Procurement and Contracts Manager

CLAS­SI­FI­CA­TION: Pro­cure­ment and Con­tracts Manager

DEPART­MENT: Administration

SUPER­VI­SOR: Direc­tor of Finance and Administration

EFFEC­TIVE DATE: Octo­ber 1, 2023 

PAY LEV­EL: 190 ($54,900.26 — $102,753.71)

PAY CLAS­SI­FI­CA­TION: Exempt

DEF­I­N­I­TION: Under gen­er­al super­vi­sion of the Direc­tor of Finance & Admin­is­tra­tion, this posi­tion will have pri­ma­ry respon­si­bil­i­ty for man­ag­ing the activ­i­ties of pro­cure­ment and con­tract admin­is­tra­tion for the Air­port and direct­ing the pub­lic solic­i­ta­tion process for goods and ser­vices as required. The incum­bent achieves desired deliv­ery, price, and qual­i­ty tar­gets and encour­ages com­pe­ti­tion between sup­pli­ers in pro­cure­ment of goods and services.

Duties are per­formed with con­sid­er­able inde­pen­dence requir­ing the exer­cise of judg­ment and ini­tia­tive in day-to-day con­tract­ing and pur­chas­ing operations. 

ESSEN­TIAL DUTIES AND RESPON­SI­BIL­I­TIES:

• Using sound pur­chas­ing prin­ci­ples and eth­i­cal stan­dards, pur­chas­es mate­ri­als, sup­plies, equip­ment, and ser­vices in a time­ly fash­ion, with qual­i­ty and price con­sis­tent with Air­port needs and procedures. 

• Works with each depart­ment to receive, review, and ana­lyze pro­cure­ment requests; dis­cuss­es pur­chas­ing needs, objec­tives, and any spe­cial cir­cum­stances or require­ments; and con­sults on most appro­pri­ate means of pro­cure­ment which will ensure com­pli­ance with local, state and fed­er­al pro­cure­ment reg­u­la­tions, meet the users’ needs, and obtain the best value.

• Pre­pares and admin­is­ters solic­i­ta­tion pack­ages for Requests for Pro­pos­als (RFPs), Invi­ta­tions for Bids (ITBs) and oth­er for­mal solic­i­ta­tions. Assists depart­ments with writ­ing tech­ni­cal spec­i­fi­ca­tions, scopes and selec­tion cri­te­ria for desired prod­ucts and/​or ser­vices; and meets with users and depart­ment per­son­nel to ver­i­fy that specifications/​scopes are con­sis­tent with end-user demands. 

• Con­ducts and/​or assists depart­ments on mar­ket research on prod­ucts and ser­vices and ana­lyzes qual­i­fy­ing vendors.

• Ensures pro­cure­ment and con­tract com­pli­ance with Flori­da Depart­ment of Trans­porta­tion (FDOT), Fed­er­al Avi­a­tion Admin­is­tra­tion (FAA) and oth­er grant agencies.

• Devel­ops and main­tains pur­chas­ing and con­tracts cal­en­dars to ensure pur­chas­es, con­tracts and exten­sions are admin­is­tered timely.

• Ensures prop­er insur­ance cov­er­age and bond­ing, if nec­es­sary, for approved vendors.

• Ensures dis­ad­van­taged busi­ness enter­prise (DBE) com­pli­ance in selec­tion of ven­dors, if necessary.

• Reviews single/​sole source pur­chase requests. Ensures that a dili­gent effort has been made to locate com­pet­i­tive sources and that the pur­chase is of best val­ue. Ensures records of com­pli­ance to pur­chas­ing pol­i­cy are in order. 

• Assists depart­ments with mon­i­tor­ing per­for­mance of var­i­ous con­trac­tors and con­sul­tants to ensure com­pli­ance and antic­i­pates and plans for future appro­pri­ate actions. Research­es and resolves com­plaints from users regard­ing pro­cured prod­ucts or ser­vices; serves as liai­son between ven­dors and product/​service users. 

• Works with finance per­son­nel in research­ing and resolv­ing finan­cial and/​or account­ing ques­tions which per­tain to pro­cure­ment activ­i­ties. Reviews, approves or inter­venes regard­ing the pro­cess­ing of ven­dor pay requests to con­firm com­pli­ance against con­tract terms and conditions.

• Reviews, ana­lyzes, cre­ates, and main­tains stan­dard con­tract lan­guage, forms and relat­ed doc­u­ments. Plans, ini­ti­ates and con­ducts strate­gic con­tract nego­ti­a­tions. Drafts or reviews, nego­ti­ates and process­es con­tract mod­i­fi­ca­tions such as change orders, amend­ments and sup­ple­men­tal agree­ments. Pre­pares or reviews non-stan­dard con­tracts for review and approval by depart­ment heads, exec­u­tive lead­er­ship and the Air­port Board (when appropriate).

• Pre­pares, imple­ments, and updates pur­chas­ing and con­tract relat­ed tem­plates and pro­ce­dures; inter­prets pur­chas­ing poli­cies and pro­ce­dures to depart­ments, con­trac­tors, con­sul­tants and vendors.

• Per­forms oth­er duties or spe­cial projects as assigned.

QUAL­I­FI­CA­TIONS:

Expe­ri­ence in prepa­ra­tion and appli­ca­tion of gov­ern­men­tal pro­cure­ment, con­tracts, and agree­ments required. Knowl­edge of prin­ci­ples and prac­tices of air­port facil­i­ty oper­a­tions and devel­op­ment pre­ferred. Expe­ri­ence with air­port pro­cure­ment reg­u­la­tions with state and fed­er­al rules and require­ments a plus. Famil­iar­i­ty with State of Flori­da Con­tracts and statutes of pub­lic pro­cure­ment, FDOT, FAA and oth­er grant agency pro­cure­ment and con­tract require­ments, and legal con­tract expe­ri­ence preferred.

Grad­u­a­tion from an accred­it­ed four-year col­lege or uni­ver­si­ty with a Bachelor’s degree in pro­cure­ment and acqui­si­tions, busi­ness, pub­lic admin­is­tra­tion, account­ing, law or relat­ed field, four years of pub­lic sec­tor pro­cure­ment and con­tract­ing, and con­tract admin­is­tra­tion expe­ri­ence; or equiv­a­lent com­bi­na­tion of for­mal edu­ca­tion and appro­pri­ate relat­ed expe­ri­ence. Cer­ti­fi­ca­tion in pro­cure­ment and con­tracts is pre­ferred, such as a Cer­ti­fied Pub­lic Pur­chas­ing Offi­cer or Cer­ti­fied Pro­fes­sion­al Pub­lic Buy­er or equivalent.

Skilled in the use of com­put­ers and the pro­grams and appli­ca­tions nec­es­sary for suc­cess­ful job per­for­mance, to include a work­ing knowl­edge of Microsoft Office. Abil­i­ty to read, ana­lyze, and inter­pret gen­er­al busi­ness peri­od­i­cals, pro­fes­sion­al jour­nals, tech­ni­cal pro­ce­dures, or gov­ern­men­tal reg­u­la­tions. Abil­i­ty to write con­tracts, reports, busi­ness cor­re­spon­dence, and pro­ce­dure man­u­als. Abil­i­ty to effec­tive­ly present infor­ma­tion and respond to ques­tions from groups of man­agers, clients, cus­tomers, the Board of Direc­tor, and the gen­er­al public.

Must pos­sess strong inter­per­son­al admin­is­tra­tive skills and the abil­i­ty to inter­face and effec­tive­ly com­mu­ni­cate with Air­port staff, users, ten­ants, con­sul­tants, gov­ern­men­tal enti­ties and the gen­er­al pub­lic. Must be able to com­mu­ni­cate effec­tive­ly in both oral and writ­ten form. 

MIS­CEL­LA­NEOUS REQUIRE­MENTS: Must pass pre-employ­ment drug test­ing as well as peri­od­ic test­ing in accor­dance with air­port pol­i­cy; must pass a 10-year, fin­ger­print-based, crim­i­nal his­to­ry records check as required by the Trans­porta­tion Secu­ri­ty Administration.