Performs complex work in support of contract administration activities for Metro's acquisition of goods and services.
Duties and 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 give 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
May be required to perform other related job duties
Essential Knowledge
Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)
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
Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)
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
Ability to (defined as a present competence to perform an observable behavior or produce an observable result)
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
Overseeing, training, and motivating assigned staff
Travel to offsite locations
Read, write, speak, and understand English
Special Conditions
This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements
The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job
Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions
This classification is at-will and the incumbent serves at the pleasure of the hiring authority when classified as an Intermittent, Emergency, Annuitant, or Temporary employee, is assigned to the Office of Inspector General (OIG) or Board Clerk's Office, and/or reporting directly to the LACMTA Board of Directors
Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out
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 required
Minimum Qualifications
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
