Specialist Acquisition Planning & Compliance

Summary

The Specialist, Acquisition Planning and Contract Compliance supports critical operations by executing acquisition planning, demand forecasting, and contract management in accordance with Authority procurement policies. The role manages the full contract lifecycle for large or complex procurements to enhance materials and services availability across departments. Responsibilities include ensuring timely delivery, negotiated pricing, and compliance with quality, regulatory, and contractual standards. The incumbent also handles audits, documentation requests, source selection, vendor performance, invoice processing, contract modifications, change orders, and close-outs, maintaining strict adherence to confidentiality and compliance requirements.

Executes planning, demand forecasting and optimization initiatives in support of all assigned operations services departments/offices to include:

• Researching and identifying material and services needs for business operations.
• 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.
• Developing strategy for advance procurement planning working in collaboration with operations management and leadership.
• 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.
• Conducting root cause analysis on materials or service agreements availability issues and reports to department leadership.
• 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.

• Performs complete lifecycle management of procurement actions from inception through the award process to ensure continuity of service. This includes:
• 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.
• 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.
• Assisting with the development and execution of Market Research strategies including the development of RFIs, RFPs, etc.
• 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.
• Evaluating and recommending acceptance of offers from vendors and contractors in accordance with the Authority's procurement manual.
• Expert assistance in supporting quote and quote evaluations, including price/cost analysis or technical quote or quote analysis
• 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.

• 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:
• Reviewing and initiating adjustments to program requirements, documents, plans and other related artifacts to ensure consistency with WMATA and COO mission needs and objectives
• Monitoring performance of contracts against performance indicators to ensure all obligations under agreements are being met.
• Producing vendor performance reports on contract status, cost effectiveness of contract, and managing the end-to-end contracting activities to support operation's needs.
• 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.
• Investigating and resolving or refers as appropriate disputes/complaints/claims in accordance with contractual requirements.
• Maintaining accurate records of material requirements, procurement actions, material delivery, balances due and delivery dates.
• 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.
• Monitoring and serving as the…