Contract Specialist

Hampton Roads Transit is looking for dynamic, customer service oriented, and energetic people to become part of a committed team providing excellent and effective public transportation to the Hampton Roads region. In addition to rewarding careers and professional development opportunities, we offer unmatched benefits and competitive wages in a stimulating environment that will provide you with the flexibility and training tools to grow.

The Contract Specialist is responsible for advanced and complex procurements from inception through closeout. Administers complex contracts in the areas of professional services, goods, services, and construction.

Essential Job Functions:

(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

• Plans and develops procurements, including assisting in planning, scheduling, and developing text for solicitation packages. Coordinates the assigned procurement efforts of departments involved throughout HRT, including but not limited to user departments, DBE office, and Risk Management. Analyzes requirements and recommends solicitation and contract type, including general contract terms and special provisions.
• Develops and issues solicitations in accordance with HRT’s Procurement Policies and Procedures Manual and applicable requirements of Federal, Commonwealth, and local laws and regulations.
• Conducts cost and price analyses as required for each solicitation.
• Responds to vendor questions received during the solicitation process.
• Conducts pre-bid/pre-proposal conferences with potential contractors; officially receives and records bids/proposal; conducts bid openings and receipt of proposal; coordinates entire bid process through award.
• Reviews, evaluates, and determines responsiveness and responsibility of offers received.
• Chairs proposal evaluation panels; leads discussions with offerors and documents all discussions; prepares contract award recommendations for staff and for the Commission agenda.
• Plans and conducts contract negotiations; serves as the negotiation team leader in assigned procurement activities.
• Prepares contract documents and coordinates award of contracts. Issues notices of award and notices to proceed.
• Serves as liaison among contractors, consultants, and internal customers.
• Manages contract administration from award through final closeout, which includes:
  1. Monitoring contractor activities to ensure compliance with the provisions of the contract.
  2. Acting as liaison between contractor and HRT staff
  3. Reviewing contractor change proposals and leading evaluation/negotiation activities, obtaining required levels of approval and issuing contract modifications (change orders)
  4. Contract interpretation, resolution of disputes where possible, and supporting dispute resolution and/or litigation activities, as required.
  5. Maintaining comprehensive contract files and current status.
  6. Initiating default or termination actions
  7. Closes out contracts including obtaining appropriate releases, acceptance certificates and warranties, manuals and authorizing final payment(s).
• Prepare and/or coordinates any documentation required in support of the FTA triennial reviews, drug and alcohol audits, independent audits, state audits, etc.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policies and Procedures.
• Performs other related duties as assigned.

Required Knowledge, Abilities and Skills essential to Job Functions:

• Substantial interpersonal skills to effectively communicate orally and in writing with all levels of employees, contractors, vendors, government entities and the public.
• Ability to read and comprehend complex technical materials such as contract documents and concentrate on details when preparing solicitations and contracts.
• Ability to write effective business communications.
• Knowledge and understanding of government contracting procedures and techniques.
• High level of analytical and critical thinking ability to find solutions to complex technical, financial, legal, interpersonal and administrative issues.
• Must be able to work without supervision and exercise initiative.
• Must demonstrate leadership skills to lead in pursuit of procurement tasks and activities for HRT.

Required Software Knowledge and Skills essential to Job Functions:

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is required.  Basic problem-solving skills associated with software applications is expected.   Software usage relevant to job duties will be evaluated. 

Software applications:

Proficient using PC/software applications, to include Microsoft (Word, Excel, Access, and PowerPoint), Internet Explorer, Email.  PeopleSoft is a plus.

Safety Responsibility:

Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.

Training and/or Education:

Bachelor’s degree from an accredited college or university in business administration, public administration or related field.  Verifiable procurement certifications and/or contracts management training preferred.

Required Experience:

Seven (7) years of progressively responsible experience in public procurement or related areas, to include five (5) years of contracts administration experience.  Familiarity with the Virginia Public Procurement Act and related statutes, Federal Transit Administration requirements and the Federal Acquisition Regulations highly preferred.

Combinations of experience and education that meet the minimum requirements may be substituted.

Licenses or Certificates:

Possess a valid Driver's License.  Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Non-Exempt

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Unusual Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work is in a fast-paced environment and involves consistently meeting multiple demands on a timely basis.  Duties may require some overtime.