Specialist, Acquisition Planning & Contract Compliance

Overview

Manages acquisition planning, contract compliance, and vendor oversight for WMATA projects.

Key Responsibilities

• procurement planning
• contract management
• vendor performance
• data analysis
• erp input
• invoicing

Tasks

-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. -Developing strategy for advance procurement planning working in collaboration with operations management and leadership. -Maintaining accurate records of material requirements, procurement actions, material delivery, balances due and delivery dates. -Conducting root cause analysis on materials or service agreements availability issues and reports to department leadership. -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. -Verification of education and experience (including certifications and licenses) -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. -Researching and identifying material and services needs for business operations. -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). -Periodically monitoring supplier on-time delivery and fulfillment performance, inventory accuracy and efficiency -Investigating and resolving or refers as appropriate disputes/complaints/claims in accordance with contractual requirements. -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. -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: -Performs complete lifecycle management of procurement actions from inception through the award process to ensure continuity of service. This includes: -Maintaining communication on the performance of the contract with all stakeholders in accordance with organizational protocols and standards. -Review of a current motor vehicle report -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. -Executing and reporting prompt payment procedures for contractor payment requests. -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. -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. -Producing vendor performance reports on contract status, cost effectiveness of contract, and managing the end-to-end contracting activities to support operation¿s needs. -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. -Reviewing and initiating adjustments to program requirements, documents, plans and other related artifacts to ensure consistency with WMATA and COO mission needs and objectives -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. -Assisting with the development and execution of Market Research strategies including the development of RFIs, RFPs, etc. -Tracking and maintaining performance periods on all contractual actions to ensure a continuity of service and supplies. -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. -Monitoring performance of contracts against performance indicators to ensure all obligations under agreements are being met. -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. -Executes planning, demand forecasting and optimization initiatives in support of all assigned operations services departments/offices to include: -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. -Ensures financial obligations to vendors are met in accordance with contractual agreements. This includes: -Gathering, processing and maintaining required documentation to support the payments in compliance with WMATA payment policies and procedures. -Evaluating and recommending acceptance of offers from vendors and contractors in accordance with the Authority's procurement manual.

Requirements

• cotr
• procurement cert
• 7+ years
• quote analysis
• bachelor’s
• transit

What You Bring

-Incumbent must obtain Washington Metropolitan Area Transit Authority (WMATA) Contracting Officer¿s Technical Representative (COTR) Certificate within 60 days of employment. -Criminal Background Check (a criminal conviction is not an automatic bar to employment) -Medical examination including a drug and alcohol screening (for safety sensitive positions) -Transit industry and/or public agency acquisition planning and contract management experience is desirable. -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. -Skills and/or behavioral assessment -Expert assistance in supporting quote and quote evaluations, including price/cost analysis or technical quote or quote analysis -Graduation from an accredited college/university with a Bachelor¿s Degree in Business or Public Administration, Engineering, Business or Financial management or related field -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. -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

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Benefits

-Personal interview

About Washington Metropolitan Area Transit Authority (Wmata)

- WMATA operates the Metrorail, Metrobus, and MetroAccess services, providing essential transportation for millions of commuters annually. -It serves the urban and suburban areas across Washington D.C., Virginia, and Maryland, making it one of the busiest transit systems in the U.S. -The authority also operates an extensive network of Metrobus routes, ensuring that public transport is accessible across a broad geographical area. -MetroAccess offers specialized paratransit services for individuals with disabilities, making transportation accessible for all. -WMATA’s projects include major capital improvements, such as rail station upgrades, new buses, and implementing advanced fare collection technologies. -A key aspect of WMATA's focus is to continually innovate, ensuring the transit system is safe, reliable, and sustainable for future generations. -Unique to WMATA is its commitment to serving not just the daily commuters, but also tourists, government employees, and those attending major events in the region.

Sector Specialisms

Security Clearance

-criminal background check (a criminal conviction is not an automatic bar to employment). -medical examination including drug and alcohol screening (for safety-sensitive positions). -review of a current motor vehicle report.