The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Ensure that public improvements are constructed per applicable plans, specifications, and standards; ensure compliance with pertinent federal, state, and local codes, regulations, and safety requirements.
Review and approve construction materials and shop drawing submittals for public improvement projects; review and respond to request for information; review, analyze, and negotiate contract change orders; discuss and resolve construction related issues; manage construction claims.
Prepare required documentation for project bidding; advertise projects for bidding utilizing on-line advertising software; issue addendums as required; oversee bid opening; review and analyze bid proposals for responsiveness, responsibility and conformance with the solicitation; prepare staff reports for consultant and contractor agreements, amendments, construction contract awards, and change orders; and documents for City Council for award of project, process and manage bid protests.
Coordinate and work with the City Attorney, City Clerk, Risk Management, and operating Departments, ensure compliance with Public Contract Code rules and procedures and that proper contractual guidelines, policies and procedures are followed in the procurement process.
Review signed contractor agreements, bonds and insurance forms for conformity with project contract requirements and policies. Prepare rebuttals and defend City against project claims; support Risk Manager and/or City Attorney in defending claims against the City.
Plan, prioritize, assign, supervise, review, and participate in the work of staff responsible for administering and monitoring public works capital improvement and construction contracts; ensure compliance with contract documents and allocated funds.
Establish schedules and methods for providing contract administration services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
Participate in the development and implementation of goals and objectives as well as policies and procedures; make recommendations for changes and improvements to existing standards, policies, and procedures; monitor work activities to ensure compliance with established policies and procedures.
Participate in the selection of contract administration staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
Participate in the preparation and administration of the contracts administration program budget; submit budget recommendations; monitor expenditures.
Discuss project issues with staff and guide conclusions and resolutions; resolve contract related issues through negotiations; support staff members at project meetings; pursue resolution of difficult and delinquent accounts receivable invoices; monitor and survey effectiveness of services rendered to client departments.
Manage consultant agreements; write staff reports for consultant agreements, amendments, construction contract awards, and change orders; prepare rebuttals and defend City against project claims; support Risk Manager and/or City Attorney in defending claims against the City.
Process and recommend project payments; coordinate the payment of contractors with various City departments.
Answer questions and provide information to internal customers and to the public; investigate complaints and recommend corrective action as necessary.
Maintain records concerning operations and programs; prepare reports on operations and activities including project status and summary reports for City department and officials and for federal and state regulatory agencies.
Coordinate activities with those of other divisions and outside agencies and organizations; provide staff assistance to Operations and Maintenance Managers; prepare and present staff reports and other necessary correspondence.
Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of contract administration; incorporate new developments as appropriate into programs.
As assigned, serve as rotating Duty Manager for the division.
Perform related duties and responsibilities as required.
Experience and Education: Four years of responsible experience in civil engineering and construction including experience in public works capital improvement contracts administration and one year of administrative and/or lead supervisory experience supplemented by a Bachelor's degree from an accredited college or university with major course work in in civil engineering, public works inspection, or a related field. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Knowledge of: Operations, services, and activities involved in a public works and capital improvements contract administration program; modern and complex principles and practices of civil engineering; advanced principles of construction contract administration; public works construction inspection techniques and practices; construction standards; principles and practices used in negotiations; principles of supervision, training, and performance evaluation; basic principles and practices of budget preparation and administration; principles and procedures of record keeping; principles of business letter writing and basic report preparation; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; pertinent federal, state, and local laws, codes, and regulations.
Ability to: Coordinate and direct contract administration program services and activities; supervise, organize, and review the work of assigned staff involved in contract administration functions; select, train, and evaluate staff; recommend and implement goals, objectives, policies, and procedures for providing contract administration functions; understand the organization and operation of the organization and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations; prepare clear and concise reports; participate in the preparation and administration of assigned budgets; review and interpret engineering plans, specifications, and estimates of public works projects; administer and monitor complex public works and capital improvements construction project contracts; perform technical research and resolve contract administration problems; negotiate with others; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; plan and organize work to meet changing priorities and deadlines; effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
License/Certification Required: Possession of an appropriate, valid driver's license.
Environmental Conditions: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be exposed to inclement weather conditions. Must have the ability to respond 24/7 to a variety of emergency conditions as they arise