RFP Specialist & Supervisor

RFP Specialist (Stream 1)

The RFP Specialist is responsible for managing and conducting procurement and contracting activities aligned to a business unit, key client, policy and analysis lead.

Major responsibilities include:

• Manage requirements by developing plans and setting objectives and priorities for the team at large in relation to RFPs and procurement as a whole.
• Analyse current procurement activities/processes and recommend improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative purchasing. Uses lessons learned from own work and others to implement changes to procurement processes and methods of supply and improve efficiency. Identifies opportunities for new procurement strategies and market innovations.
• Negotiate contractual terms & conditions according to CSIS Policy, TB Guidelines, Government Contracting Regulations and formulate and approve all contracts within delegated financial approval limits as set out in the Specimen signature card, and recommend for approval to award to the Chief Acquisitions when the dollar value exceeds the delegated authorities. Takes both industry and government knowledge into account when developing new contract clauses (e.g., basis of payment, supplier selection).
• Provide sound recommendations to clients on the requirement definition, selection methodology, acceptance criteria and other elements of the procurement process. Guides evaluation team in decision-making process, (e.g., by consensus) and conducts financial evaluations using complex selection methodologies. Works with subject matter experts to research and assess requirements, taking into account market availability, feasibility, and marketplace trends.
• Participate in management training and acquisitions community development. Ensures consistency within the team to verify that procurement strategies have been adequately defined.
• Ensure that appropriate vendor performance approaches (including monitoring of the Crown's obligations) are implemented. Addresses complex and sensitive vendor performance issues that have escalated or that may escalate to a dispute status.
• Monitor contract obligations and ensures that internal stakeholders are fulfilling their responsibilities in order to both reduce the risk of dispute and ensure that the Crown has a strong position should a dispute occur.

Supervisor (Stream 2)

The Supervisor is responsible for managing and conducting procurement and contracting activities aligned to a business unit/key client/policy and analysis lead.

• Major responsibilities include:
• Manage the unit by setting objectives and priorities, developing plans, directing employees and evaluating performance.
• Analyse current procurement activities/processes and recommend improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative purchasing.
• Negotiate contractual terms & conditions according to CSIS Policy, TB Guidelines, Government Contracting Regulations and formulate and approve all contracts within delegated financial approval limits as set out in the Specimen signature card, and recommend for approval to award to the D/Chief Acquisitions when the dollar value exceeds the delegated authorities.
• Participate in management training and acquisitions community development.

Both RFP Specialist & Supervisor (Streams 1 & 2)

Responsibilities common to both positions include:

• Plan the procurement process, including coordinating timeframes, for complex requirements by working in collaboration with clients in the development of statements of work/technical specifications, creating extensive evaluation criteria, developing negotiation strategies, provide industry with clear and detailed requirements, to ensure completeness, clarity, client expectation and deliverables.
• Coordinate and resolve problems/issues with end user clients and suppliers by conducting research and analysis on unprecedented, more complex requirements and identifying appropriate clauses and mitigation strategies. This includes researching process enhancements and policy requirements related to the acquisitions function. Advise clients on the Service's contracting policies, processes and procedures and the application and interpretation of the Government Contracting Regulations.
• Identify procurement activities in an automated procurement/asset management system to ensure the integrity of the database by inputting procurement/contracting data into the system.

• Undergraduate degree and three (3) years of experience*, 

OR

• College diploma and five (5) years of experience*,

OR

• High school diploma and seven (7) years of experience*.

The undergraduate degree/college diploma must be obtained from an accredited learning institution recognized in Canada. If you completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense from an accredited learning institution recognized in Canada.

Any higher level of education (i.e.: Masters, Doctorate) in a related field of study could be recognized as experience. 

*Experience for all candidates (streams 1 & 2) is defined as follows. The number of years of experience required must be met for each of the following criteria: 

• Experience in writing complex Requests For Proposals, Statements of Work and Evaluation Criteria in either public or private organizations.
• Experience in planning, coordinating, delivering, and managing contracting and procurement services for goods or services, including contract management from planning through close-out.
• Experience in cost/benefit analysis.
• Experience in identifying, assessing, and mitigating risks in contracting and procurement to optimize outcomes and ensure compliance.
• Experience in applying negotiation techniques.

All candidates (streams 1 & 2) must also possess a minimum of one (1) year of experience in each of the following:

• Experience in collaborating with various stakeholders, senior management, vendors and team members through engagements, training and planning of the procurement of goods and services.
• Experience in applying advanced payment approaches and strategies in solicitations and contracts.
• Experience in applying procurement strategies to single source, sole source and compete requirements for goods and services.

Stream 2 candidates must also possess a minimum of one (1) year of experience in formal supervision.

Formal supervision entails the day-to-day planning, organizing, directing, controlling and reviewing of the work of others (team), as well as the evaluation of the work performance of others (team) in achieving / attaining results within an organization. These skills may have been acquired through work experiences within the Service or outside. Tasks include:

• Developing strategies to support activities within the organization and helping the team understand the goals / objectives. 
• Encouraging participation, developing talent, setting objectives and providing performance feedback to employees.
• Identifying issues and resolving workplace problems such as absenteeism, conflict. 
• Scheduling work hours

Knowledge

Streams 1 & 2

• Knowledge of acquisition regulations and policies.
• Knowledge of methods and techniques related to services and goods procurement.
• Knowledge and understanding of contracting and procurement principles.

Streams 1 & 2

• Communication
• Negotiating
• Risk Management
• Innovation/Creativity/Ingenuity
• Adaptability/Flexibility
• Judgement

Stream 2 only

• Supervisory/Management Skills

Assets

• An asset qualification is a qualification which can enhance the ability to perform the work based on current and future business requirements but which is not strictly required. Positions will be staffed based on the selection decision principle and operational priorities:
• Understanding of legislation, government regulations and policies that govern contracting and procurement within the public service, as well as Treasury Board and organizational policies, directives and guidelines.

Not applicable

Official Language (OL) Proficiency

The immediate need is to staff one (1) RFP Specialist position with a linguistic profile of English Essential and one (1) Supervisor position with a linguistic profile of CBC/CBC bilingual imperative.

This selection process may be used to staff anticipated vacancies or other similar positions with various language requirements. Therefore, we encourage all interested candidates to apply. Second language evaluations will be offered to candidates.

For more information on language requirements: (external link www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/language-requirements-candidates).

Organizational Considerations

Gaps have been identified among Indigenous peoples, persons with disabilities, racialized groups and women for these positions. You are invited to voluntarily self-declare if you belong to any of these groups in your cover letter as it may be considered in the selection process.

While we continue to explore opportunities for flexible work arrangements, most roles in our organization require an in-office presence. However, alternative options may be available for certain positions, depending on their specific requirements.

If you need accommodations during the recruitment process, please mention it to the HR representative.