Bid Coordinator

Job Description

The Bid Coordinator is responsible for all aspects of initiating an IFB/RFP/RFQ and seeing it through to release. This position is also responsible for preparing contract change orders and extensions and maintaining the appropriate Contract Logs. The Bid Coordinator works independently and is responsible for assuring smooth preparation of bids, contract change orders and extensions for issue. This is an important function on which all other members of the department depend.

The position calls for good judgment, attention to detail and strong organization skills, and knowledge of public procurement laws. The Bid Coordinator will work directly with the CPO establishing schedules for releases and resolving issues relating to document preparation. The Bid Coordinator is also responsible for entering departmental requisitions and processing credit card transactions as needed.

Specific responsibilities include preparing, assembling, scanning and maintaining all documents and databases related to the advertising, drafting and issuing proposed IFB/RFP/RFQ/Change Orders/Extensions for City projects. This includes ensuring proper receipt of submitted Bid Request Forms, preparing complete bid/proposal files, advertising of public bids, and final preparation of the accepted bid/proposal templates. Monitors and updates Purchasing Department Contract Logs and City’s website as required.

Track all addenda questions and issue and post as necessary. Also performs other miscellaneous administration tasks to include a wide variety of back up tasks when staff are not in the office.

• Works with departments in initiating requests for bids, creating bid folders, retrieving and preparing documentation files, updates and confirms information, including funding sources and preparing departmental schedule for release dates, pre-bid meeting dates and bid/proposal opening dates for each project.
• Prepares and places standardized advertisements for bids in State procurement publications, in local, regional newspapers, trade journals and other types of media.
• Determines the appropriate designation of category according to the State laws for goods, services and public works as well as building construction projects.
• Creates and/or updates project manual documents including bidding documents, contract forms, conditions of contract along with scope of work for all projects.
• Prepares project manuals, scopes of work (with departments), contract documents for goods and services bid, DPW or construction bids prior to releasing. Works with architects, verifying the bid documents and drawings are provided correctly and on time.
• Enters each bid on the City’s website and updates when appropriate.
• Updates the departmental website when appropriate for contract logs, bidders list and citywide designed forms.
• Formats, types and distributes documentation for bids including project manual, drawing(s)/plan(s) and bidlist for each project. Distributes and maintains plans and specifications for project managers and contractors alike. Assists in the receipt, logging, opening of sealed bids; contract expediting, and paperwork processing. Verifies that requested supporting documentation have been received and filed.
• Ensures communication and collaboration among departments, designers, project managers and bidders.
• Obtains prevailing wage rate schedules from Department of Labor Services, converts the wage schedule to word format so that it may be included in project manual and maintain the wage schedule in the bid file when necessary.
• Processes all IFB/RFP/RFQ questions either from email or pre-bid meeting and coordinates, issues and posts addenda as required.

• Processe…