Job Id #30041: Procurement Contract Coordinator
3 weeks ago
Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
- **Job ID #30041**:Procurement Contract Coordinator (2 vacancies: 1 full-time temporary, 1 full-time permanent)**:
- **Union**: CUPE Local 5167
- **Job Description ID #**:6911
- **Duration**: Up to 12 Months,
This vacancy is for a period of 12 months due to a maternity leave
**SUMMARY OF DUTIES**
Reporting to the Supervisor, Contract Management provides administrative support to the Policy & Contracts section by providing contract management for all goods and service contracts issued by the Procurement Division. Assists procurement staff on day-to-day administrative functions relating to the award of new and renewing contracts.
**GENERAL DUTIES**
- Prepares contract documents for execution by both the City and vendor, which shall include preparing the contract for works, attaching all pertinent appendices and schedules. Liaises with vendors to collect, then reviews all insurance, WSIB certificates and performance and labour and material payment bonds for inclusion in the contract. Responsible for copying and binding of all documentation.
- Consults with Procurement, Risk Management and Legal Services staff when necessary. Forwards contracts to vendor and City departments for execution. Ensures all documentation received by vendor complies with contract requirements.
- Reviews and interprets legal documents such as contract bonds, letters of credit, etc., to verify compliance to contracts.
- Reviews and verifies compliance of certificate of insurance with contractual insurance requirements. Works closely Risk Management staff to identify deficiencies in certificates of insurances. Advises vendors/insurance brokers of contractual requirements and any deficiencies requiring correction. Ensure insurance remains active and does not lapse into expiry.
- Responsible for maintaining active vendor WSIB certificates and exemption letters. Advises vendors of WSIB requirements and ensures they understand timelines that must be adhered to.
- Administers vendor corporate changes and assignments. Identify contracts affected and ensures applicable City staff are aware. Advises vendors on process and required documentation needed for consideration of requests. Ensures proper documents and information is secured from vendors. Works closely with Legal staff to complete vendor corporate changes or assignments. Liaises with vendors to ensure proper documentation and information is secured to prepare the name change.
- Conducts business name searches, other verification and due diligence searches in preparation of contract award.
- Performs any due diligence to ensure that contracts are not awarded to vendors currently in litigation with the City.
- Ensures contract files have all required and supporting documents, are closed and properly documented in a central database. This includes securing from awarded vendors all required insurance certificates, WSIB clearance certificates, zoning verification reports, required licenses (trade, business, professional), performance security and police checks where required.
- Ensures contract files include all executed contract documents, original submissions from bidders, all bid issuance documentation (applicable addenda, bidder meeting information). Tracks and retains all vendor performance records (ongoing and end of contract performance records).
- Maintains database of all renewing contracts. Determines which contracts are up for renewal and works with the Procurement Specialist to determine if client department is open to renewing the contract or re-issuing bid document for the services. Works with the Procurement Specialist to determine what documents are required in order to renew the contract; includes securing required documents from the vendor, issuing renewal letters to vendors and following up with vendor to complete the renewal.
- Maintains database of AODA vendor compliance information, WSIB clearance certificates and all insurance certificates.
- Establishes work priorities and schedules, ensuring timelines are met.
- Operates equipment such as photocopier and fax machine.
- Word processes form letters, memoranda and reports.
- Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
- Performs other duties as assigned which are directly re
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