Contracts and Procurement Analysts

  • San Diego Association of Governments - SANDAG
  • San Diego, CA, USA
  • 479 views
Full Time Admin-Clerical Procurement

Job Description

Contracts and Procurement Program

SANDAG takes pride in contributing to the quality of life for the region’s residents through projects that enhance our transportation system and provide more options for moving throughout the region, placing sand on our beaches, developing and implementing bike and pedestrian projects, and preserving open space. To support these efforts, SANDAG procures around $280 million of goods and services each year. Examples of procurement needs include planning, modeling, economics and environmental consulting services; infrastructure construction and facilities maintenance projects; consulting expertise for engineering and intelligent transportation systems; and hardware, software, and other goods.

Working in close collaboration with project managers, the 25-person Contracts and Procurement team has a reputation for providing outstanding support and assistance as part of a public service organization. The Contracts and Procurement team is responsible for providing the framework, guidance, and expertise to ensure SANDAG contracts are awarded in an open, fair, and competitive manner.


Contracts and Procurement Analyst Roles

The Contracts and Procurement Analysts will support the acquisition of equipment, materials, and professional services through the preparation of solicitation and contracting documents. The Analysts will serve as a resource to project managers and will assist with various procurement activities and services in support of the agency’s contracting needs.

Three positions currently are available. These are Limited-Term employment opportunities and are expected to be funded until December 2021. Limited-Term Employees are “at-will” and receive many of the benefits as Regular employees.


Job Responsibilities

These positions are ideal for procurement professionals with a strong interest in furthering their expertise in public agency contracting processes. We anticipate significant career development will occur while undertaking the types of duties and responsibilities described below, as well as through close collaboration with senior staff. Examples of primary responsibilities include:

  • Communicate with and provide recommendations to project managers regarding options for the procurement of goods and services, as well as other contract-related items such as amendments, task orders, Memoranda of Understanding, leases, purchase orders, and grants.
  • Review draft versions of documents and provide technical assistance to project managers with the development of solicitation documents such as Requests for Offers (RFOs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs).
  • Prepare and review contract amendments, task orders, assignments, and purchase orders in cooperation with project managers and the Office of General Counsel; research, gather, and compile information required for these documents.
  • Review and analyze scopes of work for potential legal implications or other risks to the agency; analyze project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, evaluation criteria, and other elements for thoroughness, completeness, and accuracy.
  • Coordinate the issuance and advertising of solicitation documents including the preparation of public notices, posting to electronic bid systems, and other outreach efforts.
  • Organize and coordinate pre-proposal meetings; prepare meeting materials and presentations; serve as meeting facilitator; summarize meeting minutes and questions and answers from attendees; post summary information.
  • Review submitted proposals for responsiveness; coordinate the evaluation of proposals with project managers; perform cost analyses and Disadvantaged Business Enterprise (DBE) utilization analyses; determine applicability of prevailing wage requirements; and assist project managers with the selection process and with developing recommendations for award.
  • Assist project managers with the negotiation of contracts that are fair and reasonable to both parties; review records of negotiation for accuracy and completeness.
  • Ensure contracts, agreements, amendments, task orders, and purchase orders are consistent with SANDAG guidelines and funding agency requirements; work with the Manager of Contracts and Procurement, Office of General Counsel, and consultants when necessary; coordinate the execution of contract documents with selected contractors/consultants.
  • Conduct reviews of insurance certification, and other documents for award.
  • Perform a variety of duties to monitor and coordinate contracts and purchasing compliance; administer agreements; assist with the resolution of disputes and initiate corrective actions; administer revisions, terminations, and follow-up work.
  • Develop and maintain records, documents, and reports for project managers, the Manager of Contracts and Procurement, the Executive Team, or Board of Directors; gather information, perform analyses, and provide appropriate recommendations.


Experience and Qualifications

Numerous factors contribute to an individual’s ability to be successful in any given role. For these positions, we are searching for candidates who are responsive, organized, and detail-oriented, and committed to providing professional, prompt, and accurate work products while meeting numerous time-sensitive deadlines. Excellent communication and customer service skills, analytical capabilities, and the ability to use sound judgment when working with contractors, consultants, and employees are important.

The minimum education, training, and experience qualifications include a bachelor’s degree with major course work in public administration, business administration, law, finance, or a related field, and one to four years of progressive career development supporting procurement and/or contracting functions. A combination of relevant education and recent work experience may be considered in lieu of the bachelor’s degree requirement.

The following information describes the specific types of career experiences that are most relevant to these positions:

  • Knowledge and experience with methodologies and strategies used in the procurement of professional services, equipment, or materials; experience with public agency contracting procedures is desirable.
  • Demonstrated experience providing technical guidance to project managers and preparing solicitations for competitive procurements and contract awards.
  • Demonstrated experience collaboratively preparing scopes of work, project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, and proposal evaluation criteria.
  • Experience coordinating advertising, posting, and outreach efforts for the procurement process including pre-bid/proposal meetings and bid openings.
  • Experience coordinating the evaluation of proposals including cost/price analysis, facilitating interviews, and other selection activities.
  • Ability to prepare contract and amendment documents that meet funding agency guidelines and requirements.
  • Experience negotiating contracts; experience analyzing and reviewing contracts to verify work statements, performance periods, and insurance certificates.
  • Familiarity with rules, regulations, and laws related to public agency contracts including the California Public Contract Code; specific knowledge of state or federal Department of Transportation procurement practices is desirable.
  • Familiarity with the sources of funding for regional transportation projects including Caltrans, Federal Transit Administration (FTA) and Federal Highway Administration (FHWA), and the ability to apply and incorporate funding agency requirements into the procurement process is desirable.
  • Demonstrated ability to analyze problems and propose practical solutions; ability to research, analyze, and evaluate technical matters.
  • Demonstrated experience researching and analyzing information to prepare reports and other written documents; experience making appropriate recommendations on technical and complex purchasing and contract administration matters.
  • Demonstrated ability to establish and maintain cooperative working relationships with those contacted in the course of work.
  • Excellent organizational skills and the ability to coordinate multiple concurrent projects at various stages of completion; ability to establish and maintain priorities and use initiative to follow-up with employees and managers to gather information and keep procurements on track.
  • Demonstrated computer software proficiency using various programs from the Microsoft Office Suite and other PC-based applications; experience with financial management, project management, and procurement software, such as Planet Bids is desirable.
  • The selected candidate can anticipate a driving record check upon hire, and approximately annually thereafter. The results of the check may determine whether the selected candidate will be permitted to drive for SANDAG business.  

Salary and Benefits

SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.

These Limited-Term Contracts and Procurement Analyst positions will be filled at the Analyst I, II, or Associate level depending on qualifications and experience of the selected candidates. Positions at the Analyst I and II level are considered entry-level with job duties primarily related to learning and supporting procurement activities. At the Associate level, employees are expected to independently coordinate more complex procurement functions.

The annual salary ranges are: Analyst I - $44,011 to $70,417 per year; Analyst II - $48,522 to $77,635, per year; Associate Analyst - $53,496 to $85,593 per year.

Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. And to support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.


How to Apply

We encourage all interested candidates to apply for these positions by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org. Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.

This position is Open until Filled. The first review of applications will begin on February 15, 2019.

In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org.


Application Supplement

To help us further evaluate the skills and experience of individuals interested in these positions, applicants are asked to respond to the Supplemental Questions below. The information can be up to 300 words per question and should be submitted with the Employment Application. This is a required component of the application; applications received without a response will be screened out of the selection process.

Supplemental Questions

  1. Describe how your experience is a good fit for a Contracts and Procurement Analyst position in a public agency setting.
  2. What strategies do you use to balance high-priority, competing demands from project managers while ensuring procurement policies and laws are followed?


Candidate Selection and Notification

Following the first review date for applications, all candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.


Further Information

The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.

In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.


SANDAG is an Equal Opportunity Employer

Education Requirements

Bachelor's Degree

Salary

Analyst I - $44,011 to $70,417 per year; Analyst II - $48,522 to $77,635, per year; Associate Analyst - $53,496 to $85,593 per year.