Overview: The Sr. Construction Contracts Administrator is an advanced journey-level position within the construction contract administrator class series. This position leads, plans, assigns, directs, reviews, and participates in the work of staff responsible for administering public works construction contracts; performs highly complex procurement and administration of construction contracts; and performs related work as required. Incumbents provide technical and functional direction to assigned staff and consultants; independently perform the most difficult and complex construction procurement and contract administration assignments and analyses assigned requiring the advanced knowledge of laws and regulations related to competitive bidding and public contracting, as well as case law related to public construction contracting. This position will serve as a technical expert and resource providing analysis, interpretation, and recommendations on courses of action and use independent judgment and decision-making authority to lead the resolution of contractual matters.
Key Responsibilities include, but are not limited to:
Perform professional public works construction contract administration work of a highly complex nature and oversee the procurement of engineering services including design-build services, maintenance contracts, and construction services; conduct solicitations and procurement of professional design services and construction services; act as the solicitations lead by providing guidance, training, and overseeing the work of less experienced staff.
Plan, schedule, prioritize, and assign construction contract administration work in consultation with the Principal Construction Contracts Administrator; communicate status of operations to appropriate personnel, working cooperatively to schedule assignments in accordance with established and special priorities; instruct and train staff in work procedures and methods; review and control quality of work.
Prepare bid documents, including invitation to bid (ITB), request for qualifications (RFQs), and request for proposals (RFPs); review scope of work and technical specifications to identify discrepancies; recommend corrective action to resolve discrepancies.
Oversee the bid process for assigned contracts; conduct or lead staff in conducting pre-bid/proposal conferences and public bid/proposal openings; issue revisions, addenda, or announcements; perform bid and cost analysis; issue notices of awards and notices to proceed; participate in bid protest resolution in accordance with policies and procedures.
Serve as liaison between engineering and procurement and coordinate with Valley Water staff, legal counsel, and outside contractors to manage the business relationship of contract parties for public works contracts as assigned; participate in the development and fulfillment of contract requirements in accordance with Valley Water policies and local, state, and federal regulations; provide consistency and oversight in contracts and contractual relationships.
Assist staff in the development of change order negotiation strategies; lead complex negotiations when needed.
Oversee the review, documentation, and approval of claims and invoices submitted against contracts.
Identify and maintain documents related to the procurement and administration of public works contracts; establish record-keeping systems as needed.
Attend and participate in professional group meetings; stay abreast of new regulations and requirements, best practices, and case law in the field of construction procurement and contracts administration and recommend changes to Valley Water policies and procedures as appropriate.
Inspect and evaluate work in progress and upon completion to assure that construction contract administration activities are performed in accordance with federal, state, and local regulations, Valley Water policies and procedures, and best practices.
Ideal Candidate's Background Includes: Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.
Ideal Experience: Five (5) or more years of increasingly responsible experience performing advanced level construction contract administration activities, including negotiation of change orders and construction claims.
Ideal Skills and Abilities:
Oversee and perform highly complex public works construction contract administration work.
Review and approve specifications, contracts, change orders, claims, and stop notices.
Lead and participate in bid process including preparation of complex ITBs, RFQs, and RFPs, and conducting pre-bid conferences and public bid openings.
Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations, technical written material, and Valley Water policies and procedures.
Assist in the development of change order negotiation strategies and lead complex negotiations.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Analyze situations, identify problems, and recommend solutions.
Identify and implement effective course of action to complete assigned work.
Make sound, independent decisions within established policy and procedural guidelines.
Maintain accurate and clear records and prepare clear and concise reports.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Plan, schedule, assign, and oversee activities of construction contracts administration staff.
Inspect the work of others and maintain established quality control standards.
Train others in proper work procedures.
Perform accurate mathematical and statistical calculations.
Give, as well as, understand and follow oral and written instructions.
Operate modern office equipment including computer equipment and software programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, independent judgment, and prudence within general policy, procedural, and legal guidelines.
Basic principles of supervision and training.
Public works construction contracting principles, including ITB, RFQ, and RFP preparation, bidding requirements, bid analysis, cost analysis, bonding requirements, change order processing, stop notice processing, and claims processing.
Theories, principles, and practices of design management, construction management, quality assurance/quality control, and construction inspection.
Public contracting authority and responsibility.
Principles, methods, and techniques of conducting contract negotiations.
Theories, principles, and practices of claim avoidance and claim resolution.
Cost estimating practices. Record-keeping principles and practices.
Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Office practices, methods, and computer equipment and applications related to the work.
English usage, grammar, spelling, vocabulary, and punctuation.
Principles and techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Valley Water staff.
Each employee shall possess a reasonable understanding of their roles and responsibilities as defined in Valley Water's Injury and Illness Prevention Program.
Ideal Training and Education: Equivalent to graduation from an accredited four-year college or university with a degree in engineering, construction management, or a related field.
A four-year business degree will be considered in lieu of an engineering or construction management degree if the applicant has demonstrated sufficient experience in construction contract administration to possess the required knowledge and abilities.
Directly related experience may be substituted for the college requirement on the basis of one and one-half years of experience for one year of education to a maximum of four years.
Internal Number: 1131-E
About Valley Water
With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community.
Valley Water effectively manages 10 dams and surface water reservoirs, three water treatment plants, an advanced recycled water purification center, a state of-the-art water quality laboratory, nearly 400 acres of groundwater recharge ponds, and more than 275 miles of streams. Valley Water provides wholesale water and groundwater management services to local municipalities and private water retailers who deliver drinking water directly to nearly 2 million people in Santa Clara County that stretches 1,300 square miles and encompasses 15 cities and unincorporated areas.
As a public agency with an operating and capital budget of $610 million, and over 850 employees, Valley Water is committed to being transparent and accountable with regard to its operations and business practices.