Contract Manager

About the role

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The New York City Department of Correction (DOC) is an integral part of the City's evolving criminal justice system, participating in reform initiatives and strategies aimed to move the City towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers, and people in our custody.

Importantly, safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 7,500 diverse professionals and knowledgeable experts.

The Department of Correction Assets Management Division is seeking a Contract Manager who will report directly to the Deputy Agency Chief Contracting Officer (DACCO) and support the planning, development, processing, and administration of large-scale and complex contracts, as well as small purchases and micro-purchases, in accordance with New York City Procurement Policy Board (PPB) Rules, applicable laws and regulations, agency policies, and established procedures.

The Contract Manager will assist in managing all phases of the procurement lifecycle, from identifying agency needs and developing solicitation documents to evaluating vendor submissions, processing purchase requests, supporting contract awards, monitoring contract performance, and maintaining accurate procurement records. The position will work closely with program units, budget personnel, legal counsel, vendors, and other stakeholders to ensure procurement activities are conducted efficiently, transparently, and in compliance with applicable requirements. Key Responsibilities include but are not limited to;

• Assist the DACCO and procurement team in the planning, review, solicitation, evaluation, award, and administration of large-scale, complex, and high-value contracts.
• Review agency requests for goods and services to ensure that procurement needs, specifications, scopes of work, deliverables, performance standards, timelines, and funding requirements are clearly defined.
• Prepare, review, and coordinate procurement documents, including Requests for

Proposals (RFPs), Invitations for Bids (IFBs), scopes of work, specifications, evaluation materials, and contract award documentation, as applicable.

• Coordinate with program units, budget offices, legal counsel, and other stakeholders to ensure procurement packages are complete, accurate, properly supported, and ready for review and approval.
• Assist with vendor solicitation, pre-proposal activities, inquiries, addenda, and other procurement-related communications, as applicable.
• Support the review and documentation of vendor submissions and the procurement evaluation process in accordance with established evaluation criteria and applicable procurement requirements.
• Process small purchase and micro-purchase requests in accordance with applicable NYC

Procurement Policy Board Rules, agency procedures, and established purchasing requirements.

• Review purchase requisitions to confirm that descriptions, quantities, specifications, funding information, supporting documentation, and required approvals are complete and accurate.
• Obtain and document vendor quotations, price comparisons, market research, and other required supporting information, as applicable.
• Assist in determining the appropriate procurement method based on the estimated purchase value, nature of the goods or services, and applicable procurement requirements.
• Verify vendor information and coordinate with relevant internal units and vendors to resolve missing documentation, discrepancies, and purchasing issues.
• Prepare purchase orders and related procurement documentation for review and approval by authorized personnel.
• Monitor the status of small purchases and follow up with vendors and internal stakeholders to facilitate timely ordering, delivery, and receipt of goods and services.
• Maintain complete and accurate records of quotations, vendor selection, purchase approvals, purchase orders, receipts, and other supporting documentation.
• Identify opportunities to consolidate recurring purchases, improve pricing, streamline purchasing processes, and increase procurement efficiency while maintaining compliance with applicable requirements.
• Enter, update, and track procurement information in applicable New York City procurement and financial management systems, including PASSPort, as required by the agency.

Qualifications & Requirements

• A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or
• A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.

Additional information

Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.