Contracts and Specifications Agent

The Rhode Island Public Transit Authority (RIPTA) is recruiting internally and externally for one (1) position of Contracts and Specifications Agent for the Procurement Department. This is a Laborer’s International Union of North America (LIUNA), Local 808 position. All applicable CBA’s will apply when considering internal applicants.

 

 

Under general direction of the Purchasing Administrator, the Contract and Specifications Agent will be responsible with assisting with all aspects of the procurement process including researching, developing, conducting, and administering procurement specifications for materials, supplies, equipment and contractual services, including professional, technical, design, maintenance, vehicles and construction. In this capacity, the Contracts and Specifications Agent will also be responsible for ensuring compliance with federal, state, and local laws and regulations along with adhering to all policies and procedures of the Agency.

 

·        Perform a full range of procurement duties involving planning, preparing, issuing, analyzing, and administering of complex solicitations for professional services, technology, capital construction and equipment;

·        Perform duties in compliance with company policies and procedures, applicable state laws, and Federal Transit Administration (FTA) circulars and regulations;

·        Develop and/or assist in the preparation of documents including, but not limited to Invitation for Bids (IFB), Request for Proposals (RFP), Request for Quotation (RFQ), Request for Information (RFI) and quotes;

·        Conduct pre-bid meetings and public bid openings;

·        Develop pre-negotiation positions and conduct negotiations;

·        Review vendor bids and proposals, prepare analysis, document all findings, and prepare final justification and recommendation for contract award;

·        Assist in the preparation of Board documentation and presentations;

·        Prepare and assemble purchase contracts;

·        Communicate and monitor the ongoing procurement process with stakeholder departments;

·        Monitor existing contracts in conjunction with designated staff, to ensure compliance with specifications and performance of vendor;

·        Work with vendors to resolve any issues that may arise during the execution of the contract;

·        Perform administration of contracts including tracking expiration dates and timelines, amendments, change orders, renewals, extensions, and Board approvals;

·        Coordinate tasks and work cooperatively with other purchasing staff;

·        Manage contract closing process including obtaining appropriate documentation;

·        Help to maintain a vendor database, including seeking new vendors that may benefit company;

·        Perform and document post-mortem of procurements, to help improve processes and results;

·        Assists in maintaining an organized system of physical and electronic records;

·        Complete other departmental work by offering support and assistance in performing various assignments as needed;

·        Other related duties as assigned.

·        To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions;

·        Must be highly organized, detail-oriented and a self-starter with ability to work independently and within a team environment;

·        Ability to prioritize work and meet deadlines;

·        Ability to maintain confidentiality in all areas of position;

·        Working knowledge of accounting including accruals and prepaid expenses;

·        Solid ability to understand financial/purchasing documents including price lists, catalogs, invoices, vendor quotes, and requisitions;

·        Interested applicants should submit a cover letter, resume and/or RIPTA employment application to the Human Resources Department by due date;

·        May be required to pass an oral interview and/or written test;

·        Applicant must provide RIPTA copies of any licensure and/or certifications that may be required to perform job duties prior to appointment;

·        Applicant must provide RIPTA a copy of degree and/or transcripts from accredited educational institution;

·        Applicant will be required to pass a nationwide full criminal background check to be conducted by RIPTA;

·        Applicant will be required to submit a Bureau of Criminal Investigation (BCI) from their state of residence to Human Resources when a conditional offer of employment has been made;

·        Applicants claiming Military status; should submit a copy of the DD-214 form;

·        Internal applicants will be subject to evaluation of personnel file to determine eligibility and suitability for the position; to include but not limited to review of attendance, training, education, job qualification skills, commendations and disciplinary history.

·           FTA bid/solicitation experience highly preferable but not necessary;

·           Employment in a highly responsible administrative capacity in a governmental agency engaged in public procurement and contract administration.

Bachelor’s degree in business or related field, or one year of closely related work experience can be substituted for each year of education required.

 

Or: Any combination of education and experience that shall substantially equivalent to the above education and experience.

 

·           Performs within prescribed guidelines in accordance with departmental policies/practices. 

·           Refers more complex situations to other appropriate individuals.

None

Interested applicants should submit their cover letter, resume, certifications, licensure, transcript copies and RIPTA employment application to the Human Resources Department or via email to humanresources@ripta.com no later than Friday, July 15, 2022. To apply on-line, visit www.ripta.com/careers.  Telephone calls will not be accepted.

RIPTA is an Equal Opportunity Employer: It is the policy of the Rhode Island Public Transit Authority that no employee or applicant for employment will be discriminated against regardless of race, color, sex, age, national origin, religion, disability status, veteran status, sexual orientation, marital status and/or gender identity or expression.