Texas Health and Human Services

Job Description:

Contract Development Administrator – DFPS Information Technology Services (ITS) Business Office

100% Telework Available

The Texas Department of Family and Protective Services (DFPS) is currently seeking a Contract Development Administrator for a position within the DFPS’ ITS Business Office. The Contract Development Administrator reports to the DFPS ITS Director of ITS Acquisitions and Contract Administration. This position performs advanced (senior-level) contract administration work that includes the development of Requests for Offers (RFO’s), Requests for Proposals (RFP’s), Invitation for Bids (IFB’s) Formal and Informal, delegated Open Market solicitations, Requests for Information (RFI’s), Requests for Qualifications (RFQ’s), Texas Department of Information Resources (DIR) Statements of Work (SOW), DIR Deliverables-Based IT Services (DBITS) SOW’s, DIR IT Staff Augmentation Contracts (ITSAC) with the execution and administration of long-term contracts that are large in scope and high degree of complexity. Requirements shall include a broad knowledge of DIR statutory requirements and technology solutions available to state agencies, including DIR Cooperative Contracts, Communication Technology Services and Shared Technology Services.

The Contract Development Administrator shall be required to develop, negotiate, evaluate, execute, and monitor contracts, which involves providing technical support for a wide range of information technology contracts. Contract Development Administrator responsibilities shall include contract planning, contract development, implementing process improvement initiatives, providing consultative services and technical assistance related to contract policy and procedure development. Responsibilities include communicating with internal and external customers, providing leadership, oversight, and instruction to DFPS staff and team members to ensure compliance with DFPS policies, as well as state and federal statutory requirements.

The Contract Development Administrator facilitates communications and collaboration between contract stakeholders and serves as the point of contact for contractual accountability activities between DFPS and contractors. The Contract Development Administrator provides support, guidance, and assistance to DFPS staff and team members on drafting and administering contracts and provides technical assistance in the development of contracts or amendments based on provider resources, services required, information supplied by bidders, and related procurement specifications. The Contract Development Administrator shall serve as the lead in contract development activities through execution, initiation of amendments, monitoring of contractor performance and expenditures, and contract closeouts.

The Contract Development Administrator provides leadership and support in contract management by participating in contracting activities such as contract and amendment development, contract reviews, budget consultations, contract funding allocation decisions, quality management activities, extensive contract monitoring, and other contract management activities as appropriate and mandated by DFPS policy and statute. The Contract Development Administrator shall provide guidance regarding contract administration policies and procedures to program staff, management, and other Department staff as appropriate.

Responsibilities shall include implementing goals and objectives; developing contract guidelines, policies, and procedures; developing schedules, priorities, and standards for achieving established performance measures; ensuring systems used to manage contract functions accurately reflect contract status; monitoring contract compliance with state and federal laws, statutes, rules, regulations, guidelines, policies, and procedures.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

This position is classified as a full-time position (40 hours per week). Work outside of regular hours may be required. Travel to other Austin office(s) may be required, as directed. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

This position is a full-time position that includes other State of Texas benefits as described in this SAO site: A Report on State Employee Benefits as a Percentage of Total Compensation for Fiscal Year 2021 (texas.gov)

The mission of DFPS is to protect children, the elderly, and people with disabilities from abuse, neglect, and exploitation by involving clients, families, and communities. We are looking to grow our teams with people who share our energy and enthusiasm to get behind our mission of protecting those among us who are most in need.

Essential Job Functions:

Procurement and Specification/SOW Development:

• Working in conjunction with the Health and Human Services Commission’s (HHSC) Procurement and Contracting Services (PCS) division, develops information technology (IT) solicitations, contracts, and amendments by conducting needs assessments; identifying procurement method, and conducting market studies; developing Statements of Work (SOW) and requirements for goods and services; to include evaluating information supplied by vendors, and negotiating contract terms for contract award.
• Develops, executes, and manages complex IT contracts, providing a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of IT contracts.
• Develops SOW’s and/or requirements for IT solicitations and/or reviews SOW’s and specifications that have been prepared for Request for Offers (RFO), Request for Proposals (RFP), Invitation for Bids (IFB), Request for Officers (RFO), Request for Information (RFI), Request for Qualifications (RFQ), and DIR Pricing Requests (PR).
• Reviews and conducts need assessments to ensure requirements for the purchase of IT goods and services are complete and justified.
• Reviews purchase requests for completeness and compliance prior to processing purchase requisitions.
• Accurately enters requisitions in Centralized Accounting and Payroll/Personnel System (CAPPS) Financials, tracks through the issuance of Purchase Orders (PO) and maintains contract files to comply with state statutes and to enable deliverables acceptance and invoice approvals.
• Processes requisitions, contracts and documentation in an automated environment and reviews requisitions for completeness and develops SOW’s in compliance with applicable requirements and/or rules; research vendors for products and services; prepares, reviews, and facilitates procurement and contract processes.
• Develops bid evaluation instruments; modifies IT solicitations, contract boilerplate, and other IT contract-related documents.
• Reviews contract documents for compliance with state statutes and rules, including End User License Agreements (EULA), Interagency Contract Agreements (IAC), Service Agreements, Subscription Agreements, and IT Lease Agreements.
• Oversees coordination and facilitation of procurement-related meetings such as kick-off and pre-proposal meetings, post-award conferences, vendor demos and presentations, team briefings, and evaluation scorings.
• Negotiates final contract terms with the recommended vendor prior to award.

Contract Administration:

• With the ITS Director of IT Acquisitions and Contract Administration and other ITS Business Office employees, develops contract administration policies and procedures.
• Negotiates contract terms and contract renewals and amendments.

Processes Risk Assessments and creates Specialized Monitoring Plans.

Tracks and validates contract deliverables while monitoring and enforcing contract terms.

• Maintains a contract cost workbook with all deliverables, costs, invoices, payments, Liquidated Damages, and Retainage amounts for all assigned contract, meeting threshold.
• Monitors contract performance by examining deliverables for compliance with contract specifications, examining invoices and fiscal data for compliance with terms of contract and contract administration policies, documents and recommends Cure letters, Corrective Action Plans or cancellation of contracts when deviations occur.
• With ITS management, will develop change requests, task orders, and action memos as required.
• Evaluates and reviews expenditure data and makes projects to ensure appropriate use of funds.
• Completes the risk assessment process for contract monitoring and planning.
• Provide system generated and/or manually generated ad hoc reports to ITS management to support ongoing contract management decisions.
• Resolves audit exceptions by defining causes of errors and recommending appropriate remedial actions.
• Maintains contract files by ensuring all contract documentation is up to date and uploaded to HHSC’ System of Contract Operations and Reporting (SCOR).
• Prepares all required contract administration forms for delivery to the appropriate entity.
• Performs contract close-outs “as required” for all assigned contracts per DFPS Contract Oversight and Support (COS) policy & procedures.
• Completes all state required vendor performance tracking for each assigned contract, while maintaining detailed knowledge of each assigned contract.

Administration:

• Monitors legal and regulatory requirements pertaining to contracting.
• Review Contract and Procurement related to Fiscal Notes, Bill Analysis and serve as a Legislative Liaison for IT Contracts.
• Identifies training needs, determines how training should be provided and conducted, and develops training curriculum as assigned. Provides training/guidance regarding IT procurement and contract administration policies and procedures to internal DFPS employees.
• May plan, assign, or supervise the work of others.
• Maintains state certifications.
• Adheres to all Texas Department of Family and Protective Services HR policies and performs all related work as assigned.

Knowledge Skills Abilities:

• Knowledge of state procurement, contract law, Comptroller of Public Accounts (CPA) Procurement and Contract Management Guide, CPA’s Statewide Procurement Division (SPD) and DIR IT procurement/contracting processes, statutory requirements and state of Texas reporting requirements related to governmental procurement and contracting.
• Skills and experience in contract development; ability to develop and edit contract SOW requirements, detailed specifications and negotiate contracts.
• Experience in evaluating contracts and making recommendation for contract award.
• Expert knowledge of DIR technology solutions and contracts, CPA SPD contracts, and open market solicitations processes and procedures.
• Knowledge of business administration and accounting principles and practices, and state of Texas requirements and procedures for contract management.
• Experience in interpreting contract language, Texas Government Codes, Texas Administrative Code, state, and federal rules and regulations.
• Expert knowledge of state and federal laws and regulations governing state purchasing.
• Expert knowledge of purchasing and procurement methods and procedures including in-depth experience and knowledge of information technology procurements.
• Expert knowledge of state of Texas procurement principles and practices assigned commodities and products on the open market, and supply sources.
• Expert skill in the use of computer and applicable software necessary to perform work assignments e.g., word processing, spreadsheets (Microsoft Office preferred).
• Expert skill in problem solving, including asking appropriate questions and identifying resources to obtain necessary information.
• Demonstrated ability to logically assemble and evaluate information.
• Demonstrated ability to maintain a system of required record keeping.
• Demonstrated ability to communicate clearly, both verbally and in writing.
• Demonstrated ability to schedule, prioritize, monitor, and complete multiple assignments timely.
• Demonstrated ability to work effectively independently and as part of a team.
• Demonstrated ability to act in a sound, logical, proactive, and appropriate manner based on well thought out analysis of situations or problems.
• Demonstrated ability to assign and/or oversee the work of others.
• Must be detail oriented.
• Must be able to work in a fast-paced work environment with competing priorities.
• Must provide customer service excellence.
• Ability to establish and maintain an effective and cordial working relationships at all organizational levels, including agency management, direct supervisors, co-workers, and program areas.

Registration or Licensure Requirements:

• Must possess certification as a Certified Texas Contract Manager (CTCM).
• Certification as a Certified Texas Contract Developer (CTCD) must be obtained within six months of hire if not currently certified.

Initial Selection Criteria:

A minimum of seven (7) years of experience in purchasing and/or contract administration, including specification development and contract management. A minimum of three (3) years of experience in purchasing from the Texas Department of Information Resources (DIR) Information Technology (IT) Contracts for commodities and/or services. Bachelor’s degree from an accredited college or university is preferred with a major in business, public administration, finance or a related field. Experience may be substituted for the education requirement on a year-for-year basis. State of Texas agency experience is preferred. Must possess certification as a Certified Texas Contract Manager (CTCM). Certification as a Certified Texas Contract Developer (CTCD) must be obtained within six months of hire if not currently certified. Additional Information:

• Interview Requirements: Any candidate who is called to an agency for an interview must notify the interviewing agency in writing of any reasonable accommodation needed prior to the date of the interview.
• Texas Administrative Code (TAC 206 and 213) requires state agencies to ensure all Electronic Information Resources (EIR) follow accessibility standards. Staff may be required to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files. MOS Code:

Note: There may be no military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position. All active duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx. 

As a state agency, DFPS is required Texas Administrative Code (TAC 206 and 213) to ensure all Electronic Information Resources (EIR) follow accessibility standards. The staff must be familiar with the WCAG 2.1 AA and Section 508 to create accessible content including but not limited to; Microsoft Office documents, Adobe PDFs, webpages, software, training guides, video, and audio files.

HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

I-9 Form - Click here to download the I-9 form.

In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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