Contracts Manager

Job Description

Description

Contracts Manager

The City of Santa Clara’s Finance Department is recruiting for a Contracts Manager in the Purchasing Division. This position is responsible for independently leading complex, high-value, and high-visibility procurements; developing, negotiating, and administering contracts; and providing strategic procurement guidance to City departments from initial planning through contract execution.

The Contracts Manager manages the full procurement lifecycle for a broad portfolio of supplies, equipment, information technology commodities, and general and professional services. Responsibilities include collaborating with client departments to define business needs; drafting detailed scopes of work, specifications, and solicitation documents; facilitating evaluation and selection processes; conducting cost and price analyses; negotiating contract terms; and ensuring procurements are completed in accordance with applicable laws, regulations, City policies, and ethical public procurement practices.

Experience procuring information technology commodities is highly desirable. This includes hardware, software, cloud-based products and services, communications equipment, cybersecurity-related products, enterprise applications, maintenance and support agreements, and other technology solutions. The successful candidate will be comfortable partnering with technical staff to translate complex operational and technical requirements into clear, competitive, and contractually sound solicitation and contract documents.

Experience procuring minor and major public works construction projects is also highly desirable, including experience with construction bidding, contractor qualification and responsibility, bid evaluation, contract award, change orders, and coordination with project staff.

The Department

The Purchasing Division resides in the City’s Finance Department and maintains a centralized purchasing system responsible for Citywide purchasing and contracting activities related to supplies, materials, equipment, and general and professional services. The Division supports departments with procurement planning, solicitation development, supplier management, and policy guidance.

The Purchasing Division comprises 18 full-time staff. This position reports directly to the Purchasing Division Manager.

The Position

The Contracts Manager is an advanced-level procurement and contracting professional responsible for managing complex, sensitive, and specialized procurement activities. The position requires a high degree of independence, sound judgment, exceptional writing ability, strong analytical skills, and the ability to balance operational needs, fiscal stewardship, competition, risk management, and timely service delivery.

Assignments may involve major Citywide initiatives; complex professional services; technology procurements; specialized equipment; cooperative purchasing arrangements; emergency or time-sensitive procurements; and contracts requiring careful coordination among departments, subject-matter experts, vendors, legal counsel, finance staff, and executive management.

Key responsibilities include:

• Lead complex procurement planning activities in partnership with City departments, including identifying procurement strategies, timelines, risks, evaluation approaches, and contract requirements.
• Develop clear, comprehensive, and legally and operationally sound solicitation documents, including requests for proposals, requests for bids, requests for qualifications, requests for information, scopes of work, technical specifications, evaluation criteria, and special terms and conditions.
• Work closely with technical and operational subject-matter experts to convert complex business, service, and technology requirements into competitive procurement documents and enforceable contract provisions.
• Manage formal solicitation processes from advertisement through award, including vendor communications, pre-proposal or pre-bid conferences, addenda, receipt and review of proposals or bids, evaluation coordination, reference checks, responsibility determinations, and award recommendations.
• Conduct cost and price analyses; evaluate pricing structures, escalation provisions, discounts, total cost of ownership, lifecycle costs, and financial risk; and prepare written analyses supporting procurement and award decisions.
• Draft, review, negotiate, and administer contracts, amendments, renewals, change orders, purchase agreements, service agreements, maintenance agreements, licensing agreements, and related procurement documents.
• Negotiate complex contract provisions with vendors, including pricing, scope, performance standards, service levels, warranties, indemnification, insurance, data security, confidentiality, intellectual property, audit rights, and other risk-allocation terms, in coordination with appropriate City staff.
• Provide professional guidance to City departments regarding procurement methods, contracting requirements, competitive solicitation processes, public procurement principles, and contract administration responsibilities.
• Interpret and apply applicable laws, regulations, City policies, procedures, and other procurement requirements; identify potential compliance concerns; and recommend practical, defensible solutions.
• Prepare clear and concise staff reports, award memoranda, agenda materials, correspondence, contract summaries, and other written documentation for management review and, when applicable, City Council consideration.
• Maintain complete, accurate, and well-organized procurement and contract files that document the solicitation, evaluation, negotiation, award, and administration process.
• Address vendor performance issues, contract disputes, protests, and other sensitive procurement matters with professionalism, impartiality, and sound judgment.
• Support continuous improvement of Purchasing Division procedures, templates, contracting tools, and customer service practices.
• Perform other related duties as assigned.

The Ideal Candidate

The ideal candidate is a highly skilled procurement and contracting professional with demonstrated experience managing complex procurements and negotiating contracts. They are an exceptional writer who can develop detailed scopes of work and specifications that accurately reflect departmental needs while promoting fair competition and reducing contractual risk.

The successful candidate will be collaborative, customer-focused, organized, and able to manage multiple priority assignments with competing deadlines. They will be comfortable working with employees at all organizational levels, including technical specialists, department directors, vendors, and executive leadership.

Experience with IT commodity procurement is highly desired, including the procurement of technology hardware, software, licensing, cloud-based solutions, communications equipment, cybersecurity products, maintenance and support services, and related technology agreements.

The ideal candidate will demonstrate:

• Extensive knowledge of sound procurement principles, practices, methods, and procedures.
• In-depth knowledge of contract development, solicitation methods, competitive procurement practices, contract negotiation, and contract administration.
• Demonstrated experience managing formal RFQs, RFBs, RFPs, and other competitive procurement processes for complex goods and services.
• Strong ability to write and edit detailed scopes of work, technical specifications, evaluation criteria, and contract terms in collaboration with client departments and subject-matter experts.
• Knowledge of information technology commodity procurement, including technology product requirements, licensing models, maintenance and support agreements, warranties, service levels, and total cost of ownership considerations.
• Ability to perform mathematical computations and conduct cost, price, and market analyses.
• Experience researching supply sources, assessing market conditions, evaluating vendor capabilities, and identifying appropriate procurement strategies.
• Ability to read, interpret, explain, and apply applicable laws, regulations, policies, procedures, and contract requirements accurately and consistently.
• Strong analytical, problem-solving, negotiation, and conflict-resolution skills.
• Ability to exercise sound independent judgment, maintain confidentiality, and resolve complex or sensitive issues in a fair, objective, and timely manner.
• Excellent verbal and written communication skills, including the ability to explain procurement policies and procedures clearly to City staff, vendors, and other stakeholders.
• Strong project-management skills, attention to detail, and ability to manage multiple procurements and contracts simultaneously.
• Commitment to public service, fiscal responsibility, transparency, integrity, and equitable procurement practices.

As a member of the City's Unclassified Service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager.

Additional Information:

Applications must be filled out completely (e.g. do not write “see resume, NA, or personnel file.”). Years of experience are considered on the basis of full-time-equivalent experience (2080 hours per year). To receive consideration for the screening process, candidates must submit a 1) Resume and 2) Supplemental Questionnaire. Incomplete applications will not be considered.

Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov . This position is open until filled: Applications will be reviewed on a monthly basis for consideration to the position. The first application review will occur Thursday October 20, 2026. If you are interested in applying you are encouraged to apply as soon as possible, before the position is closed.

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED ABOVE. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW. APPLICANTS WILL BE CONSIDERED FOR POSITIONS ADHERING TO ALL APPLICABLE CITY POLICIES, INCLUDING BUT NOT LIMITED TO CMD 033- EMPLOYMENT OF RELATIVES .

The annual salary range for this position is $167,537.88 - $216,795.72. This position may be filled at or near the minimum of the salary range.

Typical Duties

Follow this link to view the entire Class Specification , which includes more information on Typical Duties and Knowledge, Skills, and Abilities.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Minimum Qualifications:
• Bachelor's degree from an accredited college or university in Public or Business Administration, Economics, Accounting, Finance, Material or Supply Chain Management or closely related field; and
• Three (3) years of increasingly responsible experience facilitating large and complex procurements and negotiating, writing, and managing large and complex contracts.

Desirable Qualifications:
• Designation as a Certified Purchasing Manager (CPM), Certified Professional Public Buyer (CPPB), or Certified Public Purchasing Officer (CPPO);
• Master's degree in a closely related field; and
• Experience in the public sector.

OTHER REQUIREMENTS
Must be able to perform all of the essential functions of the job assignment.

CONFLICT OF INTEREST
Incumbents in this position are required to file a Conflict of Interest statement upon assuming office annually, and upon leaving office, in accordance with City Manager Directive 100.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or [email protected] .

City of Santa Clara Benefit Summary Overview for Bargaining Unit #9
Miscellaneous Unclassified Management

This summary provides a brief overview of the City of Santa Clara’s benefits available to Bargaining Unit #9 employees in 2026. In the event of any conflict between the information in this summary and the applicable official plan documents, City Manager’s Directives (CMDs), Personnel and Salary Resolution, or Memorandum of Understanding (MOU), the applicable official plan documents, CMDs, Personnel and Salary Resolution, or MOU will prevail over this summary. Benefits are subject to change.

Retirement:

• Membership in the California Public Employees Retirement System (CalPERS)
  • Classic Employees: 2.7% @ age 55 formula -employee pays 8.00% of gross pay, minus $61 bi-weekly
  • New Employees: 2.0% @ age 62 formula - employee pays 7.00% of gross pay
• Medicare and Social Security (FICA)
  • Employee pays 6.20% up to $11,439 (Social Security) and 1.45% (Medicare) of gross pay

Health Insurance:

• The City contributes up to 100% of the premium of the Kaiser (Region 1) plan for Employee Only and Employee + 1 Dependent plans, and up to 90% of the premium of the Kaiser (Region 1) plan of the Employee + 2 or More Dependents plan
• Employees electing health coverage with premiums above the City health contribution will pay additional premium costs from salary on a pre-tax basis
• No cash difference is paid if an employee elects a plan cheaper than the max City contribution
• To be eligible for the City’s contribution toward health, employees must be on a paid status for at least 80 hours in the month prior to the month of coverage
• Coverage is effective as early as the first day of the month after date of hire
• Employees hired on or after 1/1/2023 who opt-out of City-offered health insurance and provide annual attestation and acceptable proof of alternative required coverage for themselves and their tax family, if applicable, are eligible for a cash-in-lieu amount of $250/month. Contact Human Resources for more details

Dental Insurance:

• Choice of two Delta Dental plans; enrollment is mandatory
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early as the first day of the month after date of hire

Vision Insurance:

• Choice of two VSP plans
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early as the first day of the month after date of hire

Voluntary Employee Beneficiary Association (VEBA):

• City contributes $50.00 a month toward employee’s VEBA account
• Account funds may be used to pay for qualified medical expenses after separation from the City and after age 50 (pre-tax)

Life Insurance:

• City pays for $50,000 of Basic Life Insurance coverage
• Coverage is effective the first of the month after one calendar month of employment
• Additional optional insurance may be purchased by the employee for the employee, spouse, domestic partner, and/or dependent children

State Disability Insurance (SDI):

• Employee pays 1.3% of gross pay (includes Paid Family Leave)
• 7 day waiting period. Weekly paid leave for absences due to non-work related injuries/illnesses. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Paid Family Leave (PFL):

• Up to 8 weeks of benefits within a 12-month period to care for a family member or to bond with a new child
• No waiting period. Weekly paid leave benefit. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Long Term Disability (LTD) Insurance:

• Benefit is 60% of basic wage up to $13,333; max $8,000/month
• City paid benefit. City pays $.207/$100 of insured earnings
• 60 calendar day waiting period
• Coverage is effective the first of the month after one calendar month of employment

Deferred Compensation:

• Voluntary plan through Nationwide Retirement Solutions
• Employee may contribute up to the lesser of the IRS maximum or 100% of gross compensation into a pre-tax 457(b) account or a post-tax Roth 457(b) account (or a combination of the two accounts) subject to IRS rules
• Additionally, the City contributes $300 a month toward employee’s 457(b) account. This dollar amount will factor into the above mentioned IRS rules and limits

Flexible Spending Account (IRS Section 125 Plan):

• Employee may contribute up to $3,400 per year in pre-tax dollars to a health care spending account
• Employee may contribute up to $7,500 per year in pre-tax dollars to a dependent care spending account
• Employee may contribute up to $340 per month in pre-tax dollars to a commuter benefit plan

Vacation:

• Vacation is accrued bi-weekly, cannot use vacation during first 6 months of City service
  • For 1 - 4 years of service: 10 days (80 hours)/year
  • For 5 - 9 years of service: 15 days (120 hours)/year
  • For 10 - 15 years of service: 21 days (168 hours)/year
  • For 16 - 20 years of service: 22 days (176 hours)/year
  • For 21+ years of service: 24 days (192 hours)/year
• Maximum accrual is 480 hours
• Once per year, employees can elect to convert up to 80 hours of accrued vacation to cash to be paid out in up to two cash-outs the following calendar year

Sick Leave:

• Sick leave is accrued bi-weekly for equivalent of 96 hours per calendar year with no maximum accrual
  • Up to 48 hours/year of accumulated sick leave may be used for family illness
  • Up to 32 hours/year of accumulated sick leave may be used for personal leave
• Employee may convert sick leave to vacation once per calendar year (annual maximum conversion is 96 hours sick to 48 hours vacation)
• Partial sick leave payoff provision on retirement depending on years of service

Management Leave:

• 120 hours of management leave credited to employees each January 1st
  • New employees hired between January 1st and June 30th receive 120 hours of management leave their first year
  • New employees hired between July 1st and December 31st receive 60 hours of management leave their first year
• Unused management leave may be carried over from one calendar year to the next; however, an employee may never have more than 180 hours of “banked” management leave

Holidays:

• Seventeen paid eight-hour holidays per year (13 & 4 holidays between 12/25 to 1/1 of following year)

Mobile Communication Device Allowance:

• $80/month in lieu of carrying a City-issued cell phone

Auto Allowance (an alternative to mileage reimbursement or use of a City vehicle):

• Department Heads receive $320/month (up to $520, with City Manager approval). Assistant Department Heads and Division Managers can receive $200/month (Up to $500 with City Manager approval)

Tuition Reimbursement Program:

• Up to $2,000 per fiscal year for tuition reimbursement

Employee Assistance Program:

• Confidential counseling to employees and dependents. Up to maximum of five (5) consultations per family member per incident per year
• City paid benefit

Retiree Medical Reimbursement Program:

• Employees who retire from the City with at least ten (10) years of service shall receive reimbursement to help cover retiree single health insurance premiums. The reimbursement maximum includes the PEMHCA minimum.
• Up to age 65, retirees are eligible for reimbursement up to $438/month in 2026 (amount adjusted annually)
• After age 65, retirees are eligible for reimbursement up to $262/month in 2026 (amount adjusted annually)

Alternate Work Schedule:

• An employee shall be eligible to work a 9/80 alternate work schedule according to the conditions, criteria, and requirements set forth in City Manager's Directive 71. Requests to work a 9/80 schedule shall be made through or by the Department Head to the City Manager. The City Manager must approve the schedule and the City Manager or Department Head (for employees other than Department Heads) may terminate the schedule at any time.