Transit Systems 2023-01-16 2023-02-20

Procurement Manager

Duluth Transit Authority
Duluth, Minnesota

Job ID: 147280
Job Status: Full-time

The Duluth Transit Authority is seeking a qualified individual for the full-time position of Procurement Manager, responsible for requesting bids and proposals, writing and overseeing the preparation of contracts, negotiating contract terms, researching and interpreting contract provisions, and awarding contracts to vendors. The Procurement Manager also resolves contract discrepancies, drafts reports maintains procurement files, is responsible for procurement and administrative activities including technical support for document preparation such as RFPs, RFQs, and RFBs. You will administer complex contracts in the area of professional services, goods, services and construction. This position will ensure compliance to local, state and federal guidelines, purchasing policies and procedures during negotiations and contract awards process.

Necessary qualifications include a four-year degree in Finance, Planning, Procurement or related field and a strong working knowledge of procurement and contracting following state and federal guidelines. Experience in public transit is preferred. Essential duties and responsibilities include, but are not limited to:

  • Manages the procurement of all supplies, equipment and, services for the DTA in accordance with federal and state laws as well as DTA Procurement Policies.
  • Makes recommendations on policies and procedures as needed to ensure the success and compliance of all procurement related activities.
  • Provides procurement research, guidance, direction, and presents available procurement options to DTA staff. Incorporates the best practices and market research into procurements to ensure that the DTA obtains the best possible price.
  • Identifies suppliers that satisfy the DTA’s contracting and purchasing requirements.
  • Prepares solicitation documents and offers using various forms of advertisement.
  • Prepares preliminary determination of responsiveness and responsibility including audit of various financial documents. Performs price/cost analysis and resolves discrepancies in material price, over/under shipments and erroneous freight charges with contractor personnel in accordance with solicitation requirements.
  • Ensures guidelines and goals are followed regarding participation by disadvantage business enterprises (DBE). Assists Director of Finance in establishing DBE goals. Assures suppliers deliver materials and services in accordance with standards of price, time, quantity and quality agreed upon.
  • Maintains communications with vendors and sources of supplies, advises management of market conditions affecting commodities purchased by the DTA, as well as opportunities for cost-saving purchases.
  • Arranges for the disposal of surplus property.
  • Maintains and edits standard forms used in the bid/RFP specifications.
  • Receives, evaluates and forwards to Finance Director bid bonds as applicable.
  • Coordinates and facilitates pre- and post-award conferences with interested contractors and DTA technical personnel. Administers pre and post award protests and prepares recommendations for concurrence with Director of Finance.
  • Coordinates formal bids, including RFP’s, IFB’s, RFQ’s, etc. by reviewing specifications, schematics, etc. and maintain files.
  • Reviews requisitions and purchase orders (PO’s) to ensure proper account coding, delineating capital or operating expenditures as well as grant shares. Monitors open PO’s and contracts for compliance with delivery schedules, performance and other terms. Closes out issued or delegated purchase orders and contracts.
  • Prepares a variety of routine and complex reports to assist management in making procurement related decisions.
  • Manages all local, state, and federal contracts.
  • Evaluate procurement processes and procedures and make recommendations to improve or efficiency and cost-effectiveness.
  • Ensure compliance with FTA Third Party Contracting regulations.
  • Ensure compliance with local and state bid laws and regulations.
  • Ensures that DTA staff assigned as Project Managers are fully compliant with Procurement duties and policies.
  • Attends meetings, conferences, seminars, training and other technical programs to stay abreast of changes in the procurement field and applicable regulations.
  • Maintains high degree of integrity, avoids conflicts of interest and fully complies with DTA Code of Conduct Policy.
The performance of the major job functions for this position requires the incumbent to be present at their work setting. Regular, dependable attendance is necessary for the performance of the job duties.

  • Four-year degree in Accounting, Finance, Procurement or related field.
  • Minimum of two years’ experience in financial capacity.
  • Possess strong working knowledge of procurement and contracting following state and Federal Government guidelines.
  • Strong analytical and problem solving skills are necessary, in addition to being highly motivated and organized.
  • Excellent oral and written communications skills plus proficiency with Microsoft Office Suite.
  • Experience in transportation or Public Transit preferred.

Must be able to sit for an extended period of time.

Must have manual dexterity to operate a computer and other office equipment.

The physical requirement listed in this section include, but are not necessarily limited to, the motor/physical abilities and skills required of this position in order to successfully undertake the essential duties and responsibilities of this position. In accordance with Americans with Disabilities Act (ADA), reasonable accommodation may be made to empower individuals with disabilities to undertake the essential duties and responsibilities of the position.

Salary: $65,000.00 - $78,000.00 / Year


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Transit Job Listing - Procurement Manager