telephone, or in writing, regarding interpretations of procurement regulations and specific bid problems. Positions in this classification may oversee the work of purchasing analysts or other employees.
Employees in this class receive general supervision from unit manager who may review specific procurement process. Employees in this class follow policies and guidelines as outlined by Administrative Rules, Attorney General's Model Rules, State Procurement Laws, and Bureau of Labor and Industries.
Three years of procurement experience which must include using procurement practices, procedures, and techniques such as determining specifications, placing purchase orders, and processing requisitions;
AND a Bachelor's degree in Business Administration or a closely related field
OR three more years of relevant experience.