Valley Metro: Senior Contracts Administrator
The Senior Contracts Administrator provides guidance to agency departments and staff on procurement requirements and standards, conducts complex formal procurements for goods, materials, equipment, parts and services, requests bids and proposals using an electronic procurement portal, writes and prepares contracts and purchase orders, negotiates contract terms and conditions, and resolves contract disputes for the Agency in accordance with its policies, procedures, in compliance with all state, federal and local regulations and laws, while working cooperatively to provide quality customer service. This position requires experience in contract management with a primarily focus on supporting the operations and maintenance functions of the Agency.
The Senior Contracts Administrator shall contribute to team efforts and represents Agency core values in the performance of duties.
Positions in this class typically require: fingering, grasping, talking, hearing and seeing.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
- The statements listed below describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.
- Conducts procurement pre-planning strategies and activities with project managers well in advance of solicitation and contract award actions.
- Reviews procurement requests as assigned, determines procurement method, contract type and compensation method, milestones and overall procurement plan.
- Reviews sole source justification submittals and emergency procurement actions.
- Drafts and prepares finding and determination documentation that supports the procurement action.
- Collaborates with project managers to help construct a scope of work, technical specification, evaluation criteria, price schedule, milestone dates, subcontracting opportunities, and assist with selection of evaluation committee members.
- Prepares and issues solicitation documents in accordance with Agency policies and procedures, state law and the Federal Transit Administration contracting rules and regulations and in support of socioeconomic programs such as DBE, small business, and sustainability.
- Organizes, coordinates, and performs the bid opening process and evaluation of proposals to select the best value firm.
- Assists project managers in evaluating bids and proposals, conduct discussions and interviews. Coordinates and prepares the scoring/ranking of proposals that help determine a final contract award recommendation.
- Performs market research, check references, determine responsiveness and responsibility of firms, conduct cost or price analysis, including cost breakdown to determine the reasonableness of price.
- Assists the project manager with the preparation of board action memorandums and presentations to support of a contract award recommendation.
- Prepares documentation to conduct debriefing sessions with unsuccessful proposers and vendors.
- Prepares the Agency's initial position on pre-award protests.
- Administer assigned contracts in accordance with contractual terms and conditions, the agency's internal procurement manual, Federal Transit Administration rules and regulations, and applicable state and federal laws.
- Ensure compliance of contract deliverables such as schedule, quality, cost and insurance. Interpret contact provisions, identify and correct non-compliance issues and provide direction or guidance to project managers.
- Negotiate change order price, terms and conditions, and scope modifications.
- Assists project managers relative to acceptance of work or goods received, final payment including warranties, manuals and participate in dispute resolution and claims settlement.
- Develops, organizes and ensures contract files are complete and fully documented to meet audit standards; maintain tracking reports for all assigned contracts and purchase orders;
- Performs other job related duties as assigned.
Desired Education & Experience
- Bachelor's Degree in business administration, public administration, or related field and (5) years of progressively responsible, professional-level experience as a procurement specialist, contracts administrator or senior contracts administrator or equivalent position in a public agency or, an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed.
- Background check: Employment is contingent upon the results of a background check.
- Valid Arizona driver's license.
Desired Skills & Abilities
- Knowledge of: Industry principles and practices for the purchase of goods, materials, equipment and services. Contracting laws, regulations and best practices.
- Contract cost and price analysis and practices.
- Contract administration principles including those that relate to scope, schedule and budget. State and federal contracting requirements including those pertaining to the Federal Transit Administration.
- Negotiation principles and best practices.
- Solicitation means and methods including alternatives to seal bidding.
- Principles of business letter writing and basic report preparation.
- Principles of sound customer service.
- Skill in: Planning, organizing and prioritizing work assignments.
- Industry principles and practices of public procurement and supply chain fundamentals regarding demand, fulfillment, sourcing and logistics.
- Establishing and maintaining effective working relationships with internal and external customers including outside agencies, vendors, contractors and community groups. Preparing complex contracts, agreements and management reports.
- Identifying solutions and negotiating contracts that balance the Agency's needs and those of the contractors.
- Interpreting and applying local, federal, state and the agency's internal procurement policies and procedures.
- Providing continuous effort to improve procurement operations, streamline work processes and work cooperatively and jointly with others in order to provide quality customer service.
Salary Range$55,468.00 to $83,201.00
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