Definition
Under general direction, the Contracts Manager plans, organizes, supervises, and coordinates the procurement by contract of consultants, public works construction, and contract transportation services; and coordinates and oversees contract administration activities.
Distinguishing Characteristics
This single position class is responsible for managing a staff that administers a wide variety of contracts including professional services, construction/public works and major equipment. An incumbent works on contracts that are highly complex and sensitive in nature, where substantial judgment and initiative are essential in making recommendations and resolving problems. This class is distinguished from the Purchasing and Materials Manager in that the latter has overall responsibility for contracting and purchasing activities within VTA.
All notifications will be sent by E-mail. Applicants should select E-mail as the preferred method of notification.
Examples of Duties:
· Selects, supervises, trains, counsels and disciplines staff engaged in Contract Administration duties;
· Interviews, recommends for hire, trains, evaluates, and disciplines staff;
· Oversees the preparation and negotiation of public works proposals, and competitive/non-competitive consultants and service contracts;
· Analyzes cost estimates and work statements to determine the appropriate contract type;
· Approves bidders list for mailing of solicitations;
· Assures that Invitations for Bids and Requests for Proposals are conducted consistent with regulations;
· Conducts pre-bid/proposal conferences and bid/proposal openings;
· Evaluates proposals and determines responsiveness and responsibility of offers;
· Serves as chairperson on proposal evaluation committees;
· Negotiates and prepares contracts and Public Works Invitations for Bids for contracts that are highly complex and sensitive in nature;
· Coordinates with Purchasing & Materials Manager and Legal Staff on contract wording and other legal issues;
· Executes contracts on behalf of VTA within signature authority as delegated by the Purchasing and Materials Manager;
· Processes claims and stop notices and works with the Purchasing and Materials Manager to resolve protests;
· Represents VTA at disciplinary hearings and other meetings; Ensures that VTA complies with the various rulings and decisions of relevant administrative and judicial authorities;
· Monitors, revises, and enforces VTA procurement policies and procedures;
· Ensures that VTA complies with the requirements of funding agencies for usage of grant funds;
· Prepares and administers the unit's budget;
· Performs related duties as required.
Typical Qualifications:
Sufficient training, education, and public or private sector experience to demonstrate possession of the required knowledge, skills, and abilities.
Development of the required knowledge, skills, and abilities is typically obtained through a combination of training and experience equivalent to graduation from an accredited college or university with a four-year degree in public or business administration, economics, or a related field, and five years of experience in developing and administering Requests for Proposals, specifications, and formal procurement/construction contracts.
The above experience should include several years of increasingly responsible supervisory level experience. Experience in a public agency or transit setting is desirable.
All applications are subject to re-review as to meeting minimum qualifications at any point in the recruitment process. Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the class specifications. Candidates found to have exaggerated/falsified their qualifications, experience, training and/or education may be disqualified at any point in the recruitment process and denied future employment with the VTA
Supplemental materials stated as required in the job posting such as diplomas, degrees, transcripts, DMV records, copy of drivers licenses, certifications, registrations and any other required materials will be produced prior to any employment appointment being completed. Failure to provide any required document related to the class specification will result in a job offer being rescinded.
Applicants holding degrees or credentials from outside the United States are required to provide a foreign transcript evaluation prior to an employment interview. Failure to provide a foreign transcript evaluation will result in no interview and any employment appointment being rescinded. A list of firms that provide this service can be found at http://www.vta.org/jobs/foreign_transcript_evaluation.pdf
Supplemental Information:
Knowledge of:
· Theories, principles, and practices of contract administration for public agencies;
· Applicable local, state and federal laws, rules and regulations governing public procurement and contract administration processes for construction and professional services contracts;
· Principles and techniques of budget preparation, program and personnel management;
· Principles and practices of supervision, training and constructive discipline;
· Bid and contract analysis and preparation techniques;
· Accounting principles and practices.
Ability to:
· Lead and direct the operations, services and activities of Contract Administration;
· Prepare comprehensive specifications, contracts, reports and correspondence;
· Develop negotiation strategies and negotiate complex contracts;
· Define problems, evaluate, recommend and implement alternative solutions to complex issues and problems;
· Develop, implement, and interpret goals, objectives, policies, procedures, work standards, and internal controls;
· Interpret and effectively use management information reports;
· Select, supervise, train, motivate, assign, evaluate, counsel and discipline staff;
· Understand, interpret and apply laws, rules, regulations, policies and procedures;
· Prepare and control and apply statistical analysis to problems of inventory usage, distribution, and forecasting;
· Communicate effectively both verbally and in writing;
· Prepare and control a budget;
· Establish and maintain effective relationships with those contacted in the course of work.
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