City of Orlando Home City of Orlando  
Job Title   Job Family   Job Code   Job Exempt
FPR Contract Coordinator - C   Non_Bargaining   FCC1   Y
 
        Pay Grade   Pay Rate Type   Minimum   Midpoint   Maximum
        C11   Salary   $31.26   $41.42   $51.58
 
 
JOB DESCRIPTION
 

Performs professional, technical, administrative, and supervisory work. Performs pre-award and post-award functions for a variety of contracts for program services and professional services. Assists in the preparation of requests for proposals for distribution to vendors. Provides responses to bids, proposals, and contract negotiations. Analyzes all requirements and provisions in contracts, including terms and conditions, to ensure compliance with all laws, regulations, City of Orlando policies, and procedures. Ensures that contracts are executed in accordance with City standards for quality and timeliness through weekly, monthly, quarterly, and annual inspections of contracted entities. Work is reviewed through conferences, reports, and results obtained.

Minimum Qualifications:
Bachelor's Degree in Parks, Business Administration, Public Administration, or related field and three (3) years experience in contract administration and coordination; or an equivalent combination of education, training, and experience. Valid Florida Driver's License required.
 
RESPONSIBILITIES
 
EXAMPLES OF WORK PERFORMED:
Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.
Implements procurement contracting policies and procedures.

Operates in compliance with standards and procedures established by the Division of Procurement and Contracts.

Research and development of contractual requirements and specifications for Requests for Proposals (RFPs) and bids to be advertised.

Works with staff and division managers to draft contract specifications, compile contract documents and negotiate terms and conditions with vendors.

Negotiates or drafts contracts for professional services.

Drafts evaluation criteria for RFP evaluation committees.

Prepares, processes and compiles agency contracts.

Maintains a contract database to manage the expiration and renewal of contracts in a timely manner to avoid service interruption to the department.

Reviews completed contract packages for appropriateness, completeness, and conformance to established policies and standards.

Confers with staff on the effectiveness of contract terms and conditions, renegotiates requested changes with vendors and prepares contract amendments.

Represents the department on contracts, provides justification for non-competitive bid requests.

Monitors vendor performance to ensure compliance with contract terms and conditions.

Resolves vendor compliance issues and escalates to appropriate parties when necessary.

Analyzes and evaluates bid specifications, tests, reports, and other relevant data.

Conducts research and benchmarking to identify contracting opportunities that will increase or improve department operating efficiencies.

Confers with the City’s legal team, Risk Management Procurement and other City leaders to ensure that specifications and contracts are consistent with City and State statutes, ordinances, and policies.

Reports on the status of contracts and budgetary reports relative to contract spending.

Prepares letters, memoranda and other correspondence or edits staff correspondence for submission to department executive staff.

Develops, coordinates, and finalizes complex contractual funding and financing arrangements.

Verifies the delivery and receipt of contracted products and services.

Attends and conducts pre-bid conferences, bid openings, delegate agency roundtables, and potential vendor site visits, as needed.


KNOWLEDGE, SKILLS, AND ABILITIES:

A foundation of basic Purchasing and Contracts knowledge.
Knowledge of contracting principles and procedures applicable to pre-award and post-award actions.
Knowledge of methodology of various types of negotiation principles.
Knowledge of the techniques required to evaluate offers.
Knowledge of principles and laws pertaining to Florida’s Government in the Sunshine as it applies to the procurement process and more specifically the evaluation and selection of contractors.
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their application.
Skilled in negotiating, writing, and interpreting contractual agreements.
Skilled in problem resolution.
Skilled and highly proficient in the use of personal computer including word processing and spreadsheets.
Ability to interpret policies, procedures, regulations; and to evaluate technical information for conformity and contract requirements.
Ability to establish and maintain effective working relationships with departmental contacts, vendors, and those contacted in the course of work.
Ability to communicate effectively both orally and in writing, and make public presentations.
Ability to operate a personal computer and software.