Senior Contracts and Procurement Analyst

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Description

Role

The Senior Contracts and Procurement Analyst will be assigned to lead procurements that support SANDAG's delivery of capital projects. The Analyst will support and coordinate the acquisition of goods, equipment, construction services, and other services through the preparation of solicitation and contracting documents. The Analyst will serve as a resource to project managers and assist with various procurement activities and services. Examples of these services include, but are not limited to, services such as Design and Construction Management, Construction, Alternate Delivery Methods, Real Estate, P-3, and a wide range of other goods and services. This role will also be responsible for supervising staff and overseeing a small team of contract analysts.

The Senior Analyst will concurrently support numerous procurements at various stages of development and shall be able to carry out all aspects of the procurement process, including procurement planning, attendance at project team meetings, and tracking of all procurement needs and contracting deadlines. The ability to work cooperatively with project managers and vendors and meet deadlines is integral to the role. Organization and communication skills to manage multiple deadlines and follow up with project managers and vendors on a consistent basis are necessary to be successful. Additionally, this role will participate in critical program areas that are required to keep the agency and team operations strong and modernized including team resource (templates, forms, SharePoint site) management and team training. The person selected for this role will need broad procurement experience, the ability to think outside the box to solve problems, patience, diplomacy, and a can-do attitude.

Overview of the Contracts and Procurement Program

SANDAG conducts more than 65 solicitations on an annual basis and engages with the community and suppliers to maintain a competitive business environment. The 20+ member Contracts and Procurement Services team provides procurement and contract management expertise in areas such as professional services, construction, operational supplies, Architecture & Engineering services, and technology equipment and services, and is responsible for executing approximately 800 contracts each year, with a total value of more than of $275 million.

Job Responsibilities

• Provide recommendations to project managers regarding options for the procurement of goods and services, including amendments, task orders, Memoranda of Understanding, leases, software licenses, purchase orders, and grants.

• Review draft versions of documents and provide technical assistance to project managers with the development of solicitation documents such as Requests for Offers (RFOs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs).
• Prepare and review contract amendments, task orders, assignments, and purchase orders in cooperation with project managers and the Office of General Counsel; research, and compile information required for these documents.
• Review and analyze scopes of work for potential legal implications or other risks; analyze project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, evaluation criteria, and other elements for thoroughness and accuracy.
• Coordinate advertising of solicitation documents including the preparation of public notices, posting to electronic bid systems, and other outreach efforts.
• Coordinate pre-proposal meetings; prepare meeting materials and presentations; serve as meeting facilitator; summarize meeting minutes and questions and answers from attendees; post summary information.
• Review submitted proposals for responsiveness; coordinate the evaluation of proposals with project managers; perform cost analyses; obtain Disadvantaged Business Enterprise (DBE) goals and commitments; determine applicability of prevailing wage requirements; and assist project managers with the selection process and with developing recommendations for award.
• Facilitate negotiations involving complex, detailed, multi-party agreements with entities at the federal and state level in both the United States and Mexico; ensure all contracts negotiations are fair and reasonable to all parties; review records of negotiation, cost proposals, and overhead rates for accuracy and completeness.
• Ensure contracts, agreements, amendments, task orders, and purchase orders are consistent with SANDAG guidelines and funding agency requirements; work with the Risk and Insurance staff, Office of General Counsel, and consultants to coordinate the execution of contract documents with selected contractors/consultants.
• Perform a variety of duties to monitor and coordinate contracts and purchasing compliance; administer agreements; assist with the resolution of disputes and initiate corrective actions; administer revisions, terminations, and follow-up work.
• Communicate with staff at Caltrans and federal and state funding agencies on grant obligations and with internal staff on Disadvantaged Business Enterprise goals, labor compliance requirements, licensing, debarment, and other contract-related matters.
• Develop and maintain records, documents, and reports for project managers, directors/senior leadership, and Board of Directors; gather information, perform analyses, and provide recommendations.
• Advise staff administering contracts on how to address vendor performance issues and apply contract terms to ensure vendor compliance.

Typical Qualifications

• A bachelor's degree from an accredited college or university, with major course work in public administration, business administration, law, technology, computer science, or a related field. A combination of relevant education and recent work experience may be considered in lieu of the bachelor's degree requirement.
• Minimum of five years of increasingly responsible, professional contracts and procurement experience.
• Demonstrated experience with the acquisition of construction, professional services, technology, and Brooks Act-covered services is required.

• Demonstrated experience preparing or collaborating with project managers to prepare scopes of work, project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, and proposal evaluation criteria.
• Experience concurrently advising multiple project managers with high-pressure, time-sensitive requirements; experience with project management.
• Experience communicating and coordinating with the other project teams in the Contracts department to ensure balanced allocation of workload and consistency in the quality of work products across teams.
• Experience analyzing and reviewing documents, data sets, and processes; ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of contracts and procurement goals.
• Knowledge of federal, state, and local laws, codes, rules, and regulations pertaining to public agency contracts.
• Demonstrated experience preparing recommendations and reports for review and approval; experience researching and analyzing information and writing grammatically and technically correct documents, editing the writing of others, and spotting red flags.
• Demonstrated ability to coordinate multiple concurrent projects at various stages of completion and work in a fast-paced environment; ability to follow-up with employees and managers to keep procurements on track; ability to manage time, deadlines, and competing priorities effectively.
• Ability to establish and maintain cooperative working relationships with those contacted throughout the course of business.
• The final candidate selected for this position must successfully pass a pre-position criminal background check. Periodic re-checking of criminal background history will be a condition of employment in this position.