2F75

PAY RANGE: N26

CONTRACT AND PLANNING ADMINISTRATOR

GENERAL DEFINITION

This is contract management and program planning work directing the negotiation and processing of contracts for finalization and developing program plans and strategies. The employee in this class in the Prisons Assignment develops scope and methodologies for new program initiatives and directs all facets of contract administration operations for the Prisons Department.  The employee in the Department of Planning and Development’s Division of Housing and Community Development directs all contract management activities for federally funded housing and community development programs. The employee in the Department of Behavioral Health and Intellectual disAbility directs the activities of all federal, state, and other grant programs and contracts. The employees in the Airport assignment direct the preparation of specifications for contract obligations and purchase requisitions or direct the development of contracts for professional services. The employee in the Department of Human Services directs the development of contracts and professional audits to ensure that they meet the financial and professional goals of the department.  The employees in this class may also participate in program implementation activities and have administrative/operational responsibility of a program as necessary. Directing the monitoring, evaluation and audit of purchased contract services through subordinate supervisors to assure compliance, serving as the department’s primary interpreter of contract issues, and establishing and maintaining effective working relationships with social service provider agencies or housing agencies and City contract authorization departments and other agencies to effectuate contract agreements are of major significance to the work.  Work is performed under the direction of a Commissioner, Deputy Commissioner, or designee.

ALLOCATING FACTORS: (The following conditions must be met for a position to be approved for this class.)

1) The position in the Prisons Department must be responsible for contract management operations for the Philadelphia Prisons System, directing, through subordinate supervisors, the provision of contracted services such as prisons food services and building maintenance in the Philadelphia Prisons System.

2) The position in the Department of Planning and Development must be responsible for directing, through subordinate supervisors, all contract management activities for federally funded housing and community development programs for the Division of Housing and Community Development.

3) The position in the Department of Behavioral Health and Intellectual disAbility must be responsible for directing health grant programs, contracts and procurement on a department wide basis.

4) Only one position will be allocated to this class in each of the Prisons Department, Department of Human Services, the Department of Planning and Development, and the Department of Behavioral Health and Intellectual disability Services.

5) Two positions will be allocated to this class in the Airport.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

All Assignments

             Directs, through subordinate supervisors, the review of service provider's prior audit reports, work papers and management letters; studies exceptions to proper accounting operating standards noted in reports; determines compliance with contracted agreements and agency directives.

Reviews and processes requests and proposals from contractors to implement services; participates in the negotiation of contract terms and fees; recommends approval of contract proposals to the Commissioner, Deputy Commissioner, or designee; tracks contracts through the certification and administrative processes; notifies contractors of non-conformance to budget.

Develops Request for Proposals (RFP) for projects utilizing consultants or contractors; reviews and evaluates responses and makes appropriate recommendations to departmental management.

Develops scope of projects and methodologies to be followed; researches and collects information on intended program activities, objectives, goals and assumed causal relationships and combines this information into a program model.

Develops contracts for program implementation; participates in the development of goals and objectives, evaluation standards, timetables and other program components for programs and projects; participates in the implementation and evaluation of programs as they relate to purchase of services.

Supervises staff conducting analyses of contract costs, trends, supplies and services, or social or housing and community development programming, and policy relating to contract standards and development; clarifies federal and state mandates and industry professional standards and explains departmental policy and procedures to administrators and to contractors.

Ensures funds are encumbered for payment of contracted services; monitors the status of budget accounts for contracted services to project if expenditures will exceed budgetary allotments; recommends preventive action to providers to assuage exhaustion of funds.

Participates in executive staff meetings and informs agency and contractor personnel of contract issues; summarizes audit evaluation, utilization and status reports on contractors for evaluation by departmental administrators; interprets, for City officials, contractors and provider agencies, contract language, standards and specifications.

Performs related work as required.

AIRPORT ASSIGNMENT

Service, Supplies & Equipment Position

Directs the preparation of specifications for contract obligations and purchase requisitions for service, supply, equipment contracts; confirms availability of funds; makes recommendations for approval; directs the development of departmental contracts for services, supplies and equipment; directs the use of small purchase, citywide and cooperative contracts to meet procurement needs when appropriate; ensures appropriate approvals are obtained by Central Procurement;  ensures vendors are accountable for purchased products and services; coordinates with department and/or Central Procurement to remedy contract compliance issues; assists with  the monitoring of contractors; resolves requisition, purchasing, or shipping problems; coordinates with city and external agencies to determine status of specific requisitions; determines priorities and helps to expedite  procurement processes as needed; directs the maintenance of related departmental records; interprets procurement rules.

Directs staff responsible for inventory and the preparation of reports; directs subordinate personnel engaged in the investigation of inventory discrepancies; develops resolutions to inventory discrepancies.

Enforces prescribed standards and develops procedures for inventory control; reviews current methods of inventory operations; makes recommendations for inventory practices; discusses recommendations with Central Procurement; implements recommendations and monitors the progress.

Reviews and analyzes inventory records to ascertain that materials, supplies and personal property are utilized in compliance with the prescribed standards and procedures; consults with department officials on shortages and procurement issues.

Directs the inspections of purchased materials, supplies, equipment, services and installations to ensure conformity to City specifications and contractual agreements.

Directs the storage, distribution, and sale of surplus, obsolete, or unserviceable property; ensures the disposal, transfer, or sale of surplus, obsolete, or unserviceable property are carried out in an expedited manner and in accordance with prescribed rules, regulations and procedures.

Professional Services Position

Directs the development of contracts for professional services; ensures contractors comply with contract terms; uses software systems for processing requests including small purchases, and coordinates with the City’s central Procurement Department to remedy compliance issues; directs the monitoring of contractors; expedites contract amendments as needed; monitors the Airport’s Office of Economic Opportunity (“OEO”) compliance and contractor management; assists with the Disadvantaged Business Enterprise Program contract compliance in collaboration.

Directs the preparation of specifications for contract obligations; determines and confirms funding availability and source for professional services procurement; makes recommendations for approval; directs, through subordinate supervisors, the review and approval of new professional services procurement.

Acts as the Airport’s OEO Officer; reviews contract requirements and contract history to determine appropriate ranges on requests for proposals for professional services where applicable; recommends ranges to OEO based on known factors of impact, including availability of contractors, contract history, etc.; directs the monitoring and review of awarded contracts for compliance with OEO policies and procedures. 

Conducts and attends meetings concerning contract compliance, tracks and reports on status of compliance and annual program goals.

May coordinate or attend vendor outreach events; proposes processes and relevant federal, state or local regulations.

Department of Human Services Assignment

            Directs, through subordinate supervisors, the contract management and auditing program; plans, organizes, and directs program implementation and operations; establishes goals and objectives within framework of departmental strategy and policy; confers on the implementation of respective contract and audit plans, priorities and policies; participates in the development and preparation of annual contract and audit plans.

             Formulates strategies to achieve organizational goals and objectives for departmental contracts; ensures quality of contracts aligned with local, state, and federal policies; obtains proposals and estimated cost estimates from subrecipient/vendors; directs the initiation, routing and monitoring of progress of contracts through procurement information systems.

            Investigates impediments to the contracting and auditing processes and resolves issues; revises existing procedures to increase efficiency of contract processing; reviews rate increase requests from contracted agencies; approves living wage standard waivers as needed.

            Formulates strategies to achieve organizational goals and objectives for auditing and conducting fiscal reviews of departmental contracts; establishes and ensures audit policies are executed; directs the implementation of auditing standards and reviews federal and state guidelines for their effect on the conduct of audits; ensures timely responses to audit-related requests from the City’s Controller, the State, and the State’s Auditor General.

            Reviews final reports of onsite audits performed by audit staff; reviews findings, opinions, and recommendations. 

Department of Behavioral Health and Intellectual disAbility Assignment

            Directs, through subordinate supervisors, contract and grant management and implementation activities to ensure compliance with city, state and federal requirements across all programs; oversees the design, implementation and monitoring of workflow processes and procedures to ensure timely filing; approves all contract and grant documents prior to Deputy Commissioner and Commissioner approval; develops standards, terms and conditions for grant and procurement award letters and agreements; ensures conformance with City terms and conditions.

            Negotiates contracts, sub-contracts and modifications to said contracts; serves as liaison to community behavioral health contracts; advises upper management on risks related to contract terms and serves as lead in contractual disputes; oversees account systems and tools to monitor compliance for federal, state and local requirements; oversees the preparation, administration and closeout of contracts and sub-awards; establishes operational policies and procedures for procurement, contract and grant management; directs the identification of small business firms and disadvantaged vendors.

Department of Planning and Development Division of Housing and Community Development Assignment

Directs, through subordinates supervisors, the administration of all fundable and eligible housing and community development contracts; directs the monitoring and management of contracts using the Automated Contract Information System (ACIS) and IDIS applications; directs programs of Housing Counseling and the Housing Opportunities for Persons With AIDS (HOPWA) Program; reports on programs to Housing and Urban Development utilizing the Integrated Disbursement and Information System (IDIS); prepares scope of services to be incorporated in final contracts funded primarily by Community Development Block Grants.

Directs and reviews, through subordinate supervisors, the monitoring, evaluation and audit of contracted housing, foreclosure assistance, housing construction, and other related services; directs and reviews invoice processing and budgetary compliance of contracted agencies; may conduct site visits; monitors providers' compliance with programmatic service standards, and insurance, license and special requirements; provides technical direction to funded agencies on contract and program compliance; recommends corrective action for deficient or problematic service providers; recommends non-payment or termination of deficient contracted services.

Participates in Contract Review Committee; determines eligibility and reviews activities for conformance; makes recommendations to management on contracts and programs.

Prisons Assignment

Directs, through subordinate supervisors, the monitoring and management of  Philadelphia Prisons Contracts; reviews contractor proposals and determines if the scope of services is acceptable; determines, based on subordinate reports and personal review, that contractor services comply with contract specifications, and Commonwealth of Pennsylvania and American Correctional Association standards; reviews and approves requests for changes to contract products and services that impact on operations; through a subordinate staff, monitors contracted services on a daily basis; meets with contractor senior staff to review service; works with operations managers and legal counsel to discuss treatment for specific inmates.

Directs, through subordinate supervisors, the monitoring, evaluation and audit of contracted food, building maintenance and other related services; monitors providers' compliance with programmatic service standards, and insurance, license and special requirements; recommends corrective action for deficient or problematic service providers; recommends non-payment or termination of regular or grossly deficient contracted services.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• The principles and practices of contract negotiation, administration, monitoring and control as they relate to the provision of a variety of services in the area of assignment.
• The principles and practices of grant development, negotiation and administration.
• The operations, policies and administration of the Philadelphia Prisons System for the Prisons assignment.
• Federal regulations as they pertain to contract preparation and administration for Community Development Block Grants and other funding streams for housing and community development programs for the Department of Planning and Development Division of Housing and Community Development assignment
• American Correctional Association and National Commission for Correctional Health Care standards for the Prisons assignment.
• Municipal ordinances, procedures and guidelines pertaining to contract preparation and processing.
• The principles and practices involved in monitoring and evaluating contracted services.
• Research methods, techniques, and standard sources of information as they relate to contract administration and program development, including Internet research.
• The principles, practices and techniques of contract management, grant management, and compliance requirements.
• The principles, practices and techniques of program planning, development, implementation and evaluation.
• City of Philadelphia computer applications including ACIS, and standard computer software, such as Microsoft Word, Excel, and Outlook as required by assignment.

ABILITY TO:

• Analyze and develop recommendations concerning contract provisions and requirements.
• Develop reporting, quality control, and tracking systems for the monitoring of contractual agreements.
• Negotiate contract provisions with providers for services.
• Define, design, develop, and test program deliverables.
• Apply management principles and techniques.
• Make observations and inquiries.
• Recommend alternatives for programs to achieve the goals and objectives.
• Establish and maintain effective working relationships with administrators, associates, and inter-departmental and contractor representatives.
• Express ideas effectively, both orally and in writing.

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 7/22.)

EDUCATION:

Completion of a bachelor’s degree program at an accredited college or university.

AND

GENERAL EXPERIENCE:

Four years of administrative contract management experience.

AND

SPECIFIC EXPERIENCE:

Two years of supervisory contract management experience with responsibility for the development, coordination and monitoring of all contract activities for a large agency, or housing or economic development organization, or correctional system.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included the education and the specific experience requirements described above.

NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 – the appointing authority may request certification of eligible candidates with the specified experience, education, and/or training to fill specific positions in this class. Certification to fill such position will be made from the two highest ranking eligible candidates on the eligible list who possess the specified qualification.

CLASSES THAT TYPICALLY MEET THE MINIMUM REQUIREMENTS:

Contract Administrator (2F70)

Economic/Housing Development Contract Administrator (3E54)

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established:

CSC – 1/08; Ad. Board - 3/08

Spec. Revision:

CSC - 2/10; Ad. Board - 3/10

Spec. Revision:

CSC - 11/14

Ad. Board - 1/15

Spec. Revision:

CSC - 4/17

Ad. Board - 5/17

Spec. Revision:

CSC – 12/21

Ad. Board – 1/22

Spec Revision:

CSC – 4/22

Ad. Board – 5/22

Latest Spec Revision:

CSC – 6/22

Ad. Board – 7/22

JA