U.S. Space & Rocket Center
Mission and Scope
The purpose of this position is to manage the Procurement function to purchase equipment, supplies and services and to ensure that the USSRC purchases quality products and services that are cost effective and meet the needs of the USSRC.
This position reports directly to the CFO of the USSRC. The Director, Procurement will carry out all procurement activities ensuring that goods and services are procured in compliance with the Alabama (AL) Procurement Code and sound purchasing practices. Develops formal business analyses for contracts for goods and services by analyzing market conditions, conducting research and evaluating contract activity. Develops, review and approve solicitations for various departments for the acquisition of goods and services within the guidelines of the AL Procurement Code, regulations and operating procedures. Develops solicitation documents including scope, instructions to prospective vendors, technical and functional specifications/statements of work, qualifications, award criteria, terms and conditions, bidding schedules and all necessary attachments according to policy. Evaluates responses to procurements to ensure that offers are responsive and responsible. Award contracts appropriately based on source selection methods, ensuring that awards are compliant with AL Procurement Code and policy. Provides on-going contract administration by working with customers and/or end-users to ensure that contractors fully perform their contractual obligations. Resolve issues by working with all parties (contractors and end-users) to clarify requirements and resolve misunderstandings.
Education: B.S. degree in Business or closely related field preferred
Work Experience: 10 years work experience in a purchasing field preferred; with 1-2 years supervisory experience required OR an equivalent combination of education and experience. Must possess knowledge of purchasing practices and procedures, general business administration and standard sources of products and suppliers. Ability to plan, coordinate, and develop reference material. Must possess excellent verbal and written communications skills to interact effectively with guests, contractors and employees. Must be able to research establish and maintain good working relationships with contractors.
Contract Bid Management
Administer the USSRC Contract process in a manner that meets or exceed legal, industry and professional standards.
Adhere to Code of
Titles 41 and 39 State Laws.
Gather data and prepare Invitation for Bids, conduct pre-bid conferences, conduct bid openings, produce reports on bid results.
Advertise as required by law.
Review and evaluate contractor’s proposals, cost analysis, and technical analysis if needed.
Conduct pre-qualifications and work closely with architects and/or contractors on performance of job.
Present to appropriate personnel on proposal and negotiation strategies.
Negotiations: Determine allowability of costs suspended or disapproved as required. Negotiate price adjustments and execute supplemental agreements or change orders, termination or cancellation charges.
Obtain all appropriate bid, performance, labor and materials bonds, certificates of insurance, liquidated damages, tax exemption certificates.
Evaluate contractor’s financial condition. Review and approve/disapprove contractors request for payments. Approve invoices.
Monitor government laws applicable to each contract. Recognize legal problems. Maintain continuous communications with USSRC attorneys.
Oversee all subcontracts including visits to contractor facilities.
Maintain all contract correspondence, contract performance, production progress reports, contract execution, contract files and contract record retention.
Purchasing & Administration
Establish purchasing procedures for the USSRC that meet local, state and federal statutes
Meet or exceed legal, industry and professional standards for administering contracts and bids.
Meet or exceed the expectations of the CFO for establishing specifications for standardized purchases.
Price shop to obtain most competitive pricing, delivery and terms.
Ensure purchase requests are properly completed and appropriately advertised, computer input and ordered/awarded.
Ensure that bids and bid lists are prepared according to approved specifications and in an accurate and timely manner.
Ensure the accuracy and timeliness for preparing and obtaining bid proposals for USSRC equipment, supplies and services.
Oversee blanket orders. Award and maintain all yearly services and supplies.
Maintain contact with vendors to ensure that orders are expedited in an accurate and timely manner.
Maintain current catalogs, brochures, files and other related documentation on products and vendors used by the USSRC.
Ensure that purchase orders submitted by USSRC departments are accurate and complete and ordered in a timely manner.
Investigate alternatives for special purchases and projects to ensure optimal prices for the USSRC.
Maintain all certificates of insurance
Produce and administer all purchasing related reports.
Manage problem solving for accounting i.e. answer/correct help letters, clean up accounts, support, invoices w/no purchase order numbers, approving invoices, process credit applications.
Manage problem solving for shipping and receiving, i.e. over shipments, shortages, contact for problems and support.
Manage all vendor problems with the USSRC and employee problems with the vendors.
Meet or exceed the expectations of the Executive Vice President for the accurate and timely completion of related tasks and assignments.
Construction Project Management
USSRC liaison for all Architectural and Engineering contacts and activities
USSRC liaison for all Construction contacts and activities
Attend and represent USSRC in all meetings with contractors, subcontractors, COH, ABC, etc.
Process change orders and any additional paperwork requiring USSRC representation
Maintain project schedule and construction limitations with contractors
Obtain and monitor all pay submittals to comply with the Davis Bacon Act
Maintain and update project budget and timeline
Process all purchase orders, invoices, certifications for all contractors
Physical Requirements of the Position
This position has the following special requirements:
Sitting for lengthy periods of time (6-8 hours) at desk
Walking, climbing (stairs) to access other departments
Lifting, carrying up to 40 lbs. boxes and supplies
Sight, reading, wrist movements, feeling to operate computer terminal, review RFPs, repair telephone equipment
Talking, hearing to instruct employees and to conduct business over the telephone and deal with employees and guests
Willingness to be open to learning and growing
Interpersonal skills to work as an integral part of a team
Appropriate interpersonal/personal boundaries
Maturity of judgment and behavior
Accepts full responsibility of their actions and how these may affect others
Adherence and participation in the Center’s Safety Program
Understands and follows all policies & procedures
Maintains high standards for work areas and appearance, presents self in a highly professional manner to others and understands that honesty & ethics are essential
Ensures that excellent customer service is maintained with each customer
Maintains a positive attitude toward the position, the company and co-workers
Appreciates that promptness and attendance at work is apart of sustaining a professional relationship with the company
Takes an interest and initiative in the development of the Department’s team
Maintains pleasant and professional relationship with co-workers & assists as needed
Remains positive about the team and facilitates an optimistic approach to resolution of issues
Maintains productive, effective and professional relationships with all departments
The above duties reflect the general responsibilities necessary to describe the principal work functions of the job, and shall not be considered as a detailed description of all work requirements that may be in the position.
Employee is responsible for working in a safe manner and keeping their workplace safe.
U.S. Space & Rocket Center