SUMMARY: Under direction, provides professional-level, analytical, and technical support for the District's comprehensive contracts administration programs and activities; oversees contract life cycle from formulation through the award, compliance, renewal and close out. This is the fully qualified, classification within the Contracts Specialist series, incumbents at this level are expected to work independently on routine to significantly complex contracts and have the responsibility for issuing, reviewing bids, preparing contracts, and award documentation.
REPRESENTATIVE FUNCTIONS: REPRESENTATIVE FUNCTIONS may include, but are not limited to the following:
Facilitates the negotiation, execution, and administration of contracts and agreements ensuring that all contract terms and documents are compliant according to procedures and regulations mandated by the District, the Federal Transit Administration (FTA), and/or other agencies.
Leads pre-proposal conferences with Project Managers and/or assigned staff; analyzes Statement of Work (SOW) and project plans; assists in defining products and service specifications and determining contract parameters including cost of contract, creation of performance-based criteria including performance periods and deliverables.
Determines appropriate solicitation process and develops or guides the development of Requests for Proposals (RFPs), Invitations to Bid (ITB), Requests for Quotations (RFQs) and Requests for Information (RFI).
Leads bids/proposal evaluation meetings and conducts vendor interviews; evaluates bids, proposals, qualifications, and quotations for conformance to specifications and suitability for required use; recommends for selection the bid most economically sufficient.
Drafts, evaluates, and reviews contract terms and conditions for products and services to ensure the protection of the District's interests.
Reviews and provides input to Board Staff Reports requesting approval to initiate solicitation process, or inform of contract award.
Administers on-going contracts to ensure adherence to contract terms and provisions; monitors execution of contracts to ensure that contractual terms are met; identifies non-compliance with contractual terms and advises project managers regarding issues; formulates and implements appropriate solutions.
Utilizes automated procurement and accounting systems to review and approve invoices for professional services.
Negotiates settlement of contract disputes; coordinates resolution of protest claims in conjunction with management and General Counsel.
Prepares routine to significantly complex contract amendments, revisions, terminations, and close-outs.
Conducts routine to complex cost-price and total cost of ownership analysis and identifies potential cost savings.
Assists management in implementing purchasing and payment policy and procedural changes.
Prepares, edits, distributes, and posts a variety of reports, correspondence, and mandatory filings, including pre-and post-award documentation; maintains logs, records, and documentation for all contracts and projects in accordance with FTA regulations; distributes executed contracts to appropriate District personnel; edits and reviews the conformance of work prepared by staff.
Stays abreast of new trends, technologies, and innovations in areas of procurement and contracts; monitors changes in federal, state, and local regulations, analyzes impact, and recommends and implements policy and procedural changes after approval.
Researches emerging products and enhancements and their applicability to District needs.
May provide training to lower level staff in work methods and procedures.
Performs related duties as required.
MINIMUM QUALIFICATIONS: Education: Equivalent to a bachelor's degree from an accredited four-year college or university in business or public administration or related field.
Experience: Three (3) years of recent, verifiable, professional-level experience in contract and procurement administration activities or two (2) years at a level equivalent to the District's classification of Assistant Contracts Specialist.
Knowledge of: Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility; policies and procedures governing the bidding process; principles, practices and methods of public sector procurement and contracting, including contract preparation, execution and administration; principles and practices of technical and administrative report writing; analytical methods and techniques; training techniques and oral and written presentation principles; complex research, analysis of alternatives, and recommendation of practical solutions; principles and techniques for working with groups and fostering effective team interaction; techniques for providing a high level of customer service by effectively working with the public, vendors, contractors, and District staff; the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar; modern equipment and communication tools used for business functions and program, project, and task coordination; Federal Acquisition Regulations (FAR) methods for payment of subcontractors; computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation relevant to the work performed.
Ability to: Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner; understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed; prepare and maintain contracts, specifications, and service agreements; coordinate structured bidding activities; serve as a resource to departments on proper bidding processes to be used for specific types of service procurements; prepare clear and concise business correspondence and reports; effectively represent the department and the District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals; independently organize work, set priorities, meet critical deadlines, and follow-up on assignments; effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks; communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax; use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Physical Requirements: Must maintain the physical condition necessary to: (1) perform tasks in an office setting operating a personal computer, keyboards, and other peripheral equipment; and (2) possess physical mobility in order to direct or conduct field studies, and attend external meetings and events.
Special Requirements: Must be willing to: (1) work outside regular business hours as required and (2) travel between the various District divisions.
THIS POSITION IS A UNION POSITION, REPRESENTED BY AFSCME
The Selection Process: The Human Resources department must receive a completed online application by the filling date. If this recruitment is "Continuous," it may be closed at any time without notice. Applications will be screened for job-related qualifications, and those candidates who best meeting the qualifications listed on this Job Announcement will be invited to participate in an examination process that may include written, oral and/or performance segments. Current District employees must have satisfactory attendance and performance records. Finalists will be placed on an Eligibility List. When filling vacancies, the Human Resources Department will refer the top candidates to the hiring department for final screening and recommendation. Per Board Policy, selected candidates may require background checks performed on their criminal and/or financial records.
Benefits: All employees hired on or after January 1, 2016, may be in the District's Tier II pension plan covered by the Public Employees' Pension Reform Act of 2013 (PEPRA). As such, he/she may be required to contribute 6% or more of annual income towards the cost of his/hers District pension.
ADA Compliant and Drug-Free Workplace: The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you have a need for an accommodation, please call Human Resources at (510) 891-4783.
The Alameda-Contra Costa Transit District has established the goal of a 100 percent drug and alcohol-free workplace. Applicants will be required to undergo drug and alcohol testing prior to employment and those in safety sensitive positions will be subject to further drug and alcohol testing through their period of employment, including random drug and alcohol testing.