Construction Contracts Administrator II

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Construction Contracts Administrator II

Salary

$124,259.20 - $159,057.60 Annually

Location

CA, CA

Job Type

Full-Time

Job Number

01820-E

Division

General Services

Unit

Construction Contracts and Support

Opening Date

09/20/2024

Closing Date

10/15/2024 11:59 PM Pacific

• Description

• Benefits

• Questions

Description

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 contracts processes, timelines, and requirements. This position performs critical contract administration work for Capital Improvement Projects (CIP), including conducting contractor prequalification, solicitations and procurement, facilitating the bid process, conducting pre-bid meetings and public bid openings, issuing revisions and addenda, performing bid and cost analysis, issuing notices, and participating in bid protest resolution.

Our Commitment:

Racial equity, diversity and inclusion are integral to Valley Water. We are committed to building and sustaining an inclusive and equitable working environment for all. We believe every member of our team enriches our diversity, contributes to inclusion, and strengthens belonging by broadening our perspective and collective understanding of the world around us to accomplish our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship.

About Valley Water:

Valley Water is a public agency with an operating and capital budget of $964 million, and over 900 employees. 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.

Key Responsibilities include, but are not limited to:

• Conduct contractor prequalification assessments to evaluate the qualifications, capabilities, and experience of contractors before they are invited to submit bids for projects.

• Manage the advertising, bidding, and awarding processes for construction contracts related to Capital Improvement Projects.

• 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 Notice to Bidders (NTB), Prequalification Application, 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 NTBs, Prequalification Applications, 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.

Ideal Knowledge:

• Procurement and contracting principles, including NTB, Prequalification Application, 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.

Required License or Certificate

Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please clickhere (https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/Contracts%20Administrator%20I-II%203-2020.pdf)

Construction Contracts and Support Unit (Position Code 687)

Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date.

This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite, after completion of the probationary period (one year). Internal candidates will follow existing teleworking schedule.

Selection Process

(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.

(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.

NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.

Consideration may be given to existing applicant pools within the same classification.

Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.

The Santa Clara Valley Water District, now known as Valley Water, offers a comprehensive benefit package including, vacation, holidays, and sick leave as well as medical, dental, vision, EAP, life and disability insurance. In addition, Valley Water participates in the California Public Employees' Retirement System (PERS). To view a summary of benefits, clickhere (https://www.valleywater.org/benefits)

01

I acknowledge that I have entered my Work Experience and Education on the employment application, and I am aware these are required fields. If they are not completed, the application is considered incomplete, and I will be disqualified as an applicant for the position.

• Yes

• No

  02

  Please answer the supplemental questions thoroughly, clearly, and concisely as the responses provided (along with the application) will be carefully reviewed to determine which candidates will move forward in the recruitment process. I have read this information and am aware of the importance of responses to the supplemental questions.

• Yes

• No

  03

  Please list all college degrees you have obtained including your field of study.

  04

  If you do not have a degree, do you have nine (9) years of related work experience to construction contracts?

• Yes

• No

  05

  Please select the years of experience you have in contract administration specifically related to construction contracting.

• 0-3 years

• 3+ years

  06

  Do you have experience in construction procurement and contract administration? Please select the option that best describes your experience.

• Yes, in the private sector

• Yes, in a public agency

• Yes, in both the private sector and in a public agency

• No

  07

  Describe a specific project where you managed a construction contract from the Request for Qualification stage to the Final Bid Award. Outline your role and responsibilities in the project and explain your strategies to achieve a successful project completion.

  08

  Summarize your experience with interpreting and applying federal, state, and local policies, procedures, laws, and regulations, as well as technical documentation and organizational policies. Please include examples of how you ensured compliance with these requirements in your work.

  09

  Describe the process you would take to perform a mandatory pre-bid meeting. Please include how you would prepare, facilitate, and address procedures.

  10

  Describe your understanding and experience with facilitating the bid process electronically using web-based procurement software.

  11

  Please list the full name of the regular/permanent Valley Water employee who referred you to this position (only one name will be accepted, so if multiple are listed, the first name provided will be documented as the referring employee). If this does not apply to you, write "N/A".

  12

  Employment with Valley Water requires employees to take an Oath as a Disaster Service Worker within California and to live within 150 miles of Valley Water Headquarters in San Jose, California by the start date. Valley Water does not cover relocation costs. If you live further than 150 miles from Valley Water Headquarters, please discuss your willingness to relocate if offered the position. If this does not apply to you, write "N/A".

  Required Question

Agency

Santa Clara Valley Water District (CA)

Address

5750 Almaden Expressway

San Jose, California, 95118

Phone

1-408-630-2260

Website

https://www.valleywater.org

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