Job Title: Senior Contract Specialist
Office: Office of Resource Strategy
Date Posted: 4/21/2021
Salary Range: 1-5 / $94,858 - $107,022
NTE Date: 9/30/2023
The mission of the Office of Resource Strategy (ORS) is to align and manage resources across the organization to best meet the needs of our schools and create the conditions for district success. The Office is responsible for facilitating the successful financial and business performance of the district and integrating the district's business and financial interests to ensure an equitable distribution of resources that best serves all students. The Office provides financial strategy and leadership to implement strategic goals and objectives and gives direction to leadership toward the achievement of the District's philosophy, mission, strategy, annual goals, and (see application details) Office also is responsible for ensuring sound business and financial practices are followed in compliance with federal and state regulations, district policy, business policies and procedures, and other applicable financial and business standards and (see application details) Office supports employees throughout the district to ensure DCPS provides high-quality customer service and employee support for all district employees.
ORS programs include the following:
- Employee Services: provide legally-compliant employee services related to benefits and compensation, manage workforce data and systems, and provide world-class customer service within 24 hours;
- Contracts & Acquisitions: Support schools and Central Office in purchasing goods in alignment with procurement law and regulation; and
- Finance: Ensure school and central office finances are allocated and expended in alignment with the district's strategic plan, in a manner that fosters transparency, maximizes funds, promotes equity, and ensures compliance with requirements.
The Contracts & Acquisitions (C&A) division encompasses the Contracts & Acquisitions and Procurement Operations teams. These teams support administrative functions in both the DCPS Central Office and schools. These teams work together to ensure staff and students have the supplies, materials, and support they need to be successful in their work and learning. Managing and facilitating the procurement of goods and services for all DCPS schools and the Central Office, C&A is constantly working to improve practices to ensure compliance with municipal regulations.
The Senior Contract Specialist ensures all contracting and procurement activity is consistently executed in accordance with the District of Columbia laws and regulations while working independently in managing all procurement assignments. As the senior member of a specialist group, the Senior Contract Specialist provides leadership and guidance to contract specialists and junior contract specialists, liaises with program and school points of contact, and serves as the primary specialist on large and/or complex procurements, especially those valued at $100,000 and above.
The Senior Contract Specialist will report to the Director, Contracts & Acquisitions.
Essential Duties and Responsibilities
The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.
- Serves as a group lead for a small group of contract specialists dedicated to a caseload of schools and programs, including regular communication with school/program points of contact and reporting to senior management.
- Advises program and school officials in procurement planning meetings, advises program and school officials of the procurement objectives to be used, and assists in the preparation of statements of work.
- Monitors and helps manage acquisition plans, appropriate milestone charts, and related procurement tasks until contract award.
- Develops procurement strategies including overall goals and metrics, identifies the level and type of services to be provided, particular groups, or individuals to be contacted, acceptable results, and alternative courses of action.
- Develops procurement acquisition plans and objectives in conjunction with school and key program stakeholders via multiple procurement methods and contract types for $100,000 and above price ranges; and constructs the appropriate contractual vehicle to facilitate the procurement.
- Develops pre-negotiation positions, determines the types of contracts and negotiation authority to be used, prepares applicable justification, and ensures that the negotiation plans are implemented to facilitate savings for DCPS.
- Prepares applicable determination and findings, sole source, and competitive solicitation documents that agree with the procurement methods and requirements, such as Requests for Proposal, Invitations for Bid, and Cooperative Agreements.
- Performs detailed analyses of all elements of cost in contractor proposals, and recommends competitive range determinations.
- Conducts pre-proposal/pre-bid conference(s) with prospective contractor(s) and program staff to arrive at a clear understanding of what is required under the proposed competitive solicitations and resulting contracts; and issues necessary amendments to clarify questions concerning such topics as specification changes, language ambiguities, or clarification of contact clauses.
- Explores new and innovative contracting approaches to arrive at an equitable contract arrangement which supports schools, programs, and C&A operations.
- Serves as lead negotiator for sole source and competitive procurements while planning the negotiation strategy, coordinates strategy with negotiation team, and leads the negotiations that are conducted with contractors to address the contract prices and terms.
- Conducts Post Award Conferences upon contract award and provides contract administration guidance to the school or program, key stakeholders, and the contractors.
- Prepares rate adjustments, cost adjustments, and coordination of time extensions; issues modifications; develops change orders; recommends stop work orders; and documents recommendation cure notices or show causes letters, as applicable.
- Recommends termination of contracts for convenience or contractor default on behalf of DCPS, as applicable and necessary.
- Consistently analyzes and reviews the procurement process to ensure that proper procedures are followed; and recommends changes in the process to improve procurement activities in DCPS.
- Bachelor's degree and five to seven years of related work experience.
- Master's degree preferred.
- Previous exposure to or experience in the education sector a plus.
- Advanced knowledge of contracting methods, contract types, acquisition planning, and implementation of contracts.
- Knowledge of the District of Columbia procurement laws and regulations strongly preferred.
- Demonstrated strong writing, analyzing, and research skills.
- STUDENTS FIRST: We recognize students as whole children and put their needs first in everything we do.
- COURAGE: We have the audacity to learn from our successes and failures, to try new things, and to lead the nation as a proof point of PK-12 success.
- EQUITY: We work proactively to eliminate opportunity gaps by interrupting institutional bias and investing in effective strategies to ensure every student succeeds.
- EXCELLENCE: We work with integrity and hold ourselves accountable for exemplary outcomes, service, and interactions.
- TEAMWORK: We recognize that our greatest asset is our collective vision and ability to work collaboratively and authentically.
- JOY: We enjoy our collective work and will enthusiastically celebrate our success and each other.