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Description:

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

Qualifications:

Graduation from an accredited college or university with a Bachelor's degree plus five years of work experience in the development, negotiation, and administration of procurement contracts; or an equivalent combination of education and experience

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

Preference will be given to candidates possessing the following. Should you meet these criteria please include on your resume:

· Supervisory experience

· Experience in MBE/WBE reporting and research which includes the use Business Objects (BO), C2: the City’s Certified vendor directory & experience using FMPS A/P & procurement modules

· Extensive knowledge of JOC (Job Order Contracts) as well as technical skill and expertise on procurement policies & procedures

· Experience with architectural and engineering contracts

· Organizational skills in managing multiple priorities and keeping stakeholders informed

· Experience in all types of city contracts, including “Under the Commissioner’s Authority, NCRB (Sole Source), MCA’s and Reference Agreements (Piggybacking)

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago

Brandon Johnson, Mayor

Applications for this position will be accepted from June 25, 2024, until 11:59 pm CT on July 9, 2024