100% Telework Available

The Texas Department of Family and Protective Services (DFPS) is currently seeking a Contract Administration Manager I for a position within the DFPS’ ITS Business Office. The Contract Administration Manager I 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 Administration Manager I 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 Administration Manager I 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 Administration Manager I facilitates communications and collaboration between contract stakeholders and serves as the point of contact for contractual accountability activities between DFPS and contractors. The Contract Administration Manager I 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 Administration Manager I 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 Administration Manager I 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 Administration Manager I 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.

• Works in conjunction with the Health and Human Services Commission’s (HHSC) Procurement and Contracting Services (PCS) division to develop information technology (IT) solicitations, Purchase Orders, 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.
• Works with internal DFPS customers and IT staff to provide guidance for the completion of business case and use case documentation for clear and concise inclusion in Statements of Work (SOW’s) and Request for Offer (RFO) related documents. Serves as a liaison between DFPS agency leadership, division leadership, contractors, stakeholders, HHSC PCS, and customers. Develops, executes, and manages complex IT contracts, while providing a broad range of services across multiple organizational departments, including the development of strategies and goals for administration of IT contracts. Coordinates the investigation and resolution of discrepancies, complaints, and/or disputes by negotiating settlement agreements or by canceling or terminating contracts as needed or upon request. Provides input on contract budgets and budget allocations for proposed contract agreements, collaborates and assist IT Contracts team with contract development, execution, and contract management.
• 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. Uses automated databases to plan, track and complete required contract activities and ensures complete and thorough records are uploaded to the contract management database.
• 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.

• 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.

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.

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.