GENERAL DESCRIPTION OF CLASS
The PURCHASING ANALYST 2, located in a University central procurement office, conducts the procurement of products and services for all University departments, and at their discretion, cooperatively with other public agencies.
This is the second level of a three-level series. This class is distinguished from the lower level by being fully responsible for acquisition of assigned commodities and/or services, applying procurement statutes, rules, regulations, and procedures to unique or unusual situations as well as to the normal everyday procurement processes. It is distinguished from the higher level by not being assigned the more complicated and sophisticated commodities, with rapidly changing technological advances such as are evident in the data processing and telecommunications fields.
DUTIES AND RESPONSIBILITIES
- Bid Development. Typical tasks: reviews department requests to determine procurement methodology, i.e., formal or informal bid or Request for Proposal; analyzes and evaluates Purchase Requests to determine if sufficient information is included to develop an Invitation to Bid document; assists departments in preparing specifications that are generic and do not arbitrarily limit competition; develops an 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, i.e., bonds, insurance, samples, warranties, firm pricing, etc.; approves department justification for sole source procurements, and processes in compliance with Oregon Administrative Rules; identifies and selects sources of supply; considers set-aside for minority or woman owned business enterprise (M/WBE) or for qualified rehabilitation facility (QRF); establishes M/WBE subcontracting goals when appropriate; develops and distributes Invitation to Bid document; conducts vendor pre-bid conferences; receives vendor protests of bid specifications and requests for changes to the technical and contractual provisions; investigates protests and works with departments to determine appropriate action; prepares written responses and issues addenda.
- Bid Award. Typical tasks: reviews bids after opening for substantial compliance with contractual and administrative requirements; coordinates testing or sample review by affected departments prior to award; 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 orders; in event of legal action, acts as University's witness.
- Public Improvement Contract Awards. Typical tasks: tasks are similar to those listed under Bid Award except Public Improvement Contracts are used for procurements which involve labor and materials, i.e., building construction, remodel, or major renovation; often requires coordination and explanation of procedures with architects and engineers; evaluates bidder conformance with "good faith effort" statute; requires extensive follow up to obtain bonds and insurance certificates; returns bid deposits and bid security; develops formal contract document and obtains necessary signatures; issues Notice to Proceed; 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 2 makes decisions concerning legal aspects of public procurement as well as the cost, quality and availability of goods and services. This can substantially impact department┐s budgets and ability to fulfill their missions.
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.
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.
Two years of procurement experience which must include using procurement practices, procedures, and techniques such a 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.