Contracts Manager

This position provides leadership for the evaluation and approval of competitive solicitations. This role reviews bids, Requests for Proposals, Requests for Qualifications, and informal quotes. This position also monitors contract activities to ensure that solicitations comply with applicable regulations, and serves as a key contact for Contracting Services.

Responsibilities

1. 20%
   • Manages and facilitates the District's formal competitive solicitation processes, including bids, Requests for Proposals (RFP), and Requests for Qualifications (RFQ), in an effort to obtain the best value for contracts.
   • Conducts RFP/RFQ development with program managers to define scope and specifications that meet their requirements.
   • Manages the coordination of addendum processes with program managers and Legal Counsel for timely posting.
   • Reviews section processes to assure compliance with state and federal regulations, School Board policy, and Superintendent-approved procedures.
   • Oversees the coordination and advertising of competitive solicitation materials.
   • Evaluates competitive bids and proposals for the District for responsiveness.
   • Negotiates contract terms and conditions with the vendor, District's program manager, and legal counsel.
2. 15%
   • Serves as the District's key contact regarding competitive solicitations and the bid process.
   • Chairs pre-bid, pre-proposal conferences, formal bid openings.
   • Works with appropriate staff to coordinate investigations and draft responses to bid protests for Legal Counsel Review.
   • Provides information for audits.
   • Responds to questions from management about individual contracts.
3. 10%
   • Interprets, monitors, and ensures District compliance with state and federal regulations, School Board policy, and Superintendent-approved procedures.
   • Informs management when procedures have been violated.
   • Ensures that solicitations for goods and services meet required competition requirements.
   • Writes, reviews and/or edits language of solicitation documents with the program manager for compliance with statutory requirements and District policies and procedures.
   • Reviews sole source documentation to ensure services meet requirements.
4. 10%
   • Advises District leadership, including directors, managers, supervisors, on Board policy, and Superintendent-approved procedures regarding procurements.
   • Advises and provides assistance to District leadership on moving completed contracts forward for Board approval.
   • Conducts procurement training to District staff.
   • Ensures that outside vendors and agencies know and understand procedures and compliance requirements.
5. 5%
   • Participates in vendor outreach for small businesses.
   • Attends trade shows, conferences, and meetings to further advertise upcoming District projects.
6. 5%
   • Develops new procedures for Procurement, including those for personal services, purchased services, construction contracts, sole source justifications, unauthorized procurements, and small works, as part of team.
   • Revises procedures as required by new federal and state requirements or changing conditions within District.
   • Creates and modifies Procurement signature authority matrix, as part of team.
   • Assures that procedures and matrix are maintained on the Procurement website.
   • Responds to questions from District leadership and outside vendors regarding the procedures and matrix in conjunction with department and Legal Counsel.
7. 15%
   • Plans, manages, and evaluates assigned functions of unit staff.
   • Hires staff and assigns work.
   • Establishes clear performance expectations and evaluates staff based on results.
   • Makes recommendations concerning disciplinary actions and/or dismissal of employees, as needed.
8. 10%
   • Provides assistance to department managers on contractual obligations and language.
   • Assists in drafting contract amendments.
   • Issues reminders to contract owners of upcoming contract renewal options.
   • Reviews and approves electronic documents in Capital Project's project management software system eBuilder.
9. 5%
   • Demonstrates continuous effort to improve operations, decrease turnaround times, and streamline work processes.
   • Works cooperatively with all department staff in support of department functions.
   • Provides seamless customer service.
10. 5%
    • Monitors department contracting project activities frequently with staff.
    • Keeps department management informed of unit and project activities.
    • Prepares and provides reports to department management as requested.

Other Functions

• May perform related duties consistent with the scope and intent of the position.

Relevant Competencies

• Developing Others
  • Is a people builder; provides challenging and stretching tasks and assignments; constructs compelling development plans and executes them; pushes direct reports to accept developmental moves.
  • Gives people assignments that help to develop their abilities.
  • Work collaboratively with direct reports to set meaningful performance objectives.
  • Meets regularly with direct reports to review developmental progress.
  • Recognizes and reinforces developmental efforts and improvements.
• Managing & Measuring Work
  • Clearly assigns responsibility for tasks and decisions; sets clear objectives and measures; monitors process, progress, and results; designs feedback loops into work.
  • Identifies people and resources necessary to accomplish tasks.
  • Develops success indicators and monitors and reports status based on those indicators.
  • Develops effective communication skills and tools to interact with team.
• Managerial Courage
  • Tactfully dispenses direct and actionable feedback; is open and direct with others without being intimidating; deals head-on with people problems and prickly situations.
  • Let's people know where they stand and faces up to people problems quickly, directly and respectfully.
  • Responds constructively to challenging situations or people even under stress.
  • Does not hold back on anything that needs be said or done in a productive and constructive way.
• Customer Focus
  • Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service.
  • Makes customers and their needs a primary focus of his/her actions.
  • Thinks ahead and considers the impact of actions both internally and externally.
  • Develops trust, credibility and maintains strong relationships with customers.
  • Goes the extra mile to satisfy customer needs and expectations.
• Written Communications
  • Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that instigate appropriate actions.
  • Organizes and presents information in writing in a clear and convincing manner.
  • Uses appropriate writing style and tailors writing to meet the needs of the audience.
  • Uses correct spelling, grammar and punctuation.

District-wide Core Competencies

• Collaboration
  • Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.
  • Is seen as a team player who encourages efficient and effective collaborations.
  • Works skillfully in difficult situations with both internal and external groups.
  • Represents his/her own interests while being open-minded to other groups.
  • Builds respectful and productive relationships internally and externally.
• Getting Results (Action Oriented)
  • Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.
  • Demonstrates a strong sense of urgency about solving problems and getting work done.
  • Focuses on achieving the goal even in the face of obstacles.
  • Assumes responsibility for starting and finishing work with minimal supervision.
  • Strives for new levels of performance.
• Decision Quality & Problem Solving
  • Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.
  • Weighs the consequences of options before making a decision.
  • Applies appropriate criteria to situations for the purpose of making decisions.
  • Displays self-confidence in own judgment.
  • Focuses in the facts and solutions instead of opinions and problems.
• Integrity
  • Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.
  • Deals with people and situations in an honest and forthright manner.
  • Represents information and data accurately and completely.
  • Represents the confidentiality of information and concerns shared by others.
  • Takes ownership if a mistake is their own and does not blame others.
• Accountability
  • Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.
  • Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
  • Holds individuals and team accountable for their actions and results.
  • Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
  • Aligns own activities and priorities to meet broader organizational needs.
  • Demonstrates courage and confidence in his or her own ability.

Knowledge, Skills and Abilities

• Contract administration and bidding procedures.
• Federal and state laws regarding school district procurements.
• School Board policies and Superintendent-approved procedures which pertain to procurement.
• Computer systems and standard applications software.
• Strong oral and written communications.
• Computer software applications, including Microsoft Word, Excel and SharePoint.
• Report writing and development.
• Analysis and auditing.
• Conceptual and analytical thinking.
• Working knowledge of eBuilder software.
• Writes concisely and effectively.
• Interprets and applies state statutes and District policies and procedures for procurement.
• Supervises staff and effectively represents the District.
• Adapts to change and remains flexible while upholding all applicable laws and District policies and procedures.
• Troubleshoots difficult and complex problems and develops action plans to correct.
• Manages and coordinates multiple projects simultaneously.
• Sets priorities and meet deadlines.
• Uses time efficiently and makes decisions in a timely manner.
• Works under pressure and maintains integrity of data and information.
• Maintains effective working relationships in a multicultural environment.
• Interprets, explains, and enforces procurement policies and procedures.

Experience/Education

A typical way to obtain the knowledge and abilities would be: Four (4) years of increasingly responsible experience in a large public agency, dealing with school district guidelines and State procurement regulations; Bachelor's degree in business administration or related field; Master's degree preferred; OR completion of Purchasing Certification Program such as CPCM, CPM or CPPO and four (4) additional years of experience; or an equivalent combination of education and experience. Any equivalent combination of education, experience and training that provides the required knowledge, skills and abilities to perform the work will be considered.

Desired Certifications & Licenses

CPCM, CPM, CPPB or CPPO preferred.

Clearances

Criminal Justice fingerprinting and background check.