GENERAL PURPOSE: Under general direction, performs technical and professional duties involved in the preparation, finalization, analysis, and administration of construction, architect-engineering and other contracts in area of assignment for the Agency; assists Agency departments and project managers in selection of procurement methods and strategies; prepares, issues, and awards contracts for the Agency in accordance with policies, procedures and in compliance with all state, federal and local regulations and laws; assists Agency departments and project managers in the preparation and administration of solicitations of a low to high risk and associated contracts; responds to questions and issues and provides technical expertise and assistance related to associated low to high risk contracts; performs assigned contract administration and close-out. Position is responsible for cradle to grave procurement and contract administration.
ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only 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.
Pre-Award: • Reviews requests for the procurement of construction, architectural and engineering services, and other procurements as assigned; analyzes the requirement and determines procurement method; reviews sole source justifications and prepares documentation; determines applicability of public work requirements including, but not limited to prevailing wage and bonding requirements; and assists with alternative public works contracting methods such as GC/CM, Design-Build, Job Order Contracting, etc. in compliance with State Law. Collaborates with project managers to define procurement requirements including proposed procurement schedule, scope of work/specifications, evaluation criteria, pricing schedule, 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 policies and 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 and small business, sustainability. • Organizes, coordinates, and performs the bid opening process and the proposal evaluation process to select firms in the competitive range; 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, bidders for responsibility, proposals for conformance with the solicitation; performs cost or price analysis, including review of cost breakdowns to determine reasonableness. • Assists project managers developing negotiation strategies and assists with negotiations with selected firms; provides support to project managers during the formal Committee and Board approval process; assists with and/or conducts debriefing sessions for unsuccessful proposers; and debriefs bidders/proposers and prepares or assists with preparation of initial agency position on protests from unsuccessful bidders/proposers.
Post-Award • 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, and insurance; 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; and negotiates, reviews and processes change orders/contract modifications consistent with contractual requirements, Agency's policies and procedures, and applicable federal requirements. • Participates, coordinates, and supports departments to ensure timely invoice payment; 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 seeks direction from more experienced team members in dispute resolution and claims settlement.
Other • Develops, reviews and edits boilerplate documents such as solicitations, contracts, letters, forms and manuals for inaccuracies and inconsistencies on less complex or low to moderate risk contracts and agreements; assists with and/or researches cited references to RCW, WAC, or CFR to ensure references are current; revises and writes sections of boilerplates to reflect Agency changes in procurement and contracting approach. • Provides support to the division on matters as directed; serves as staff on a variety of committees; prepares and presents staff reports and other necessary correspondence; 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.
MINIMUM QUALIFICATIONS: Education and Experience: Associates Degree in business administration, public administration, accounting, contract management, construction, or closely related field and three years of experience in purchasing/contract services work, preferably in construction related contracting and purchasing; OR an equivalent combination of education and experience.
Required Licenses or Certifications: • Successful completion of ST Safety class within 3 months
Required Knowledge of: • Industry principles and practices in Architecture & Engineering (A&E) and Construction. • Public procurement systems and processes • Basic accounting principles and practices. • Purchasing and accounting transactions. • Principles and practices of contract administration as applied to the public sector. • Basic contract cost and price analysis principles and practices. • Basic negotiation principles and practices. • Pertinent federal, state and local laws, codes and regulations. • 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. • Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases. • Principles of customer service.
Required Skill in: • 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 range of duties involved in participating in the services and activities of the procurement process within the Procurement and Contracts Division. • Preparing low to moderate risk contracts, agreements, and management reports. • Assisting with or negotiating low to moderate risk contracts 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. • Strong written and oral communication skills • Applying project management techniques and principles.
PHYSICAL DEMANDS/WORK ENVIRONMENT: • Majority of work is performed in a standard office environment or field office • Subject to standing, walking, bending, reaching, stooping, climbing stairs/ladders, and lifting of objects up to 25 pounds. • Ability to wear and operate safely gear when on site.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
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.
We are an Equal Opportunity Employer and value workplace diversity. We seek to create an environment and culture that embraces the differences of our employees. You will find an exceptionally diverse group of people at Sound Transit with regard to culture, beliefs, communication styles, and life and work experiences.
All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the basis of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any another legally protected status.