Manager of Contracts and Procurement Services, Operations and Administration

at  San Diego Association of Governments

TYPICAL QUALIFICATIONS

• The minimum education, training, and experience qualifications include a bachelor’s degree with major course work in public administration, business administration, finance, law, or a related field.
• At least seven years of recent, increasingly responsible, professional contracts and procurement experience, including two years of supervisory experience. An advanced degree and/or a Certified Purchasing Manager (CPM) and/or Certified Professional Contracts Manager (CPCM) designation are desirable.
• Demonstrated experience supervising and mentoring professional and technical level employees; experience providing administrative and professional leadership and direction for assigned programs.
• Demonstrated success with building an effective team and providing mentorship, training, support for employees; demonstrated ability in overseeing projects, meeting deadlines, and planning and prioritizing workload for self and others.
• Demonstrated knowledge of the principles, practices, and current trends related to a comprehensive contracts and procurement program, particularly in the areas of professional services contracts, goods, technology, Architectural and Engineering services, and construction.
• Demonstrated ability to lead a comprehensive procurement program that ensures compliance with state and federal policies and procedures.
• Experience with all phases of the procurement process including posting/adverting contracting opportunities, coordinating and facilitating pre-proposal/bid meetings, reviewing proposals/bids for submittal requirements, coordinating the review and selection of consultants/contractors and vendors by project managers, negotiating contract terms and conditions, and preparing contracts, agreements, and task orders.
• Demonstrated experience preparing and reviewing various solicitation documents such as Requests for Qualifications (RFQs), Requests for Proposals (RFPs), Invitation for Bids (IFBs) for small, informal, and formal procurements, including Multiple Award On-Call Contracts, Job Order Contracts (JOCs), task orders, amendments, and purchase orders; knowledge of Design-Build (D/B) and Construction Manager General Contractor (CM/GC) contracts are desirable.
• Demonstrated knowledge of rules, regulations, and laws related to public agency contracts such as the Brooks Act and Buy America; demonstrated knowledge of sources of funding for regional transportation projects; demonstrated ability to apply and incorporate funding agency requirements into the contracting process.
• Demonstrated knowledge of Disadvantaged Business Enterprise (DBE) program and prevailing wage requirements; experience supporting DBE and small business efforts.
• Outstanding written and oral presentation and training skills and the ability to communicate clearly and concisely to a variety of audiences including elected officials, technical staff, and the public; experience preparing clear and concise administrative and management reports.
• Strong computer skills and proficiency using various programs from the Microsoft Office Suite, in particular Word, Excel, and Access, and other PC-based applications; experience with OneSolution, Compliance Information Systems, the Contract Management System (CMS), and other project management software is desirable.
• The offer for this position is contingent on the successful candidate passing a criminal background and credit check; periodic background checks will be a condition of ongoing employment in this position.
  Close Date: April 5, 2024
  Expected Start Date: May/June 2024

ROLE:

The Manager of Contracts & Procurement Services, Operations and Administration oversees the delivery of comprehensive, agency-wide procurement services while ensuring adherence to related agency, state, and federal regulations and laws. This position develops and administers contracts and procurement policies, programs, and activities, directly supervises Senior-level employees, and oversees a team of about 12 employees.
This role will be focused on procurement and programs that support SANDAG’s overall operations and administration. This includes oversight of contracts and procurements that fall into the areas of Professional Services (Non-A&E/CM), Facilities & Operations, Technology, Grants, and Revenue. In addition, this position will be responsible for critical program areas that are required to keep the agency and team operations strong and modernized including contract administration activities, Micro-purchase program oversight, insurance compliance, award reporting, audit and Public Records Act request support, and administration of the contract and purchasing modules within the Enterprise Resource Planning (ERP) system.

JOB RESPONSIBILITIES

• Oversee contracting and procurement activities such as the preparation of bid/proposal solicitations and related advertisements, bid/proposal openings and review, pre-award audits, contract/procurement awards and execution, and review of payment requests from contractors; ensure the agency’s procedures and records are accurate and comply with applicable agency, state, and federal rules and regulations.
• Oversee development and maintenance of contracting and procurement policies and procedures; streamline workflow to reduce the processing time of contracts and purchase orders; recommend and implement procedural improvements; ensure bid and proposal formats are compliant with SANDAG policy and appropriate laws and regulations.
• Plan, manage, and coordinate the development and implementation of the Contracts program goals, objectives, policies, and priorities.
• Develop strategic plans and budgets for Contracts and Procurement in coordination with Senior Analysts in the Department and the Director of Contracts and Procurement Services.
• Assist Director of Contracts and Procurement Services in establishing appropriate resource and staffing levels; monitor program activities and allocate resources accordingly.
• Supervise, mentor, train, and support career development opportunities for supervisory, professional, technical, and administrative level employees.
• Meet with staff to identify and resolve problems; assign projects and programmatic areas of responsibility; review and evaluate work methods and procedures; review staff work when issues or challenges arise.
• Identify, establish, and maintain best practices for SANDAG Contracts and Procurement services; develop and implement processes and procedures that are user-friendly for staff and vendors; ensure compliance with funding agencies and public sector contracting requirements; facilitate and assist with preparing materials for audits and compliance reviews.
• Ensure standard contract language reflects changes to laws, regulations, and ordinances; consult with legal counsel on complex contractual issues.
• Prepare, plan, and negotiate terms and conditions for complex multi-jurisdictional, multi-year, or diversely funded contracts and ensure they represent the best interests of the agency.
• Provide guidance to staff to resolve contractual issues including interpreting or negotiating contract language changes; arrange resolution sessions to consider or initiate claims for adjusting compensation or other forms of relief on contracts; recommend appropriate actions and obtain authorization to resolve claims; review, prepare, and submit supporting documents, contracts, service agreements, change orders, and amendments for agency approval.
• Assist with monitoring the Disadvantaged Business Enterprise (DBE) and labor compliance and reporting functions.
• Participate in the review of plans, specifications, and related documents to be submitted to federal and state agencies for approval.
• Serve as a liaison with other departments; establish and maintain relationships with vendors, business representatives, and related public agencies; respond to public inquiries as appropriate and resolve significant and controversial issues.
• Keep the Director of Contracts and Procurement Services informed in a transparent and prompt manner of all significant issues impacting the Contracts and Procurement team.
• Provide highly responsible and complex professional support to the Director of Contracts and Procurement Services and act as the Director’s primary delegate for Contracts and Procurement matters.