CONTRACT ADMINISTRATION MANAGER (ALTERNATIVE PROJECT DELIVERY) presso Los Angeles County Metropolitan Transportation Authority (CA), CA

About the Department

Performs highly complex administration and management activities for the entire contract lifecycle related to procurement, construction, and professional services contracts, supplies, and equipment.

Position Duties

• Oversees the negotiation, daily administration, and review of contracts for professional, support, and technical engineering projects to ensure conformance with Metro procedures, specifications, and applicable regulations

• Provides business advisement to clients on upcoming and current solicitations and contracts

• Oversees, reviews and comments on Request for Proposals (RFPs) packages

• Approves final packages for advertising, printing, and distribution

• Conducts pre-bid and pre-proposal meetings to answer questions and set schedules

• Receives bids and proposals, acts as chairperson on bid/proposal evaluation team, and recommends contract awards to supervisor

• Negotiates and executes contracts

• Prepares various contract award letters and notices

• Responds to bid and proposal award protests

• Completes final draft of contracts

• Participates in initial contractor and consultant conferences

• Initiates action to resolve problems with consultants and other professional service firms; provides guidance in negotiating claims; reviews, monitors, and plans the acquisition of equipment and materials and selecting construction contractors

• Maintains an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, and payment schedules

• Establishes evaluation criteria in conjunction with Project Manager

• Reviews invoices and payments

• Negotiates and approves change orders and contract amendments

• Coordinates escrow agreements and other contractual documents

• Attends progress meetings to review contract issues, set payment schedules, and make adjustments to contract administration

• Monitors contract compliance

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

• Arranges and participates in final inspection and prepares closeout documents

• Prepares monthly status reports, summaries, and other correspondence

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

• Supervises, trains, and motivates assigned staff

• Communicates and implements safety rules, policies, and procedures in support of the agency's safety vision and goals; and maintains accountability for the safety performance of all assigned employees

• Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

  
  May be required to perform other related job duties

Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

• Bachelor's Degree in Economics, Business, Public Administration, or a related field; Master's Degree in a related field preferred

Experience

• Six years of relevant experience or three years of relevant supervisory-level experience performing complex contract administration work; some positions in this class may require specialized experience in area of assignment

Certifications/Licenses/Special Requirements

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
• Professional certification from National Contract Management Association (NCMA), American Production and Inventory Control Society (APICS), Institute for Supply Management (ISM), or equivalent preferred

• Experience conducting construction procurements and administration of contracts for projects with Alternative Project Delivery Methods in the public sector or a similar environment
• Experience collaborating on procurement activities to understand business needs, advise clients, and align procurement strategies with organizational goals
• Experience conducting complex procurement processes for the entire contract lifecycle, including analyzing evaluation of proposals, negotiations, award of contracts, post award contract management, and close out
• Experience performing comprehensive cost and price analysis to support contract award and contract change management
• Experience leading, training, and providing mentorship to subordinates

Other Qualifications

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

• Theories, principles, and practices of contract administration for public agencies

• Applicable local, state, and federal laws, rules, regulations, and policies governing public procurement and complex heavy construction contract administration processes

• Bid and contract analysis and preparation techniques

• Cost and price analysis

• Principles of supervision

Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

• Performing complex contract administration work and management work 

• Planning, organizing, and monitoring the work of a contract administration unit

• Analyzing situations, identifying problems, and recommending solutions

• Exercising sound judgment and creativity in making decisions and in stressful situations

• Mediating and negotiating

• Preparing comprehensive reports, contracts, specifications, correspondence, RFPs, and IFBs (Invitation for Bids)

• Determining strategies to achieve goals

• Communicating effectively orally and in writing

• Interacting professionally with various levels of Metro employees and outside representatives

• Time management, flexibility, and adaptability

Ability to (defined as a present competence to perform an observable behavior or produce an observable result) 

• Compile, analyze, and interpret complex data

• Work independently and in a team environment

• Think and act independently

• Multi-task and work well under pressure

• Interview and evaluate contract proposal respondents

• Represent Metro before the public

• Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, and budgets

• Supervise assigned staff

• Read, write, speak, and understand English

Special Conditions

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

• Typical office situation
• Close exposure to computer monitors and video screen

Physical Effort Required

• Sitting at a desk or table
• Operate a telephone or other telecommunications device and communicate through the medium
• Type and use a keyboard and mouse to perform necessary computer-based functions
• Communicating through speech in the English language required