Matthew Tran

Procurement Manager – Children & Family Services, County of Orange Lead procurement operations for SSA’s Contracts & Family Services (CFS) team, supervising 2 Procurement Contract Administrators, 6 Procurement Contract Analysts, and 1 Staff Specialist. Responsible for high-volume contract administration, policy interpretation, staff development, project management, and strategic process improvements. Recognized for driving efficiency, ensuring compliance, and successfully executing contracts and MOUs that support agency programs and critical services.

Key Responsibilities & Achievements:

Oversee administration of assigned CFS agreements, including monitoring contractor performance, verifying service delivery, reviewing and approving invoices (monthly and year-end), reviewing cumulative invoice (CUM) reports, and participating in audit processes.

Provide guidance and interpretation of contract provisions to SSA program staff, other County agencies, and contractors; attend provider/program meetings and address day-to-day management issues.

Supervise and train staff in all aspects of contracts, including solicitations, master and subordinate agreements, MOUs, and contract negotiations; address personnel issues professionally and promptly.

Led team through onboarding and integration of new staff, identifying challenges, and implementing initiatives to improve team communication, provide support, and enhance staff training on policies and procedures.

Directed strategic CFS projects, including board-submitted Contracts/MOUs ($94.4M total) and 7 RFP/RFA/RFI solicitations, ensuring timely execution and compliance with County policies.

Managed oversight of current agreements, MOUs, and new projects for critical programs such as Foster Family Agencies, Residential Homes, Transitional Housing, Behavioral Health, Early Childhood Services, and Emergency Shelter Services.

Guided staff and drove key procurement conversations with external partners (e.g., John Burton Associates) resulting in successful contract execution.

Supported reorganization and operational improvements, including drafting Visio workflow charts, org charts, and providing justification feedback.

Assisted with recruitment efforts, including interviews, reference checks, file reviews, and onboarding; provided mock interview opportunities to develop staff skills.

Participated in countywide initiatives, including ERP Focus Group, and the Orange County Supplier Outreach Event.

Conducted HR-related functions: performance evaluations, interactive process meetings, addressing performance issues, and disciplinary/termination procedures.

Provided coverage for vacancies and acted as team lead for CFS team; attended executive team meetings and supported Procurement Contract Manager functions.

Delivered training on retroactive processes, onboarding, and one-on-one guidance to support staff professional growth.

Successfully executed 11 Contracts/MOUs/Amendments presented to the Board totaling $94,389,962, and released 7 RFP/RFA/RFI solicitations for the CFS Team.

Developed and implemented initiatives to foster team building, consistent communication, and staff support, resulting in increased engagement and operational efficiency.

Procurement Operations Manager – Social Services Agency, County of Orange Strategic procurement leader overseeing high-volume operations for SSA, supervising 2 direct reports and a procurement support team of 13. Responsible for optimizing procurement workflows, ensuring compliance, and delivering results that directly support the agency’s mission. Recognized for implementing process improvements, leading complex contracts and board resolutions, and driving strategic initiatives across the agency. Serves as a subject matter expert in procurement policy, contract administration, and County systems, while fostering a collaborative and results-focused team environment. Key Responsibilities & Achievements:

Supervise procurement staff, providing guidance, coaching, and training on all procurement activities, from high-volume MA contracts and one-time purchase orders to E-commerce transactions.

Ensure contracts and office ordering are processed accurately and timely; oversee workflow adjustments when staffing changes occur, including reorganizing responsibilities for additional staff during promotions or vacancies.

Lead strategic projects and high-priority initiatives, such as drafting and finalizing ASRs, MOU contracts, and the gift card board resolution that directly supported SSA programs.

Serve as subject matter expert for rapid-turnaround projects, including a two-week data-sharing MOU between SSA and CalOptima Health, collaborating with executive management, County Counsel, and CPO to meet tight deadlines.

Identify operational inefficiencies, develop action plans, and implement process improvements that increase productivity and service quality for end users.

Maintain expert knowledge of County systems (OC Expediter, CAPS+, Data Warehouse, CAMS, Microsoft Office Suite) and act as superuser tester for Citrix Universal Workspace enhancements.

Provide detailed guidance and hands-on support to staff, including step-by-step assistance on complex procurements, credit card transactions, and contract reviews.

Collaborate with SSA management and other County agencies to ensure procurement alignment with organizational goals, safety standards, and regulatory compliance.

Oversee facilities-related projects, including obtaining quotes for modular office furniture, coordinating office moves, reviewing lease agreements, and approving change orders, ensuring projects meet safety and operational standards.

Promote a collaborative, transparent team environment, regularly gathering staff input for decision-making, providing feedback, and creating a safe space for open communication.

Procurement Manager - Public Defender's Office

Lead all procurement activities for the department, overseeing purchase orders, contracts, and solicitations ranging from small-dollar p-card transactions to complex procurements.

Serve as the primary point of contact for procurement strategy, policy guidance, and workflow optimization, ensuring compliance with County regulations.

Analyze procurement practices, implement streamlined workflows, and develop standardized process charts to improve efficiency and consistency.

Monitor active contract lists via the Data Warehouse, issuing expiration notices and assisting end users with requisition submissions to prevent service gaps.

Train and guide staff on procurement methods, compliance standards, and policy updates to support professional growth and consistent execution.

Oversee facilities operations, including office build-outs, relocations, workspace reconfigurations, and infrastructure maintenance in coordination with property management teams.

Manage facility projects from planning through execution, securing vendor quotes, approving change orders, and ensuring projects meet safety and regulatory requirements.

Act as alternate Safety Representative, promoting workplace safety through training, policy adherence, and collaboration with management.

Deputy Purchasing Agent - Quality Control and Compliance

Supervise and train staff on procurement practices, from p-card transactions to complex solicitations, ensuring compliance with County policies.

Review and provide recommendations on all procurement Agenda Staff Reports (ASRs) in collaboration with the ASR team.

Monitor active contract lists from the Data Warehouse, issue expiration notices, and guide end users through requisition submissions to avoid service interruptions.

Develop workflow charts in Visio to document and standardize procurement processes and best practices.

Implement new compliance standards for procurement file documentation, with a focus on public works projects.

Analyze and streamline procurement workflows, identifying process improvements and executing action plans for efficiency.

Mentor and provide ongoing guidance to staff, promoting consistent application of procurement procedures and professional development.

Deputized Purchasing Agent - Countywide Information Technology Procurement

Managed delivery orders, master agreements, convenience contracts, and Invitations for Bids (IFBs) to support enterprise IT needs across County departments.

Administered the off-site data storage
Regional Cooperative Agreement (RCA), ensuring countywide access to secure storage solutions.

Oversaw procurement for countywide e-government services, including OCgov.com and related public-facing systems.

Coordinated IBM mainframe software license renewals, prepared sole source justifications, and partnered with County Counsel to ensure compliance.

Established RCAs for countywide software products by leveraging national cooperative agreements to reduce costs and streamline procurement.

Procured IT infrastructure, including servers, racks, and maintenance services, to support shared countywide systems.

Deputized Purchasing Agent since 2008, responsible for managing procurement and contract activities across multiple County departments, including Risk Management and the County Executive Office. Supported administrative and procurement leadership, including one Admin Manager III, one Admin Manager II, six Admin Managers I, one Supervising Procurement Contract Specialist, seven Procurement Contract Specialists, one Secretary II, and one Office Specialist. Key responsibilities included:

Managing and creating delivery orders, convenience contracts, master agreements, and Invitations for Bids (IFBs).

Developing and issuing Requests for Proposals (RFPs), including Federal Legislative Advocacy Services and Liability Defense Litigation Services.

Creating and administering IFBs for large-scale service contracts (e.g., janitorial, landscaping for multiple library locations, dock cleaning/repairs at Dana Point Harbor).

Preparing and distributing solicitations via BidSync, fax, email, or mail; ensuring compliance with all procurement documentation requirements (W-9s, Certificates of Insurance, sole source forms, liability and workers’ compensation endorsements).

Processing sole source contracts: routing those under $50,000 for internal approval and submitting higher-value requests to the County Procurement Office through BidSync.

Creating purchase orders against Regional Cooperative Agreements and one-time projects (e.g., moving services, carpet replacement, office reconfiguration).

Coordinating with project managers to refine scopes of work, conduct pre-bid conferences, review technical and price bids, tabulate results, and execute contracts (e.g., $57,312 landscape services award).

Leading negotiation of contract terms and conditions, ensuring ethical procurement practices and compliance with County Counsel and Risk Management requirements.

Preparing Board authorization materials and finalizing contract execution.

Acting in a lead capacity during a vacancy in the Supervising Procurement Contract Specialist role: assigning work, reviewing and approving colleagues’ submissions in the CAPS+ system, and providing guidance to the team.

Presenting at Deputy Purchasing Agent (DPA) best practice meetings, sharing cooperative agreement (Co-op) and Regional Cooperative Agreement (RCA) opportunities, and addressing procurement policy changes.

Supporting department needs by procuring IT equipment and risk management software for insurance compliance.

Managing County purchasing cards with a $30,000 monthly threshold, reconciling statements with supporting documentation, and processing travel requisitions in Expediter.

Preparing Excel reports for managers, maintaining accurate procurement files, and ensuring compliance with CPO policies (including EDD Reporting and Child Support Enforcement requirements).

Consistently managing workload to meet hard deadlines while communicating project status updates to managers and leadership.

Deputized Purchasing Agent - OC Community Resources

Direct procurement activities for five departments (OC Animal Care, OC Public Libraries, Dana Point Harbor, OC Parks, and Housing), overseeing delivery orders, master agreements, and service contracts.

Develop and manage complex solicitations, including multi-step FBs and countywide RFPs, from scope drafting and bid distribution through evaluation, negotiation, and final contract execution.

Prepare Board authorization materials and coordinate approvals with County Counsel, Risk Management, and executive management to ensure ethical and transparent procurement practices.

Oversee public works and specialized projects (e.g., dock repairs, carpet installation, library improvements) while leveraging Regional Cooperative Agreements for cost savings.

Ensure contract compliance by verifying vendor documentation (insurance, W-9s, sole source forms), routing requests under $50K internally, and submitting higher-value items via BidSync.

Administer purchasing cards with a $15K monthly limit, reconciling expenditures and maintaining accurate financial records for audit readiness.

Provide management with Excel-based reports, procurement updates, and progress tracking to support decision-making and department accountability.

Deputy Purchasing Agent - Health Care Agency

Expanded responsibilities to support multiple procurement teams, overseeing petty cash reimbursements, travel requests, and employee payments across departments.

Developed and managed electronic bids through BidSync, including procurement of IT hardware and specialized equipment.

Created purchase orders and processed executive-level requests for memberships, subscriptions, and registrations.

Administered agency purchasing cards and travel cards (up to $50K limit), reconciling monthly reports and ensuring audit compliance.
Directed mailroom operations and package distribution, maintained tracking logs, and provided key support during County Procurement Office compliance audits.

Deputized Purchasing Agent - Registrar of Voters

Managed purchase orders, master agreements, and bids, supporting an administrative team and ensuring compliance with County Procurement Office policies.

Created and distributed Invitations for Bids (IFBs), coordinated vendor meetings, and facilitated procurement of election equipment and custom machinery.

Collected, processed, and tracked required vendor documentation (W-9s, insurance, sole source forms) using BidSync for procurement approval.
Oversaw supply inventory, purchasing files (4,000+ folders), and surplus assets while arranging transfers and sourcing cost-saving items from other agencies.

Handled CalCard transactions for routine and emergency purchases, reconciled statements, and prepared Excel reports to support management projects.