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Washington Metropolitan Area Transit Authority (WMATA) · 13 hours ago

Specialist Acquisition Planning & Contract Compliance

Washington, DC

Full-time, Contract

Onsite

Senior Level

7+ years exp

Washington Metropolitan Area Transit Authority (WMATA) is seeking a Specialist in Acquisition Planning and Contract Compliance to support critical operations. The role involves executing acquisition planning, demand forecasting, and contract management to enhance materials and services availability across departments.

Association

Growth Opportunities

Responsibilities

Executes planning, demand forecasting and optimization initiatives in support of all assigned operations services departments/offices to include:

Researching and identifying material and services needs for business operations

Collecting and analyzing planned and past procurement data, spend data and confidential financial data to forecast business needs including developing/presenting business, procurement and financial project documentation, prioritization and reports

Developing strategy for advance procurement planning working in collaboration with operations management and leadership

Conducting complex data and procurement policy analysis to establish controls for operations procurement needs, establishing acquisition strategy and methodology in compliance with WMATA procurement policy

Conducting root cause analysis on materials or service agreements availability issues and reports to department leadership

Conducting analysis to improve business processes and maximize effectiveness of the acquisition planning process and conducts market research stay abreast of industry trends and best practices

Performs complete lifecycle management of procurement actions from inception through the award process to ensure continuity of service. This includes:

Coordinating and collecting information to initiate timely procurement actions for all equipment's, parts, materials and services required for business operations and coordinates with WMATA procurement office to establish appropriate contract/purchasing agreements to satisfy business needs

Ascertaining pending problems and conditions which may cause delays in the solicitation process, and providing expert assistance to solve procurement related issues, including budgetary and funding matters, sole source procurements justifications, supplier availability and outreach, specifications and manufacturer discrepancies, materials shipping and delivery schedules

Assisting with the development and execution of Market Research strategies including the development of RFIs, RFPs, etc

Developing complete and accurate solicitation support documents including Statement of Work (SOW), Independent Cost Estimates (ICE), Proposal Evaluation criteria's, DBE goal setting worksheet and funding purchase requisition

Evaluating and recommending acceptance of offers from vendors and contractors in accordance with the Authority's procurement manual

Expert assistance in supporting quote and quote evaluations, including price/cost analysis or technical quote or quote analysis

Conducting data analysis and market research to generate solicitation support documents and supporting artifacts, implementing industry best practices, identifying and documenting the pool of vendors/suppliers

Performs compliance reviews and contract management oversight on all assigned contracts and purchasing agreements to ensure compliance with contract/purchasing terms and conditions. This includes:

Reviewing and initiating adjustments to program requirements, documents, plans and other related artifacts to ensure consistency with WMATA and COO mission needs and objectives

Monitoring performance of contracts against performance indicators to ensure all obligations under agreements are being met

Producing vendor performance reports on contract status, cost effectiveness of contract, and managing the end-to-end contracting activities to support operation's needs

Performing monthly audits on assigned contracts/purchasing agreements, coordinating with contractor/vendor, business operations management and leadership to gather data and information to generate contract performance metrics and variety of comprehensive business reports and contract management documentation

Investigating and resolving or refers as appropriate disputes/complaints/claims in accordance with contractual requirements

Maintaining accurate records of material requirements, procurement actions, material delivery, balances due and delivery dates

Maintaining all confidential records required to report cost data and reconciling orders with the Office of Accounting, Office of Procurement, individual vendors, the federal government and all three jurisdictions

Monitoring and serving as the Contracting Officer's Technical Representative (COTR) on various materials and service contracts ensuring Socio-Economic compliance on contract agreements in accordance with Authorities Small Business Program policies

Maintaining communication on the performance of the contract with all stakeholders in accordance with organizational protocols and standards

Tracking and maintaining performance periods on all contractual actions to ensure a continuity of service and supplies

Periodically monitoring supplier on-time delivery and fulfillment performance, inventory accuracy and efficiency

Ensures financial obligations to vendors are met in accordance with contractual agreements. This includes:

Executing and reporting prompt payment procedures for contractor payment requests

Gathering, processing and maintaining required documentation to support the payments in compliance with WMATA payment policies and procedures

Performing timely and accurate invoicing and payment processing in collaboration with accounting and budget office

Establishes and maintains effective working relationships with key stakeholders within WMATA Operations and Internal Business Services required; responds appropriately to the needs of maintenance divisions and internal customers

Maintains information in database and/or central repository and builds and furnishes reports/presentations for all existing contracts, blanket purchase agreements, p-card purchases and simplified acquisitions. Inputs and maintains all procurement actions and related documentation in WMATA's financial/procurement ERP system(s)

Generates weekly and monthly procurement status reports, contract/purchasing agreements, compliance reports, vendor performance reports, and spend and consumption reports to be provided to department leadership. Assists management with compliance reviews to develop policies, procedures, management presentations and reports and identifies opportunities for process improvements, financial stability and cost reductions

Qualification

Acquisition planningContract managementVendor managementProgram analysisCOTR CertificateProcurement certificationData analysisMarket researchFinancial managementCommunication skills

Required

Graduation from an accredited college/university with a Bachelor's Degree in Business or Public Administration, Engineering, Business or Financial management or related field

In lieu of Bachelor's Degree, a high school diploma/GED and four (4) years of experience in acquisition planning, contract management and compliance, and vendor management, in addition to the experience stated below, will be considered

Minimum of seven (7) years of progressively responsible experience in materials, equipment, or service contact development and/or management, program analysis, acquisition planning and contract compliance, preferably in a transit system or a related public procurement field

Incumbent must obtain Washington Metropolitan Area Transit Authority (WMATA) Contracting Officer's Technical Representative (COTR) Certificate within 60 days of employment

Certification from an accredited procurement program such as National Contract Management Association (NCMA), the Certified Professional Contracts Management (CPCM), or an appropriate certificate from a program sponsored by the National Institute of Government Purchasing (NIGP), the Federal Acquisition Institute (FAI) within two (2) years of hire

Preferred

Transit industry and/or public agency acquisition planning and contract management experience is desirable

Company

Washington Metropolitan Area Transit Authority (WMATA)

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