Specialist, Facilities Contracts and Bids - Facilities Planning & Management Department (2018-19)

Ref: PCN6781

TITLE:

Specialist, Facilities Contracts and Bids

REPORTS TO:

Assigned Supervisor

DEPARTMENT:

As Assigned

CLASSIFICATION:

Classified Management

FLSA:

Exempt

WORK YEAR/HOURS:

261 Days / 7.5 Hours

ISSUED:

Created: September 2018

SALARY GRADE:

ADCL 12

BASIC FUNCTION: Under general supervision, the Specialist, Facilities Construction Contracts and Bids, manages the District's construction projects bidding and contracts as mandated by state and federal laws, local ordinances and best practices for public sector construction procurement projects. The Specialist plays a major role in District's proposal processes, and handles the certifications, insurance, regulatory and compliance requirements for the District. Daily responsibilities will be diverse, but will include preparing and managing contracts, reviewing and preparing proposal documents, tracking and conducting follow up for executed/partially executed agreements, maintaining and updating contracts databases. The Specialist ensures accurate internal accounts tied to specific projects/contracts by interfacing with external clients and internal District staff of various departments and programs.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

Provide professional-level support to the Facilities Department by managing a variety of areas, including the maintenance of multiple databases, preparing correspondences, and overseeing the flow of all documents related to District construction projects.

Serve as department lead for complex and high dollar value contract procurement assignments, including the bid process, design agreements, work authorizations, addendums, and other necessary documentation for contracting purposes; make revisions to contract specifications and prime contractor bid documents in order to facilitate compliant and timely transactions.

Develop, implement, and monitor construction projects data management information systems to effectively track all aspects of the District's facilities construction bids, contract, and projects, from end-to-end, including both physical and electronic filing systems.

Implement the various levels of contracts processing including: initial drafting of contract documents by collecting and organizing relevant information from multiple sources, both internal and external, and using District standard contract templates; reviewing external client contracts; and independently manage contract inquiries and issues involving external clients.

Analyze, evaluate, and report regularly on other third parties providing construction professional services to the District, including but not limited to; legal professional services, facilities project managers, and site visits; follow up with vendor or District departments to resolve issues and escalate to supervisor as needed.

Conduct thorough review and issue-spotting for pending proposal submissions and provide guidance to department staff related to proposal rules; also assist District and department staff with preparation of standard and nonstandard legal forms related to proposal submissions for the Board of Education.

Develop, updated, and effectively communicate procedures as needed for construction project-related communications in partnership with the District's Office of Communications.

Provide advanced-level consultation and technical assistance to District staff and external agencies regarding facilities-related contracts, professional service agreements, facilities projects procurement, and other related matters in support of operational efficiency.

Coordinate and conduct bid openings and establish vendor selection lists, request for qualifications, and request for proposal materials.

Create and facilitate professional workshops for prospective construction companies and bidding agencies as well District personnel regarding procedures for the District's bidding process, covering the complete cycle from initial inception to post-construction completion duties and responsibilities.

Monitor, analyze, and prepare regular reports associated with the coordination and administration of the Facilities contract procurement process; including contractor pre-qualifications, contract bid packages; design agreements; bid evaluations, and award recommendations.

Assist District leadership with research and analysis of regulations related to specific contracts/proposals in order to advise staff on construction-related bids and contract procurement issues.

Partner with construction project leads and District financial partners to ensure that the internal system of accounts is correctly tied to various contracts and projects.

Act as the District's administrative representative at Bid Openings and lead on all preparations, setup, and follow up needed for construction-related meetings conducted by the District.

Develop, implement, evaluate, and report on the operational efficiencies related to the handling of construction project documents and recommend changes to protocols and ideas when necessary.

Contribute to the development of new processes that increase efficiencies and recommend process improvements.

Meet with department personnel as well District legal staff to provide information and assistance to resolve on contract documents and agreements in order to resolve Facilities' contract procurement issues.

Coordinate and refer matters of legal interpretation to District leadership or to the Office of General Counsel as appropriate.

Act as Facilities project leader on special projects and activities as assigned.

Provide general support in the following areas: organizing and maintaining department files in both hard copy and electronic formats; copying, faxing, emailing contract documents; scanning and uploading contract documents for internal approvals.

Hire, manage, motivate, develop and evaluate assigned staff; includes hiring, resource allocation, coaching, performance management, and development of staff.

Attend trainings and conferences to keep current with government/regulatory reports and programs such as public sector contract policies, and other facilities contract procurement best practices in the industry.

Perform other related duties as assigned.

QUALIFICATIONS:

The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.

KNOWLEDGE OF:

Regulations, laws, statutes, reforms, procedures, timelines and policies governing construction bidding, particularly in the public sector environment

Procedures, methods, techniques and strategies utilized in managing processes and procedures related to construction procurement

General Facilities contract policies, procurement manuals and procedures

General architecture and construction industry

Writing skills to prepare clear and concise specifications and reports

Complex, specialized Facilities Planning and Management Bidding / Public Advertising principles and processes

Advanced guidelines, policies, and regulations related to Contractor's Prequalification Procedure

Strong decision-making, organizational, analytical, planning and problem-solving skills

Strong interpersonal and communication skills needed to interact with others in a professional and tactful manner

Strong working knowledge of PC software applications used for work processing, spreadsheets, and databases

ABILITY TO:

Independently develop and implement plans and procedures, evaluate and assess problem areas, and provide recommendations for solutions

Perform independent research and analysis and prepare periodic or special reports

Assure District contracts are prepared in accordance with applicable laws, codes, regulations and Board Policies

Be very detail oriented and review and critique the minutiae of all documents while keeping in mind the overall broader objective related to the documents

Retain knowledge of the laws and regulations governing Facilities' school district purchasing policies and procedures

Create an atmosphere of respect, trust and high morale

Work under intense pressure of time constraints and cope with difficult situations in a sensitive and positive manner

Effectively communicate orally and in writing

Establish and maintain an effective working relationship with a wide variety of people, including administration, employees, vendors and contractors

Prepare, review, verify and process contracts and all other related documents

Travel regularly, at times bi-weekly, to Board of Education and District central office to transport contract-related documents

PREREQUISITES

Any combination of education, training and or experience equivalent to Bachelor Degree or its equivalent required (2 years of similar and relevant work level experience = 1 year of college) in facilities management or a related field. A combination of experience and education may be used to meet the Bachelor Degree requirement; however, the work experience years used to qualify for the Bachelor Degree requirement cannot be used to meet the work requirement

Minimum of 5-7 years of experience in a complex administrative support role or 3 to 5 years as a contracts/compliance analyst or equivalent role that required maintenance of client files, drafting documents and correspondence, researching and interpreting regulations, monitoring deadlines, and analyzing documents

Legal experience is helpful

Intermediate to advanced proficiency with Microsoft Office

Strong familiarity with databases required; incumbent will need to be able to navigate and conduct frequent searches on internal intranet/database

Valid California Driver's License

PRE-EMPLOYMENT PROCESS:

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

WORKING CONDITIONS

ENVIRONMENT:

Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.



Primary Location: Facilities Planning and Management
Salary Range: $70,380.19 - $89,826.97 / Per Year
Shift Type: Full-Time

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