Description
Position Summary
Under the general direction of the District Engineer, plans, organizes and directs activities of the Engineering Contracts Section of the Engineering Department. Manages the centralization of engineering contract development activities. Manages implementation of contract administration procedures. Manages coordination between project managers and District attorneys, insurance advisor, capital and grants staff, Small Business Enterprise staff, state and federal funding oversight agencies, and consultants/contractors. Manages the preparation and processing of requests for proposals for professional services and invitations for construction bids for District facilities capital improvement projects. Administers professional services agreements and construction contracts, including verification of consultants and contractors' compliance with certified payroll submissions, prevailing wage requirements and other contract labor rules. Supervises contract administration staff. Provides assistance to District Engineer regarding engineering contract matters, budget analysis and cash flow reports, including acting as liaison between District Engineer and District Officers, Heads of District Divisions and the Board of Directors. Facilitates the work of the District Engineer by using discretion, prudence, initiative, and independent judgment. Performs other related duties and special projects as required.
Essential Responsibilities
- Organizes, plans, writes, directs, coordinates reviews and prepares final versions of requests for proposals, formal bids, professional service agreements, purchase agreements, construction contracts, amendments and change orders in adherence to federal, state, local laws and regulations and District procurement policies and guidelines.
- Reviews contract documents for accuracy, content, timeliness, reasonableness, funding, performance periods, deliverables, and other terms and conditions.
- Provides procurement and contract administration guidance to engineering staff to ensure contract uniformity, and consistency.
- Manages and supervises processing of contract invoices for payments, including checking for accuracy and compliance with contract payment provisions.
- Prepares monthly reports for tracking contract expenditures.
- Reviews contract budgets and assures that expenditures do not exceed authorized limits.
- Manages and supervises contract compliance activities to ensure that all engineering contracts are in adherence to federal, state, local laws and regulations and District procurement policies and guidelines.
- Manages auditable contract invoice and payment records.
- Manages processing of change order and amendment requests and assures compliance with District policies, FHWA and FTA guidelines, applicable laws and regulations.
- In coordination with project managers, negotiates and maintains reimbursement rate agreements and any adjustments with consultants.
- Makes recommendation regarding resolution of procurement/contract issues.
- Consults with District attorneys on contract legal issues.
- Attends pre-proposal and pre-bid conferences as needed and explains the District’s contract award procedures and guidelines.
- Organizes proposal evaluation committees, coordinates appropriate committee meetings and reviews, and assists in preparing Board reports.
- Attends District Committee and Board meetings as required.
- Prepares in-house memoranda and written correspondence to consultants and contractors, e.g., notices to proceed, notifications, sole source justification.
- Administers the contracts throughout their duration including the close out process.
- Reviews cost/price analysis as needed.
- Provides supervision and guidance to subordinate staff.
- Establishes and maintains effective working relationships with District employees, customers, vendors and all others contacted during the course of work using principles of excellent customer service.
- Follows established safe work practices and obey all safety rules.
- Performs other duties as assigned.
- Regular and reliable attendance and performance is required.
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