Procurement Analyst

Statement of Duties

The Procurement Analyst is a dynamic, team-oriented position responsible for key functions of the City of Somerville’s procurement process across all municipal departments. The City seeks a hands-on, strategic thinker with excellent interpersonal and data management skills to support the competitive and compliant procurement of supplies, services, materials and equipment. A demonstrated ability to learn and interpret relevant federal, state and local laws pertaining to public procurement and contracts is essential.

As an integral member of the eight-person Procurement & Contracting Services (PCS) Department, the Procurement Analyst works with department level managers to ensure that the City engages in cost effective, value-driven purchasing procedures and is in compliance with applicable federal, state and local laws. This position has broad exposure to all aspects of public procurement in the City.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Soup-to-nuts procurement and contract management, including scope of work/specifications development, bid development and distribution, coordinating pre-bid conferences, opening bids, bid evaluation and tabulation, and issuing contract awards.
• Assists various municipal departments in analysis of product and service needs and participates in the development of specifications for use in competitively sourcing contractors.
• Analyzes and presents procurement related data to identify cost-saving opportunities and strategies for attracting competitive vendors.
• Develops and maintains a suite of tools used by City departments and the procurement staff to evaluate bids and proposals based on price, quality, availability, reliability, technical support and other factors.
• Ensures that City departments document vendor performance to inform procurement decisions and further development of specifications and scopes of work.
• Researches, maintains, and communicates the current availability and appropriateness of various cooperative and collaborative contracts, including but not limited to statewide contracts and contracts procured by other public entities and consortia.
• Serves as consultant and advisor to City departments in evaluating their purchases and performance of their vendors.
• Manages vendor evaluation process citywide and makes recommendations regarding best practices for ensuring the City gets the best value from its vendors.
• Studies price trends and market conditions; keeps abreast of supply sources and new product development.
• Work with Chief Procurement Officer (CPO) and Deputy Chief Procurement Officer and Information Technology Department to develop and obtain specialized reports from the MUNIS contract database
• Analyzes recent and long-term trends in the City’s procurement – including City and School Departments.
• Analyses the feasibility and pros/cons of cooperative purchasing with other governmental units, associations or public agencies.
• Works closely with CPO and other procurement managers to establish, communicate and train department heads and staff citywide in procurement policies and procedures, and to establish and implement standards for supplies and services.
• Manage procurement process for selected departments as assigned by CPO.
• Works with various municipal department-level managers to prepare invitations for bid and requests for proposals. Reviews scopes of work, specifications and written descriptions of what departments wish to purchase. Recommends edits as needed to ensure open and fair competition, to support diversity of suppliers and contractors.
• Responsible for advertising and/or soliciting all bids in the required manner.
• Reviews responses and makes recommendations to the CPO in the award of contracts.
• Responsible for the execution of the appropriate contracts and the publication of said awards.
• Responsible for maintaining all the documentation involving said projects and correspondence to the parties involved in said projects.
• At the CPO’s direction, receives and investigates complaints and bid protests brought under the terms of M.G.L. c.7C; M.G.L. c. 30, 39M, M.G.L. 30B, M.G.L. c. 149.
• At the CPO’s direction, receives and investigates public records requests.
• Maintains records, prepares reports, and performs related work as required

Minimum Qualifications

Education and Experience: Bachelor’s Degree in business administration, management, public policy (or other related field) and five (5) years experience; or any eq