Overview: Do you have 3+ years of experience performing contract administration activities? Do you want to work for an organization that manages an integrated water resources system that includes the supply of clean, safe water, flood protection, and stewardship of streams on behalf of Santa Clara County's 2 million residents? Valley Water is looking for a Contract Administrator II who is intimately familiar with public agency construction processes, timelines, and requirements. The Contract Administrator II position administers contracts for a wide range of services in accordance with Valley Water policies and local, state, and federal regulations; prepares bid documents and facilitates the bid process; serves as a liaison between Valley Water staff, legal counsel, and outside contractors to manage the business relationship of contract parties; and performs related work as required.
Key Responsibilities include, but are not limited to:
Perform contract admin work for construction; conduct solicitations and procurement; facilitate bid process; conduct pre-bid meetings and public bid openings; issue revisions, addenda, or announcements; perform bid/cost analysis; issue notices of awards; participate in bid protests resolution.
Prepare bid documents, including invitations to bid (ITB), requests for qualifications (RFQs), and requests for proposals (RFPs); review scope of work and specifications to identify discrepancies; recommend corrective action to resolve discrepancies.
Serve as liaison between client departments and coordinate with Valley Water staff, risk management, legal counsel, and outside contractors to manage the business relationship of contract parties for contracts as assigned; participate in the fulfillment of contract requirements in accordance with Valley Water policies and local, state, and federal regulations; provide consistency in contracts and contractual relationships.
Prepare and modify contract documents based on contract requirements and special conditions; advise departments of contractual rights and obligations under approved terms and conditions; participate in resolving disputes between parties.
Maintain good recordkeeping and ensure that contract administration activities are performed in accordance with federal, state, and local regulations, Valley Water policies, 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 as listed below.
Ideal Experience: Three (3) + years of increasingly responsible experience performing contract administration activities.
Performing professional and construction procurement and contract administration work.
Reviewing, and recommending for approval, specifications, contracts, change orders, extensions, stop notices, claims, invoices, and closeout agreements.
Facilitating bid process including preparation of ITBs, RFQs, and RFPs, and conducting pre-bid conferences and public bid openings.
Interpreting, applying, explaining, and ensuring compliance with applicable federal, state, and local policies, procedures, laws, and regulations, technical written material, and organization policies and procedures.
Ideal Skills and Abilities:
Learn and apply basic theories, principles, and practices of design management, construction management, quality assurance/quality control, and construction inspection.
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.
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.
Perform accurate mathematical and statistical calculations.
Understand and follow oral and written instructions.
Operate modern office equipment including computer equipment and software programs.
Effectively communicate in person, over the telephone, and in writing.
Learn and apply principles, methods, and techniques of conducting contract negotiations.
Use tact, initiative, independent judgment, and prudence within general policy, procedural, and legal guidelines.
Procurement and contracting principles, including ITB, RFQ, and RFP preparation, bidding requirements, bid analysis, cost analysis, change order processing, stop notice processing, and claims processing.
Public contracting authority and responsibility.
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.
Ideal Training and Education: Equivalent to graduation from an accredited four-year college or university with a degree in business or public administration, engineering, construction management, or a related field.
Substitution: 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.