08711 - Contract Analyst Maintenance

Virginia Department of Transportation•Richmond, VA

10h

About The Position

To perform contract administration functions which include researching, developing, monitoring and evaluating performance of VDOT maintenance contracts. To perform contract analysis and administration functions including researching, developing, monitoring and evaluating contracts. How you will contribute: Contract Administration: Develop, plan and prepare contract specifications. Meet with contract industry and stakeholders in addressing contract language and improvements of specifications and performance. Develop contract language, making recommendations for best practices. Oversee contracts for the procurement of goods and services related to maintenance program. Assist in the preparation of bid packages and partner with internal and external customers throughout the bid process. Develop and maintain database for tracking contracts. Ensure funding is available and verify contracts conform to specifications and related policies and practices to include the VA Procurement Act. Ensure contract meet requirements for federal funding and SWAM. Assist in the development of programs and processes to improve the quality, efficiency and timely delivery of contracts. Contract Analysis and Budgeting: Implement reporting systems to verify timeframes of existing contracts. Forecast business contract needs. Ensure funding is available for contract development and use and spending levels conform to the completion of work. Track expenditures comparing to budget. Analyze variances, update forecasts and recommend corrective actions. Utilize life cycle costs benefit analysis to verify or determine the proper contract mechanism is in place and properly administered. May assist in the development of the budget. Provide guidance and direction resolving processing issues that impact budget performance. Coordinate budget process to include routine updates of expenditures, maintenance initiatives, activities and projects. Ensure contracts are compliant with all State, FHWA and FEMA funding prior to advertisement and subsequent award. Contract Management: Implement and develop the contract program. Ensure existing and developed contracts meet objectives to include the safety and efficiency of operations. Plan, coordinate and prioritize contracts to accomplish work and meet timeframes, cost limits and customer expectations. Develop performance metrics. Ensure adherence to contract specifications, timeframes, budget availability, completion of work orders, utilization of resources and efficiency of operations. Review, prepare and approve contracts and contract work plans to include coordinating with others. Provide technical support in the utilization and management of the contract. Develop and implement internal procedures to ensure compliance with legal requirements, standards, specifications, policies, acceptable practices and regulations. Performance Monitoring: Develop methodology for use in the analyses of contractor performance. Develop tools for use in monitoring contractor performance. Develop project plans to include tasks, deadlines and milestone completion dates. Develop and implement a Maintenance Rating Program (MRP). Track, monitor and recommend quality improvements to management on contractor performance. Oversee the development and issuance of project reports to include findings of best practices. Policy Development and Implementation: Update and develop policies and procedures related to the specific program and applicable contracts to include quality control matters. May assist with revisions to Agency Risk Management and Internal Control Standards documentation relative to statewide program and dissemination of information as needed. Interact with program stakeholders and customers to determine program effectiveness. Recommend and implement enhancements. Quality Control and Compliance: Establish and communicate program performance expectations. Collect, analyze data and develop reports related to the program to ensure quality control measures are in effect and program policies and procedures are being followed. Oversee and, or conduct quality audits consistent with program policies and procedures to ensure contractors and state forces are in compliance with applicable policies. Scheduling and Training: Develop and implement project plans and schedules for monitoring compliance with contracts. Develop and update administrative guidelines, materials and conduct training. Serve as a point of contact for related contract disputes and claims. Conduct regular meetings with contract administrators to discuss project issues and present concerns that may have statewide implications. Prepare reports related to compliance, project schedules and guidelines as described in the project plan.

Requirements

Ability to communicate effectively orally and in writing with customers and work in a team environment.
Ability to conduct analysis including use of statistical principles on complex issues and develop analytical reports for a wide range of audiences.
Ability to work on and complete multiple assignments to meet established timelines within budget constraints.
Experience applying procurement policies, practices and regulations.
Experience conducting independent research, interpreting, implementing and monitoring policies, programs that assist in the delivery and continuous improvement of the maintenance program.
Experience in contract development and monitoring, as well as project administration practices and methodology.
Experience reflecting knowledge of maintenance operations and practices.
Knowledge of Virginia’s Public Procurement Act, Virginia Public Private Transportation Act and federal and state Permits related to highway construction and maintenance activities.
Skill in the use of computers and financial software applications.

Nice To Haves

A combination of training, experience, or education in Business Administration, Public Administration, Engineering or related field desired.
Experience in budgeting.
Experience in contract administration and project development.
Progressive experience in the development, administration and implementation of research initiatives.
Experience with traffic related program assets.
Experience using MS Office, Cardinal, Transport and Site Manager.
Knowledge of VDOT's contracting practices.
Knowledge of maintenance assets related to programmatic area (i.e. signs, pavement markings, guardrail traffic assets.