CONTRACT ANALYST III - 55003118 1

State of Florida•Bartow, FL

1d•$52,949 - $68,522•Onsite

About The Position

This position, a Contract Analyst III within District 1's Procurement Services, focuses on professional services. The role involves creating and posting legal advertisements and bid solicitation notices, preparing accurate bid letting proposal packages, and ensuring compliance with advertisement and letting requirements. It also includes processing addenda, securing funding approval, scheduling lettings, assembling bid packages, and tracking plan and proposal holder information. The analyst will review bids for completeness, assist with bid openings, evaluate contractor bids and proposals, post intended awards, and coordinate contract award and execution in accordance with statutes and procedures. The position requires maintaining complete and accurate files. Through cooperation, coordination, and collaboration within the OneFDOT team, this role contributes to a strong and empowering culture of Trust, Relationships, Respect, Empowerment, and Communication, aiming to improve safety, enhance mobility, and inspire innovation in Florida's transportation system.

Requirements

Knowledge of word processing, spreadsheet, internet, database and personal computer applications.
Skilled in the various procurement methods, contract types, and contract requirements.
Skilled in reviewing documents for compliance, accuracy and completeness.
Skilled in conflict and problem resolution.
Skilled in contract negotiation techniques.
Ability to interpret procurement rules, procedures, statutes, and guidelines related to contracting.
Ability to communicate effectively and appropriately both verbally and in writing.
Ability to perform mathematical calculations.
Ability to understand and interpret documentation of payment information.
Ability to establish and maintain effective working relationships.
Ability to exercise independent judgement, complete assignments and meet deadlines with minimal supervision.
Ability to understand and determine appropriate methods of compensation for professional services contracts.
Ability to research and analyze data.
Five years of professional business experience.
Post-secondary education can substitute for the required work experience on a year-for-year basis.

Responsibilities

Create and post legal advertisements and bid solicitation notices in an appropriate, accurate, and timely manner.
Create accurate bid letting proposal packages.
Verify project packages are in compliance with advertisement and letting requirements.
Process addenda in an appropriate, accurate, and timely manner.
Secure proper funding approval.
Schedule lettings, assemble bid packages, monitor, and track plan and proposal holder information.
Review bids for completeness and responsiveness.
Assist with bid openings.
Evaluate contractor bids and proposals for responsiveness.
Post intended awards and coordinate award and execution of contracts in accordance with statue and procedure.
Maintain complete and accurate file.
Reviews the Negotiations Preparation Checklist prior to initiating negotiations.
Reviews, evaluates and analyzes consultant audit package submittals.
Schedules, plans and conducts contract fee negotiation meetings.
Audits fee proposals and performs cost analysis for reasonableness and compliance.
Prepares and plans negotiations strategy in conjunction with Project Manager.
Conducts contract negotiation meetings.
Ensures that costs are fair, competitive and reasonable in accordance with Federal law (23 CFR 172) and State law (section 287.055, F.S.)
Performs comparative analysis of partially burdened rates in relation to the Consultant Wage Rate Averages Report by Job Classification for Job Class Wage Rates Updated from Automated Fee Proposal (AFP) spreadsheets.
Makes recommendation of Operating Margin based on quartile values.
Negotiates published fee schedule rates.
Makes determination on whether a firm is allowed to utilize a published fee schedule.
Reviews audit information to determine whether a firm is allowed premium overtime.
Ensures that necessary federal, state, and Department certifications are received.
Determines if staff are classified correctly based on licensure, certification, and education.
Reclassifies staff in accordance with Negotiation Handbook.
Prepares consultant agreements, contract amendments (including supplemental amendments, time extensions, changes in scope of service, certification of completion), and task work orders (if required) in accordance to procedure and guidelines.
Ensures all necessary contract terms and language are included and the appropriate method of compensation is utilized.
Ensures proper budget is available and secures funds commitment/approval prior to execution of the agreement.
Obtain proper authorization to proceed if adding any non-professional services firms to a contract.
Performs necessary cost analysis for amendments adding subconsultants.
Validate that the rates are fair, reasonable, and competitive in accordance with federal and state law.
Reviews Letters of Response and Technical Proposals for responsiveness and verifies/confirms consultant meets minimum technical qualification requirements as specified in the advertisement and in Rule 14-75, F.A.C.
Ensures Letters of Response and Technical Proposals are in compliance with Federal Brooks Act for professional services contract acquisitions.
Prepares and issues the professional services Request for Proposal (RFP) to the shortlisted consultant firms as required.
Reviews TRC written recommendation to the selection committee to ensure recommendation conforms with the Acquisition of Professional Services procedural requirements.
Prepares longlist, shortlist and final selection packages for use by the Selection Committee.
Combines and averages technical scores from all TRC members, and prepares ordinal matrix for the Selection Committee.
Properly notices shortlist and/or final ranking.
Meets with consultants as necessary to address award questions.
Compiles procurement related data.
Prepares project schedules and reviews procurement activities as necessary.
Provides guidance to Department personnel concerning established procurement processes and policies.
Prepares and posts advertisements and ensures compliance with applicable procedures.
Coordinates with Project Manager to determine appropriate work types to be advertised based on the Scope of Services document.
Keeps Technical Review Committee (TRC) apprised of schedule changes and the procedure as the acquisition progresses.
Enters all required data into the Consultant Invoice Transmittal System (CITS) in an accurate and timely manner.
Provides assistance and troubleshooting for consultants with invoicing issues.
Enters and maintains required information in the Florida Department of Transportation Florida Accountability Contract Tracking System (FDOT FACTS).
Schedules conference facilities and represents the Procurement Services Unit in conducting procurement related meetings.
Schedules and facilitates public meetings as required.
Coordinates and schedules debriefing meetings as needed/requested.
Ensures that the agenda for all public meetings is followed and that the meeting is held in accordance with sections 286.0114, and 286.011, F.S.
Responsible for facilitating Oral Presentations and Consultant Interviews in compliance with the Request for Proposal.
Documents and maintains meeting minutes for all public meetings.