Senior Contracts Specialist

About the role

The position involves performing 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 Sound Transit. It also entails leading or assisting Agency departments and project managers in the selection of procurement methods and strategies, preparing, issuing, and awarding contracts, and performing contract administration and close-out.

Responsibilities

• 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.
• Aids 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.
• 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.

Qualifications

• Education and Experience: Bachelor's degree in Business Administration, Public Administration, Contract Management, or closely related field. Four 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.
• Preferred Licenses Or Certifications: Successful completion of CPPB, CPM, or similar procurement certifications.

Skills

• 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.
• Industry principles and practices in procurement of Technology, Goods, and 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.