Cooperative Contract Research
· Research cooperative purchasing agreements available through the Town's approved cooperative organizations.
· Locate and retrieve awarded contracts, solicitation documents, amendments, renewals, pricing schedules, and related documentation.
· Verify contract numbers, titles, effective dates, expiration dates, renewal options, and awarded vendors.
· Identify cooperative agreements available for use by the Town of Cave Creek.
· Document missing information or potential eligibility concerns for review by the Procurement Administrator.
OpenGov Contract Administration
· Create and maintain cooperative contract records in the Town's OpenGov Procurement platform.
· Upload supporting cooperative contract documentation.
· Enter vendor names, cooperative organizations, contract numbers, descriptions, effective dates, expiration dates, and renewal information.
· Organize contract records to support searching, reporting, and departmental access.
· Review records for completeness and accuracy before submitting them for Procurement approval.
Additional Contract and Agreement Administration
· Complete the Town's initial list of cooperative agreements.
· Research and add additional agreements identified by the Procurement Administrator throughout the 60-day assignment.
· Update existing records when amendments, renewals, or additional supporting documentation become available.
· Maintain a tracking log of all agreements entered, updated, pending, or requiring additional review. The tracking document shall be shared with the Procurement Administrator and updated regularly throughout the 60-day assignment to support ongoing review, collaboration, and progress monitoring.
· The Procurement Administrator may assign additional procurement-related administrative projects throughout the contract period, including agreement administration, cooperative contract research, insurance documentation tracking, and organization of federal grant records. Specific assignments, priorities, and anticipated completion dates will be established after contract award and may be adjusted during the assignment. All work must remain within the authorized contract amount and the scope of services permitted by the underlying cooperative purchasing agreement.
Reporting and Quality Assurance
· Provide weekly progress reports identifying completed contract records, outstanding items, and anticipated completion dates.
· Maintain a master inventory of agreements entered into OpenGov.
· Correct incomplete or inaccurate records identified during Procurement review.
· Submit a final inventory and project status report at the conclusion of the assignment.
Approved Cooperative Purchasing Organizations
The contractor must have independent, authorized access to cooperative purchasing resources, including, as applicable:
· 1GPA
· OMNIA Partners
· NPPGov
· Sourcewell
· BuyBoard
· TIPS
· NASPO ValuePoint
· Arizona State Procurement Contracts
· U.S. General Services Administration (GSA)
· Strategic Alliance for Volume Expenditures (S.A.V.E.)
· Mohave Educational Services Cooperative
Contractor Qualifications
The contractor shall demonstrate:
· Experience in public-sector procurement and contract administration.
· Knowledge of cooperative purchasing agreements and applicable documentation requirements.
· Experience researching, reviewing, and organizing government contracts.
· Proficiency with electronic contract management platforms. OpenGov experience is preferred.
· Ability to work independently, maintain accurate records, and meet established deadlines.
Access to the cooperative purchasing resources necessary to perform the assigned work.
