Contract Manager

We are recruiting for a Commercial M&E Contracts and Procurement Manager for a Datacentre organisation based in London:

The Commercial Contracts Manager is responsible for leading and advising on procurement strategies, compiling tender documentation, tender management and evaluation, contract negotiation, contract engrossment and contract execution to provide robust tender and contract governance, effective risk management, commercial optimisation, and compliance with Business requirements. Required activity will include procurement and contract support for professional teams and specialist appointments, OFCI, and construction contracts for Business as Usual and major capital expenditure works to meet programme, cost, and value for money while maintaining required standards of quality.

Manage communication with project stakeholders, customers, suppliers, professional teams and contractors.

• Document Management
• Fully utilise the deployed document management system relating for all supplier activity (currently ASite).

Supplier Management

• Develop and maintain a database of approved suppliers for projects including status of key compliance documentation and renewal requirements (e.g. ISO Accreditations, Insurance Renewals, Mutual Non-Disclosure Agreements)
• Actively update compliance documentation from suppliers at least twice per annum.
• Arrange introductions of relevant new suppliers to project stakeholders as needed.
• Carry out Pre-Qualification and supplier on-boarding activity for any new suppliers selected
• Develop and negotiate Framework Agreements with key suppliers.
• Develop Key Performance Indicators for Design Teams and Contractors
• Arrange quarterly performance reviews with key suppliers in conjunction with project stakeholders. Provide KPI updates as a mechanism to manage performance.
• Escalate any matters of supplier non-compliance / poor performance
• Manage the removal of suppliers with other project stakeholders when required.
• Arrange upskilling and training events for key project stakeholders as a result of lessons learned or as part of continual process improvement.

Procurement Strategy

• Review annual Capex Masterplan and advise on procurement strategies and suppliers for projects in accordance with procurement policies.
• Make presentations to the Business on Procurement Strategies, risks and benefits as required
• Monitor the development of project master programmes and comment on timescales for procurement activity. Identify opportunities for betterment of timescales and co-ordinate with project stakeholders to align on programme requirements.
• Develop and seek approval for commercial strategies to minimise contract costs and maximise return on investment
• Liaise with project stakeholders and develop list of potential tenderers
• Update proposed tender list based on developing scope and Business needs
• Monitor that tenders are released in accordance with Master Programmes and escalate any issues.

Tendering and Negotiation

• Prepare Requests for Proposal and Invitation to Tender documentation and compile and review tender documentation, for professional teams, specialist appointments, OFCI, and construction contracts.
• Check tender documentation for completeness and provide a full QA check on readiness to tender. Advise on any gaps and the need for tender addendums if required.
• Manage the tender process including Expressions of Interest, pre-tender meetings, tender release, mid tender interviews, site inspections, tender clarifications and tender returns.
• Maintain records of tender events for audit purposes
• Evaluate returned tenders for completeness
• Manage tender evaluations with project stakeholders including full technical, commercial and contract positions
• Fully evaluate commercial aspects of the tender for betterment
• Maintain and issue tender clarifications and manage tenderer responses
• Arrange and manage post tender interviews
• Provide an auditable tender evaluation outcome including relevant technical and commercial scores to determine the successful tenderer.
• Provide information for and prepare Procurement Committee papers for funding / appointment / contract approvals
• Prepare Limited Letters of Order for project mobilisation
• In conjunction with legal team, negotiate and agree contract terms with a clear objective to manage Business risk.
• Compile contract documentation for engrossment of contracts. Advise on missing information to complete contract documentation.
• Carry out a final audit of engrossed contracts for approval prior to submitting for signature
• In conjunction with legal team, prepare a legal briefing note to advise signatories of contract scope, risks and indemnities
• Monitor that contracts are signed in a timely manner and escalate any issues.