Purchasing Specialist

at  Vancouver Police Department

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of modern methods involved in bidding, specifications, and purchase awards
• Thorough public sector purchasing knowledge and RFP experience, with knowledge of the legal and trade agreement requirements related to public sector procurement
• Considerable knowledge of the policies, procedures, standards, methods, practices, contract law, risk management, and negotiation techniques related to purchasing and inventory management
• Considerable knowledge of the types, quantities, sources, and prices of commodities and services required by VPD
• Considerable knowledge of market conditions, prices trends, and delivery practices
• Ability to prepare specifications, contracts, and tender documents for a variety of products and services, and to monitor and administer such contracts
• Ability to interpret and apply the laws of contract and competitive bidding to a variety of situations
• Ability to evaluate quality and price elements, and determine suitability of goods and services
• Considerable knowledge of the functions and requirements of the various departmental needs as related to the work performed
• Ability to deliver excellent customer service to clients and stakeholder groups
• Ability to establish and maintain effective working relationships in a team environment
• Working knowledge of warehouse and stores operations
• Working knowledge of accounting and budget practices
• Ability to prepare and maintain records, reports, and spreadsheets
• Ability to communicate effectively, verbally and in writing
• Ability to use computerized materials management system and various software applications

OTHER REQUIREMENTS

• Physical strength and agility, sufficient to meet the demands of the job
• Must be able to lift, carry, and move heavy awkward objects
• Valid BC driver’s licence
• All employees must maintain their enhanced security clearance while employed with the Vancouver Police Department, which will be renewed every five years or as required
  Selection Process: Candidates may be required to take a written test.
  NOTE: This position falls under the jurisdiction of Teamsters Local 31.

• Ensure that all procurement is in compliance with regulations and laws, related procurement practices, and in accordance with VPD’s standard practices
• Ensure upfront procurement project planning is occurring, so that information is shared, and every bid and RFP is created to achieve successful outcomes
• Promote and adopt sustainable supply chain concepts where appropriate
• Provide consistent sourcing and contracting activities through the use and development of standard tendering document templates (primarily Request for Proposal, Request for Qualifications, prequalification processes, etc.)
• Review tender and award documentations with respect to the developed evaluation criteria
• Responsible for awarding a contract with consensus and approval from the respective chain of command
• Prepare detailed specifications, tender, and proposal documentation, and identify evaluation criteria
• Arrange for calling of bids and obtaining bids from vendors
• Post all high-value competitive bids on BC Bid for national exposure
• Analyzes, verifies, and evaluates bids as to price, quality, and conformance to VPD specifications and regulations
• Lead or co-lead complex negotiation processes
• Draft all contracts upon selection of successful proponent(s)
• Perform research and analysis of products, services, supplies, materials, and equipment
• Prepare and maintain records and reports, and provide purchasing recommendations
• Ensure all direct-buy purchases adhere to the procurement laws of Canada and VPD policies and procedures
• Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow-up
• Review, verify, and process purchase requisitions
• Schedule ordering of supplies or services common to several sections
• Advise and assist departmental clients and suppliers regarding procurement
• Attend internal and external meetings, and serve on committees as and when required
• Conduct vendor site audits and inspections
• Prepare correspondence, keep records, and maintain current information on commodities and prices
• Study price trends and other economic conditions which may affect prices
• Report on key performance indicators
• Assist in the analysis of inventory operations
• Monitor orders and expedites as necessary
• Source materials and uniform for non-contract items
• Carry out warehouse operations in the receipt, storage and issue of items, as required
• Work closely with the Inventory Control Lead on inventory issues
• Other related duties and responsibilities as assigned