Enterprise Technology Contract Coordinator

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Job ID:
48162

Job Category:
Information & Technology

Division & Section:
Technology Services, Office of the Chief Technology Officer

Work Location:
55 John Street, Torornto

Job Type & Duration:
Full Time, 1 Permanent, 2 Temporary (12 month) vacancies

Hourly Rate and Wage Grade:
$43.58 - $47.75

Shift Information:
Monday to Friday, 35 hours per week

Affiliation:
L79 Full-time

Number of Positions Open:
3

Posting Period:
20-JUN-2024 to 04-JUL-2024

As an Enterprise Technology Contract Coordinator, you will coordinate the preparation and evaluation of Technology requests for proposals, requests for quotations, requests for information, requests for expression of interest, sole source requests, requirements and analysis documents, including detailed specifications of technology infrastructures. We will also count on you to monitor contractor performance, in order to ensure compliance with contract and applicable laws, as well as City regulations, legislation and guidelines.

Responsibilities:

• Co-ordinates the preparation and evaluation of technology requests for proposals, requests for quotations, requests for information, requests for expression of interest, sole source requests, requirements and analysis documents including detailed specifications of technology infrastructures.
• Develops master specifications for use in various RFQs.
• Reviews, evaluates and comments on vendor proposals to ensure conformance to City standards and requirements.
• Conducts market research on required products and services to provide solutions, and make appropriate recommendations.
• Monitors contractor performance to ensure compliance with contract and applicable laws, City regulations, legislation, guidelines.
• Conducts follow-ups with Client Divisions, analyzes and reports on work methods and staffing of contracted services.
• Identifies operating and contractual deficiencies and takes appropriate action.
• Prepares statements of work and negotiates contracts adhering to timelines.
• Prepares contract documents and timely processing of invoices for payment. Reconciles invoices against contracts.
• Processes contract extensions/amendments and revisions and prepares schedules and reports.
• Maintains knowledge of both current and emerging technology trends.
• Develops performance standards and procedures. Participates in the review and formulation of policies.
• Analyzes and reports on work methods and staffing of contracted services.
• Prepares staff reports and general reports for submission to Bid Committee, Standing Committees and City Council.
• Responds to inquiries and vendor disputes, and takes corrective action.
• Coordinates projects with the Purchasing and Materials Management Division, the Legal Division, Insurance and Risk Management Section, Client Divisions and Financial Planning Division.
• Facilitates meetings with stakeholders to mitigate any liabilities. Ensures certificates of insurance are valid and all risk to the City is mitigated
• Trains and mentors staff.
• Provides guidance to law Clerk regarding contract process.

Key Qualifications:

Your application for the role of Enterprise Technology Contract Coordinator should describe your qualifications as they relate to:

• Extensive experience in contract administration.
• Extensive experience in drafting and negotiating legal agreements and statements of work, and interpreting legal terms and conditions
• Extensive experience in the drafting and review of call documents (RFP, RFQ, REOI, etc.) and staff reports.

You must also have:

• Technical aptitude and understanding of technical concepts in order to better understand the subject matter of the contracts within the assigned portfolio.
• Knowledge of procurement processes and industry best practices for the support and delivery of Technology services, in order to ensure the ongoing management of the contracts within the assigned portfolio.
• Strong oral and written communication, facilitation and negotiation skills.
• Strong organizational and time management skills
• Excellent problem-solving and team-building skills to minimize disputes.
• Sound decision-making skills in order to appropriately recommend, to management, options and next steps in the administration of the contracts assigned.
• Ability to work overtime as required and complete assignments in a timely manner