Sr. Contracts Administrator

The Job

Ride OMNITRANS to a satisfying career that lets you make a difference in the San Bernardino Valley. Omnitrans, provider of public mass transit for the San Bernardino Valley in Southern California is seeking a highly skilled professional to join our award-winning team. The ideal candidate hired will be under general direction from the Contracts Manager, the Senior Contract Administrator performs a wide range of complex procurements: for commodities and services including but not limited to public works, construction, technology, bus parts inventory, rolling stock, professional services, architectural, and engineering. Performs all phases of the procurement cycle including planning, preparation, solicitation, award, and contract administration for goods and services. Activities are conducted in accordance with applicable federal, state and/or local regulations, the Federal Transit Administration Circular, specifically the Third-Party Contracting Guidelines, the Disadvantaged Business Enterprise (DBE) requirements set forth in 49 CFR Part 26, and Omnitrans' policies and procedures.

Examples of Duties

Conducts informal and formal solicitations.

Ensures contracts protect Omnitrans' interests and upholds policies and procedures. Interprets and clarifies contract provisions, confers with and advises project managers regarding preparation of technical and scope requirements and compliance related matters.

Prepares, reviews and recommends the suitability of a particular method of procurement: Request for Quotes (RFQs), Request for Qualifications (RFQs), Request for Proposals (RFPs) Invitation for Bids (IFBs), and Design Build solicitation packages. Prepares policies, guidelines and procedures, public notices, posts solicitations on Omnitrans' online bidding system, prepares addenda, and creates Purchase Orders.

Plans procurement processes and assists user departments with setting schedules; develops understanding of internal customers' budgeting needs and procedures and procurement strategies for projects. Reviews requisitions for adherence to policies, guidelines and procedures and related materials management practices. Establishes evaluation criteria in cooperation with the Project Manager.

Leads evaluation committees in the evaluation of proposal. Evaluates proposals, conducts price and cost analysis, and determines responsiveness and responsibility. Reviews bids to determine lowest, responsive, and responsible bidder. Leads negotiations. Prepares procurement language for staff award recommendations for management, Board Committees and Board of Directors.

Prepares various contract award letters and related notices. Responds to bid and proposal award protests.

Confers with project manager to ensure contract compliance and conformance to applicable laws.

Prepares complex contract amendments, revisions, terminations, and close-outs. Negotiates settlement of contract disputes.

Completes final draft of contracts. Maintain contract files for all projects for post-award activities.

Attends progress meetings to review contract issues, set payment schedules. Monitors contract compliance.

Assists in developing claim strategies designed to minimize damage assessment and effect on schedules.

Compiles statistics for reports and studies related to procurement activity; determines market effect on pricing and prepares price reasonableness reports.

Prepares various periodic and special reports; assists in providing training. Makes recommendations for improving operating procedures and policies.

Arranges and participates in final inspection and prepares closeout documents.

Briefs management on assigned projects and gives oral presentations as applicable.

Maintains, supports, and promotes a safe work environment while complying with all of Omnitrans' safety rules, policies, and procedures.

Assists new vendors/contractors with the procurement process; attends various meetings, including pre-bid, job walks, pre-conference and post award debriefings.

Other duties may be assigned.

The Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's degree (B.A.) in Business or Public Administration with five (5) or more years of experience and or training; or any equivalent combination of education and experience performing complex contract administration work; CPCM, C.P.M., CPPO, or CPSM is desirable. Experience with Public contracting and FTA Circular preferred. Must be familiar with current business operating systems, software and programs.

KNOWLEDGE OF:

• Theories, principles, and practices for public procurement. Applicable local, state, and federal laws, rules, regulations, and policies governing public procurement: public works, The Brooks Act and construction contract administration processes.

ABILITY TO:

• Perform complex professional services, public works, and capital contract administration processes.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Interpret and apply administrative and departmental policies and procedures.
• Mediate and negotiate, as necessary.
• Interview firms and evaluate contract proposal submissions.
• Represent Omnitrans before the public, the vendor community, and with firms.
• Prepare comprehensive reports, contracts, specifications, correspondence, and various types of solicitation packages.
• Communicate effectively both orally and in writing.
• Analyze situations, identify problems, and recommend solutions; Exercise judgment and creativity in making decisions.
• Determine strategies to achieve goals.
• Understand, interpret, and apply laws, rules, regulations, polices, procedures, contracts, and budgets.
• Establish and maintain effective working relationships within the department, across functional areas, and with suppliers and vendors.
• Plan and organize work to meet changing priorities and deadlines.

The Selection Process

Candidates will be screened for relevant qualifying experience that consists of an evaluation of education and experience. The most competitively qualified candidates will be invited to participate in the selection process. The selection process may include a combination of written, performance, and oral examinations. All employment offers are contingent upon successful completion of a pre-employment physical exam, including a drug test, and a criminal background investigation, which will include Live Scan fingerprinting. For further information and to submit an application visit our website at: Omnitrans in an Equal Employment Opportunity Employer