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Contract Administrator

Location: DFW Airport, TX
Job # 11601516
Date Posted: 11-14-2018
Under the direction of the PMM Manager, as a Contract Administrator, you will be responsible for preparing and administering contracts to support the operations of DFW Airport. These include but are not limited to commodity, general supplies and services, information technology, construction and professional services contracts. You will also collaborate with Airport departments in their development and writing contract specifications and scope of work. You will be responsible to solicit timely requests for bids/proposals; manage the solicitation process, negotiate final terms and conditions, write contracts and contract documents and complete contract execution, write notices to proceed, and administer contracts including ensuring compliance with contract provisions, pricing, negotiating and writing change orders, delivery orders, and provide support for claim settlements and agreements, including the contract close out at the end of term.
What you will be doing:
  • Collaborating with Airport departments to support their development of technical specifications, scopes of work and bid proposal packages for competitive bidding, requests for competitive sealed proposals and requests for qualifications/proposals for professional services.
  • Analyzing and evaluating requisitions for funding availability, accuracy and specific need; reviewing and assisting in writing scopes of work or services, researches market availability or appropriate substitutions of requested items, recommends pricing methodology.
  • Consulting with requestors to clarify need and intended use of requested items/services; examines alternative procurement methods; consults with technical and engineering staff.
  • Identifying prospective bidders/proposers, recommendations from technical and Business Diversity and Development Department representatives, issues procurement plan and oversees distribution of bid/proposal documents; writes and issues addenda.
  • Conducting pre-bid and pre-proposal conferences, bid openings, reviews submittals, manages the evaluation and negotiation process to determine the selected vendor, analyzes proposals and evaluates pricing, works with evaluation committee to recommend selected vendor to management. Documenting the solicitation and evaluation process, statistics and conclusions.
  • Preparing and writing Official Board Actions, contracts, change orders, and related documentation, obtains requires concurrence/approval signatures; writes notices to proceed.
  • Planning, preparing, and conducting negotiations or participating on negotiating teams for new work, changes, claims, etc. writes changes orders, record of negotiations, findings of fact, claim settlement agreements, and other required documentation.
  • Advising Board staff and consultant project managers of potential contractual problems and provides contract interpretations.
  • Determining the allowability and allocability of costs and contract payments; negotiates disputed items with contractors/consultants.  Participates in and manages the evaluation of contract deviations and prepares deviation notice.
  • Ensuring compliance with government, commercial and business aspects of work (i.e. wage rates, bond and insurance requirements); in conjunction with Risk Management ensures adequacy of insurance coverage and continued coverage throughout the contract performance period.
  • Reviewing audit reports, support the negotiation of disputed items and incorporates results of the audit into the contract; prepares draft audit responses for review and approval.
  • Approve contract closeouts, ensures that completion notices are sent to key stakeholder customers, contractors/consultants and reconciliation of final funds disposition.
  • Monitoring the entry and maintenance of contract related data in Board legacy computer systems including financial and contract systems.
What you need:
  • Bachelor's degree in business or public administration or other related business, technical/engineering or information technology field.
  • Two (2) years of progressively responsible purchasing experience or experience administering general or professional service contracts.
  • Experience in negotiating new contracts and modifications/changes to contracts.
  • Any equivalent combination of education and/or experience may be substituted for the above.
  • Possession of a valid Class C driver's license.
What we desire:
  • Experience with Oracle E-Business Suite Applications.
  • Knowledge of basic principles, practices and procedures of public contract administration, public bidding laws and contract funding procedures and requirements.
  • Knowledge of estimating and pricing techniques and industry resources for determining labor, material and equipment costs.
  • Skill in operating a personal computer and other high technology tools/software to capture and maintain records of contract activity and to reconcile data.
  • Experience in the use of ERP Systems and Microsoft Suite Applications.
  • Ability to review contract documents for discrepancies and conformance to standards. Ability to interpret and use oral and written instructions, specifications, sketches and blueprints to prepare solicitation documents, scopes of work or services, analyze and negotiate proposals and write contracts and change orders.
  • Ability to meet and interface with vendors, contractors, tenants, consultants, Board staff and other interested parties to exchange information, explain and interpret standards and resolve differences.
  • Ability to prepare clear and concise contract specifications, clauses, reports, negotiation plans, records, and correspondence.
  • Ability to analyze and make sound recommendations on contractor and customer risk and other factors associated with performing the work specified.
  • Ability to negotiate in an open, public atmosphere and to obtain and substantiate fair and reasonable prices.
  • Ability to communicate effectively and clearly, both orally and in writing, in general and technical terms, with Board staff, contractors, Board tenants and management.

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Gyna M. Bivens
President & Executive Director
North Texas LEAD

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