State of Maryland

A DGS Procurement Officer Supervisor is the supervisory level of professional work within the Department of General Services procuring equipment, services, construction, supplies, information technology and other needs, which must be obtained through the competitive or negotiated procurement process. Employees in this classification are responsible for soliciting, evaluating, negotiating and awarding statewide contracts, according to State procurement laws, procedures and regulations, as well as maintaining contracts by assuring compliance with terms and conditions. Employees in this classification must also monitor, review and audit procurements of other State agencies. Employees in this classification supervise lower-level DGS Procurement Officers, procurement paraprofessionals and support staff. Employees in this classification regularly give guidance and direction to Agency Procurement Specialists and support staff.

Employees in this classification receive general supervision from a DGS Procurement Officer Manager or other designated administrator.

Positions in this classification are evaluated using the Classification Job Evaluation Methodology. The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of a class specification.

The DGS Procurement Officer Supervisor is differentiated from the DGS Procurement Officer Lead in that the DGS Procurement Officer Supervisor has full supervisory responsibility for lower-level DGS Procurement Officers while the DGS Procurement Officer Lead assigns, reviews and approves the work of and trains lower-level DGS Procurement Officers. The DGS Procurement Officer Supervisor is differentiated from the DGS Procurement Officer Manager in that the DGS Procurement Officer Manager directly supervises DGS Procurement Officer Supervisors.

Plans, coordinates, supervises, and evaluates the work of lower-level DGS Procurement Officers;

Trains lower-level DGS Procurement Officers;

Handles most complex issues or problems relating to statewide procurement laws, regulations, policies and procedures;

Provides instruction, direction and guidance to contract and procurement personnel statewide in all aspects of the procurement process by attending agency pre-bid or pre-proposal conferences, meeting with agency procurement staff to discuss results of procurement analyses and conducting formal and informal training for agency procurement staff in State procurement laws, regulations, policies and procedures;

Assists and manages statewide contracts after award;

Reviews, analyzes and approves contract documents from other State agency procurement personnel for content and format, to ensure adherence to State procurement laws, regulations, policies and procedures, and to prevent duplicate and unnecessary procurements;

Determines basis for awards and evaluation criteria;

Develops contract specifications including performance and acceptance standards, payment terms, contract management elements, contract modifications, contract renewals and advertisement requirements in accordance with State procurement procedures, laws and regulations for the procurement of all necessary services, supplies, equipment, real estate, construction, indefinite quantity contracts, facilities maintenance and commodities;

Manages statewide indefinite quantity contracts;

Conducts pre-bid and pre-proposal conferences and site inspections, explains procurement requirements, establishes procurement procedures, and schedules, participates in, and conducts offerors’ discussions and contract negotiations;

Examines bid proposals to determine issues of responsiveness and responsibility and the need for additional information;

Conducts bid openings for competitive procurements to determine whether offerors are reasonably qualified to be selected for award and may recommend proposals for awards;

Manages the advertisement of procurement opportunities, distributes specifications to vendors, conducts vendor conferences, receives and secures bid or proposals, oversees the evaluation process and contract award;

Assists with or conducts debriefings;

Negotiates the most favorable prices, terms and conditions for noncompetitive sole source and emergency procurements;

Researches materials and provides testimony regarding Board of Public Works items;

Prepares documents for Board of Public Works contract approval;

Prepares minutes of pre-bid/pre-proposal conferences, addenda to Requests for Proposals (RFP)/Invitation for Bids (IFB) and answers written questions from potential bidders and offerors;

Compiles data and prepares routine and non-routine reports as required for use in evaluating State procurement activity;

Provides testimony in bid protest disputes;

Evaluates contractor’s performance against terms and conditions of contracts and recommends corrective actions, such as the application of damages, withholding of payment or termination of contract;

Confers with Assistant Attorney General’s Office regarding bid irregularities, contract disputes, protests or appeals and Public Information Act requests;

Verifies Certificates of Insurance, Bonds and references for compliance with contract requirements;

Verifies Minority Business Enterprise (MBE) participation;

Prepares documents for Board of Public Works (BPW) contract approval;

Uses the Advanced Purchasing and Inventory System (ADPICS) portion of Financial Management Information System (FMIS) to facilitate the procurement process;

May provide advice and guidance to paraprofessional support staff;

Performs other related duties.

Knowledge of the theories, principles and practices of public procurement administration and management;

Knowledge of government procurement laws, regulations, policies and procedures;

Knowledge of contract and specification writing techniques;

Skill in conducting procurements;

Skill in using computers and appropriate software to prepare contracts, specifications and procurement documents;

Ability to review procurement contracts for compliance with State laws and regulations;

Ability to construct, review and recommend approval of procurement-related agenda item submissions to the Board of Public Works;

Ability to provide guidance and training to State agency staff in State procurement laws, regulations, policies and procedures;

Ability to monitor State agency compliance with State procurement laws, regulations, policies and procedures;

Ability to prepare accurate and complete contracting and purchasing documents;

Ability to conduct pre-bid conferences and explain procurement regulations and procedures;

Ability to work and complete assignments under strict timelines;

Ability to communicate effectively with all levels of officials both inside and outside the agency;

Ability to train and plan the work of lower-level procurement officers, paraprofessionals and support staff.

Experience: Eight years of experience, four years of experience in contract management or procurement involving duties such as:  soliciting, evaluating, negotiating and awarding contracts or ensuring compliance with procurement laws, regulations and conditions and an additional four years of professional or paraprofessional contract management or procurement experience.

Notes:

1. Candidates may substitute the possession of a Bachelor's degree from an accredited college or university and four years of experience in contract management or procurement involving duties such as: soliciting, evaluating, negotiating and awarding contracts or ensuring compliance with procurement laws, regulations and conditions for the required experience.

2. Candidates may substitute additional graduate education at an accredited college or university at the rate of thirty credit hours for each year of the required experience.

3. Candidates may substitute the following written certifications, obtained through passing an examination for four years of the required experience: Certified Purchasing Manager from the National Association of Purchasing Management; Certified Professional Contracts Manager from the National Contract Management Association; Certified Public Purchasing Officer    or Certified Professional Public Buyer from the Universal Public Purchasing Certification Council (National Institute of Governmental Purchasing, Inc. or National Association of State Purchasing Officers).

4. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in Contracting and Industrial Management classifications or Contracting and Industrial Management specialty codes in the Procurement field of work on a year-for-year basis for the required experience.

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies. Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are Skilled Service positions.  Some positions in Skilled Service classifications may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.

This classification is not assigned to a bargaining unit as indicated by the designation of S (supervisor), M (manager), T (agency head), U (Board or Commission member), W (student), X (excluded by agency), or Z (confidential).  As provided by State Personnel and Pensions Article, Section 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are excluded from collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and therefore, all positions in those agencies are excluded form collective bargaining.