Contract Specialist

About the role

The purpose of the work is to support acquisition needs for centralized procurement and contracting of a variety of commodities, services, and minor construction in the NW Region Fleet & Family Readiness Program.

Responsibilities

• Supports acquisition needs for procurement of a variety of commodities and services for Navy Region Northwest FFR activities, including Morale, Welfare and Recreation; Child Services; Warfighter Services; Family and Unaccompanied Housing; and Food, Beverage, and Entertainment. Examples of such items and services include fitness equipment, furniture, vehicles, food, toys, school supplies, resale tickets, concession concerts, electronics, commercial equipment, communication services, entertainment/concessionaire contracts and minor construction and repair services.
• Receives and analyzes purchase requests and other related documents for supplies and services.
• Determines best methods of procurement (i.e. contract purchase order, NAF Purchase Card, etc.).
• Recommends product substitutions, based on input from purchasers and venders.
• Develops a procurement plan by reviewing previous history, market conditions, and specifications or technical data packages.
• Determines adequacy and completeness of description, which involves research of various manuals and catalogs, or discussions with manufacturer's representatives or requisitioning sources to identify and initiate any corrections required.
• Selects appropriate contract type, contract terms, pricing provisions, applicable contract clauses, sources, acquisition methods, and negotiates a wide range of contractual actions.
• Reviews contract requisitions and determines appropriate methods of acquisition, i.e., formal advertising, negotiation, sole source or from existing government contracts. Policy and procedure is followed and cited when requested.
• Performs detailed analysis of bids or proposals received, ensuring strict compliance with specifications on advertised procurements, and recommends award to best value bidder providing such compliance.
• Contacts vendors or contractors to negotiate prices which appear either excessive or underestimated, to request earlier delivery date, for closer conformance to specifications, or similar matters.
• Prepares applicable determinations and findings, conducts pre-proposal conferences, receives and evaluates proposals in conjunction with price/cost analysts or other technical personnel and makes a presentation to a contract review board or source selection authority when appropriate.
• Drafts final contract including specifications, packing and shipping requirements, inspection instructions, and all other special and standard clauses. Prepares recommendations for awards, documenting reasons for decisions including justifying basis for not recommending lowest bidder.
• Administers contract through telephone, correspondence, electronically or through conferences with contractors to clarify guidance concerning obligations to perform within contractual terms and such issues as billing procedures, material submittals and permits.
• Reviews, analyzes and recommends action on problem situations relating to incomplete specifications, material shortages or termination for convenience.
• Recommends issuing cure or show cause notices when the contractor is not in compliance with contract terms.
• Investigates circumstances to determine alternative courses of action for consideration such as extension of delivery schedule, price adjustments, or modifications to the contract.
• Prepares termination files and makes recommendations for termination actions for default by contractor when alternative actions are unsuccessful.
• Maintains official contract file until contract is fully satisfied and closed.

Qualifications

• Experience and broad knowledge of market sources for commonly purchased commercial items and routine services. General knowledge of technical purchasing methods and procedures desired but not required.
• Must be able to obtain and maintain a NAF Contracting Warrant, as well as a NAF and APF Government Purchase Card (GPC).
• Computer and interpersonal skills are required for effective communication with various levels of business representatives and customers.
• Strong Attention to detail and organizational skills are required.