Senior Contracts Specialist Sound Transit – Seattle, WA

Job Description

SOUND TRANSIT
Senior Contracts Specialist
Job #14-00476

SALARY: $59,419.00 - $74,273.00 Annually

OPENING DATE: 02/12/14
CLOSING DATE: Open until filled

GENERAL PURPOSE:
Under general direction, performs the full range of senior professional and technical duties involved in the preparation, finalization, analysis, and administration of technology, systems, materials, services, small construction, and other agreements and contracts in area of assignment for the Agency; leads or assists Agency departments and project managers in selection of procurement methods and strategies; prepares, issues, and awards contracts for the Agency in accordance with policies, procedures and in compliance with all state, federal and local regulations and laws; leads or assists Agency departments and project managers in the preparation and administration of solicitations of a complex nature and associated contracts; performs specification reviews; responds to questions and issues and provides technical expertise and assistance related to associated agreements and contracts; performs contract administration and close-out. Serves as subject matter expert for assigned programs which may be complex and controversial. The position is responsible for cradle-to-grave procurement and contract work.

ESSENTIAL FUNCTIONS:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Pre-Award:
• Reviews requests for the procurement of and contracting for equipment, goods, and services including architects and engineers, small works and other procurements as assigned; analyzes the requirements and determines method of procurement; recommends improvements to the statement of work or specifications as necessary and decides on the type of contract, milestones and procurement plan; reviews justifications for sole source and prepares documentation; and determines applicability of requirements including, but not limited to, public work requirements such as prevailing wage and bonding requirements.
• Collaborates with project managers to define procurement requirements including proposed scope of work/specifications, evaluation criteria, pricing schedule, milestone dates, budgeted contract amount, type of procurement process, subcontracting opportunities and requirements, term of contract, drawings and reference documents, and selection of evaluation committee members; coordinates with project managers to complete and issue solicitation documents; assists with developing statements of work, schedules, work orders, and other contract requirements; and ensures proper contractual guidelines and policy procedures are followed in the procurement process.
• Researches, prepares and issues solicitation and contract documents in accordance with Agency policies and procedures, federal and state laws, and Federal Transit Administration (FTA) contracting regulations incorporating provisions such as cost accounting standards, and in compliance with socioeconomic programs such as DBE, small business, and sustainability.
• Organizes, coordinates, and perform the bid opening process and the proposal evaluation process to select top ranked firms; assists project managers in evaluating bids and proposals and conducting interviews with top ranked firms to select finalists; and assists project managers in selecting firms for contract award.
• Analyzes bids for responsiveness/responsibility and proposals for conformance with the solicitation; and performs cost or price analysis, including review of cost breakdowns to determine reasonableness.
• Assists project managers in developing negotiation strategies; assists with or conducts negotiations with selected firms; provides support to project managers during the formal Committee and Board approval process; conducts debriefing sessions for unsuccessful proposers; and debriefs vendors and prepares initial agency position on protests from unsuccessful bidders/proposers.

Post-Award
• Administers assigned contracts in accordance with contractual terms and conditions, Agency’s internal policies and resolutions, Federal Transit Administration’s (FTA) Circular, and applicable state and federal laws; administers assigned contracts to ensure compliance with contractual requirements including deliverables, schedule, quality, cost, notices, insurance, etc.; conducts objective market research of sole source/proprietary/non-competitive contract requests; identifies issues of non-compliance and recommends remedial actions; interprets contractual provisions and provides guidance to project team members; investigates and resolves contractual issues relative to assigned contracts; reviews and processes invoices for payment consistent with contractual requirements and Agency’s policies and procedures; reviews and processes change orders (CO) consistent with contractual requirements, Agency’s policies and procedures, and applicable federal requirements.
• Negotiates contract prices, terms and conditions, modifications and change orders.
• Participates, coordinates, or supports departments in invoice payment to ensure timely payment to vendors; monitors for the payment of prevailing wages and compliance with certified payroll requirements; performs contract administration and contract close out functions in accordance with contractual requirements and state law, as applicable; assists project team members relative to acceptance of work performed, final payment, and delivery of all final products and materials, including warranties, manuals, and as-built drawings; and participates in dispute resolution and claims settlement.

Other
• Develops, reviews and edits boilerplate documents such as solicitations, contracts, software license terms and conditions, letters, forms and manuals for inaccuracies and inconsistencies; researches cited references to RCW, WAC, or CFR to ensure references are current; and revises and writes sections of boilerplates to reflect Agency changes in procurement and contracting approach.
• Trains, mentors and supports junior level contracts staff as assigned; works closely with them to develop their skills in research, writing, document preparation, and quality documents; acts as a “sounding board” to their questions and suggest sources they may research to develop their strategies and resolution of issues; provides procurement training to Agency project managers and managers; and provides training on FTA requirements to staff & project managers.
• Provides support to the division on matters as directed; serves as staff on a variety of committees; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; including small business and diversity program requirements
• Develops and implements procedures for new or existing contracting program or project areas, analyze contracting policies and procedures to determine their effectiveness in meeting our mission, organizational objectives and statutory requirements.
• Performs the more complex and technically difficult contract work.

MINIMUM QUALIFICATIONS:
Education and Experience:
Bachelors Degree in business administration, public administration, contract management, or closely related field and five years of experience in public contracting and procurement services that includes the full range of contract administration of goods and services and project management, preferably in a construction/transportation related environment; OR an equivalent combination of education and experience.

Required Licenses or Certifications:
• Successful completion of ST Safety class within 3 months
• Successful completion of CPPB; OR an equivalent combination of experience and certification

Required Knowledge of:
• Industry principles and practices in Goods, Professional and other Services.
• Public procurement systems and processes, and contract administration in the public sector.
• Contracting laws, regulations, and best practices.
• Contract cost and price analysis principles and practices.
• Contract administration principles including those related to scope, schedule, and payments. State and federal contracting requirements including Federal Transit Administration and Federal Highway Administration requirements.
• Principles and practices used on complex contractual actions.
• Mediation and negotiation principles and practices.
• Procurement means and methods including alternatives to low-bid procurements.
• Project management techniques and principles.
• Principles of business letter writing and basic report preparation.
• Principles and procedures of record keeping.
• English usage, spelling, grammar, and punctuation.
• Principles of customer service.

Required Skill in:
• Industry principles and practices in procurement of Technology, Goods & Services.
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Performing a full range of duties involved in participating in the services and activities of the procurement process within the Procurement and Contracts Division.
• Preparing complex contracts, agreements, and management reports.
• Negotiating and identifying solutions that balance the Agency’s interests and those of the negotiating partner(s), within financial capacity and other constraints. This includes contract negotiation principles.
• Interpreting and applying federal, state, and local policies, laws, and regulations.
• Responding to inquiries and in effective oral and written communication.

PHYSICAL DEMANDS/WORK ENVIRONMENT:
• Work is performed in a standard office environment.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.

The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.

Apply online:
http://www.soundtransit.org/About-Sound-Transit/Jobs.xml

We are an Equal Opportunity Employer and value workplace diversity. We seek to create an environment and culture that embraces the differences of our employees. You will find an exceptionally diverse group of people at Sound Transit with regard to culture, beliefs, communication styles, and life and work experiences.

All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the basis of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any another legally protected status.