Procurement & Contracts Manager

Summary

OPEN UNTIL FILLED, MAY CLOSE AT ANY TIME

FIRST REVIEW OF APPLICATIONS ON 5/20/2025.

Under the general direction of the Controller, the Procurement & Contracts Manager is responsible for oversight of all contracting services, procurement activities and for managing the District’s programs to control, finance and minimize exposure to risks of loss. The incumbent exercises significant authority and independence while implementing a broad range of services and programs in coordination with other District executives and managers. Responsibilities and assignments are broad in scope and require substantial independent judgment on issues, which are complex, interpretive and have District-wide impacts, and are evaluative in nature.

The incumbent leads and participates in review, analysis and writing of both standard and non-standard District contracts and agreements; develops and implements contractual standards and provides overall guidance and technical support for the consistent administration of contractor, consultant, and/or service contracts and agreements; drafts agreements in coordination with legal counsel.

Essential Functions

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position.

Plans, organizes, controls, integrates, and evaluates the work of contracts, purchasing, inventory and some areas of risk management including, insurance coverages and property/general liability claims administration. In collaboration with staff, develops, implements, and monitors long-term plans, goals, and objectives focused on achieving the department’s mission and assigned priorities; manages and directs the development, implementation and evaluation of plans, policies, systems, and procedures to achieve annual goals, objectives, and work standards.

Works with other members of District Management to develop day-to-day management practices, programs, and policies that support the District’s mission.

Manages and participates in the development and administration of the Department’s annual budget; directs the forecasting of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; assists, supports and participates with District management in the development of the District’s capital and operating budgets.

Plans, organizes, coordinates, directs, and participates in the District’s centralized contracting and procurement operations; leads the development of both standard and nonstandard contracts and agreements for professional services, construction projects, consulting services, materials and equipment purchases, joint financing agreements, leases and licenses, asset sales and purchases and other specialized services and arrangements.

Develops and reviews the District’s procurement and contracting policies, procedures, methods, and records; monitors and ensures the District’s compliance with applicable rules and local, state, and federal regulations governing municipal purchasing activities and identifies the most effective methods. Monitors legislative changes in relation to procurement and contracting and develops sound recommendations for changes to the District’s policies and procedures; works closely with the District’s legal counsel on contract and agreement issues.

Maintains an effective inventory system to control materials; determines appropriate stock levels for stock items including development of minimums and maximums; monitors inventory levels to ensure adequate quantities; directs staff to initiate orders for new or replacement materials; directs periodic inventory counts of materials in stock; assesses need for new stock items; researches new products and equipment; recommends addition/removal of items from inventory.

Reviews scope of work and other issues with District staff to ensure clarity of work and contracting requirements; drafts legal and administrative sections of contract documents for subsequent legal review; recommends modification to contract language to protect the District’s interests.

Participates in the development of formal and informal invitations for bids, RFQs and RFPs, ensuring that all applicable legal and contractual provisions are included to safeguard the District’s interests; works with departments to ensure requirements are clear and understood, to gather data and develop specifications.

Reviews non-standard, vendor or agency drafted agreements for terms and conditions; evaluates and negotiates changes to manage contractual risk.

Participates in the solicitation, evaluation, and award of bids, RFQs, and RFPs; conducts pre-bid briefings in the office and field; performs or assists others in performing price/cost analyses; negotiates contract provisions; determines appropriate contractual instruments.

Evaluates and monitors compliance with insurance and bonding requirements and faithful performance warranties; reviews insurance certificates for conformance with District and legal requirements; monitors expiration dates of insurance certificates and obtains current documents from contractors and vendors. Establishes appropriate insurance limits on contracts, based on the scope of services and risk-level to the District.

Reviews programs and recommends options to purchase insurance coverage; develops and maintains current specifications for all types of insurance deemed necessary to adequately protect losses and writes specifications for the purchase of insurance.

Manages contracts and agreements through conformance with contractual documents; issues notices of award and notices to proceed; investigates irregularities and resolves bid protests; monitors time and budget compliance; evaluates, approves, and processes amendments, change orders, addendums, extensions, stop notices, releases, closeout agreements, and notices of completion.

Uses JD Edwards accounting software to issue purchase orders for contracts and agreements, process progress payments, and store contract related data.

Develops and maintains a contracts and procurement management system including files, databases, processing protocols, and monitoring procedures to enforce milestones, deliverables, certificate expiration dates, and post-contract warranties.

Negotiates and administers surplus property sales and other proposals for specialized services and arrangements in accordance with applicable legal requirements; assists in day-to-day administration of these functions.

Prepares reports and recommendations related to the development and management of contracts, purchasing and property for approval by the Board of Directors; drafts contract correspondence; prepares documentation on a wide variety of contract development and management issues.

Attend the Board of Directors meeting and committee meetings as necessary; attend outside agency meetings as directed, particularly supporting purchasing, contracts, and risk management activities of regional or joint project committees and agencies.

Maintains and updates contract and agreement files; distributes contract documents to parties of interest and upon request; maintains contract and funding logs and related specialized records.

Collaborates with departments and consultants to review programs and recommends options to purchase insurance coverage; develops and maintains current specifications for all types of insurance deemed necessary to adequately protect losses and writes specifications for the purchase of insurance.

Reviews claim files for accuracy, timeliness; manages related consultant contracts which may include third party administrator for property and liability, ombudsperson, risk management consultant, and acts as claims auditor and administers or has oversight for those contracts; handles difficult or sensitive claim matters for management and staff; and reports claim statistics and trends to management and the Board.

Provides training to District employees involving contracting standards, procedures, issues, and trends.

Assists and orients contractors and consultants doing business with the District with the process/procedures of contract/labor compliance providing consistency and oversight in contracts and contractual relationships; interfaces with contractors, consultants, and vendors to expedite timely completion of contract agreements.

Oversee time management and work activities of assigned staff; ensure time sheets are completed accurately and submitted in a timely manner.

Participate in the selection, counseling, and training of employees; regularly review and evaluate the performance of staff; write annual performance appraisals for assigned personnel while providing clear goals, expectations, and professional growth goals for the coming year; may recommend merit increases, reclassifications, or disciplinary actions for assigned staff.

Performs other duties as assigned.

Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities (KSAs) may be qualifying. A typical way to obtain the KSAs is:

Equivalent to graduation from an accredited college or university with a bachelor’s degree in acquisitions and contract management, business or public administration, finance, operations management, engineering, or a related field; and seven (7) years of increasingly responsible experience in developing, writing, and administering legal agreements, oversight of insurance strategy for a public agency; or an equivalent combination of training and experience. Experience in drafting and administering contracts and agreements associated with professional services, insurance, water works, public works, site leases, purchasing and licenses, or major construction projects is desired. At least three (3) years in a management/supervisory capacity in this or related field. Substitution of relevant training and education for experience may be considered.

Excellent verbal and written communication, coordination, and negotiation skills.

Ability to work independently to resolve contract issues.

Must have strong skills in Enterprise Resource Planning Software and Microsoft office software.

One or more of the following certifications is preferred:

Certified Procurement Professional through the National Institute of Governmental Purchasing, and/or

Certified Commercial Contracts Manager through the National Contract Management Association and/or

Certified Professional Contracts Manager through the National Contract Management Association, and/or

Certified Professional in Supply Management through the Institute for Supply Management, and/or

Certified Public Procurement Officer through the Universal Public Procurement Certification Council. 6. Must be able to organize, prioritize, and work on simultaneous assignments with attention to detail and required deadlines.

7. Must possess and maintain a valid California driver's license and a safe driving record.

Physical Qualifications

Position requires ability to communicate in a professional manner, with District management, coworkers, inter-agency officials, Board of Directors and the public through verbal and written communication in face-to-face, one-on-one and group settings; regular use of the telephone for communication; operation of office equipment such as computer terminals, copiers and facsimile machines; sitting and/or standing for extended time periods; hearing and vision required to be within normal ranges; occasional stooping, bending, climbing, lifting, walking, reaching and the ability to carry and lift materials and objects weighing up to 25 pounds; ability to travel to conduct District business.