Bid and Construction Contract Specialist
This recruitment will remain open until filled with the first review of applications occurring on 4/13/21 and weekly thereafter. This recruitment may close at any time after 4/13/21 without notice.
Incumbent performs professional-level purchasing duties involving a wide variety of materials, supplies, equipment, services and construction. Responsibilities include communicating with suppliers, contractors, architects, engineers and department staff regarding purchase requisitions, specifications, bids, contracts, orders, and related matters. In addition, the development, review, and comparison of specifications and prices of competitive items and services; the examination, inspection, and comparison of the quality of merchandise and/or services purchased or to be purchased; the development, editing, review, and interpretation of contract terms, conditions, and specifications. Duties also include the evaluation of proposals, bids, and quotations; and the awarding or recommendation of contract awards within prescribed limits. As the centralized approval for purchasing, incumbent provides guidance, assistance and training to staff on Town purchasing policies and procedures operating within the framework of all applicable laws, rules, and regulations related to procurement in a government agency.
NOTE: When assigned as "Bid and Construction Contract Specialist", incumbent performs professional-level procurement of construction and architectural/engineering (A/E) services for Capital Improvement Projects (CIP).
- Examples of Duties
TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)
1. Performs professional procurement of a wide variety of materials, supplies, services, construction, architectural and engineering services, and other procurements.
2. Leads or assists Agency departments and project managers in selection of procurement methods and strategies.
3. Prepares and issues formal solicitations including Invitations for Bid, Requests for Proposals, and Requests for Qualifications and Experience; evaluates responses to solicitations based on vendor/contractor qualifications, price and conformance requirements; issues addenda to solicitations and amendments to contracts as required;
4. Creates, develops and manages annual contracts for a wide variety of supplies, services, consultants and capital equipment, including analysis, evaluation and approval of contractor change orders, contract amendments, monitors and evaluates contractor performance, contract renewals and addressing vendor/contractor deficiencies; coordinates legal review as needed;
7. Researches and advises user departments on market trends, new product and service developments and alternative source selections;
8. Prepares contract administration documents including contract expiration notices, contract summaries, reviews Vendor Deficiency Reports, host post award meetings, and conducts contract user surveys as applicable;
9. Maintains and tracks insurance documentation for all current contracts;
10. Maintains and tracks all construction contracts that have retainage amounts;
11. Prepares Staff Reports for Town Council;
12. Performs related duties as assigned.
- Typical Qualifications
Training and Experience (positions in this class typically require):
Bachelor’s Degree from an accredited college or university in Purchasing, Business Administration, Contract Administration/Management, Construction Management or a related field and three years professional level procurement experience involving the preparation, finalization, analysis, and administration of construction and architect-engineering services and acquisition of equipment, supplies, commodities, or services for a government agency or private company with a substantial purchasing program involving a competitive bidding and negotiation process; experience in developing, evaluating and administering contracts, preferably for a municipal government; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Professional Certification as a Certified Public Purchasing Buyer (CPPB), Certified Purchasing Manager (C.P.M.), Certified Professional in Supply Management (CPSM), or Certified Public Purchasing Officer (CPPO) is preferred.
- Supplemental Information
Knowledge (position requirements at entry):
- Contract law and the methods, procedures and practices used in contract administration;
- Methods, policies, and procedures involved in purchasing Public Works and/or Utilities construction and A/E Services;
- Methods, policies, and procedures involved in purchasing a large quantity and variety of materials, supplies, equipment, and services;
- Contract negotiation and the awarding of contracts based on the best bid;
- Public procurement processes, objectives, and business ethics;
- The various grades and qualities of materials, supplies, equipment, and parts (specific to area of assignment) available to be purchased;
- The sources of supply, current market conditions, price trends, and new product development methods and sources;
- Basic mathematical computation methods;
- The principles and practices of municipal finance, budgeting, and accounting;
- Customer service principles.
- Applicable Town purchasing policies and procedures, general laws, rules, and regulations related to purchasing.
Skills (position requirements at entry):
- Evaluating and analyzing bid proposal and contract provisions to ensure compliance with Town policies, public procurement and contract law.
- Comprehending and making inferences from complex written material and verbal and/or written instructions.
- Conducting bid/proposal openings, pre-bid conferences, pre-proposal meetings, and interviews/demonstrations.
- Working independently under deadlines and effectively assuming ownership for completion of tasks.
- Handling multiple projects simultaneously and using good judgment in prioritizing work assignments.
- Conflict resolution
- Preparing bids, technical specifications, and contractual agreements;
- Conducting research and applying independent judgment and technical knowledge to analyzing bids, making awards, evaluating merchandise and/or service quality, and comparing specifications and prices of competitive items;
- Purchasing a variety of services, supplies, equipment and materials;
- Applying proper descriptive terminology or specifications to requisitions for commodities and services;
- Presentation and training skills;
- Working accurately with attention to detail;
- Using a computer and related software applications including word processing, spreadsheets and database applications;
- Providing customer service;
- Operating standard office equipment;
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, suppliers, contractors, salespersons, the general public, etc. sufficient to exchange or convey information and to receive work direction.