This class is responsible for performance of contract administration in the procurement of light, medium and heavy duty equipment used in State highway construction and maintenance systems.
$2.8 million per fiscal year purchases.
Acquires open market value surplus property.
20+ contracts negotiated per annum.
Supervises a Surplus Property Specialist and an Equipment Systems Officer.
Nature and Scope
The class incumbent reports to the Highway Equipment Manager and is responsible for reviewing, writing and revising specifications for procurement of highway equipment. Decisions are based on analysis of alternatives and knowledge of the capabilities and characteristics of the equipment needed and require the resolution of incomplete or conflicting technical vendor data. Work also includes gathering equipment and maintenance cost data, making recommendations for future purchases and evaluating bids on the basis of contract specifications. Work is reviewed for compliance with departmental policies and further evaluated through the service obtained from equipment purchased. Supervises personnel engaged in the development/maintenance and review of inventory records and equipment maintenance programs, distribution of equipment, coordination of the sale of surplus equipment and the requisition of federal surplus equipment.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Performs market analysis to determine availability of equipment; assesses impact of socioeconomic considerations on procurement actions; reviews industry publications and meets with industry representatives to acquire or exchange information.
Arranges pilot model and new equipment demonstrations for department review and evaluation.
Resolves specification problems which may limit competition among users, modifies contractual clauses as deemed appropriate, and determines the most advantageous time to solicit bids.
Develops bid solicitations; determines specific contract language and clauses, selects the appropriate type of contract, method of award, transportation and delivery, and publication and distribution of solicitations.
Evaluates bids submitted and coordinates with technical specialists in DelDOT on bid samples; plans and conducts negotiations on price, technical requirements, terms, and conditions of the contract; awards or recommends award in accordance with delegated authority.
Plans and conducts prebid and postawards conferences to assure understanding of contractual requirements; tracks progress; develops and maintains systems to evaluate performance related to delivery and cost; identifies potential problem areas and initiates remedial action.
Incorporates new or changed contract requirements, or settles issues that develop after contract placement, including making eligible adjustment in price and delivery schedules under a variety of conditions.
Reviews computer data to evaluate the dependability and efficiency of currently owned equipment.
Receives and inspects all new equipment for compliance with contract specification; arranges for and conducts necessary training on new equipment received.
Intervenes with warranty-related problems between Department maintenance personnel and contractors; makes arrangements for and attends equipment expositions for new equipment review.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of highway construction and maintenance programs and technical requirements sufficient to plan and carry out a procurement program.
Knowledge of contract administration principles and practices to monitor contractor performance over the life of contracts, and to solve a broad range of problems relating to change proposals, warranties, safety features, claims, payments and similar problems.
Knowledge of the utilization and capacities of light, medium, and heavy-duty highway construction and maintenance equipment.
Knowledge of the principles and practices of supervision.
Knowledge of the equipment/structures market and sources.
Ability to gather, evaluate, and present technical information effectively in oral and written form.
Ability to extract and evaluate data from a computer based equipment management system.
JOB REQUIREMENTS for Highway Equipment Contract Administrator
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in procurement services which includes purchasing goods and services in accordance with procurement procedures and contract specifications.
Six months experience in managing the acquisition, warehousing and distribution of inventory.
Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
Knowledge of managing an equipment fleet including preventative maintenance, inventory management, repair, and replacement.
Knowledge of researching, analyzing, and writing bid specifications.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.