Job ID #32135: Fleet Vehicles and Equipment Contract Coordinator

Contribute to the City of Hamilton, one of Canada's largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees.

Help us achieve our vision of being the best place to raise a child and age successfully. #Be The Reason
Job :
Fleet Vehicles and Equipment Contract Coordinator
Union: CUPE Local 5167

Job Description  #: 7679
Vacancy type:
This posting is for an existing vacancy
SUMMARY OF DUTIES  Reporting to the Superintendent Fleet Capital Planning & Contract Management provides administrative and contract management support to the Fleet section of the Corporate Asset Management Division. This position is responsible for assisting with coordinating of contracts for vehicles and equipment, issuance of Request for Quotations, schedule of prices, contract award. This position maintains all vehicle and equipment records in the maintenance management system, vehicle licensing requirements, payments to Ministry of Transportation and disposal of all fleet assets through external auction process.
This position is only responsible for the issuance of Request for Quotations and will engage Procurement for clarity and to ensure compliance to Procurement By-law.
GENERAL DUTIES  Develops and maintains electronic and hard copy filing system and forms by ensuring that all contract files have all required documentation such as purchase order, insurance, WSIB, bidders list, and a copy of all contract documents
Composes correspondence to other City departments, internal staff and outside agencies.
Performs due diligence searches in preparation of contract award., in consultation with Procurement.
Performs due diligence to ensure that contracts are not awarded to vendors currently in litigation with the City.
Maintains database of all Fleet Vehicle & Equipment contracts. For multi-year contracts works with the Senior Fleet Analyst to determine if client department is open to renewing the contract or re-issuing bid document for the services.
Works with the Procurement Specialist to determine what documents are required in order to renew the contract; includes securing required documents from the vendor as well as issuing amending documents to the contract or purchase order.
For quotations issued by Fleet, issues renewal letters to vendors and follows up with vendor to complete the renewal prior to term expiry.
Prepare and word process, quotations, schedules, special provisions, purchase order requisitions, award and non-award letters, Policy 10 and 11 Forms.
Prepare purchase order requisitions and run financial queries. Validation of funds for capital fleet reserve, upgrade costs and license costs.
Maintain office filing system for vehicle and equipment
Inputs data, create new entities, amend and update as required in maintenance management system for vehicle and equipment. Attach asset pictures, data links for operator, service, technical and parts manuals. Ensure all necessary approvals are attained
Updates maintenance management system for all City departments for rental units for fuel access
If request to assist with Request for Tenders and Proposals this position assists Procurement staff with administrative support relating to the coordination of specifications, special provisions, schedule of prices and contract management.
Collaborate with designated Fleet and Procurement staff to develop contract documents for vehicle and equipment Request for Quotations. Responsible for the coordination of specifications, verifying schedule of prices, bid evaluations, and ensure technical compliance to specifications for all vehicle and equipment Request for Quotations.
Coordinates and complies vehicle and equipment contracts with designated Fleet and Procurement staff to finalize Request for Quotation document and attain required approvals for multi year RFQ’s.
Compi…