Dart Procurement and Contract Administration Manager in Des Moines, Iowa
The Des Moines Area Regional Transit Authority (DART) is the largest public transit agency in Iowa. DART provides resources for those who vanpool, walk, or bike. These services connect thousands of people every day to jobs, school, medical appointments, entertainment and more.
DART serves Altoona, Ankeny, Bondurant, Clive, Des Moines, Grimes, Johnston, Pleasant Hill, Polk County, Urbandale, West Des Moines and Windsor Heights.
POSITION SUMMARY: The Procurement and Contracts Administration Manger, under general direction from the Chief Financial Officer (CFO), is responsible for managing and overseeing the work of staff engaged in performing and administering large or complex procurements, contracts, and purchases to meet DART quality, schedule, cost, and delivery standards and compliance with applicable laws, rules, codes, regulations, policies, and procedures. They are expected to exercise considerable discretion in carrying out responsibilities independently and with a thorough understanding of purchasing policies, procedures, and customer service.
POSITION RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO: • Provides leadership and oversight of the operations, functions, activities and staff performing work in the contracts and procurement department which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, standards, and/or service offerings; ensures compliance with federal, state, and local laws, regulations, codes, and/or standards as applicable.• Provides direction, collaboration, and supervision to Procurement team members; sets goals and expectations; provides ongoing coaching and mentoring to ensure team members’ customer service focus.• Management of the Procurement functions include:o Directs the procurement of goods and services in a cost-effective, efficient, professional, and ethical manner for DART departments. Ensures fair competition for vendors and bidders.o Provides day-to-day managerial decisions on challenges and issues that arise, ensures cost effective operations, and promotes inter-departmental collaboration.o Develop and sustain relationships with vendors. Conduct research on available vendors to determine which vendors offer the best pricing and product quality.o Updates the Procurement and Contract Administration Policies and Procedures Manual as needed and as state and federal laws and regulations change; develops terms and conditions to protect the best interests of DART.o Assists DART departments throughout the procurement/contract process, duties include: drafting/finalizing statement of work/scope of work, procurement schedule, development of vendor list, advertisement, proposal/bid evaluation, etc.o Creates, revises, and ensures the use of standard solicitation and procurement procedures and documents throughout the DART.o Serves as procurement/contract Project Manager to ensure collaboration and cohesion among multi-department procurements.o Ensures that contract and procurement files are maintained in accordance with Federal, State and Agency document retention requirements, including the utilization of contract administration software (Bonfire).o Oversees Agency-wide training and instruction to personnel as it relates to procurement policies and procedures, e.g. procurement options, best purchasing methods, bidding requirements, ethical requirements, appropriate product/service/vendor evaluation, lease vs. buy decisions, contract administration and problem resolution.
o Ensure proficiency is maintained in current technologies.Promote and support ongoing teamwork within the department.• Management of the Contract Administration functions include:o Serves as the Agency's primary contact for contract review and administration.o Provides advice and guidance for contract compliance, contract negotiations, changing contract conditions, and terminations.
o Monitors contracts to verify compliance with work statements, performance periods, deliverables andprocurement requirements, policies and procedures.
o Reviews and concurs on all agency contracts before final signature.o Represents DART in negotiating or renegotiating contracts, contract terminations and closeouts, contract amendments, formulating policies with suppliers, including administration of vendor contracts. Initiates legal counsel involvement, as needed.
o Resolves vendor grievances and claims alongside DART department.• Inventory and Asset Management functions include:o Management of the Inventory Control Coordinator and the Storekeeper and the operations, procedures, and processes within the parts storeroom.o Manages the surplus of obsolete, damaged, and/or retired assets in accordance with FTA requirements and DART Commission approved policy and procedures.o Develops and pursues best methods to sell, trade or otherwise dispose of surplus property.• Represents the Procurement department to the DART Board of Commissioners, otherdepartments, and outside agencies. Provides guidance and shares knowledge to theCommission members to aid in decision-making.• Coordinates with the DART’s Grant Program Administrator to ensure proactive support forDART's federal Disadvantaged Business Enterprise (DBE) program through implementationof procedures and practices designed to offer opportunities to DBE firms and thegathering of accurate data for quarterly reporting.• Serves as subject matter expert on various committees. Provides input to the LeadershipTeam. Ensures cost effective operations and promotes inter-departmental collaboration.Works with leadership and department staff to evaluate strategies and approaches aswell as develop innovative methods to meet customers' operational needs whileachieving cost savings and improved efficiencies.• Supports the preparation and execution of the Agency’s Capital Improvement Plan.• Oversees and develops Department budget for area of responsibility which involvesstaffing, equipment, materials, and supplies. Approves expenditures and implementsbudgetary adjustments as required.
EDUCATION AND/OR EXPERIENCE :• Bachelor’s Degree from an accredited university or college with major course work inBusiness Administration, Accounting, Procurement or Finance• A minimum of five (4) years of increasingly responsible professional level experience inpurchasing, including two (2) years of supervisory experience; or, an equivalentcombination of education and experience sufficient to successfully perform the essentialduties of the job• A working knowledge of federal government procurement procedures is highly preferred• Previous public sector or transit industry experience is preferred.• Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO) orequivalent professional procurement certification is desired.
KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of:• Principles, methods, procedures, and practices of public procurement• Principles and practices of employee supervision• Applicable federal, state, and local laws, rules, regulations, codes and/or statutes• Public procurement statutory requirements• DBE Program compliance• Change management• Business English• Standard office procedures• Microsoft Office products
Skills or Ability to:• Performing a variety of duties, often changing from one task to another of a differentnature (multi-tasking)• Delivering presentations• Communications (verbal and written)• Risk analysis• Organizational/time management skills• Attention to detail• Computer and database skills• Analyze and interpret bids and proposals• Write specifications and contracts• Conduct research and prepare reports• Establish and maintain effective working relationships• Meet schedules and deadlines of the work• Follow verbal and written instructions
SUPERVISORY RESPONSIBILITY: This position has supervisory responsibility over staff in the finance department which consistsof:• Inventory Control Coordinator• Storekeeper• Buyer• Contract / Procurement Specialist
PHYSICAL DEMANDS: On a normal work day, this position requires:• Prolonged periods of sitting, standing or walkingPosition Description: Procurement Manager Page 4 of 4• Extensive use of hands, fingers and arms in operations requiring constant handling ofpaper documents, computing and entering data using a keyboard and ten keycalculator• Clarity of vision at 20 inches or less to read and enter numerical data• The ability to hear normal verbal conversation with or without corrective devices tocommunicate with co-workers and customers• The ability to speak and read the English language clearly and concisely
WORK ENVIRONMENT: This position works in an office environment relatively free from unpleasant environmentalconditions or hazards.
DISCLAIMER: This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, orworking conditions associated with the position. While this list is intended to be an accuratereflection of the current position, the DART Commission reserves the right to revise thefunctions and duties of the position, or to require that additional or different tasks beperformed when circumstances change (e.g., emergencies, staff shortages, work loadchanges, rush jobs, or technological developments).
Employment is contingent upon a post offer employment physical, drug screen and acriminal background check.