Dutech’s Job

The Operational Services Division (OSD) is an oversight agency, responsible for state-wide procurement. The agency’s Sourcing department manages more than 100 contracts that are used state-wide, and also provides resources for vendors and buyers, including an online procurement application, information and training.

OSD Category Managers are each responsible for a portfolio of related contracts, which they will manage through the contract lifespan. Activities include releasing the Request for Response (RFR), reviewing and scoring bidder responses, selecting and onboarding bidders, and drafting Contract User Guides(CUG) to summarize useful information for the buyer community. Once the contracts are active, buyers may be advised to execute a Statement of Work (SOW) to describe the services that will be provided for a particular project.

While each RFR and CUG document is for a specific contract, and is therefore unique, some of the language is boilerplate. Also, all documents issued by OSD must contain certain required language, and all RFRs and CUGs should use similar language to describe common systems and processes. Therefore, the Category Managers use templates to create the documents. OSD intends to continue this practice, but has identified some issues. The agency would like to hire two (2) technical writers for six (6) months to work with the Sourcing department to complete a review and update of the RFR, CUG and SOW templates. The writers will also be responsible for the development of the RFR’s for two new contracts, which will solicit bidders who will provide 1) IT Telecommunications and Network Services and 2) Cellular Services and Devices.

RATE: $33.94 - $35.94/ hr. On W2

The positions are hybrid, and will require onsite work three days per week.

Currently, OSD manages contracts in the following categories, some of which have complex technical content:

• Facilities General and Office (FAC, OFF)
• Facilities Landscaping and Waste Reduction (LND, WMR)
• Financial Services (FIN)
• Grocery, Clothing, and Energy (GRO, CLT, ENE
• Health, Medical, Lab, and Public Safety (MED, PSE)
• IT Equipment and Telecommunications (ITE, ITT)
• IT Software and Services (ITS)
• Professional Services and Sustainable Consultation (PRF, SFC)
• Trades person and Facility Maintenance, Repair, and Operations (TRD, MRO)
• Vehicle Acquisition and Vehicle Fleet Management (VEH, VFM)

Project Description and Goals

• Review RFR, CUG and SOW templates. Problem areas include vague or unclear language, unclear technical specifications (RFR); unclear or missing necessary detail (SOW)
• Improve consistency of OSD documentation
• Improve clarity and effectiveness of RFR’s and technical specifications
• Improve the efficiency of the OSD Sourcing department by streamlining the writing and review process
• Improve bidder response by posting clearer bid documents
• Ensure accuracy of complex technical content

Performance

• The writers will be introduced to the 7-step strategic sourcing process, and the purpose of the department templates. The writers will work with current documents and templates and solicit feedback from Category Managers regarding desired improvements.
• Work with the Strategic Sourcing Team for two new contracts to create the RFR’s and SOW (ITS84 and ITS85)
• Create new RFR template
• Create new CUG template
• Create new SOW template
• Provide guidelines for using the RFR template for specification writing
• Create technical specifications that support project execution
• Gather input from engineers, project managers, Strategic Sourcing Team members and other stakeholders to ensure technical accuracy
• Review and revise existing technical documents
• Ensure compliance with industry standards, including procurement standards and regulatory requirements

Required / Desired Skills

• Technical writer experience: Required
• Experience gathering requirements for writing projects from SMEs, end users, etc.: Required
• Technical expertise (familiarity with IT products and services): Desired
• Excellent word processor skills: Required
• Proficient in using Outlook, creating folders, saving and retrieving files on a network, and gathering data from Excel spreadsheets: Required
• Ability to work independently or in teams: Required
• Motivated, enjoys challenging work, can resolve ambiguity, and proceed toward deliverables: Required