OVERALL DESCRIPTION

Performs procurement and contract administrator functions which require post-award contract administration within one of three sections (professional, construction, or vehicles/ special/architectural and engineering services). A Contract Administrator will typically be assigned the procurement assignments of moderate difficulty, scope and complexity (generally procurement assignments of moderate scope and complexity (generally over $2 million dollars) which require post-award contract administration, generally accepted as an industry standard.

SPECIFIC RESPONSIBILITIES

• Working under general supervision by Manager, performs procurement and contract administrator functions which require post-award contract administration within one of three sections (professional, construction, or vehicles/ special/architectural and engineering services) to support the acquisition and post award entitlement related contract administration of million dollar long-term, construction, vehicle, professional and special contract services in accordance with SEPTA, State, Local and Federal requirements.


• Performs “cradle to grave” contract administration functions for assigned contract services:


• Prepares procurement solicitation documents, actively participates in the formation of project-specific solicitation documents relative to terms, conditions, and time schedules  and prepares staff summaries.


• Understands and effectively utilizes various contracting methods and types – Invitations for Bid (IFB), Requests for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Fixed Price with escalation, de-escalation, Blanket/Requirements, Time & Material. 


• Prepares procurement summary memos for file and proper approval-authority capturing the identification of variances in, and reconciliation of estimates; negotiations and award process of analyzing cost/price expense pools, labor rates, economic and market conditions, inflation and overhead and fee.


• Coordinates review of specifications; recommends changes and improvements; assists in developing proposal sheets, evaluation criteria; contract terms and conditions, establishes and maintains procurement schedules. Review all procurements created prior to issuance and all addenda during the pre-proposal/pre-bid period to identify ambiguous or unclear requirements to avoid potential changes and claims.


• Conducts pre-bid conferences, pre-construction meetings and conducts pre-proposal conferences for assigned projects. Alerts Manager of concerns related to the assigned project.


• Conducts and monitors procurement activities in accordance with QA/QC processes and the procurement schedules. Maintains system to evaluate and monitor contractual performance related to such areas as delivery, progress payments, and schedule adherence. Maintains appropriate documentation in procurement files in accordance with FTA’s Best Practices.


• Facilitates the evaluation process; tabulates score sheets; conducts cost/price analysis; negotiates pricing/costs and overhead; direct and indirect cost, fees and terms of conditions in assigned projects. Alerts Manager of concerns related to the assigned project.


• Conducts responsiveness and responsibility reviews; conducts financial review; prepares procurement fact sheet; recommends award.


• Coordinates activities with a variety of functional specialists, such as auditors, accountants, engineers, consultants and attorneys to prepare SEPTA’s position. Attends bi-weekly Progress and Change Order Meetings to discuss contract status and to resolve any issues on active contracts of larger high-visibility contracts. 


• Reviews standard form contracts and request revisions to language when specific project condition, business conditions or changes in applicable laws require revisions. 

ADDL / DISCIPLINE RESPONSIBILITIES

• Reviews, analyzes and appraises contract changes, disputes and  claims; pre- and post-award procurement process management; contract administration and close out. Reviews, analyzes and negotiates change-order requests and contractor/consultant claims by determining entitlement and performing cost/price analysis in accordance with FTA and FAR requirements. Determines allowability and allocability of claimed costs (including subcontractor claims) by analyzing and investigating the contract, correspondences, schedule, indirect and direct costs, fee/profit, level of effort, and other cost elements of the claim, in accordance with Cost Accounting Standards.


• Conducts post evaluation of consultants.  Closes out contracts in accordance with SEPTA’s policies.


• Practices “Pro-Active Contract Administration” in order to issue solicitations, awards and changes on a timely basis to avoid protests, claims and change orders.  Abides by policies in the Contract Administration Department. Adheres to Performance Plan Objectives for the immediate Manager’s Section in line with the business objectives of the division and SEPTA.


• Promotes, maintains and manages an environment of utmost professional and ethical relationships between the Contract Administration Department and internal and external customers to ensure an atmosphere of unrestricted market competition, fairness and reasonableness.


• Complies with all Authority and departmental safety and security policies and procedures as well as all applicable job safety responsibilities. Reports any safety concerns, compromises or hazards affecting operations, the public, self and/or other employees. Responsible for personal safety and is encouraged to promote the safety of others.

QUALIFICATIONS AND EXPERIENCE

• BS/BA in Business Administration or related area and five (5) years of progressively responsible experience in contract preparation, project management, contract administration and/or procurement for major professional services projects, construction projects, equipment, special services and architectural and engineering services required. 


• In lieu of a degree, an equivalent combination of experience in purchasing, project  management  and/or contract administration and education (i.e., two years of related experience, equating to one (1) year of formal post-high school education may be considered). Minimum experience requirement cannot be substituted with additional/higher education.


• Ability to perform dispute resolution and cost and price analysis for award, change orders and claims in accordance with Federal Acquisition Regulations, USDOT Circular 4220.1F and FTA’s Best Practices required. 


• Demonstrated understanding and the effective utilization of all contracting methods and  types – Invitations for Bid (IFB), Requests for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Fixed Price with escalation, de-escalation, Blanket/Requirements, and Time & Material required.


• Knowledge of Microsoft Office programs and mainframe applications required.


• Strong verbal and written communication skills required.


• Ability to prepare and present information to large audiences (i.e., Board Sub-Committees, Vendor pre-bid conferences, or GM Staff) required.


• Detail-oriented with strong organizational skills required.
  
   

IDEAL QUALIFICATIONS AND EXPERIENCE

• Experience in “cradle to grave” contract administration preferred.


• Some experience  preferably in both public and private sectors.