Contracts Specialist I

at  VIA Metropolitan Transit

GENERAL DESCRIPTION OF WORK: Responsible for complex procurements from inception through closeout. Administers complex contracts in the area of professional services, goods, services and construction. Solicits, receives, analyzes, and monitors bids, quotes, and proposals in a manner consistent with VIA’s Procurement Policies and Procedures, Federal, State and Local Laws. Conducts pre-bid and pre-proposal conferences, public bid openings, negotiations with potential contractors, vendor interviews, staff presentations, and represents VIA’s Procurement Division at outreach seminars and conferences.

EDUCATION AND EXPERIENCE:

• Bachelor’s Degree from an accredited college or university in business administration, public administration, or related field. A minimum of two (2) years’ experience in public procurement or related areas, to include contract administration experience. Familiarity with Public Procurement Acts/Statutes and Federal Transit Administration requirements highly preferred.
• An equivalent combination of experience and education may be acceptable.

ADDITIONAL REQUIREMENTS:

• Must have ability to work with little or no supervision in a fast-paced environment driven by tight deadlines.
• Knowledge, expertise and experience in procurement tasks and activities.
• Substantial interpersonal skills to effectively communicate orally and in writing with all levels of employees, contractors, vendors, government entities and the public.
• Must be able to read and comprehend complex technical materials such as contract documents and concentrate on details when preparing solicitations and contracts.
• High-level of analytical and critical thinking ability to find solutions to complex technical, financial, legal, interpersonal, and administrative issues.
• Must be able to effectively conduct business with firms offering goods and services to VIA.
• Proficiency in using computer systems and software applications associated with performance of assigned work is required. Basic problem-solving skills associated with software applications is expected. Software usage relevant to job duties will be evaluated.
• Must be able to maintain good work attendance.
• Safety Accountability Statement:
• 
  
  
  
• Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.

• Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs; related to safety, health, and system security.
• Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.
• Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.
• Must comply and support VIA’s EEO policies and the Diversity Program.

PHYSICAL REQUIREMENTS:

• Physical ability required to be mobile, bend, stoop, reach, and lift objects weighing 5-25 pounds such as files, supplies, equipment and large heavy reference manuals and books.
• Must be able to attend meetings both on and off VIA property.

• Plans and develops procurements, including assisting in planning, scheduling, and developing text for solicitation packages.
• Coordinates the assigned procurement efforts of departments involved throughout VIA, including but not limited to user departments, Legal Department, Office of Diversity, and Risk Management.
• Analyzes requirements received and recommends solicitation and contract type, including general contract terms and special provisions.
• Develops and issues Invitation for Bids (IFBs) and Requests for Proposals (RFPs), including technical specifications and boilerplates, in accordance with VIA’s Procurement Policies and Procedures; Federal, State, and Local laws and regulations.
• Responds to inquiries received from prospective offerors during the solicitation process and obtains technical input as required.
• Conducts pre-bid and pre-proposal conferences; officially receives and records bids/proposals; conducts public bid openings and coordinates entire bid process through award.
• Chair Evaluation Committee meetings; leads discussions with offerors; plans and conducts contract negotiations; and prepares contract award recommendations for senior staff and Board of Trustees approval.
• Analyzes and determines responsiveness and responsibility of offers received in a manner.
• Consistent with bid document provisions, VIA Procurement Policies and Procedures, Federal, State and Local Laws.
• Conducts training for VIA staff regarding specific contract requirements.
• Responsible for resolving conflicts or infringements regarding assigned contracts.
• Serves as Contracting Officer and manages contract administration from award through final closeout, which includes:
• 
  
  
  
• a. Monitoring contractor activities to ensure compliance with the provisions of the contract

• b. Acting as liaison between contractor and VIA staff
• c. Reviewing contractor change proposals and leading evaluation/negotiation activities; obtaining required levels of approval and issuing contract modifications (change orders)
• d. Contract interpretation, resolution of disputes where possible, and supporting dispute resolution and/or litigation activities, as required
• e. Ensures that all documents related to the administration of contracts are promptly filed and that files are maintained in an orderly manner.
• f. Initiating default or termination actions
• g. Closes out contracts including obtaining appropriate releases, acceptance certificates and warranties, and manuals; authorizing final payment(s).
• Conducts cost and price analyses as required for each solicitation and prepares reports.
• Coordinates with the Office of Diversity and Federal Compliance staff in establishing and achieving DBE goals in all types of procurements.
• Conducts telephone and person-to-person interviews with outside vendor sales representatives.
• This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.