PRINCIPAL CONTRACT ADMINISTRATOR (ACQUISITION MANAGEMENT SERVICES)

About the Role

This position performs complex work in support of contract administration activities for Metro's acquisition of goods and services.

Responsibilities

• Leads the planning, development, and execution, including reviews and comments, on Request for Proposals (RFPs) and Invitation for Bids (IFBs), as necessary
• Meets with internal and external clients to anticipate requirements
• Establishes evaluation criteria
• Prepares packages for advertising, printing, and distribution
• Conducts pre-bid and pre-proposal meetings to answer questions and set schedules
• Receives bids and proposals, acts as chairperson on bid/proposal evaluation team, and makes awards recommendations and formalizes awards
• Prepares various contract award letters and notices
• Responds to bid and proposal award protests
• Participates in initial contractor and consultant conferences
• Conducts negotiations as necessary
• Completes final draft of contracts
• Responsible for contract management activities after award
• Liaises with Metro's vendors and internal clients
• Maintains all records associated with an acquisition
• Supports Metro's diverse and economically disadvantaged programs, as well as other initiatives as assigned
• Reviews and approves invoices and payments
• Negotiates and approves change orders, task orders, contract work orders, and contract modifications
• Coordinates escrow agreements
• Attends progress meetings to review contract issues, set payment schedules, and make adjustments to contract administration
• Monitors contract compliance
• Assists in developing claim strategies designed to minimize damage assessment and effect on schedules
• Arranges and participates in final inspection and prepares closeout documents
• Prepares monthly status reports, summaries, and other correspondence
• Briefs management on assigned projects and gives oral presentations as applicable
• Provides guidance and assistance to lower-level employees
• Communicates and implements safety rules, policies, and procedures in support of the agency's safety vision and goals; and maintains accountability for the safety performance of all assigned employees

Requirements

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

• Education: Bachelor's Degree in Economics, Business, Public Administration, or a related field; Master's Degree in a related field preferred
• Experience: Five years of relevant experience performing complex contract administration work; some positions in this class may require specialized experience in area of assignment
• Certifications/Licenses/Special Requirements: A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions. Professional certification from National Contract Management Association (NCMA), American Production and Inventory Control Society (APICS), Institute for Supply Management (ISM), or equivalent preferred

Preferred Qualifications

• Experience developing, planning, and executing Request for Proposals (RFPs) and Invitation for Bids (IFBs) for multi-million-dollar solicitations
• Experience analyzing market trends, cost and/or price analysis for goods and services
• Experience negotiating, leading a negotiation plan, and executing change orders and contract modifications
• Experience administering applicable local, state, and federal laws, Buy America, rules, regulations and policies pertaining to public procurement
• Experience working with theories, principles, and practices of public procurement, supply chain management, and/or rolling stock contract administration activities

Skills & Knowledge

Essential Knowledge

• Theories, principles, and practices of public procurement, supply chain management, contract administration and/or practice of public agencies
• Applicable local, state, and federal laws, rules, regulations and policies pertaining to public procurement
• Financial and mathematical analysis, and statistical research
• Theories, principles and practices of project management
• Principles of supervision
• Applicable business software applications

Skills

• Performing complex contract administration and management work
• Planning, organizing, and coordinating the work of an integrated project team to perform contract administration functions
• Interviewing and evaluating contract proposal respondents
• Acquiring and analyzing information and resources, identifying problems, and making decisions in support of Metro's goals
• Exercising sound judgment and creativity in making decisions
• Determining strategies to achieve goals
• Influencing, mediating, and negotiating
• Communicating effectively both orally and in writing
• Interacting professionally with various levels of Metro employees and outside representatives

Abilities

• Serve as liaison across the organization to enhance, improve, and develop policies and procedures
• Think and act independently
• Meet tight time constraints
• Handle highly confidential material
• Represent Metro before the public
• Prepare comprehensive reports, contracts, specifications, correspondence, RFPs, and IFBs
• Perform cost analysis
• Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budgets
• Oversee, train, and motivate assigned staff
• Travel to offsite locations
• Read, write, speak, and understand English

Working Conditions

• Typical office situation
• Close exposure to computer monitors and video screen

Physical Effort Required

• Sitting at a desk or table
• Operate a telephone or other telecommunications device and communicate through the medium
• Type and use a keyboard and mouse to perform necessary computer-based functions
• Communicating through speech in the English language