Job Requisition Number: 23595. Real Estate provides an integrated approach to development and management of Berkeley’s facilities. The departments that make up the division work together to bring planning, construction, development and management services to the campus with a focus on customer service. In support of the campus’s mission, our goals are to maximize operating efficiencies and revenue generation opportunities across all (on- and off-campus) real estate.
Contract Administration is the unit responsible for the formation and administration of construction contracts for the Construction & Design and Facilities Services units in the Real Estate Division. C&D’s primary function is the acquisition of professional, architectural and construction services for the Berkeley Campus. Professional contracting services are provided in compliance with System-wide and Berkeley campus policies and procedures as defined in UCOP’s Facilities Manual in addition to applicable local, state, federal, and international laws, rules and regulations, principally those laws pertaining to UC in Calif. Public Contract Code Section 1500, et seq. Contract Administrator 3 (CA3) serve the campus in two functions: procurement of the professional, licensed contract services of construction and design firms and administration of the contracts after award, i.e., change orders, payment processing and closeout.
This is an Entry to Mid-level Contract Administration position.
•Design and Consulting Services Contracting – Primary responsibilities include: •Participating in the designer/consultant selection process in accordance with UCOP Facility Manual policies •Consults with project managers to draft appropriate master design (EDPA) or consulting agreements (PSA) agreements •Prepares and issues appropriate agreement to designer/consultant •Negotiates any consultant/designer exceptions to agreement terms and conditions as required to acceptable UC standards. •Determines appropriate insurance coverage and ensures that designer/consultants have the required coverage and that it is documented through correctly completed insurance certificates. •Coordinates and ensures the execution of the agreement for the Regents. •Drafts and issues Work Authorizations for the award of specific work to designers/consultants against appropriate master agreements. •Construction Services Contracting – Primary responsibilities include: •Prepares and executes complex, high dollar construction contracts (greater than $100,000), •Consults with project managers, drafts and issues Requests For Prequalification. •Reviews Architect/Owner’s Representative specifications, including checking license type, funding, and a detailed review of bid documents (drawings, certification page, specifications, and the Information Available to Bidders documents). •Sets the bidding schedule and ensures that all public bid advertisement requirements, practices and UCOP policies are met prior to bid opening. •Prepares construction bidding documents •Ensure that a “peer review” is performed as a final check of the bid documents. •Participates as a project team member in the selection of the most cost effective project delivery method to ensure that the most cost effective strategies are employed. •Consults with project manager and sets the advertising and bid schedule and publishes appropriate advertisements as required by law. •Supervises the publication of construction bidding documents. •Conducts contract portion of site tour, including explaining any commercial specification requirements and ensuring the integrity and fairness of the bid walk process. •Prepares the site tour sign-in sheet. •Monitors and coordinates the bid process. •Drafts and issues Addenda to the bid, as required •Conducts the public bid-opening meeting. •Analyzes bids received for responsiveness of the bidder and responsiveness of the bid submittal, including required insurance and bid bond, and issues Bid Analysis Memo to project manager. •Determines if performance and payment bond requirements are met. •Posts bid results and plan holders list on the CA website. •Coordinates the response to any bid protests. •Reviews insurance submittals for conformance with contract requirements. •Prepares the contract agreement and negotiates any exceptions to the satisfaction of UC policies. •Consults with project team and prepares the Apparent Lowest Responsive Bidder (ALRB) notification package to the lowest bidder for execution •Coordinates the contract execution process both with the contractor and the internal approval process. •Initiates Builder’s Risk insurance for projects to ensure that risk for large construction projects (>$200,000) is covered by including the work under the University’s Builder’s Risk Insurance program. •Review of ALRB including review of agreement, payment bonds, performance bonds, and insurance; review for submittal of subcontractor list, preliminary schedule, cost breakdown, selection of retention options, escrow agreement, and electronic funds transfer request. •Prepares the “Recommendation of Award Memo” and the “Notice to Proceed” documents. •Plan and conduct the “kick-off” or “preconstruction” meeting with the project team and the selected bidder. •Supervises the administrative procedures associated with the contract conformance process. •Consults with project team, negotiates with contractor is necessary, and assists with the drafting of change orders. •Coordinates the change order execution process with the contractor and the internal approval process. •Assists in drafting pay applications with the owner’s representative, project manager or contractor, as appropriate. •Coordinates the pay application process internally. •Files the Notice of Completion with the county within 10 days after the date of final completion of project. •Works with project managers, and contractors to develop requirements and specifications for buy-out packages in the CMGC delivery model. •Reviews requisitions, analyzes specifications, analyzes contractor capabilities, conducts pre-bid analysis, and participates in the process of the contractor selection •Performs prevailing wage audits/checks for construction contracts. •Complies with Department of Industrial Relations (DIR) reporting requirements. •Administers the Construction Blanket Program by issuing contracts, Authorizations, MOUs and insuring program complies with PCC, State and University policies. Selects appropriate contracting method based on departmental needs. Identifies and investigates new contractors with special emphasis on business outreach. Partners with Project Manager requesting contract, to draft contract language using terms most favorable to campus. Investigates and mediates departmental and or contractor complaints, including coordination between multiple parties. Document Production: Drafts and executes complex contracts, utilizing both custom and standard terms and conditions for materials, supplies, equipment, and services. Drafts complex RFPs (request for proposal), including detailed specifications, terms and conditions, and evaluation criteria. Writes sole source justifications and bases for award documents. Documents interpretations of processes, policies, and procedures for edification of customers and suppliers. Develops spreadsheets and other documentation to support analysis (see below). Relationship Management: (i) Negotiates unique terms and conditions with contractors as required; (ii) Develops new sources to address supply base inadequacies (as needed); (iv) Resolves contractor performance issues. Customer: (i) Regularly communicates and leads meetings with campus customers; (ii) Reduces risk to the University by ensuring departmental compliance with procurement policy; (iii) Works in conjunction with end-users to develop specifications for RFQs and RFPs; (iv) Assists in implementation of campus or system-wide agreements; manages demand against agreements; (v) Makes recommendations regarding new sources; champions use of a diverse supply base (as appropriate). Analytical Practices: Interprets and applies University policies and procedures. Determines quality and cost effectiveness to select services. Analyzes terms and conditions for appropriateness. Performs complex analysis to determine appropriate contracting selection. Evaluates sole source justifications for appropriateness. Responsible for providing analysis for highly complex construction/design projects. Other:. Acquires and maintains advanced technical understanding of construction/design contracting practices. Participates in professional development and training. •Participates on quality improvement teams and contributing to implementing process improvements. •Keeps abreast of issues and changes in the contracting field by attending professional meetings, participating in professional contracting organizations. •Participates in internal and external training opportunities to improve skills, knowledge and abilities. •Updates Berkeley Financial System (BFS) and Project Information Systems Manager (PRISM, Unifier and Maximo) databases, as required. •Produces high quality work, which demonstrates the effective use of a variety of computer-generated contracting documents and reports.•Thorough knowledge and understanding of specific contracting assignments. •Strong written, verbal and interpersonal communications skills; and ability to deal effectively with broad and diverse constituencies ensuring strong customer service orientation and skills. •Strong organizational, presentation and negotiation skills. •Strong listening and political acumen skills. •Extensive experience researching, developing, and preparing complex legal contract specifications and agreements. •Ability to create an atmosphere of trust, understanding and reasonableness in the course of business relations and negotiations with University contractors, architects, and consultants. •Ability to remain composed while effectively interacting with people in stressful situations. •Strong negotiation and consultation skills. •Ability to apply logical thinking and exercise sound judgment to arrive at appropriate business decisions. This includes a sense of balance between risks involved, timeliness, cost factors and other considerations. •Ability to be creative, pro-active, and organized. •Demonstrated reading and comprehension skills consistent with the ability to understand complex information contained in requisitions, specifications, contracts and related documents. •Ability to assists the Contract Manager for vacation relief and overflow, by independently collecting and negotiating relevant contract information, conducting the bid and award process, drafting contracts and maintaining BFS, PRISM, Unifier and Maximo and performance database information and reporting. •Ability to qualify and analyze draft contracts change orders and technical specifications. •Skill to compose letters of a complex nature, contract specifications, contracting documents and other related documents which clearly convey or request accurate information. •Ability to review contract requests to ensure that appropriate funding is in place. •Ability to negotiates contract terms with architects, consultants, and contractors, drafts contract document, and be trained to use the Berkeley Financial System (BFS) and the Project Information Systems Manager (PRISM) databases, reviews contracts for formal content and monitors internal approval routing and transmit contracts to contractors for their execution. •Ability to determine if performance and payment bonds are required and ensures that they are posted. •Ability to determine appropriate Commercial General Liability, Auto, Professional Liability, and Workmen’s Compensation insurance coverage and ensures that the contractors have the required policies and that they are documented on insurance certificates, which show the Regents’ as additional insured. •Language skills consistent with the ability to orally convey ideas, information, standard procurement and contracting terminology, procurement policies and procedures, and action plans. •Listening skills to accurately interpret what others are saying. •Ability to manage multiple tasks simultaneously and produce accurate detailed work on time. •Ability to respond to emergency situations calmly and expeditiously. •Knowledge of business subjects such as procurement, economics, ethics, accounting and contract law and state and federal laws, as applicable. •Ability to conduct business within a continuous improvement environment based on benchmarking, customer feedback, operational and performance measurements •Practical knowledge of and a demonstrated ability to use project management and accounting automated systems. •Ability to become proficient, in a timely manner, in the use of software applications used at UCB, such as MS Word, MS Excel, Lotus Notes, and project management and calendaring programs. Education/Training: •Bachelors degree in related area and/or equivalent experience/training
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.