Senior Contract Administrator (6014) - Procurement & Supply Chain

OVERALL DESCRIPTION

Performs procurement and contract administration functions which require post-award contract administration for professional, construction, or vehicles/special/architectural and engineering services. Functioning as a seasoned Contract Administrator, will typically be assigned the largest and most complex and/or visible multi-million dollar procurement assignments which require post-award contract administration in addition to handling routine assignments under limited supervision and guidance. The Senior Contract Administrator will be expected to assist with the work assignment and training of new Contract Administrators while assigned to projects.

SPECIFIC RESPONSIBILITIES

• Working under limited supervision by Manager, performs procurement and contract administrator functions which require post-award contract administration for professional, construction, asset recovery, or vehicles/special/architectural and engineering services to support the acquisition and post award entitlement related contract administration of multi- million dollar long-term, construction, vehicle, professional and special contract services in accordance with SEPTA, State, Local and Federal Requirements.     
• Assists with the work assignment, oversight, follow-up and training of new Contract Administrators while assigned to assist with their Contract Administration projects.  
• Performs “cradle to grave” contract administration functions including, but not limited to the following: 
• 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, with the ability to train and direct new Contract Administrators on proper techniques – Invitation for Bid (IFB), Requests for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Finance, Design Build Operate & Maintain, Percent of Cost Savings, Fixed Price with escalation, de-escalation, Blanket/ Requirements, and Time & Material.  
• Prepare 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, overhead, and fee. 
• Conducts Industry Reviews, coordinates review of specifications; recommends changes and improvements; assists in developing proposal sheets, evaluation criteria; contract terms and conditions, establishes and maintains procurement action plans.  Reviews 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 and pre-proposal conferences, pre-construction meetings for assigned projects.   
• 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 Circular 42210.F and 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, terms and conditions in assigned projects.   
• Conducts responsiveness and responsibility reviews; conducts financial review; prepares procurement summary memo; recommends award. 

SPECIFIC RESPONSIBILITIES CONTINUED

• Serves in a lead role while coordinating activities with a variety of functional specialists, such as auditors, accountants, engineers, consultants and attorneys to prepare SEPTA’s position and achieve best possible outcomes. 
• Reviews standard form contracts and requests revisions to language when specific project conditions, business conditions or changes in applicable laws require revisions. 
• Reviews, analyzes and appraises contract changes, disputes and claims; pre- and post- award procurement process management; contract administration and close out.  
• Participates in Bi-weekly Progress/PCO/Site Meetings, 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. Maintains appropriate documentation. 
• Obtains post evaluation of consultants from Project Manager. Closes out contracts in accordance with SEPTA’s Standard Form Contracts and policies. 
• Attends progress and PCO meetings with user departments and vendors/contractors and facilitate resolution of potential change orders and claim issues. 
• 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 immediate Section of Contract Administration. Adheres to Performance Plan Objectives for the immediate Manager’s Section in line with the business objectives of the Procurement Supply Chain & DBE Division and SEPTA. 
•  Promotes, maintains and manages an environment of utmost professional and ethical relationships between the Contract Administration Section and internal and external customers to ensure an atmosphere of unrestricted market competition, fairness and reasonableness. 
•  Alerts manager of concerns related to assigned projects. 
• Complies with all Authority and departmental safety and security policies and procedures, as well as applicable job safety responsibilities. Reports any safety concerns, compromises, or hazards in the hazards affecting self and other employees is responsible for the individual’s own safety and is encouraged to promote the safety of others.
• Performs other duties as assigned by manager.

QUALIFICATIONS AND EXPERIENCE

• BS/BA in Business Administration, Engineering, Industrial Management, Finance, Procurement, Law or related area and six (6) years of progressively responsible experience in contract preparation, contract administration and/or procurement for major professional services, construction, equipment, special services and architectural and engineering services required.
• In lieu of a degree, an equivalent combination of experience in purchasing and 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). Experience requirement cannot be substituted with higher education.  
• Experience in “cradle to grave” contract administration and/or Project Management required.  Demonstrated ability to coordinate large contract administration assignments under limited supervision. 
• Ability to perform dispute/protest 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 at an expert level required– Information for Bid (IFB), Requests for Proposal (RFP), and Request for Quotes (RFQ), Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), Finance, Design Build Operate and Maintain, Fixed Price with escalation, de-escalation, Blanket/Requirements, Time & Material. 
• Knowledge of Microsoft Office programs and mainframe applications required. 
• Strong verbal and written communication skills required. Ability to prepare and present information to large and diverse audiences (i.e., Vendor, pre-bid and pre-proposal conferences, or GM Staff) required. 
• Detail-oriented with strong organizational skills required.