Subcontracts Manager - Brookhaven National Laboratory

The Business Services Directorate (BSD) provides high-quality business services to support the Lab's research initiatives by participating in cross-functional teams with a focus on risk mitigation and cost management, which is a critical component to the Lab's success.  Led by the Chief Financial Officer, Brookhaven’s Business Services Directorate includes the Budget Office, Fiscal Services Division, Procurement & Property Management Division, Chief Financial Office, and the Business Operations Offices.  The Directorate manages a broad range of financial activities, including the planning and implementation of the Lab’s fiscal matters and its approximately $800 million annual budget.

The mission of the Procurement and Property Management (PPM) Division is to provide support for purchasing services, materials, equipment and supplies for Brookhaven National Laboratory operations and programs. Procurement and Property Management Division does the following:

• Provides internal customers with quality products and services in a timely manner at the lowest cost of ownership, i.e., “best value” using best commercial practices.

• Supports the Laboratory’s socioeconomic programs by using reliable small, small disadvantaged, women-owned, service- disabled veteran owned and HUB (historically underutilized business) Zone businesses.

• Ensures that acquisitions are conducted in compliance with BSA’s Prime Contract, applicable statutes and regulations, and in accordance with the highest ethics and standards.

• Oversight of BNL Property Management Program to effectively track and account for BNL assigned Government Property.

The Procurement and Property Management Division has an opening for a Subcontracts Manager with experience in high dollar and complex procurements. Pursuant to the provisions outlined in BSA’s Prime Contract as well as internal Procurement Operations Manual and Standard Work Instructions, the incumbent will be responsible for the management of Procurement staff in the execution and administration of a variety of services and/or complex equipment, through various contract types in a high-volume environment. Responsibilities shall also include identification and tracking of customer supplied or purchased property and administration throughout the life of the procurement/requirement.

Essential Duties and Responsibilities:

• Oversee procurement and contractual agreements for Brookhaven National Laboratory.

• The Subcontracts Manager, a leadership position reporting to the Procurement Operations Group Manager, is responsible for technical oversight, guidance, and leadership of a staff of purchasing and subcontracts professionals engaged in the planning and execution of subcontracts and other agreements in support of the Lab’s mission.

• The Subcontracts Manager is authorized to the level of delegated authority to financially obligate BNL to acquire products and services. Working in a team environment, the incumbent will learn and utilize innovative business practices to streamline the acquisition process and maximize resources. Will also develop, negotiate, award, and manage a wide variety of large high dollar and complex contract types, such as fixed-price and cost-reimbursement contracts.

Manages the following functions:

• Procurement of equipment and other services pursuant to Laboratory procurement policies and procedures.

• Procurement planning, solicitation, and evaluation of quotes and proposals, including use of an automated procurement processing system as appropriate.

• Solicitation of proposals or quotations from vendors and determination of their responsiveness and reasonableness.

• Conduct pre-proposal and/or kickoff meetings. Facilitate and lead Source Selection Committees.

• Advise user departments and staff on various procurement methods and alternate products, recommend substitutes as appropriate.

• Review and monitor contracts and contract progress to ensure compliance with procurement requirements, policies, and procedures. Analyze vendor performance and determine acceptable standards.

• Review change order requests and make recommendations; assist in performing cost/price analysis of quotes and proposals.

• Ensure contract files are in compliance with DOE, federal, state, and local as well as Lab regulations and policies.

• Write memoranda, correspondence, and reports relating to processing and execution of contracts or as otherwise requested; answers contract related questions from vendors and/or lab staff.

• Identify prospective proposers and sources. Develop new sources of supply and service.

• Participate in vendor outreach functions to encourage vendor participation.

• Oversee the negotiation and placement of Blanket Ordering Agreements, all types of Contracts, Service Agreements, Loans, and Lease Agreements.

• Negotiate contract terms and conditions, including leading negotiation teams as needed seeking to achieve an outcome that is in the best cost/business interest of BSA.

• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work process, and work cooperatively and jointly to provide seamless customer service.

• Conduct research, evaluate findings, and make independent decisions on procurement matters.

• Perform other related duties as assigned.

• May perform duties of Acting Procurement Operations Manager in his/her absence as directed.

• Supervise functional areas with critical lab-wide impact.

• Supervise people and other resources within functional areas.

• Supervise lower-level exempt and nonexempt staff.

• May manage multiple functions.  

Required Knowledge, Skills, and Abilities:

• A bachelor’s degree in a business-related discipline

• A minimum of six (6) years, full-time, directly related experience of which five (5) of those years are inclusive of supervisory and/or management experience

• The successful candidate must possess a demonstrated ability to deal with project deadlines and high dollar complex equipment and/or service procurements.

• Thorough knowledge of the Federal Acquisition Regulations (FAR).

• Familiarity with the Service Contract Act, EEO Compliance, Justifications for Non-Competitive Procurements, Buy American Act, Small Business Subcontracting Business Plans, Certificates of Cost and Pricing Data as well as negotiating standard and specialized terms and condition.

Candidate must be well versed and have an in-depth understanding of all principles of the procurement process in a government environment from inception of a requirement to contract close out, including but not limited to:

• analysis of requirements and selection of the appropriate procurement method;

• creation of the solicitation (RFQ/RFP);

• evaluating prospective Offeror quotes, bids;

• proposal evaluations and recommendations;

• cost and price justification/analysis, negotiations, drafting of contracts, and modifications along with written documented recommendation for award;

• Must be self-motivated, resourceful, and organized, taking ownership of all assigned work;

• Must be able to lead, manage, motivate, and create an environment inducive to a high performing team, while maintaining compliance with policies and regulations;

• Must have strong critical thinking and problem-solving skills to analyze complex challenges, develop innovative solutions, and implement strategies that enhance operational efficiency and effectiveness;

• Must be able to work within a scientific facility under stringent timelines to meet the laboratory’s needs;

• Must be proficient in Microsoft Office Word, Excel, and PowerPoint;

• Ability to interact effectively and respectfully with a diverse and international population of internal and external customers.

Preferred Knowledge, Skills, and Abilities:

• Working knowledge of PeopleSoft;

• Master’s degree in business;

• Certified Procurement Professional (CPP) or similar certification in government procurement practices;

• Experience teaming with legal counsel, project managers, engineers, cost estimators, and quality assurance personnel in a scientific or high-tech environment;

• Experience with Cost Type Contracts;

• Experience with Research & Development Contracts.

Environmental, Health & Safety Requirements:

• Ability to communicate effectively;

• Ability to operate a computer effectively.

Other Information:

• Will require occasional travel in support of Procurement or DOE activities.

• There is a possibility of remote employment in this role. If fully remote, then minimal travel to the Lab may be required.

Brookhaven Laboratory is committed to providing fair, equitable, and competitive compensation. The full salary range for this position is $121,700 - $194,250 / year. Salary offers will be commensurate with the final candidate’s qualification, education, and experience and considered with the internal peer group.