Procurement Administrator

Your cover letter must state that you currently hold a permanent Procurement Analyst title or that you are listed as reachable on the Procurement Analyst list. Applications without this information will not be considered for an interview.

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the city.

The Agency Chief Contracting Office (ACCO) is responsible for directing and managing the agency’s procurement. The ACCO's Office works cooperatively with DEP’s operational and support bureaus to manage the procurement process to support their programs and operations requiring capital construction projects, supplies, and services, such as construction and construction-related professional services, primarily, engineering. The ACCO also coordinates with the Mayor’s Office of Contract Services (MOCS), the Comptroller’s Office, the Office of Management and Budget and other agencies. The ACCO’s Office consists of ten (10) organizational groups: Contract Management, Special Projects, Contract Administration, Contract Compliance and Opportunities, Administrative Services, Purchasing Management, Payments and Accounting, Contracts Review, Large Contract Payments, and Process Optimization/Change Management.

The Competitive Sealed Bids (CSB) Unit is responsible for managing procurements by way of Competitive Sealed Bids (CSB) and Emergency Contracts. The Unit is responsible for ensuring all procurements are consistent with the City’s Procurement Policy Board Rules. The Unit manages procurement timelines; reviews contract documents; coordinates each bid with DEP Budget, BLA, MOCS, and Corporation Counsel. Tasks associated with (CSB) includes: general document management; bid advertisement; bid opening; contract compliance document review; coordinating bureaus and vendor meetings; working with vendors to complete all required documents in advance of contract execution; and providing recommendations for internal policies and procedures. The Unit routinely updates both internal and external procurement tracking systems such as the Procurement and Contract Tracking (PACT), Financial Management System (FMS), and PASSPort from pre-solicitation to registration of contract with the Comptroller’s Office.

The Procurement Administrator is responsible for ensuring that all procurements are managed within NYC’s Procurement and sourcing solutions portal (PASSPort) system in accordance with the Procurement Policy Board Rules (PPB) and other applicable rules, regulations, and policies while meeting Agency operational and other needs. Workload is managed to ensure all agency needs are met, including capital commitment. Issues and questions are handled expeditiously to ensure smooth processes.

Job duties and responsibilities are outlined below:

1. Review Pre-Solicitation Reports (PSRs), specifications, Schedule A's, Recommendations for Award (RFAs), Responsibility Determinations (RDs), insurance, and registration packages. Ensure all documents are uploaded to the appropriate folder with PASSPort for electronic submission to the Comptroller. Manages responses to Comptroller questions. Oversees public bid openings.

2. Develop procedures for auditing apparent low bid to determine responsiveness; ensure vendors provide bid bonds and/or security if required, acknowledged receipt of all addenda, signed all Bid requirements including Apprenticeship, Local Law 1 (NYC’s M/WBE Program) and Project Labor Agreement PLA. Ensure the bidders calculations are correct; if not, notify the bidder to make corrections. Receive Bid estimate and complete Bid Tab Spreadsheet. Distribute Bid information to the ACCO, Contract Management and Contract Compliance.

3. Assist unit supervisor in response to various requests: (The Mayor's Office of Contract Services ("MOCS"), NYC Law Department, OMB, the NYC Comptroller and other agencies or oversights as required; coordinate requested modifications with user bureau personnel; communicate with other offices within ACCO, including Office of Contract Opportunities), for M/WBE programs, PLA applicability and other requirements.

4. Utilize PASSPort for all procurement actions: Monitor RFX Sourcing Project (The procurement process in PASSPort) activity, discussion forum questions, attend pre-bid presentations. Upload attachments, documents and forms as required; ensure all required changes and modifications are made; keep track of movement of tasks throughout the entire procurement process and troubleshoot when necessary.

5. Update the Agency's internal tracking data base (PACT) as milestone dates are met; Responsible for maintaining PACT for pre-bid, bid tabulations and post-bid milestones; produce standard reports for weekly procurement meetings as well as specialized reports on as needed basis. Prepares Notice of Award, Commence Work, Bid Rejection, and Bid Withdraw letters. Uploads all registered contracts and commence work letters into the ACCO SharePoint system for agency-wide use.

PROCUREMENT ANALYST - 12158