Contracts Specialist

Procurement Manager

Conducts and administer procurements to meet the recurring needs of HART for a wide variety of construction, professional services, goods, services and rail-related projects. Manage contracts of any dollar value and various complexities.

Essential Job Functions:

• Working independently and with minimal direction, develops solicitations in accordance with sound Procurement Practices, the HART Procurement Manual and other requirements of Federal, State and local laws ensuring understanding of solicitations and resultant contracts among all affected internal HART customers and contractors.
• Prepares and develops pre-contract planning including clarification of requirements, specifications and schedules for HART’s procurements of various complexity.
• Analyzes requirements and selects contract types including terms and conditions.
• Coordinates with other HART functional areas to facilitate procurements.
• Conducts pre-bid/pre-proposal conferences with suppliers.
• Conducts bid openings, reviews and evaluates bids and/or offers in coordination with departmental technical representatives. Determines vendor responsiveness and responsibility.
• Maintains liaison with HART technical department or with industry contacts. May act as an official spokesperson regarding contract matters for HART.
• Works with internal customers and vendors to maintain effective relationships and aid in the timely and cost-effective procurement of services and supplies.
• Plans and conduct negotiations and serve as the negotiation team leader for assigned procurements. Prepares contract documents and coordinates award of contract. Makes recommendation for award/no award of contracts. Finalizes and issues contract documents in accordance with Agency policies and procedures, state laws and federal regulations.
• Maintains responsibility for the development of pre-negotiation position, when appropriate, serves as chairperson on the technical evaluation of proposals and plans. Controls discussions with offerors and documents all discussions.
• Enter contracts and maintain contract database for all contracts awarded.
• Manages contract administration from inception through final closeout, including monitoring the contractor activities to ensure compliance with the provisions of the contract. Acts as liaison with the contractor and the HART technical staff. Approves payments, contract interpretation, and resolution of disputes; modifications and change-order actions as necessary. Maintains complete files and current contract status. Initiates default or termination actions or institutes negotiation procedures.
• Closes out contracts including obtaining appropriate releases, acceptance certificates, warranties and disposition of retained payments. Perform self-audits as assigned for contract and solicitation files.
• Performs cost/price analysis. Prepares negotiation memoranda and determinations of price reasonableness.
• Conducts contract compliance audits on a routine basis and reports findings to the Department Director.
• Back-up for purchasing inventory parts and supplies, requisitions office supplies based on computer reports, obtains prices and prepares purchase orders for inventory and non-inventory parts, supplies and services. Will issue Requests for Quotations (RFQs) for inventory and non-inventory parts, supplies and services and prepare tabulation sheets for review.
• Represents HART at trade shows, conferences, and other industry events as an organizational spokesperson.

Marginal Functions:

• Performs other work-related duties as assigned.

Requirements:

Education and Experience:

• Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Finance, Government Affairs or related field or equivalent experience.
• Three (3) years progressively responsible experience in contracting procedures, procurement regulations and negotiating techniques.

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment, including copy machines or multi-line telephone systems, as well as a computer for both data entry, word processing, and/or accounting purposes, and/or highly technical applications, such as ERP…