Senior Contracts Analyst - Seattle, United States - Sound Transit

Description

Salary range is $60k to $140k, with a midpoint of $115k. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a - 10% of employee contribution with a 12% match by Sound Transit; 457b - up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you'll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE:

Under the general direction of the Procurement Contracts & Agreement Deputy Director, plans, directs and manages complex professional and administrative activities related to the purchasing and contracting of materials, equipment, rolling stock, goods and services, ensuring compliance with applicable Agency, State and Federal regulations. Responsible for mentoring Materials, Technology and Services (MTS) staff and serves as a procurement and contracting resource for staff and others outside of the department. Performs the full range of senior professional and technical duties involved in the preparation, finalization, analysis and administration of contracts in area of assignment for the Agency. Leads or assists Agency departments and project managers in the preparation and administration of solicitations of a complex or sensitive nature. Responds to questions and issues and provides technical expertise and assistance related to associated contracts. The position is responsible for cradle-to-grave procurement and contract work, while managing and controlling the complexity and risks associated with the contract.

This is an advanced professional-level position responsible for procurements and contract administration of highly complex projects, as well as projects usually assigned to senior contract specialists. Procurements for this position may have advanced content, potential politically sensitive content, unique terms and conditions or require intricate organizational skills or advanced negotiation skills. This position will demonstrate solid communication skills, keeping customers and Leadership informed of issues that need awareness. In addition, this position is expected to model a higher level of customer service and provide exemplary professionalism in all tasks. MTS staff will look to this position for mentoring, coaching and as a resource for researching unique or emerging procurement issues. This position may be asked to lead internal initiatives and special projects or assist in the preparation and analysis of reports for Leadership.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Reviews requests for the procurement of and contracting for materials and services 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 Buy America and cost accounting standards, and in compliance with socioeconomic programs such as DBE, small business and sustainability. Maintains internal controls.
• Review and recommend changes to solicitation boilerplates. Lead or assist with the creation or revision of contract documents, forms, processes and procedures.
• Organizes, coordinates, performs or supervises the bid opening process and the proposal evaluation process; 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; performs cost or price analysis, including review of cost breakdowns to determine reasonableness; negotiates contract modifications and change orders.
• Assists 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.; 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.
• 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.
• Develops, reviews and edits policies, procedures and other documents such as solicitations, contracts, letters, forms and manuals for inaccuracies and inconsistencies; researches cited references to RCW, WAC or CFR to ensure references are current.
• Participates and promotes Agency programs designed to include participation by Small Businesses, Minority/Women's Business Enterprise (M/WBE) and Disadvantaged Business Enterprise (DBE's) businesses in Sound Transit's contracting program and participates in and promotes "Green" initiatives.
• Provides support to the division on matters as directed; serves as staff on a variety of committees; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively.
• Assists and meets with internal customers regarding complex procurement issues, questions, training and general assistance.
• Interprets and directs the development of contract provisions and reviews contracts for accuracy; coordinates and reviews with the Procurement Contracts & Agreements Director and Legal as applicable; and evaluates and approves contract modifications.
• Interfaces with vendors to achieve conflict resolution; investigates claims where vendors fail to provide services or materials as specified and recommends action such as termination.
• Coaches, trains and motivates staff; coordinates and/or provides staff training.
• Manages and participates in the development and implementation of goals, objectives, policies, priorities and budgets for assigned projects, services and functional area within the Department; and makes recommendations and forecasts for future funds needed for staffing, equipment, materials and supplies.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit's Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor's degree in Business Administration, Public Administration, Contract Management or closely related field and five years of experience in contracting and procurement services that includes the full range of contract administration of materials and services and project management, preferably in a construction/transportation related environment; Direct experience drafting, analyzing and negotiating contractual terms and conditions; Or an equivalent combination of education and experience. Lead and/or supervisory experience preferred.

Preferred Licenses or Certifications: Certified Public Purchasing Buyer or Officer, National Institutes of Government Purchasing - Certified Purchasing Professional (NIGP-CPP) or equivalent professional certification.

Required Knowledge and Skills:

• Extensive knowledge of procurement and contracting methods, along with applicable laws and Sound Transit resolutions and other governing regulations.
• Industry principles and practices in Rolling Stock and Capital Equipment, Revenue and Goods & Services.
• Public procurement systems and processes.
• Principles and practices of 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.
• Social responsibility items such as small and disadvantaged business initiatives; Sustainability and Green Purchasing.
• 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.
• 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 stakeholders.
• Performing a full range of duties involved in participating in the services and activities of the procurement process within the Procurement Contracts & Agreements 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.
• Interpreting and applying federal, state and local policies, laws and regulations.
• Contract management and oversight.
• Excellent written and oral communication skills demonstrated by formal presentation experience and report preparation.

Physical Demands / Work Environment:

• Work is performed in a hybrid office environment.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)