Procurement & Contract Specialist

2 weeks ago

Toronto, Canada Toronto Transit Commission Full time

**JOB INFORMATION**

**Requisition ID**: 7580
**Number of Vacancies**: 4
**Department**: Procurement and Category Management (20000714) - Capital Procurement (30000513)
**Salary Information**: $80,189.20 - $110,401.20
**Pay Scale Group**: 09SA (CAN/S/J/09SA)
**Employment Type**: Regular
**Weekly Hours**: 35
**Off Days**: saturday and sunday
**Shift**: Day
**Posted On**: July 21, 2023
**Last Day to Apply**: December 31, 2023
**Reports to**:Category Management

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

**General Accountability**:

- This requirement is to fill the current 4 vacancies as well as create a talent pool to be used to fill full-time or contract/temp positions within the Design Engineering & Technical Services, in the Procurement and Category Management Department that may arise within the next 6 months.
- Reporting to the Category Manager, the incumbent is responsible for coordinating and administering the day-to-day activities associated with procurement/contract award and subsequent contract administration activities relating to complex, high value contracts. These include revenue vehicles (i.e. for subway trains, light rail vehicles, buses) and non-revenue vehicles (i.e. automobiles, service trucks, tractors and forklifts), construction, design/build requirements, engineering/architectural professional services, technical services, information technology (i.e. purchase of IT and support services, hardware equipment and licensing), and engineered equipment consistent with the TTC's Procurement Policy, departmental procedures, guidelines and Construction Law principles.

**Key Job Functions**:

- Procurement Pre-award Activities:
- Prepares commercial documentation for Request for Proposals (RFPs) / Request for Bids (RFBs), Negotiated Request for Proposals (NRFPs), Requests for Information (RFIs), Advance Contract Award Notices (ACAN), Pre-qualification processes
- Prepares and processes non-competitive procurement justifications
- Liaises and provides guidance to end user customers and staff to co-ordinate procurement efforts and maintain schedule requirements
- Develops appropriate procurement methods and prepares commercial documentation for bids/proposals, pre-qualifications and contracts including development of special commercial conditions;
- Review, comment and recommend revisions as appropriate on statements of work/scope of services/terms of reference/technical specifications
- Assists in the selection process of bidders, develops evaluation criteria, weighting and submission requirements for use in evaluating technical proposals
- Performs market research through outreach to other public entities to ensure continued competitiveness for procurement calls utilizing best practices and process improvements
- Conducts the prequalification of contractors, consultants and vendors for certain projects as required
- Coordinates the bidding process to solicit competitive bids/proposals including preparation of public advertisements, determining the necessity for and coordinating and preparing the issuance of addenda
- Ensures that procurement processes are conducted in compliance with applicable laws and corporate policies and procedures
- Coordinates and chairs procurement negotiation meetings for single/sole source and other negotiated contracts
- Acts as liaison with bidders and manages communications and information flow between clients and vendors, ensuring responses to bidders’ enquiries are provided prior to bid closing
- Responds to complaints from vendors and defends corporate position
- Coordinates and chairs pre-bid meetings or site tours for bidders/proponents, kick-off meetings, debriefing meetings with unsuccessful bidders, and prepares and issues minutes of meetings
- Schedules, plans, organizes and conducts site tours at track level outside of subway operating hours
- Utilizes the TTC”s electronic bidding portal to facilitate the submission of bid/proposal documentation and develops the various stages of evaluation within the portal to assist in the release of proposal documentation, tracking of progress and consensus meeting scores.
- Examines in detail, the contents of all Request for Proposals/Bids (RFPs)/(RFBs) to assess their compliance with tender/proposal requirements, (commercial compliancy), facilitates consensus meetings with evaluators, before proceeding to evaluate pricing component of RFPs/RFBs
- Facilitates consensus evaluation meetings with internal customer stakeholders, reads all propo

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