Procurement Contract Coordinator

**About the City of Hamilton**

**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 kilometres 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 POSTING**

JOB ID #: 19827

Procurement Contract Coordinator
Corporate Services
Financial Services Taxtation & Corporate Controller
120 King St. W., 9th Floor

NUMBER OF VACANCIES: 1

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: G
- SALARY/HOUR: $31.119 - $33.825 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full-Tie Temporary (up to 20 months)

Job Description ID #: 6911

**Vaccine Verification - **As a condition of employment you are required to provide proof that you are fully vaccinated or provide proof of valid exemption satisfactory to the employer prior to your start date. You must acknowledge and agree to comply with any future vaccine policy requirements as an ongoing condition of employment at the City of Hamilton.

SUMMARY OF DUTIES

Reporting to the Supervisor, Procurement Contract Management, provides administrative support to the Procurement Section of the Financial Services Division by providing contract management for all goods and service contracts issued by the Procurement Section. 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 staff and 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 tender/proposal requirements

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.

Works with Legal staff to complete vendor name changes and corporate assignments. Liases with vendors to ensure proper documentation and information is secured to prepare the name change.

Establish work priorities and schedules, ensuring timelines are met.

Receives and interprets legal documents such as bid and contract bonds, letters of credit, etc., to verify compliance to tender/proposal document.

Receives and answers inquiries by telephone and in person from the public, contractors, suppliers, salespersons, staff, outside agencies, and other departments within the corporation.

Operates equipment such as photocopier and fax machine.

Creates and prepares contract evaluation spreadsheets for analysis purposes. Manipulates data in spreadsheets to evaluate bids.

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 depar