VTA is seeking a Lead Procurement and Contracts Manager for the BART Silicon Valley II Project. Don't wait and apply today!
This position has an anticipated end date of December 31, 2036.
The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’sauthority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate, and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.
Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible,community-focused, innovative, and environmentally responsible transportation options promoting the region's vitality. VTA provides bus, light rail, and paratransit services and participates as a funding partner in regional rail services, including Caltrain, Capital Corridor, and the Altamont Corridor Express.
To learn more, go to: vta.org
About Procurement, Contracts & Business Diversity
VTA’s Procurement, Contracts & Business Diversity (PCBD) is committed to procurement processes, contract administration, and compliance that fosters fair and open competition, compliance with federal, state, and local laws and requirements, and adheres to the highest ethical standards.
Goods and General Services, Professional Services/Technology, Design and Construction Sections, and the Offices of Business Diversity and Labor and Stormwater Compliance comprise the PCBD Department.
Our Community
Santa Clara County sometimes referred to as “Silicon Valley”, is unique for its innovation, natural attractions, and social diversity. With numerous amenities and perfect weather, it has long been considered one of the best places in the United States to live and work. calendar of festivals and celebrations supports the community spirit. Nearby open space provides easy access to mountain parks, trails, lakes, streams, and beautiful coastal beaches. San José has received accolades for its vibrant neighborhoods, healthy lifestyle, and diverse attractions from national media, including Business Week and Money magazines.
The county’s population of 1.9 million is the largest in Northern California and is rich in ethnic culture and diversity. Enjoy access and the option to explore our closely neighboring counties of San Francisco and Alameda.
Ideal Candidate
The ideal candidate has in-depth procurement and contracts experience, whose substantial experience includes transit construction projects. The candidate will oversee and manage the procurement and administration of all procurement and contracts for the BART Silicon Valley Phase II (“BSV II”) Project, including procurement and contract administration of Technology, Architectural, and Engineering (“A&E”) and other professional services contracts and major high-value, complex construction contracts with potentially various delivery methods, including Design-Bid-Build, Design-Build, Progressive Design-Build, and CM/GC.
The ideal candidate is familiar with both contract change management and contract claims management processes for change requests, amendments, and contract claims that arise during the administration of a transit construction project.
The candidate’s in-depth experience will necessarily lead to candidate-led interfaces with BSV2 Project Controls, Design, Construction, and Risk teams, among others, such that procurement schedules are managed in alignment with the overall Project schedule.
The candidate will oversee the development of Request for Qualifications, Request for Proposals, and Invitation for Bids, ensuring they comply with FTA, state, local, and VTA requirements; identify changes that are required and have the skillset to draft revisions to standard templates and General Terms and Conditions to submit for approval.
The candidate coordinates with the BSV II Project to widely market upcoming procurements prior to formal advertisement to attract competition in BSV II procurements. The candidate oversees the pre-advertisement industry events.
The candidate conducts the pre-bid and pre-proposal conferences, the bid openings on the Bid Due Date, conducts formal Discussions with proposers and oversees the evaluation process.
The candidate will provide guidance and direction to the Project Team preceding contract negotiations where permitted or required, such as negotiations of cost and pricing for A&E contracts. The candidate has the skillset to draft a Negotiations Strategy Memo that considers multiple factors, including an analysis of the independent cost estimate, the proposer’s cost proposal, and market conditions. The candidate and their team will oversee the negotiations, ensuring all proper documentation is in place and negotiations are conducted in a disciplined manner. The candidate must prepare the record of negotiations and cost analysis prior to awarding the contract or contract amendment.
The candidate manages all bid protests, analyzes each bid protest, and provides recommendations of their disposition supported by clear facts, supporting documents, and persuasive arguments. The candidate must have excellent written and oral communication skills.
The candidate will execute contracts on behalf of VTA within signature authority as delegated by the Chief Procurement Officer.
The candidate will represent VTA at all disciplinary and other meetings.
For change orders, the candidate must lead the change order process, ensuring that there is a finding of merit and the cost is reasonable for the change in scope.
The candidate will lead any and all procurement and contracts audits and reviews, including the FTA Triennial. The candidate will be responsible for maintaining contracts files of all BSVII contracts that are FTA requirements-compliant.
The candidate must have managerial skills to train and lead a group of contract administrators in all areas discussed above, including guiding them in rigorous management of their respective procurements.
A 4-year Bachelor’s minimum education is required and a graduate degree is preferable. Extensive experience in procurement and contracts is a must. Experience in construction claims and even claims litigation is a plus. This position is subject to VTA’s Telework Policy.
Definition
Under general direction, the Construction Contracts Administration Manager oversees and manages the procurement and administration of construction contracts including alternative delivery contracts such as Design Build (DB) and CM/GC (Construction Manager/General Contractor).
Distinguishing Characteristics
This classification is responsible for managing major VTA construction contracts and the related contract administration activities associated with construction projects. Responsibilities include the administration of contracts that are highly complex and sensitive in nature, where substantial judgment and initiative are essential in making recommendations and resolving problems. This class is distinguished from the Deputy Director of Procurement, Contracts, and Materials in that the latter has overall responsibility for all procurement, contract administration, and materials management functions.
Classification Bargaining Unit: Non-Represented
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Essential Job Functions
Typical Tasks
- Selects, supervises, trains, evaluates, counsels, and disciplines staff;
- Provides expert guidance in construction procurement and contract administration, including DB and CM/GC contracting;
- Reviews plans, specifications, reports, and other documents for consistency with the selected contracting approach;
- Oversees the preparation of Requests for Qualifications (RFQs), Requests for Proposals (RFPs), and Invitations for Bids (IFBs);
- Oversees and coordinates the development of contract language;
- Evaluates market conditions with respect to the viability of construction contracts;
- Evaluates project risks and risk mitigation strategies;
- Manages the preparation and negotiation of change orders;
- Analyzes cost estimates and work statements to determine the appropriate contract action;
- Ensures that Invitations for Bids and Requests for Proposals are conducted consistent with appropriate contracting regulations;
- Conducts pre-bid/proposal conferences and bid/proposal openings;
- Evaluates proposals and determines responsiveness and responsibility of offers;
- Serves as chairperson on proposal evaluation committees;
- Negotiates and prepares contracts that are highly complex and sensitive in nature;
- Coordinates with management and legal staff on legal issues associated with construction contracting and alternative project delivery;
- Executes contracts on behalf of VTA within signature authority as delegated by the Manager of Procurement, Contracts and Materials;
- Processes claims and stop notices and works to resolve protests;
- Represents VTA at disciplinary hearings and other meetings;
- Serves as a member of the management team in meetings/negotiations with labor unions and conducts financial analysis;
- Ensures that VTA complies with the various rulings and decisions of relevant administrative and judicial authorities;
- Monitors, revises, and enforces VTA procurement policies and procedures;
- Manages the development and implementation of department goals, objectives, policies, and priorities for work unit;
- Ensures that VTA complies with the requirements of funding agencies for usage of grant funds;
- Ensures compliance with VTA policies and procedures, including equal opportunity and discrimination and harassment prevention;
- Performs related duties as required.
Minimum Qualifications
Sufficient training, education, and public or private sector experience to demonstrate possession of the required knowledge, skills, and abilities.
Development of the required knowledge, skills, and abilities is typically obtained through a combination of training and experience equivalent to graduation from an accredited college or university with a four-year degree, and substantial, increasingly responsible contract administration experience in a public agency or transit setting involving highly complex, high dollar value contracts, with several years of supervisory experience.
Possession of procurement certifications, such as CPPO and/or CFCM, are desirable.
Supplemental Information
Knowledge of:
- Theories, principles, and practices of contract administration for public agencies including alternative delivery methods (e.g. DB, CM/GC);
- Applicable local, state, and federal laws, rules, and regulations governing public procurement and contract administration processes for design build, construction, and professional services contracts;
- Principles and techniques of budget preparation, and program and personnel management;
- Principles and practices of supervision, training, and constructive discipline;
- Bid and contract analysis and preparation techniques;
- Accounting principles and practices;
- Theories, principles, and practices of design management, construction management, quality assurance/quality control, and construction inspection;
- Theories, principles, and practices of claim avoidance and claim resolution;
- Applicable local, state, and federal laws, rules, and regulations governing public procurement and contract administration processes for construction contracts.
Ability to:
- Federal and state requirements for conducting qualifications-based procurements, as detailed under the Federal Brooks Act and in the California Public Contract Code;
- Manage and direct the operations, services, and activities of the unit;
- Prepare comprehensive specifications, contracts, reports, and correspondence;
- Develop negotiation strategies and negotiate complex contracts and/or change orders;
- Define problems, evaluate, recommend, and implement alternative solutions to complex issues and problems;
- Develop, implement, and interpret goals, objectives, policies, procedures, work standards, and internal controls;
- Interpret and effectively use management information reports;
- Select, supervise, train, motivate, assign, evaluate, counsel, and discipline staff;
- Understand, interpret, and apply laws, rules, regulations, policies and procedures;
- Communicate effectively both orally and in writing;
- Prepare and control a budget;
- Establish and maintain effective relationships with those contacted in the course of work.
Equal Employment Opportunity
VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.
What’s in it for You?
Health:
VTA participates in a CalPERS-sponsored medical plan with VTA contribution to employee and dependent premium health insurance premiums. Employees pay a monthly contribution of any amount in excess of the Kaiser Bay Area Family Rate.
Flex Spending Account: $300 employer-funded Health FSA for eligible employees
Vision: VSP full premium for employees and eligible dependents
Dental: Delta Dental full premium for employees and eligible dependents
Mental Health Days: 3 days: May 1, 2023 - June 30, 2024
Leave: 17 days of vacation (accrued), 80 Hours of sick time (accrued), 12 paid holidays per year, and 1 floating holiday per year.
Retirement:
- Participation in CalPERS
· Classic Members: 2%@55
· PEPRA Members: 2%@62
- 457 Deferred Compensation Plan (voluntary)
· 457 pre-tax
· 457 Roth
· Self-directed brokerage account option for qualifying employees
- Retiree medical coverage for eligible employees with VTA contributions to the retiree’s medical premium
Additional perks:
- All active full-time employees and their eligible dependents are eligible for transit passes for use over VTA lines, including VTA Paratransit services.
- Employee Assistance Program (EAP) is available to each employee, eligible dependent, and household member, 24 hours a day, seven days a week.
- Tuition Reimbursement
- Professional Development Fund
- Wellness Programs
As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services. For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward
General Instructions
Please read this entire job announcement before applying for the position. Print and keep a copy of this announcement so that you can refer to it. Questions not answered within this job announcement may be sent to personnel@vta.org.
To ensure consideration, completed applications must be submitted online to the Human Resources department by the stated closing time and date posted. When the stated closing date is “continuous,” apply immediately; the position may close without notice. You will receive an immediate email confirming receipt of your submitted application. If you do not receive this email, contact NEOGOV's Applicant Assistance Line at (855) 524-5627 between 8:00 AM to 5:00 PM (PST)Monday through Friday, excluding holidays.
Only online applications will be accepted for this recruitment (paper applications or resumes will not be accepted). JobInterest Notification Cards, or copies of previous, partial, or un-submitted applications, are not an acceptable substitute for a completed application.
Application Processing Information
All related current and past work experience (including VTA experience) must be listed and fully described in the Work Experience section of the application and answers to Supplemental Questions must be completed ("See Resume" or "See Attached" is not acceptable). Incomplete or improperly completed online applications may be rejected even if you are qualified for the position for which you are applying. It is your responsibility to ensure that the online application reflects the work experience and education needed to meet the requirements for the position you are applying for. Although your resume may have all your experience and education details, please make sure to complete each section of the online application to ensure that your information is accurately captured during our screening process.
Important: Proof of Education, either as a copy of a diploma or transcript, is required to verify all educational units listed on your application. Official transcripts are not necessary. Copies of diplomas, degrees, transcripts, or foreign transcript evaluations must be attached to the submitted application as a PDF.
Note: Failure to provide all of the required documents in the appropriate format (PDF ONLY), and properly labeled as shown in the example (for example: Smith_J BS Diploma), will result in the application being rejected as incomplete. No exceptions will be made.
Note: Applicants holding degrees or credentials from outside the United States who are using these qualifications exclusively to qualify for a position are required to provide a foreign transcript evaluation as a PDF and properly labeled as shown above. Failure to provide a foreign transcript evaluation will result in the application being rejected as incomplete. No exceptions will be made.
All applications are subject to review as to meeting minimum qualifications at any point in the recruitment process. Passing any step is no guarantee of continuation if it is determined that the applicant does not meet the minimum qualifications as stated in the class specification.
Candidates found to have exaggerated/falsified their qualifications, experience, training, and/or education may be disqualified at any point in the recruitment process and may be denied future employment with the VTA.
If selected for the position, candidates will be required to complete a criminal conviction disclosure form. Candidates who successfully become VTA employees, and fail to disclose any of the criminal background information as required may be subject to discipline up to and including discharge.
Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. If you have questions related to an Eligible List you might be on or were on, you should contact Human Resources.
If you have questions regarding your status as an applicant for this position, please call the Human Resources Department at (408) 321-5575 or email at Personnel@vta.org.
Americans with Disabilities Act Accommodations
The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities. If you wish to request an accommodation, please click here.
ALL APPLICATION AND TESTING NOTIFICATIONS WILL BE SENT BY E-MAIL
Applicants should select e-mail as the preferred method of notification. Candidates must maintain an up-to-date, valid, and reliable e-mail address. Candidates are also responsible for maintaining up-to-date phone numbers and addresses on their online accounts. Due to the number of applications received, candidates must check their application status through their online account. Contact NeoGov for assistance if needed.
Information on how to apply for jobs at the VTA is available on the VTA Employment website and from the NEOGOV'sApplicant Assistance Line (855) 524-5627. NeoGov Applicant support is available from 8:00 AM to 5:00 PM (PST) Monday through Friday, excluding holidays. VTA is committed to providing reasonable accommodations to applicants and employees with disabilities or religious needs, absent undue hardship.
VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.
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