JOB ANNOUNCEMENT

Contracts Administrator

Department of Fleet and Facility Management

Bureau of Finance

Number of Positions: 1 (Additional vacancies possible pending budget approval)

The City of Chicago is seeking a Contracts Administrator to manage and direct the development, processing and administration of procurement and contract management functions for the Department of Fleet and Facility Management.

ESSENTIAL DUTIES

· Assigns and reviews the work of staff to ensure compliance with standards and procedures established by DPS

· Directs staff in working with department managers to draft specifications, compile contract documents and negotiate terms and conditions with vendors when applicable

· Reviews draft solicitations prior to submission to DPS when applicable

· Implements procurement contracting policies and procedures

· Directs research and development of bureau requirements and specifications for RFPs and bids to be advertised

· Negotiates and drafts contracts for professional services

· May serve as a voting member of evaluation committees for department and citywide RFPs

· Manages staff in maintaining the contracts database to manage the expiration, renewal and contract spending limit of contracts in a timely manner to avoid service interruption to the department and citywide contracts managed by 2FM

· Reviews completed contract packages for appropriateness, completeness, and conformance to established policies and procedures and standards prior to submission to bureau approvers and ultimately submission to DPS

· Directs the bureau to review bids or proposals submitted by vendors, the vendor selection process and recommendation of award

· Communicates with bureau staff on the effectiveness of contract terms and conditions, renegotiates requested changes with vendors and prepares contract amendments

· Resolves vendor compliance issues and escalates to appropriate parties as necessary

· Monitors the contract award process, communicates with DPS and other stakeholders until completion

· Analyzes and evaluates bid specifications, test reports, and other relevant data

· Conducts research and benchmarking to identify contracting opportunities that will increase or improve department operating efficiencies and acts as the liaison to DPS, vendors, bureaus and city departments

· Confers with DOL, Risk Management and other stakeholders to ensure that specifications and contracts are consistent with city and state statutes, ordinances and policies

· Responsible for reporting the status of contracts and budgetary reports relative to contract spending

· Manages the preparation of letters, memoranda and other correspondence or edits staff correspondence for submission to department Bureau Deputies, the Commissioner, DPS and other stakeholders

· Monitors and manages staff productivity levels to ensure continuity of services and commodities for department operations

· Attends and conducts pre-bid conferences, bid openings and vendor contract kick-off meetings and potential site visits, as needed

· Manages the JOC process, working with the Bureau Deputies on usage, contract needs and vendor submission of MBE/WBE reporting

· Manages the Task Order process, ensuring timely submission and follow-up with the bureaus and DPS as necessary

· Performs related duties as required.

Additional duties may be required for this position.

Location: 2 North LaSalle, Chicago, IL

Days: Monday-Friday

Hours: 8:30 a.m. to 4:30 p.m.

Salary: $118,128-$133,524/year

THIS POSITION IS NOT IN THE CAREER SERVICE