Contracts Manager



Job Details

Contracts Manager
Employer

Santa Clara Valley Transportation Authority

Salary

$112,554.00 - $136,829.16 Annually

Location

CA 95134-1927, CA

Job Type

Full-Time

Job Number

CM_052818_MJW

Department

Business Services

Opening Date

05/28/2018

Closing Date

Continuous

Job Description

Definition

Under general direction, the Contracts Manager plans, organizes, supervises, and coordinates the procurement by contract of consultant services, public works construction, major equipment, 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 procurement of professional services, construction/public works, and major equipment.  The 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.

Classification Bargaining Unit: AFSCME

Essential Job Functions

Typical Tasks

  • Selects, supervises, trains, counsels, and disciplines staff engaged in contract administration activities;
  • Reviews and approves procurement request documents, cost estimates, scope, and other relevant information to initiate a procurement;
  • 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 (IFBs), Requests for Proposals (RFPs), and other processes 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 IFBs for contracts that are highly complex and sensitive in nature;
  • Collaborates with management and legal staff on the development of contract and RFP boilerplate language;
  • Executes contracts on behalf of VTA within signature authority as delegated by the Manager of Procurement, Contracts & Materials;
  • Processes claims and stop notices and works with the Manager of Procurement, Contracts & Materials to resolve protests;
  • Monitors, revises, and enforces VTA procurement policies and procedures;
  • Represents VTA at disciplinary hearings and other meetings; Ensures that VTA complies with the various rulings and decisions of relevant administrative and judicial authorities;
  • 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.

Minimum Qualifications

Employment Standards

Sufficient training, education, and 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, accounting, economics, or a related field, and five years of experience in developing and administering Requests for Proposals, specifications, and formal procurement/construction contracts.

The aforementioned experience should include several years of increasingly responsible supervisory experience, including high value contract administration activities for professional services.  Experience in a public agency or transit setting is desirable.

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;
  • Procurement of professional services requiring specific licensure, including architectural and engineering services;
  • Principles and techniques of budget preparation and program and personnel management;
  • Principles and practices of supervision, training, and constructive discipline;
  • Contract cost analysis, negotiations, and contract development;
  • Accounting principles and practices.

Ability to:
  • Conduct and oversee RFP, IFB, and other types of solicitations;
  • 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, 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.
General Instructions

Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement so that you can refer to it. Questions not answered within this job announcement may be sent to personnel@vta.org.

Only on-line applications will be accepted for this recruitment (paper applications or resumes will not be accepted). Position Interest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute to a completed application.

ALL APPLICATION AND TESTING NOTIFICATIONS WILL BE SENT BY E-MAIL. Applicants should select e-mail as the preferred method of notification. Candidates must maintain an up-to-date, valid and reliable e-mail address. Candidates are also responsible for maintaining up-to-date phone numbers and addresses on their on-line account. Due to the number of applications received, candidates must check their application status through their on-line account. Contact NeoGov for assistance if needed.
 
Information on how to apply for jobs at the VTA is available on the VTA Employment website and from the NEOGOV's Applicant Assistance Line (855) 524-5627. NeoGov Applicant support is available from 8:00AM to 5:00PM Pacific Standard Time Monday through Friday, excluding holidays.
 
Americans with Disabilities Act Accommodations
 
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities.  If you wish to request an accommodation, please click here(Download PDF reader).
 
Application Processing Information

All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application ("See Resume" is not acceptable). Incomplete or improperly completed online applications may be rejected even if you are qualified for the position for which you are applying. It is your responsibility to ensure that the online application reflects the work experience and education needed to meet the requirements for the position you are applying for. Although your resume may have all your experience and education details, please make sure to complete each section of the online application to ensure that your information is accurately captured during our screening process.

Important: Proof of Education, either as a copy of a diploma or transcript, is required to verify all educational units listed on your application. Official transcripts are not necessary. Copies of diplomas, degrees, transcripts, or foreign transcript evaluations must be attached to the submitted application as a pdf.

Note: Failure to provide all of the required documents in the appropriate format (pdf ONLY), and properly labeled as shown in the example (for example: Smith_J BS Diploma), will result in the application being rejected as incomplete. No exceptions will be made.

Note: Applicants holding degrees or credentials from outside the United States who are using these qualifications exclusively to qualify for a position are required to provide a foreign transcript evaluation as a pdf and properly labeled as shown above. Failure to provide a foreign transcript evaluation will result in the application being rejected as incomplete. No exceptions will be made.

All applications are subject to 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 specification.

Candidates found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA.

If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any of the criminal background information as required may be subject to discipline up to and including discharge.

Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. If you have questions related to an Eligible List you might be on or were on, you should contact Human Resources.

If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575.
 

VTA offers a generous benefit package including: vision care, a choice of health plans, dental coverage, an employee assistance program, life insurance, and liberal holiday, vacation, and sick leave. A credit union and deferred compensation are also available to employees at their option.

As defined by the California Public Employees' Pension Reform Act (PEPRA):

  • Classic Members' retirement benefit formula is 2% @55.
  • New Members' retirement benefit formula is 2% @62.

All AFSCME, SEIU, TAEA, and Non-Rep employees hired on or after 01/09/12 pay 7% of salary toward the required employee contribution to PERS.

Social Security taxes will be deducted from each employee’s bi-weekly salary.

01
The minimum qualifications for this position include the following: 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, accounting, economics, or a related field, and five years of experience in developing and administering Requests for Proposals, specifications, and formal procurement/construction contracts. Experience should include several years of increasingly responsible supervisory experience, including high value contract administration activities for professional services. Experience in a public agency or transit setting is desirable. Please indicate how you meet the minimum qualifications for the position. (See resume not acceptable)
02
Describe your experience leading a contracting organization or department with primary responsibilities for procuring professional services. What is your experience in either directly drafting or supervising the developing, advertising and bidding of contracts. What was the associated dollar value of your three largest contracts (base and option value) related to professional services? What types of solicitations have you utilize? Explain the types of contracts you have worked on and your specific role.
03
Describe your experience working on A&E contracts. How is contractor competence and qualification factored into A&E contracts? You have released a RFP for a proposed $300M A&E General Engineering Consulting contract. Explain the steps you would take after release of the RFP up to contract award.

* Required Question

Employer
Santa Clara Valley Transportation Authority
Address
3331 North First Street, Bldg. B-1

San Jose, California, 95134-1927
Phone
(408)321-5575
Website
http://www.vta.org

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