Diana Lee Adams: Contract Development Specialist in Portland, OR

Establishes understanding of city operations and builds working relationships with department personnel in order to be aware of their need for contracted services, commodities and products. Meets with City Department personnel at various city work sites. Makes recommendations as to the contracting format based on level of service requirements and scope of need initially defined by the Department. Researches and gathers product or service information using a variety of resources, such as the internet, previous contracts and proposals, product or service providers and the requesting City department. Utilizes research to draft new Statement of Work (SOW) documents. Ensures that RFP/RFB is complete and accurate, communicates clearly the need of the department and the need of bidders and offerors. Ensures that written products (RFPs, Bid, contract documents) meet the guidelines established by City policy, the Attorney's Office, good business practice and result in the best pricing practicable. Following the competitive bidding processes takes bid information and integrates into contract format. Following proposal process, reviews proposal response for content and intent with proposal selection committee chairperson and determines appropriate material for inclusion in the contract. Attention is paid particularly to scope of work and legal parameters. Close collaboration with requesting departments is required to ensure requested needs are met. Solicits, reviews, and confirms completeness of all certificates of insurance required for execution of such new contracts. Anticipates any areas that may need further review or clarification and meets with City Attorney’s Office to resolve contract provision problems. Follows up with contractor and their legal counsel as required to finalize contract. Advises requesting department of contract status throughout negotiation process. Responsible for drafting contracts that do not go through the competitive process as well as contract amendments. As requested, serves as an advisor at selection committee meetings and advises contractors and other interested parties about RFP and bid specifications at pre-solicitation meetings. Responsible for review and acceptance of insurance certificates and insurance providers and insurance renewal compliance requirements for contracts processed by the section. Works closely with the City Risk Manager to assure that contractor’s insurance is in compliance with City’s requirements.

Set-up of new contract files for Division personnel on a timely basis and responsible for managing the Division’s central files of completed contracts, including filing all completed contract files, sending expired and cancelled contracts to off-site storage, and re-filing as necessary to maximize file space availability. Manages the renewal and expiration process for contracts handled by the Purchasing and Contracts Management Division. Initiates contract renewals and expirations by generating reports from the City’s Contract Management System based on the system renewal and expiration dates. Coordinates with the City Contract Monitors to renew the contract or initiate a new work file to replace the contract through a solicitation or other approved process. Uses the City’s Contract Management System to manage the database of certificates of insurance and other contractor verifications required for contracts developed by the Purchasing and Contracts Management Division and is responsible for obtaining new certificates of insurance from the contractors for all certificates and verifications that expire during the terms of their contracts. Works closely with the City Risk Manager to ensure that contractor’s insurance is in compliance with City’s requirements. Manages the Contract Project Tracking process that tracks the status of contracts being developed. Designs and prepares statistical charts, graphs, and reports which measure the goal achievement and tracks processing of solicitations, contracts and amendments by the Purchasing and Contracts Management Division. Serves as initial telephone contact for general telephone calls to the Division, answering contract-related questions and resolving issues, whenever possible, and, if unable to help them, forwarding the caller to someone who can help. Sets up “pass through” contracts developed by the Attorney’s Office or other departments in the City’s Contract Management System and helps coordinate final routing and signature of such contracts, as necessary.

Responsibilities included assisting the Manager of Operations Services with the property management functions. Review and reconcile the monthly financial report, verifying rental charges and rent increases, account for lease payments, review common areas and other pass-through costs, review current and future leases for accuracy and general compliance requirements. Maintain, organize and control all branch construction files and associated construction plans. Ensure all property files are updated with all pertinent documents. Coordinate tenant reconciliation process. Provide bi-weekly status reports to the Senior Vice President of Operations. Supports and assists the manager with all related and required functions. ESSENTIAL FUNCTIONS AND BASIC DUTIES: 1. Assist management in the purchases and sales of properties. Participates with the property site selections Responsible for managing all tasks associated with the property purchases/ due diligence process. Coordinated with AFCU counsel/attorney on all legal property matters Prepares Board of Directors proposals for the VP of Operations Assists with the negotiations of property purchases and leases. 2. Assumes responsibility to coordinate and maintain current and future Branch Construction Grocery Store personnel and in-house Tenant, leases. Oversees monthly payments for branch construction and branch tenants Reviewed leases periodically to ensure leases were current and in compliance with general lease requirements. Assisted the Manager of Operations Services in reviewing all new leases and coordinated changes with appropriate representative. Maintained effective business relations with landlord Grocery Store personnel, in-house tenants, suppliers and vendors. Ensured all leases had appropriate signatures, ensured all appropriate lease documents were recorded, coordinated with council/attorney on all lease legal matters. 3. Assumed responsibility for organizing and maintaining all property and branch files. Responsible to maintain all Operations Services property files, construction plans, new branch construction and branch remodels/refurbishes files Ensured all appropriate documents were organized and updated Ensured all required documents were recorded Update all branch files to incorporate branch refurbishes and non-routine updates. 4. Assumed responsibility for all Leases. Coordinated all documents, leases, property files and create vouchers for payments to leased spaces. Review all leases for increases to monthly rent rate, leases renewals, common area payments Coordinate annual reconciliations. 5. Assist the manager in maintaining strong relationships with Grocery Store management groups and associated vendors. Coordinate periodic meetings with Grocery Store management Coordinate monthly service reviews with vendors and real estate agents. Coordinates monthly property meetings with vendors and real estate agents. Barbara Johnson, CBRE, and Dee Hansen, The DRH Company Received 5 Special Achievement Recognition Awards Helped renegotiate lease to reduce costs by 28,296.60 per year at one location.