Category Lead - Facilities​/MRO

67, USD per year

Posted 2 days ago

Summary:

GENERAL DESCRIPTION OF WORK:

Responsible for advanced and complex procurements from inception through closeout. Administers complex contracts in the area of professional services, goods, services and construction. Solicits, receives, analyzes and monitors bids, quotes and proposals in a manner consistent with VIA’s Procurement Policies and Procedures, Federal, State and Local Laws. Conducts pre-bid and pre-proposal conferences, public bid openings, negotiations with potential contractors, vendor interviews, staff presentations, and represents VIA’s Procurement Division at outreach seminars and conferences.

ESSENTIAL FUNCTIONS:

Provides direct supervision, guidance, and support to assigned Contracts Specialists and Buyers ensuring effective workload distribution, professional development, and consistent application of procurement policies, procedures, and best practices.

Manages employee performance, provides coaching, and feedback to foster a collaborative, result-driven work environment that aligns with organizational goals.

Plans and develops procurements, including assisting in planning, scheduling and developing text for solicitation packages. Coordinates the assigned procurement efforts of departments involved throughout VIA, including but not limited to user departments, Office of Diversity, Legal Department and Risk Management.

Analyzes requirements received and recommends solicitation and contract type, including general contract terms and special provisions.

Develops and issues Invitations for Bids (IFBs) and Requests for Proposals (RFPs), including technical specifications and boilerplates, in accordance with VIA’s Procurement Policies and Procedures;
Federal, State, and Local Laws and regulations.

Responds to inquiries received from prospective offerors during the solicitation process and obtains technical input as required.

Conducts pre-bid and pre-proposal conferences; officially receives and records bid/proposals; conducts public bid openings and coordinates entire bid process through award.

Chair Evaluation Committee meetings; leads discussions with offerors; plans and conducts contract negotiations; and, prepares contract award recommendations for senior staff and Board of Trustees approval.

Analyzes and determines responsiveness and responsibility of offers received in a manner consistent with bid document provisions, VIA Procurement Policies and Procedures, Federal, State, and Local Laws.

Serves as Contracting Officer and manages contract administration from award through final closeout, which includes:

• a. Monitoring contractor activities to ensure compliance with the provisions of the contract
• b. Acting as liaison between contractor and VIA staff
• c. Reviewing contractor change proposals and leading evaluation/negotiation activities, obtaining required levels of approval and issuing contract modifications (change orders)
• d. Contract interpretation, resolution of disputes where possible, and supporting dispute resolution and/or litigation activities, as required
• e. Ensures that all documents related to the administration of contracts are promptly filed and that files are maintained in an orderly manner.
• f. Initiating default or termination actions
• g. Closes out contracts including obtaining appropriate releases, acceptance certificates and warranties, and manuals; authorizing final payment(s)

Provides guidance to Contracts Specialists in resolving contractual disputes and/or delivery problems; and, assists with delegating, directing, and coordinating their workload and activities while acting for the Manager of Contracts during his/her absence.

Conducts cost and price analyses as required for each solicitation and prepares reports.

Coo…