CONTRACT ANALYST III - 55003118

State of Florida•Bartow, FL

About The Position

The Contract Analyst III position within the Department of Transportation is a Career Service role responsible for a wide range of procurement and contract management activities. Key functions include reviewing and analyzing consultant audit packages, planning and conducting contract fee negotiations, performing cost analysis to ensure fairness and compliance with federal and state laws (23 CFR 172, section 287.055, F.S.), and making recommendations on operating margins and fee schedule utilization. The role also involves preparing various contract documents such as agreements, amendments, and task work orders, ensuring proper budget allocation and authorization. The analyst reviews technical proposals for responsiveness and compliance with Rule 14-75, F.A.C. and the Federal Brooks Act, prepares Request for Proposals (RFPs), and supports the Selection Committee process by compiling data and preparing selection packages. Additionally, the position entails compiling procurement data, managing project schedules, providing guidance on procurement policies, preparing and posting advertisements, and coordinating with Project Managers and Technical Review Committees. The analyst is also responsible for accurate and timely data entry into the Consultant Invoice Transmittal System (CITS) and the Florida Accountability Contract Tracking System (FDOT FACTS), assisting consultants with invoicing, and scheduling and facilitating various public and debriefing meetings, ensuring compliance with relevant statutes (sections 286.0114, 286.011, F.S.) and documenting meeting minutes.

Requirements

Ability to ensure costs are fair, competitive and reasonable in accordance with Federal law (23 CFR 172) and State law (section 287.055, F.S.).
Knowledge of Rule 14-75, F.A.C.
Knowledge of Federal Brooks Act for professional services contract acquisitions.
Knowledge of Acquisition of Professional Services procedural requirements.
Knowledge of sections 286.0114, and 286.011, F.S.
Ability to classify staff correctly based on licensure, certification, and education.
Ability to reclassify staff in accordance with Negotiation Handbook.
Ability to ensure compliance with applicable procedures for advertisements.
Ability to enter data into the Consultant Invoice Transmittal System (CITS) accurately and timely.
Ability to enter and maintain information in the Florida Department of Transportation Florida Accountability Contract Tracking System (FDOT FACTS).
Ability to facilitate Oral Presentations and Consultant Interviews in compliance with the Request for Proposal.

Responsibilities

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.
Performs other related duties as assigned.