Purchasing Agent

**Basic Function**:
To undertake a wide variety of procurement related activities as the primary liaison to departments and divisions by adhering to corporate purchasing policies and procedures.

To ensure compliance with public procurement requirements and to be accountable in maintaining an open and honest process that is fair, impartial and transparent.

**Position Description**:

- To act as a primary liaison to department/division in providing advice and guidance on corporate purchasing policies and procedures to ensure compliance with public procurement requirements
- To process and approve requisitions from department/division according to corporate policies, procedures and budget approvals
- To confer with department/division requisitioner regarding requirements, quantity, quality and delivery, and edit requisitions as required. To recommend alternatives that would result in greater value for the corporation
- To research, determine and recommend procurement method to department/division requisitioner (i.e. cooperative purchase, roster, quotation, tender, proposal, expression of interest, etc.)
- To develop and assist department/division requisitioner or consultant in the writing of specifications, scope of work and terms and conditions as required, and to prepare appropriate documentation
- To prepare complete bid document for procurement method and ensure appropriate review/sign-off from department/division requisitioner and/or Corporate Initiatives as required
- To issue finalized bid document to bidders in accordance with corporate policies and procedures (through bids&tenders, and/or copying, mailing) including the writing and placement of advertisements and managing the bid takers list
- To coordinate, attend and conduct pre-bid, information and/or site meetings in collaboration with department/division requisitioner as required, and to prepare appropriate documentation including attendance sheets, meeting notes, etc.
- To respond to inquiries from bidders regarding bid documents and to develop and issue addendums in collaboration with department/division requisitioner
- To receive, review and determine compliance with requirements in quotations, bids or proposals within authorized limits, and to attend formal bid openings when necessary
- To coordinate and participate in evaluation committees, proponent interviews and to formulate evaluation calculations, bid summaries, award recommendations and approvals
- To obtain and track all necessary documents from vendors including labour and material bonds, bid deposits, insurance and WSIB certificates, licenses, material safety data sheets, health and safety requirements, references, etc
- To prepare legal agreements and contract documents for approval in collaboration with department/division requisitioner in accordance with corporate requirements and to arrange execution by the vendor and approved County designate
- To issue purchase orders within authorized dollar limits or after receiving approvals
- To prepare required correspondence to ensure appropriate follow-up with unsuccessful bidders
- To coordinate contract administration together with the department/division requisitioner throughout the duration of the project which may include monitoring vendor performance, revising contracts, issuing change orders with an additional purchase order, and renewing contract documentation such as bonds, insurance and WSIB certificates
- To assist department/division requisitioner in resolving problems with goods and services purchased (i.e. incomplete shipments, damages, incorrect goods, quality and service related issues and custom clearance issues, etc)
- To work closely with Accounting Services in the matching of invoices to purchase orders resolving invoicing discrepancies and to clear price or quantity differences in cooperation with department/division requisitioner
- To coordinate and confirm completion of vendor performance with department/division requisitioner in order to track County satisfaction with the quality of products, services and goods provided and report accordingly to vendors and establish any corrective action
- To prepare and maintain accurate records and documentation on all bid solicitations, responses, purchases, contracts, certificates, performance reports, correspondence and related follow-up in accordance with Norfolk County Records Retention By-Law 2007-214
- To generate, review and follow-up with open purchase order reports and supplier analysis reports outlined in Paramount Workplace
- To engage in current and future procurement planning with department/division by routinely meeting and communicating in order to meet service delivery requirements
- To review standardization opportunities and alternative goods and services across departments/divisions with the intent to optimize value, create efficiencies and cost savings to the corporation
- To assist with the implementation and enhancements of specific software including