Bid & Contract Specialist
City of Scottsdale - Scottsdale, AZ

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Performs professional level purchasing tasks associated with creating and processing a wide variety of formal solicitations. Reviews or drafts and negotiates contracts and resolves contract problems, working with vendors and staff.

Minimum Qualifications:

Education and Experience
Any combination of training, education and experience equivalent to five years recent experience in a professional level administrative position dealing with bid specifications, statements of work, requests for proposals and solicitations, contract formation and/or administration.

Licensing, Certifications and Other Requirements
A valid driver license with no major driving citations in the past 39 months may be required.

Other pertinent licenses and/or certifications may be required of some positions depending on department/service assignment.

Knowledge, Skills and Abilities
Knowledge of:

Contract law and the methods, procedures and practices used in contract administration.
Construction, engineering and architectural practice and basic accounting practices.
Microsoft Windows Office products.

Ability to:
Evaluate and analyze bid proposal and contract provisions to ensure compliance with City policies, public procurement and contract law.
Work independently and under deadlines.
Comprehend and make inferences from complex written material and verbal and/or written instructions.
Conduct bid/ proposal openings, pre-bid conferences, pre-proposal meetings, and interviews/demonstrations.Take ownership for professional development in the areas of contract law, architectural and engineering practices, conflict resolution, procurement processes, office automation and inter-personal skills.
Ensure that specifications are clear, biddable and not unduly restrictive.
Remain flexible and use effective communication and negotiation skills.
Be responsive and customer service oriented.
Make mathematical calculations and draw logical conclusions.
Effectively assume ownership for completion of tasks.
Communicate effectively, both verbally and in writing.
Handle multiple projects simultaneously and use good judgment in prioritizing work assignments.
Proficiently perform computerized word processing, comprehension, summarizing and writing/editing.
Establish and maintain effective working relationships with City staff and the general public.

Essential Functions:

Performs duties and responsibilities commensurate with assigned functional area within a department(s) which may include, but are not limited to, any combination of the following tasks:
• Prepares or reviews contracts and request for proposals with customer input to
assure compliance with public procurement regulations.
• Reviews bid specifications and statements of work for compliance with public
procurement regulations.
• Reviews bid and contract selection evaluations and provides consulting services to
evaluating teams.
• Approves and processes change orders and modifications.
• Consults with staff, vendors and contractors to answer questions and resolve any
contract problems.
• Conducts bid/proposal openings and pre-bid conferences on job-sites located
throughout Scottsdale.
. Prepares and completes file documentation in support of the contract award.
• Performs other duties as assigned.

Work Environment/Physical Demands:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position or that an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Work is performed in a normal City office environment.
- Lift and carry plans, reference books, bid and contract files and proposal responses
weighing up to 25 pounds.
- Operate a variety of standard office equipment including a computer terminal,
telephone, 10-key calculator, copy and fax machine requiring continuous and
repetitive arm, hand and eye movement.
- Travel to/from meetings and various City locations.

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

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