Procurement & Contracts Manager in Florida City, Florida at City of Florida City

Position Description:

The Procurement & Contracts Manager provides strategic leadership and operational oversight for the City’s centralized procurement and contract administration functions. This position directs citywide sourcing initiatives, oversees complex solicitations and negotiations, and ensures full lifecycle contract compliance in accordance with Florida Statutes and municipal policy.

The Manager leads strategic sourcing efforts to optimize cost, quality, and service delivery; strengthens supplier relationships; implements procurement best practices; and drives continuous improvement in purchasing operations, spend analytics, and contract management processes.

This role supports executive leadership and City Commission actions, and ensures transparency, accountability, and audit-ready procurement practices that serve the operational needs of all City departments.

Supervision Received:
Works under the general guidance and direction of the Director of Financial Services and/or designee.

Supervision Exercised:
None.
Essential Job Functions:

• Directs and manages City procurement and contract administration, including formal and informal solicitations, cooperative and emergency purchases, and the full contract lifecycle from procurement planning and solicitation through award, administration, renewal, amendment, and termination.
• Reviews procurement requests and requisitions to determine appropriate procurement methods and ensure compliance with City policies, applicable laws, funding requirements, and procurement procedures.
• Prepares, issues, evaluates, and manages solicitations, including RFPs, ITBs, RFQs, and other competitive procurement processes; conducts market research and analyzes bids and proposals to support vendor selection and award recommendations.
• Develops, reviews, negotiates, and administers contracts and agreements for goods, services, construction, real estate, professional services, and other City needs, ensuring appropriate terms, pricing, risk allocation, performance requirements, and legal compliance.
• Ensures compliance with Florida Statutes, federal and local procurement laws, City policies, ethics requirements, and public records and transparency requirements, maintaining accurate, complete, and audit-ready procurement and contract records.
• Provides procurement and contract guidance to City departments, including assistance with specifications, scopes of work, sourcing strategies, cooperative and state contracts, piggyback opportunities, and purchasing procedures.
• Monitors vendor and contract performance, including deliverables, expenditures, renewals, expirations, insurance, compliance requirements, amendments, extensions, and resolution of vendor issues or disputes.
• Maintains vendor and procurement records and coordinates with Legal, Finance, Risk Management, and City departments to ensure contracts are properly funded, compliant, and aligned with City objectives.
• Leads strategic sourcing and cost optimization initiatives through market research, pricing and financial analysis, competitive sourcing, and identification of opportunities to improve efficiency and achieve best value.
• Develops and improves procurement procedures, internal controls, and best practices and provides training to City staff on procurement, contract administration, compliance, and ethical practices.
• Prepares procurement-related correspondence, reports, presentations, and audit documentation and supports annual audits, compliance reviews, budgeting, strategic planning, and other reporting requirements.
• Stays current on changes in procurement laws, regulations, market conditions, and industry best practices and recommends updates to policies and procedures as appropriate.
• Supports emergency procurement operations and maintains operational readiness during emergencies and other critical events.
• Performs other related duties, special projects, and assignments as required.

• Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Supply Chain Management, Accounting, or a related field.
• Four (4) years of progressively responsible administrative and management experience in a governmental purchasing operation, including a minimum of two (2) years of experience leading complex multi-party negotiations for the procurement of goods and services and working on Requests for Proposals, Requests for Qualifications, and Invitations to Bid.
• Progressively responsible professional experience which provides the requisite knowledge, skills and abilities for this job may be substituted on a year-for-year basis for the required degree.

Required Licenses / Certifications:

• Must possess and maintain a recognized professional procurement or supply management certification (e.g., CPPB, CPPO, CPM, or NIGP-CPP), or obtain one within 12 months of hire.
• Must possess and maintain a valid State of Florida Driver License and the ability to drive a city owned vehicle per established policies, procedures, and safety guidelines.
• National Incident Management System (NIMS) training will be required (and sponsored) according to job duties and responsibilities.