DIRECTOR OF REQUEST FOR PROPOSALS/ HRA

Agency HRA/DEPT OF SOCIAL SERVICES; World Trade Center (NY); Hybrid; USD 90,000 - 120,000; Full time

Job summary

The City of New York's Department of Social Services, Office of Contracts, is seeking an Administrative Procurement Analyst NM-II to manage RFPs for HRA programs, ensuring PPB compliance and timely procurements.

You will lead RFP committees, coordinate with MOCS and program areas, supervise staff, and maintain rigorous records while advancing procurement initiatives in a fast-paced city environment.

Qualifications

• Bachelor's degree from an accredited college with four years of professional purchasing/ procurement experience, including supervisory duties.
• Certification may substitute for up to one year of experience.
• Residency requirements or preference may apply for City service positions.

Responsibilities

• Develop services, work specifications, and timelines for RFPs for new agency initiatives, including emergency procurements.
• Manage and oversee the functional operations of the RFP for HRA; review workload and prioritize transactions.
• Oversee solicitation/evaluation activities per PPB rules; provide training to staff to ensure integrity of processes.
• Serve as RFP committee chair for complex initiatives, guiding review and coordinating with vendors and program area heads.
• Coordinate with oversight bodies (MOCS, OMB) for procurement actions; ensure timely and compliant procurement.
• Represent the DACCO/ACCO at high-level meetings; monitor selection reports and maintain documentation per retention policies.
• Maintain centralized filing of RFPs pre/post vendor selection; ensure secure archiving and destruction per DSS policies.
• Perform special projects for ACCO/Senior DACCO as needed.

Skills

Managerial skills

Excellent writing

Computer skills

Interpersonal skills

Education

Bachelor's degree in related field

Procurement certification

Tools

PASSPort

PPB Rules

NYC Charter

Job description

APPLICANTS MUST BE PERMANENT IN THE ADMINISTATIVE PROCUREMENT ANALYST CIVIL SERVICE TITLE, BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE OR BE IMMEDIATELY REACHABLE ON EXAM NO. 3107.

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

The Office of Contracts (OC), within the Department of Social Services, is under the direction of the General Counsel. The Office of Contracts, headed by the Agency Chief Contracting Officer (ACCO), oversees the procurement functions for the Agency. The office is responsible for procuring both client services as well as a wide range of goods and non-client services for the Agency. OC ensures that the Agency's contracts are procured in compliance with the New York City Charter and the City's Procurement Policy Board (PPB) Rules as well as the Mayor's Office of Contracts (MOCS) and the Office of Management and Budget (OMB) guidelines. OC assists DSS program areas by supporting their procurement efforts and by providing technical assistance and training as needed. OC fulfills its goals and the Agency's mission by functioning as a central liaison between the Agency's program areas which monitor and evaluate the services provided by the vendors and the various City oversight offices, i.e., MOCS, OMB, and the City's Comptroller, charged with registering the Agency contracts.

Under the general direction of the Deputy Agency Chief Contracting Officer (DACCO) of the Contract Planning and Initiation Division, with wide latitude for independent judgment, Initiative Division and decision making, the Director, Request for Proposals (RFP)/ Human Resources Administration (HRA) manages the day-to-day development of new procurement initiatives solicitations, as well as solicitations for the continuation of existing services via the RFP process. These initiatives include standard services, professional services and human/ client services, and negotiated acquisitions. Working directly with oversights such as MOCS, HRA Program staff and the Department of Social Services (DSS) Chief Executive Staff, the awards that flow from these solicitations are often multimillion dollar contracts with for-profit and not-for-profit organizations that provide services to DSS clients.

The Office of the General Counsel / Office of Contracts is recruiting for one (1) Administrative Procurement Analyst NM-II to function as a Director, Request for Proposals (RFP)/HRA who will:

• Develop services, work specifications, and timelines for human and non-human service RFPs for new and on-going agency initiatives, programs and services, including critically needed emergency procurements. Analyze program’s existing procurement portfolio and future needs, ensuring the continuation of services where applicable per the Procurement Policy Board (PPB) rules. Conduct strategy meetings with program areas to ensure the practicality of standard timelines and identify any potential obstacles to the RFP process and inevitable delivery of service.
• Manage and oversee the functional operations of the RFP for HRA. Perform ongoing review of unit workload and/or performance in order to maximize productivity and minimize delays in the RFP process. Provide recommendations for prioritization of transactions as needed.
• Manage, oversee and ensure all solicitation and proposal evaluation process related activities such as the public notifications, scheduling and conducting of the Pre-Proposal Conferences and, committee charging and chairing, are properly administered per the PPB rules. Provide training and guidance to staff as needed to ensure the integrity of the solicitation and evaluation process.
• Serve as an RFP committee chairperson for the new, complex and innovative initiative RFPs with varying comprehensive components and criteria, for the HRA program areas. This includes ensuring adherence to the requirements per the PPB Rules, steering discussions, consulting and advising committee members through the review of proposals submitted by potential vendors and ensuring the completion and proper administering of the evaluation tools by the committee members. Obtain vendor information needed to ensure a thorough review of the proposal details by committee members. Coordinate technical advisors to advise committee members on factual programmatic data related to the specific procurement as needed. Advise Agency program area heads on any issues relating to the procurement.
• Oversee the provision of technical assistance for the solicitation process to HRA’s program area contract managers, communicating needed corrections. Provide guidance on the submission process for finalized procurement actions to oversights such as the Mayor’s Office of Contract Services (MOCS) for review and approval in order to ensure the timely and effective procurement of Agency’s goods and services and achieve Agency goals.
• Represent and act on behalf of the DACCO of the Contract Planning and Initiation Division and/ or the ACCO at high level meetings within and outside of the agency, including attendance at pre-proposal conference and bid openings, to address issues related to procurement initiatives.
• Monitor, review and approve the selection report and summary rating sheets created by the Senior Procurement Coordinators, for submission to the oversights such MOCS, ensuring the proper completion and supporting documentation inclusion.
• Oversee the preparation of appropriate and timely responses to inquiries from the various oversight agencies including the Office of the Comptroller, MOCS, and the Office of Management and Budget, as well as internal and external entities, regarding the solicitation and selection process. This includes responses to “Freedom of Information Law” requests and requests to be heard following the selection process.
• Oversee, manage and maintain centralized filing of the Agency’s RFP files pre and post vendor selection and the initiation of the awarding process. This includes the implementation of procedures and protocols to ensure the integrity of all sensitive and confidential RFP records as well as the securing, archiving and destruction of files per the DSS’ retention policies and procedures.
• Perform special projects assigned and needed by the Agency Chief Contracting Officer (ACCO), the Senior Deputy Agency Chief Contracting Officer (Senior DACCO), and/ or the DACCO.

Hour/Shift: 9am – 5pm with flex

ADM PROC ANAL-NM FRM M1-3 - 8297A

Minimum Qualifications

• A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or
• A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.

Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.

Preferred Skills

• Managerial skills, which allows the ability to delegate responsibility.
• Capability to work under pressure with restrictive deadlines, in a fast-paced environment, with theability to elicit the same from subordinate staff.
• Superior analytical abilities and research skills.
• Knowledge of the Procurement and Sourcing Solutions Portal (PASSPort) Procurement PolicyBoard (PPB) Rules and the NYC Charter as it relates to the oversight approval process.
• Strong interpersonal skills which allow for effective direct communications with DHS officials,Agency staff, and oversight agencies to which the office relates.
• Problem anticipation, prevention, and resolution.
• Excellent writing and computer skills.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.