Contract Specialist

This is a grant-funded position through March 2028

Renewal is on an annual basis, however, is not guaranteed.

Under the general supervision of the Director of Purchasing and Contracts Administration, the Contract Specialist oversees the District's contractual acquisition process for goods, services, professional services, and maintenance services. Working in compliance with all applicable codes, policies, and regulations - including public works requirements and the Department of Industrial Relations (DIR) - this position is responsible for planning, developing, coordinating, funding, conducting, negotiating, administering, and finalizing bids, requests for proposals, and service contracts of intermediate monetary value.

The Contract Specialist also performs a range of administrative and technical duties, such as maintaining and updating contract records, preparing and routing contracts for execution, drafting and submitting Board agenda items, and responding to inquiries from regulatory agencies and prospective bidders. In addition, the position assists with drafting, reviewing, negotiating, and ensuring compliance for various District agreements - including consulting, licensing, affiliation, and internship agreements - while evaluating terms, conditions, liabilities, and insurance requirements to protect the District's best interests.

EXAMPLE OF DUTIES:

* Serves as the point of contact for bidding and contractual matters, and advises on pertinent codes, policies, regulations, policies and procedures.

* Plans, coordinates, develops, conducts, and acquires approvals.

* Closes out bids, requests for proposals (RFPs) and contractual transactions.

* Acquires, validates and returns bonds.

* Validates Contractor's State License Board (CSLB) Licenses, DIR's registration, insurance certificates.

* Documents the acquisition cycle of formal/informal bids, RFPs, invitations for bids, and Public Works projects.

* Maintains and updates bid and RFP templates, forms and certifications to reflect code changes and regulations.

* Ensures use of appropriate legal contract forms(s), clauses, and approvals to minimize District's risk and exposure to liabilities.

* Receives and validates contracts files and documents

* Serves as departmental contact for the development, review, and preparation of construction related bids, requests for qualifications, requests for proposals, requests for information, prequalification, invitations for bids, sole source justifications, contracts, and associated documentation for Facilities, construction and professional services projects.

* Serves as the departmental contact for professional services agreements, affiliation agreements, requests for qualification, requests for proposal, sole source justifications, contracts and associated documentation, and the conduct of these processes as assigned.

* Responds and files to governmental and regulatory agencies.  

* Files and maintains electronic and hard copy documentation, correspondence, contractual changes, change requests and Board approvals.

* Determines and selects the appropriate type of contract requirements and procurement methodology, consistent with Board policy and related codes.

* Assist in developing, implementing and training District staff in the procurement and contracting processes and functions.

* Monitors compliance of District staff with established policies and procedures and provides appropriate   guidance and assistance.

* Ensures contract execution, close-out, extension, termination or renewal.

* Prepares and submits Board Agenda items as they related to assigned areas of responsibility.  

* Prepares and distributes correspondence, reports, charts, agendas, and materials containing confidential and/or sensitive information.

* Administers and ensures contracts compliance.

* Prepares contractual agreements for execution by the contractor and the District's representative.

* Ensures projects funding and completes encumbrances.

* Stay current on relevant laws, regulations and issues pertaining to public bidding and contracting.

* Investigates and resolves problems relating to price, quantity, quality or warranty,…