APPROVED BY: THE CHIEF OPERATING OFFICER
EFFECTIVE: MARCH 2020
PRINCIPAL CONSTRUCTION CONTRACTS ADMINISTRATOR (Class Specification)
DEFINITION
Under general direction, plans, schedules, assigns, and reviews the work of construction contracts administration staff responsible for administering public works construction contracts; oversees and manages the procurement and administration of construction contracts including alternative delivery contracts; and performs other related work as required.
DISTINGUISHING CHARACTERISTICS
This is the full supervisory-level class in the construction contact administrator class series. Responsibilities include planning, organizing, supervising, reviewing, and evaluating the work of construction contracts administration staff either directly or through lead workers. Incumbents are expected to independently perform the most complex and sensitive construction
procurement and contract administration work where substantial judgment and initiative are essential in making recommendations and resolving problems. Incumbents serve as a Valley Water subject matter experts and advisors in construction procurement and contract
administration. Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines. This class is distinguished from assigned unit manager in that the latter has managerial responsibility for all projects, programs, functions, and activities of a unit.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from assigned management staff. Exercises direct and general supervision over assigned staff.
TYPICAL DUTIES
exclude them from the position if the work is similar, related or a logical assignment to this position. Management reserves the right to add, modify, change, or rescind the work assignments of different positions.
1. Provide expert guidance in construction procurement and contract administration, including alternative delivery such as design-build (DB) and Construction
Manager/General Contractor (CM/GC) contracting; review plans, specifications, reports,
and other documents for consistency with the selected contracting approach.
2. Oversee the preparation of invitation to bid (ITB), request for qualifications (RFQs), and request for proposals (RFPs); ensure that ITBs, RFQs, and RFPs are conducted consistent with appropriate contracting regulations.
3. Oversee the bid process for assigned contracts; lead staff in conducting or conduct pre-bid/proposal conferences and public pre-bid/proposal openings; evaluate bids/proposals and determine responsiveness and responsibility of offers; serve as chairperson on bid/proposal evaluation committees; oversee bid protest resolution in accordance with policies and procedures.
4. Oversee and coordinate the development of contract language; negotiate and prepare contracts that are highly complex and sensitive in nature; execute contracts on behalf of Valley Water within signature authority as delegated by the Chief Executive Officer. 5. Manage the preparation and negotiation of change orders; analyze cost estimates and
work statements to determine the appropriate contract action; process claims and stop notices and works to resolve protests.
6. Serve as the technical expert in construction procurement and contract administration; lead interdepartmental work groups to develop integrated policies, procedures, and practices related to construction procurement and contract administration.
7. 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’s policies and local, state, and federal regulations; provide consistency and oversight in contracts and contractual relationships.
8. Evaluate market conditions with respect to the viability of construction contracts; evaluate project risks and risk mitigation strategies.
9. Plan, prioritize, assign, supervise, review, and participate in the work of staff responsible for performing construction procurement and contract administration.
10. Monitor operations and activities of the construction contract administration work unit; identify opportunities for improving service delivery methods and procedures; provide recommendations concerning process changes; review with appropriate management staff; implement improvements; prepare various reports on operations and activities.
11. Evaluate employee performance, counsel employees, and effectively recommend initial disciplinary action; assist in selection and promotion; train staff in work procedures. 12. Determine and recommend resource and staffing needs for assigned operations,
projects, and programs; participate in the annual budget preparation; prepare detailed cost estimates; maintain a variety of records and prepares routine reports of work performance.
13. Participate in the development and implementation of goals, objectives, policies, and priorities for assigned services and programs; identify resource needs; recommend and implement policies and procedures, including standard operating procedures.
14. 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.
15. 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.
16. Employees have a responsibility for safety; for following safety regulations and safety policies and procedures applicable to their work; and for carrying out those
responsibilities with due diligence as a condition of employment. 17. Perform related duties and responsibilities as required.
QUALIFICATIONS
The level and scope of the knowledge, skills and abilities listed in this section are related to the job duties as defined under Distinguishing Characteristics.
Knowledge of:
Theories, principles, and practices of construction procurement and contract administration including alternative delivery methods (such as DB and CM/GC). Bid process and contract administration 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.
Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures. Principles and practices of project budget development and administration.
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.
Ability to:
Organize, implement, and direct construction procurement and contract administration activities.
Review and approve specifications, contracts, change orders, claims, and stop notices. Oversee the 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.
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. Identify problems, research and analyze relevant information, develop and present
recommendations, and justification for solution.
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.
Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
Supervise, train, plan, organize, schedule, assign, review, and evaluate the work of staff. Research, analyze, and evaluate new service delivery methods, procedures, and
techniques.
Develop change order negotiation strategies and lead complex negotiations.
Develop cost estimates for labor and supplies; prepare and administer assigned budget. 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. Training and Experience Guidelines
The following combination represents the minimum training and experience requirements for the classification:
Training:
Equivalent to graduation from an accredited four-year college or university with a degree in engineering, construction management, or a related field.
Experience:
Seven (7) years of increasingly responsible construction contract administration experience in a public agency involving highly complex and/or high dollar value
contracts, including two (2) years of lead experience or supervision of professional staff. 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.
License or Certificate:
Possession of valid California driver's license required to perform the duties of the classification.
WORKING CONDITIONS
Environmental Conditions
Employees primarily work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical
substances. Employees may interact with difficult or challenging staff and/or public and private representatives in interpreting and enforcing Valley Water policies and
procedures
Employees may occasionally work outdoors and may be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, vibration, confining
workspace, chemicals, mechanical and/or electrical hazards, and hazardous physical substances, odors, and fumes.
Physical Conditions
Must possess mobility to work in a standard office setting and use standard office
equipment, including a computer; strength, stamina, and mobility to inspect Valley Water construction sites, including traversing uneven terrain, climbing ladders, stairs, and other temporary or construction access points; and to operate a motor vehicle to visit various Valley Water and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the
telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop,
kneel, reach, and climb to inspect construction sites and push and pull drawers open and closed to retrieve and file information.
CLASS LEGEND Established Date: Employee Groups: Revisions Dates: Current Previous Class Code: Series Code: Family Code: Previous Titles: Analyst: Approve:
Tina Nguyen Yoke Chief Operating Officer
Information Technology & Administrative Services
