HomeMy WebLinkAbout2016-227 RESOLUTION NO. 2016-227
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
2 BERNARDINO ESTABLISHING THE CLASSIFICATION O
PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U) AN
3 APPROVING THE JOB DESCRIPTION; RECLASSIFYING PURCHASIN
MANAGER TO PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISIO
4 MANAGER (U); AND DELETING THE PURCHASING MANAGE
CLASSIFICATION.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CIT
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OF SAN BERNARDINO AS FOLLOWS:
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8 SECTION 1. The classification of Procurement/Contract Support Services Division
9 Manager (U), Range 4586, $8,253 - $10,031 per month, is hereby established and the job
10 description for said position, attached hereto as Exhibit"A," is hereby approved.
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SECTION 2. The addition of one (1) position of Procurement/Contract Support Service
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Division Manager (U), Range 4586, $8,253.00 - $10,031.00/month to the Finance's table of
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organization is hereby approved.
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15 SECTION 3. The classification of Purchasing Manager, Range 4538, $6,496
16 $7,896/month, is hereby reclassified to Procurement/Contract Support Services Division
17 Manager (U), Range 4586, $8,253 - $10,031 /month.
18 SECTION 4. The classification of Purchasing Manager, Range 4538, $6,496
19 $7,896/month, is hereby deleted.
20 SECTION 5. The move of the Print Shop operations from the IT Department to the
21 Finance Department is hereby approved.
22 SECTION 6. The Director of Human Resources is authorized to update Resolution Nos,
23 97-244 and 2011-218 to reflect these actions.
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SECTION 7. The Director of Finance, or designee, is authorized to amend the F
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2016/17 budget to reflect these actions.
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO ESTABLISHING THE CLASSIFICATION O
2 PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U) AN
APPROVING THE JOB DESCRIPTION; RECLASSIFYING PURCHASIN
3 MANAGER TO PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISIO
MANAGER (U); AND DELETING THE PURCHASING MANAGE
4 CLASSIFICATION.
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an
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Common Council of the City of San Bernardino at a joint regular meeting thereof, held on the 7t
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day of November, 2016, by the following vote, to wit:
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COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT
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11 MARQUEZ X
BARRIOS X
12 VALDIVIA X
13 SHORETT X
14 NICKEL X
15 RICHARD X
MULVIHILL X
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Georgeanrdianna, Cffk, City Clerk
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19 The foregoing Resolution is hereby approved this /�d day of November, 2016.
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21 R. Carey Da s, Mayor
22 City of San/13ernardino
Approved as to form:
23 Gary D. Saenz, City Attorney
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By:
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2016-227
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EXHIBIT A
Class Code:
�o^oED I�,s•° M/CC Date Adopted:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management
Class Specification
PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U)
JOB SUMMARY
Under general direction from the Director of Finance, plans, coordinates and manages
implementation of the City's purchasing policies and procedures; negotiates and monitors highly
complex contracts for services and products; manages and participates in the centralized
purchasing of a wide range of materials, supplies, services and equipment for the City; provides
technical support, information and assistance to departments on purchasing issues and the
development of applicable standards and specifications; has managerial responsibility for the
Print Shop; supervises assigned staff; and performs related duties as assigned. This position
requires expert, professional-level purchasing experience in a municipal government agency.
DISTINGUISHING CHARACTERISTICS
The Procurement/Contract Support Services Division Manager (U) is responsible for the
management of the Purchasing and Reproduction Division of the Finance Department, which
includes the functional areas of purchasing, contract administration, reproduction, and mail
services. Develops policies and procedures in compliance with federal, state, City Charter, and
Municipal Code requirements. The position may be designated as the City's Purchasing Agent
by the City Manager and shall administer the purchasing system as outlined in San Bernardino
Municipal Code Section 2.06. Responsible for coordinating and issuing City-wide contracts
including formal, informal, and annual contracts, as well as high-value, specialized or complex
agreements requiring substantial experience in public sector purchasing. Assures efficient, cost-
effective and quality services for various City departments. Assignments are broad in scope and
allow for a high degree of administrative discretion and independent judgment in its execution.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude it from the
position if the work is similar, related or a logical assignment to this class.
1. Develops division goals and objectives that reflect modern purchasing/materials
management best practices.
2. Exercises approval and signature authority for all purchases and City contract
agreements as provided in San Bernardino Municipal Code Section 3.04.
3. Assumes the Purchasing Agent job duties, if delegated by the City Manager, as outlined
in San Bernardino Municipal Code Section 2.06.
4. Develops and provides appropriate systems and procedures for soliciting quotations,
bids and proposals, contract administration, reproduction and mailing services, and
records management.
5. Provides leadership, direction, and assistance to departments and agencies on
conducting highly complex contract negotiations with outside vendors.
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EXHIBIT A
6. Evaluates acquisition and contract requirements and determines solicitation processes,
such as Request for Proposal (RFPs), Invitation to Bid (ITB), Requests for Quotations
(RFQs) and Requests for Information (RFI).
7. Manages multiple contract activities and performs complex financial system transactions
and prepares written reports and award recommendations.
8. Investigates and helps resolve purchasing/bid/contract and performance disputes.
9. Provides City staff with guidance and assistance regarding purchasing procedures and
legal requirements; participates with departments in the development of bid and job
specifications.
10. Develops procedures and participates directly in the evaluation and awarding of
responsible bids for supplies and services in accordance with the Municipal Code and
established methods and procedures.
11. Plans and implements technological changes including automation of purchasing, and
records management systems.
12. Prepares and updates City-wide Purchasing Manual; develops and provides
seminars/training in purchasing and contract administration for City staff.
13. Makes recommendations for updates to the City Charter and/or San Bernardino
Municipal Code related to purchasing systems, best practices and legal requirements.
14. Manages in-house reproduction and mail services to ensure timeliness and quality of
services.
15. Develops and implements new concepts in work simplification and cost reduction
including life-cycle costing, systems contracts, value analysis, vendor analysis, cost
analysis, price analysis, and lease/purchase agreements.
16. Maintains vendor/commodity files and/or specifications on sources of supply, costs,
delivery, vendor ratings, and quality requirements.
17. Coordinates with City Clerk on the City's record retention and destruction program.
18. Manages formal contracts, open market procedures and emergency purchases.
19. Management and disposal of surplus supplies and equipment.
20. Supports the City in any contracting/outsourcing of any City-related services, to include
but not limited to professional service agreements, vendor services agreements and
contractor agreements.
21. Performs related duties and responsibilities
GENERAL QUALIFICATIONS
Knowledge of:
1. Laws, regulations, policies, and procedures related to public sector purchasing, including
solicitation of bids/proposals, financing, and evaluation of offers, negotiations and
awarding of contracts.
2. Principles, practices, methods and techniques of public agency purchasing and
contracting, including competitive bidding procedures.
3. Principles, practices and techniques of contract administration.
4. Federal, state and local laws, regulations and court decisions governing City purchasing
and contracting activities.
5. Typical sources and types of products, commodities and services used by a City
government.
6. Principles and practices of public administration, including budgeting and the
maintenance of public records.
7. Record-keeping practices and procedures related to a purchasing function.
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EXHIBIT A
8. Principles and practices of effective management and supervision.
9. City human resources policies and procedures, Civil Service rules and labor contract
provisions.
10. Implementation of procurement techniques consistent with the "best practices" within the
field of professional purchasing operations.
11. Budgeting techniques, and contracts administration.
12. A demonstrated ability in negotiating and selecting contractors, vendors and consultants.
13. Skills required in planning and implementing technological change and automation.
14. Current management techniques and an ability to supervise a diverse group of
professional, technical and support personnel.
15. Reproduction and mailing operations.
16. Written and verbal communications skills.
Ability to:
1. Plan, coordinate, manage and evaluate complex work programs of a centralized
purchasing function.
2. Define issues, analyze information and problems, evaluate alternatives and develop
sound conclusions and recommendations.
3. Present proposals and recommended courses of action clearly and logically.
4. Organize, set priorities and exercise sound independent judgment within areas of
responsibility.
5. Analyze and solve complicated contractual terms, investigate sensitive or unusual issues
or complaints, and provide guidance and assistance.
6. Understand, interpret, explain and apply municipal and state laws and regulations
governing purchasing procedures.
7. Work independently, reason logically, work under pressure, adapt to varying
circumstances, and use sound judgment in the performance of duties.
8. Develop and implement sound, efficient, cost-effective purchasing and contracting
standards, procedures and processes.
9. Prepare clear, concise and comprehensive correspondence, reports, studies and other
written materials.
10. Exercise sound, expert independent judgment within general policy guidelines.
11. Use tact, discretion and diplomacy in dealing with concerned customers, contractors and
vendors.
12. Maintain confidentiality of privileged information.
13. Establish and maintain effective working relationships with City Manager, City
department heads, division managers, staff, vendors and others encountered in the
course of work.
14. Work effectively with others and be responsive to City-wide departmental needs.
15. Communicate with others and assimilate and understand information in a manner
consistent with the essential job functions.
MINIMUM QUALIFICATIONS
Education, Training And Experience
Any combination of education and experience that provides the required knowledge, skills,
and abilities to perform the essential job duties of the position is qualifying. Incumbents will
possess the most desirable combination of training, skills, and experience, as demonstrated
by their past and current employment. Sufficient education, training and/or work experience
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EXHIBIT A
to demonstrate possession of the following knowledge, skills, and abilities which would
typically be acquired through:
Bachelor's degree from an accredited institution in Business Administration, Public
Administration, Finance or Operations Management or closely related field. Master's
degree preferred.
Six or more years' experience in a purchasing operation within a complex municipal
government organizational structure, with progressively responsible experience in
purchasing and contracting for a variety of supplies, materials, services, public projects,
and equipment; and
Six (6) years of which were in a supervisory or management capacity.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
Professional certification from the Universal Purchasing Certification Council (CPPO) or the
Institute of Supply Management (CPM) is highly desirable. Certified Associate Contracts
Manager, Certified Federal Contracts Manager, Certified Professional Contracts Manager,
Certified Purchasing Manager or Certified Public Purchasing Officer from a nationally
recognized organization such as the Institute of Supply Management, National Contract
Management Association or Universal Purchasing Certification Council.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear,
both in person and by telephone; use hands to finger, handle and feel computers and standard
business equipment; and reach with hands and arms. The employee is frequently required to
stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet.
Procurement and Support Services Division Manager(U)
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