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Sr. Contract Specialist

Daniel Eke and Associates, PC – Arlington, VA

Senior Contract Specialist

The Specialist shall maintain open, timely, and effective communications with the FSI/ACQ Contracting Officer and Division Director, resulting in a relationship that proactively addresses potential problems with flexible, workable solutions.

Duties/Responsibilities

  • Review and amend procurement requests to include, assisting with the review of Statements of Work and purchase requests for goods and services
  • Monitor progress of contracting and procurement actions; keep Contracting Officer (CO) informed of areas for concern
  • Prepare final award documents for contracting actions, both electronically and physically, ensuring all required documents are included and attached
  • Maintain procurement documents and contracting records/files, as required
  • Interact routinely with vendors; under the close direction of the CO, request quotes, submit request for proposals (RFPs), respond to proposals, and follow-up with vendors
  • Prepare solicitations and award documentation
  • Conduct market research
  • Analyze requests and make recommendations regarding their reasonableness for other than full and open competition. When required, assist in the preparation of documentation to support other than full and open competition.

Contract Administration

  • After contracts are awarded by the CO, work with the CORs to maintain proper COR file documentation
  • Submit Federal Procurement Database System (FPDS) actions within three days after award of contracts are completed.
  • Maintain detailed contract and invoice files per the direction of the DOS Acquisition Quality Assurance Plan
  • Set up and maintain logs and library systems showing the status of actions and correspondence; ensure files and correspondence include all required documents and signatures

Document Preparation

  • Use Microsoft Office Suite proficiently to include, word processing, Excel, Access and power point.
  • Prepare contract award action for Contracting Officer review and approval in Global Financial Management System (GFMS) Momentum
  • Produce a variety of written documents utilizing a personal computer with one or more types of office automation software
  • Ensure all documents are in proper DOS format and that spelling, punctuation, capitalization, and grammar are verified
  • Use automated data processing systems and a variety of software to accomplish a wide range of clerical, statistical, and data entry/retrieval tasks in support of administrative and contractual work
  • Create, maintain, and retrieve files; edit and reformat text; search files and records; store or extract material; transmit information; and use electronic mail, calendar, and/or suspense systems
  • Edit and format documents; apply judgment in selecting spacing and arranging material; use the full range of keys, codes, and function commands of the software to manipulate text to accomplish revisions, deletions, and additions as desired by the CO

Duty 1: Procurement Planning

Develops procurement objectives in terms of competition and price range and the contractual vehicle, including use of pricing arrangements, subcontracting policy, set aside policies, incentive based contracts to motivate early competition measures, and similar considerations to expedite critical Department acquisitions. Prepares/maintains current plans, milestone charts, and related schedules. Provides expert advice to program officials on procurement objectives to be used, and assists/advises on preparation of statements of work and market research. Prepares determinations and findings and solicitation documents for CO review. Participates in pre proposal conference(s) with prospective contractor(s) to ensure understanding of solicitation requirements. Prepares answers to clarification questions concerning matters such as specification changes, language ambiguities, and/or clarification of contract clauses. Assesses prospective contractors financial responsibility and ability to produce required goods and services within budget, on time and at the levels of quality required by the contract. Supports the CO in regards to Source Selection; ensures fair and equitable treatment and assessment of all submissions; and assists the CO with the awarding of the contract. Assists in the planning of the negotiation strategy, and coordinates strategy with the negotiation team.

Duty 2: Contract Administration

a. Assists the CO in the full range of contract administration responsibilities including incremental funding, preparation of rate and cost adjustments, redirection of effort, coordination of time extensions, incorporation of change orders, and, when appropriate, preparation of stop work orders, cure notices, show cause letters, and other documents and orders required in response to situations or problems. Monitors Government property; reviews progress and final payments; and prepares close out contracts for a CO. In the course of administering contracts, resolves complex, high dollar, and/or sensitive issues that, if left unresolved or resolved incorrectly, could seriously impact the project; develops options to be pursued by the Department and/or contractor to resolve issues. Interprets technical, legal, and audit decisions, analyzes their

impact on assigned and future procurements, and identifies/recommends trade- offs and alternate courses of action. Assists the CO in claims issued against the Department.

b. Assists the CO in reviewing contractor performance through site visits, correspondence, and telephone conversations for completion of applicable contract clauses, e.g. small business subcontracting plans, patent rights, labor laws, and progress reports. Investigates contractor delays or instances where deliverables do not meet the quality levels established by the contract. Assists the CO in resolution of complex and/or unprecedented technical, contractual and other disputes between the contractor and Department.

Duty 3: Market Analysis

Performs market surveys to identify potential sources for contracted goods and services both in the U.S. and overseas, as well the availability of products or producers. Analyzes market trends, distribution patterns, and technological advances, as well as the socioeconomic considerations on the procurement actions. Reviews industry publications and meets with industry representatives to acquire or exchange information. Develops and recommends new sources based upon project needs of the Government and industry analysis.

Duty 4: Other Duties as Assigned

May develop briefings and reports on various issues to stakeholders including departmental and other USG agency officials, Congressional staffers, and private industry. May formulate training materials as required.

Deliverables

Weekly time and attendance- The contractor will provide employee time and attendance to the COR on a weekly basis or as required. Documents/products (such as, but not limited to, contract documents, justifications, price analysis, reports) as tasked by the CO/COR during the performance of labor hour services.

Standards

The contractor shall ensure all work is completed in accordance with the U.S. Government and DOS standards, policy, procedures, and guidelines as provided. All products and services under these tasks, and as part of the agreement, are the sole property of the U.S. Government.

Required Qualifications

  • Must hold an active or eligible to obtain a Secret Clearance
  • Minimum Bachelors degree in a related discipline
  • High level of written and oral communication skills and the ability to interact successfully with senior government program officials and stakeholders
  • Minimum of 10 years experience performing work as a contract specialist in a federal agency or military setting

Job Type: Full-time

Salary: $100,000.00 to $130,000.00 /year

Experience:

  • Finance Systems: 10 years (Preferred)
  • Large Corporation/ Fortune 500 companies and Up: 10 years (Preferred)
  • Procurement: 1 year (Preferred)

Work Location:

  • One location

Benefits offered:

  • Paid time off
  • Health insurance
  • Dental insurance
  • Other types of insurance
  • Retirement benefits or accounts
  • Others

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