ESSENTIAL FUNCTIONS

Contract Administration:

1. Develops and implements source selection, procurement and contract administration directly associated with JAXPORT’s needs for major capital and operating projects, professional services, materials, contractual services and fixed assets, in accordance with bid specifications and performance standards.
2. Researches and updates specifications and bidding boiler plates for State, Federal and JPA funded projects, including but not limited to terms and conditions, scope of services, evaluation criteria, limits of liability, JSEB/MBE/DBE goals, and performance standards.
3. Studies market conditions, trends and new developments to offer improvements applicable to procurement process.  Advises management with concurrence from the Manager, Procurement and Contract Services.
4. Interviews, confers with and meet prospective vendors and suppliers to determine capabilities, qualifications, and areas of expertise and evaluation of requirements for doing business with JAXPORT.
5. Assists with preparation of power point presentations, organizing informational forums and coordinating site visit logistics for the department.
6. Prepares bid solicitation documents, including advertisement, addendums and other process changes required to procure formal and informal bids.  Gathers information from appropriate sources, drafts addendums and responses to requests for additional information and clarification of specifications.
7. Provides assistance and guidance through the bid proposal evaluation process.  Prepares cost analysis spreadsheets.  Acts as a liaison between bidders and Evaluation Committee during evaluation reviews and recommendation for award.
8. Supervises, develops and monitors pre-bid, bid and award process as necessary to maintain compliance with contract administration procedures.
9. Conducts formal bid opening of proposals, reviews results of bid proposal openings to verify compliance and conformance of bids.
10. Assists with review of all bid protests, bidder disqualifications, bidder complaints and problem resolution with the assistance of the Manager, Procurement and Contract Services.
11. Prepares documents to generate award recommendations for formal contracts to be presented to the Awards Committee, with guidance from the Manager of Procurement Services.
12. Assist the Small Business Coordinator with setting of participation goals for small business enterprises (JSEB’s DBE’s and MBE’s) consistent with JAXPORT small business procedures.
13. Meets with the highest ranked bidder/proposer and coordinates the preparation of the final contract.
14. Provides technical assistance on issues involving interpretation of the Procurement Code, City of Jacksonville purchasing code and state and federal laws and regulations.
15. Develops and conducts training on procurement processes, procurement electronic systems, bidding processes, and contract administration for all internal and external customers. Assists with the development of spreadsheets, power point presentations, reports, studies and documents to track vendor performance and adherence to contract terms and conditions.

Contract Management:

1. Coordinates the implementation of new contracts and ensure contract documents and submittal requirements are met and in compliance with JAXPORT procedures.
2. Conducts evaluation reviews of major contracts to ensure contract requirements are met consistent with performance standards, terms and conditions.
3. Coordinates with risk management to verify that contractor’s performance bonds and insurance requirements are current and in-force.  Maintains a monitoring system designed to review and track certificates of insurance.
4. Prepare contract documents to allow for change orders and amendments to formal contracts. Obtain management approvals for all changes made to formal contracts.

Purchasing Process:

1. Reviews and approves releases of purchase orders, blanket purchase orders and change orders in accordance with JAXPORT’s purchasing procedures.
2. Coordinates the use and systematic monitoring of E-Builder and MAXIMO procurement system, while ensuring proper purchasing controls are being used and all transactions are in compliance with JAXPORT’s management and directives.
3. Conducts a minimum of two bi-annual training sessions on new procurement procedures and changes in ordinances, codes and regulations.
4. Maintains active membership in the purchasing council to develop and subscribe to best practices related to government procurement and contract administration.

DIRECT REPORTS

This position does not supervise employees.

OTHER DUTIES

1. Assist with the supervision of work and job performance of one Contract Specialist.
2. Provides backup support in the absence of  the Manager of Procurement Services.
3. Coordinates with the finance accounting managers at the end of each fiscal year to close out final purchases for capital and operating projects.
4. Assist with preparation of department’s operating budget for each fiscal year.  Monitors line items and cost centers associated with contract administration and procurement services.
5. Prepares and coordinates the development of management reports designed to track and categorize contracts and expenditures.
6. Coordinates the development and implementation of processes improvements, performance standards, measures and procedures.
7. Maintains professional standards through workshops, seminars and training opportunities supported by JAXPORT.
8. Performs other duties as required or assigned.