Facilities Services Contract Manager

Department: Facilities

Classification: Procurement Officer 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 05

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

George Mason University Facilities ensures a quality physical environment supporting the mission of the university. We will be the technical and business experts of choice with the total trust and confidence of our students, faculty and staff.

About the Position:

Ready to work on a beautiful college campus with 677 acres of wooded land? Then start a new job as a State employee of Virginia. We’ve got the work. We have a great team. Now, we need an additional team member to contribute to our busy environment. We want someone who is reliable, takes pride in their work, and will make a noticeable contribution to the educational facilities at George Mason. Your manager can trust that you will get the job done.

George Mason’s Facilities department is committed to providing a safe, functional, and clean community experience at the university. So, what’s in it for you?

Great benefits for you…

• Lots of leave, including paid annual leave, paid holidays, paid sick leave, paid two-week winter break (please note – the break employees often receive during the holiday season is not regularly guaranteed and is subject to annual approval);
• Tuition exemption and professional development;
• Commuter Choice Transit Benefit, which includes a van pool subsidy;
• Virginia Retirement System Hybrid Plan;
• Patriot Perks discounts to restaurants, events, and more.

For you and your family…

• Health/dental/vision benefits; and
• Tuition dependent benefit (restrictions apply).

We think it’s a good gig. Here's what the job looks like....

Responsibilities: 

The Facilities Services Contracts Manager leads professional, non-professional, and construction services procurement efforts including, but not limited to: formulating and writing solicitations for capital and non-capital construction projects; evaluating proposals and bids; negotiating term contracts, fixed cost, construction contracts, and/or cooperative contracts that result in cost savings, reduced administrative effort and greater fiscal benefit to the University and other state institutions; overseeing management of modifications to existing contracts; Contract Management and Administration functions including: gathering departmental requirements, formulating and writing statements of need for solicitations, overseeing management of existing contracts and coordination with Contract Administrators/Project Managers, tracking contract usage and dollar values/budget, and managing contract closeout upon completion.

Procurement and Solicitation

• Responsible for the preparation, solidification, selection, negotiation and award of contracts for design, engineering, construction and related services of Capital and Non-capital projects undertaken by Facilities;
• Assists department and university personnel with fixed cost construction professional services contracts, term contract procurements, and Indefinite Delivery/Indefinite Quantity (IDIQ) by providing advice, policy interpretation and guidance for both Capital and Non-Capital projects and services;
• Executes purchase orders for the procurement of design, engineering and construction of Capital and Non-capital projects reflected on Division of Purchases and Supply (DPS) and Virginia Association of State Colleges and Universities Purchasing Professionals (VASCUPP) contracts;
• Develops Invitations for Bid (IFB's) for procurements delegated authority levels and in accordance with the HECO Manual, Commonwealth of Virginia Purchasing Manual for Institutions of Higher Learning and Their Vendors, the Construction and Professional Services Manual, the Agency Procurement and Surplus Property Manual and pertinent university policies and procedures. Acts as liaison to vendors and users regarding order status and resolve any issues and discrepancies;
• Works cooperatively with customer/contract users to identify new contract needs and effectiveness of current contracts;
• Assists customers including department personnel and University Administration in the procurement process to minimize the procurement cycle time;
• Assists vendors on how to conduct business with the University. Negotiates and prepares contract change orders during design and construction in a non-competitive environment;
• Initiates timely change orders, contract renewals or extensions and IFB re-bids as necessary;
• Demonstrates effective communication with customers, contractors and facilities personnel;
• Responds appropriately with recommended adjustments to contracts, types of contracts available and improvements to policies and procedures;
• Answers questions or advises department personnel and/or vendors on procurement processes and procedures to minimize procurement cycle time and to enhance customer service;
• Acts as liaison between vendors and the department in procurement related matters;
• Ensures proper procedures for obtaining and issuing POs are followed and procedural problems are addressed and corrected; and
• Exercises discretion and judgment within established procedures and scope of responsibility. 

Contract Administration Support

• Supports Project Managers and Maintenance Managers in their roles as Contract Administrator for all Capital and Non-capital projects handling: order expediting, change order processing, and vendor contract problems;
• Monitors, trains and manages the contractual work of individual contract administrators in proper processes and procedures and proper application and use of contracts;
• Oversees the general appropriateness of proposal requests and quotes in relationship to quantity, price and delivery schedule; and
• Negotiates and prepares contract change orders during design and construction in a non-competitive environment. 

Records Management

• Establishes and maintains appropriate record keeping systems and databases sufficient to monitor contract rates, PO values, contract activity, average costs per PO, total annual costs, trends in usage and expenditures and other metrics established by management; and
• Maintains complete documentation of files, reviews and approves/disapproves PO pricing changes.

Other Related Duties as Assigned

• Supports the Director in completing other related duties and reports as needed.

Required Qualifications: 

• High school diploma or equivalent;
• Demonstrated experience (generally 5+ years preferred) in a position providing procurement and contract administration support in Construction and/or Facilities;
• Demonstrated experience (generally 5+ years preferred) performing procurement using Governing Rules of Procurement, the Virginia Higher Education Purchasing Manual, and The Construction and Professional Services Manual (CPSM) and/or Higher Education Capital Outlay Manual (HECO);
• Knowledge of facility construction, professional services, repair, and operations activities and services;
• Knowledge of construction solicitation types and associated procurement rules including Design-Bid-Build, Design-Build, Construction Manager @ Risk (CM@Risk), and Professional Services (Architect/Engineer) Qualification Based Request for Proposals (RFPs);
• Knowledge of facilities or service contracting and procurement;
• Knowledge of contract types including Firm Fixed Price (FFP), Time and Materia (T&M), Indefinite Delivery/Indefinite Quantity (IDIQ), etc.;
• Knowledge of the Virginia Public Procurement Act (VPPA) and/or the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia “Governing Rules”;
• Knowledge of basic accounting methods and principles to monitor and track contract funds;
• Skill in developing simple databases for accounting purposes;
• Skill in the use of Microsoft Office Suite, with proficiency in Excel;
• Ability to identify needs related to continuous improvement of services and a willingness to create policies and procedural changes to address those needs;
• Ability to perform work in accordance with the statues governing procurement;
• Ability to communicate effectively with vendors and contract administrators and lead contract negotiations efforts; and
• Ability to enforce procurement rules both internally and externally.

Preferred Qualifications: 

• Bachelor’s degree in related field;
• Demonstrated experience and understanding of eVA and Banner systems (generally 3+ years); 
• Experience with e-Builder or other Project Management/Records Management system/software;
• Knowledge/Experience in reviewing project manuals and drawing packages for construction projects; and
• VCCO certification (preferred), VCO OR Certified University Procurement Officer (CUPO) certification within 12 months of hire date. The VCCO is required if handling/opening Construction or Professional Services bids/offers.

Instructions to Applicants: 

For full consideration, applicants must apply for Facilities Services Contract Manager at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Resume for review. 

Posting Open Date: September 3, 2024

For Full Consideration, Apply by:  September 17, 2024

Open Until Filled:  Yes