Assistant Consultant Contracts Engineer (Civil Engineer V)

Position Summary

The incumbent supervises, coordinates, and monitors the activities of subordinates engaged in preparing various types of Consultant Engineering contracts, municipal agreements, and inter- agency agreements for execution by the Highway Division of MassDOT. Responsibilities also include preparing addendums and amendments to contracts and agreements. The incumbent shall ensure that all work is performed in accordance with the policies and directives of MassDOT, as well as all applicable FHWA regulations and policies. The incumbent will also supervise staff members in the section in the absence of thThe incumbent reports directly to the Consultant Contracts Engineer and assists in managing the Consultant Contracts Section providing technical assistance to staff on work-related issues. As such, the incumbent must be knowledgeable about all work performed within the Section, including the following duties and responsibilites.

Duties and Responsibilities

• Prepares consultant engineering and miscellaneous service contract, addendums, and amendments.
• Prepares municipal design and construction agreements for Complete Streets, Municipal Bridge, Shared Streets, Local Bottleneck and other municipal Programs as required.
• Reviews proposed contracts, and other technical documentation originating from various MassDOT departments and consultants to assure conformance with established guidelines for consultant contracts.
• Reviews and prepares contract proposals which include Scope of Services, the Budget, Pre-Audit documentation, Special Provisions, and other documentations required by the Comptrollers’ Office.
• Prepares fiscal documents, and letters of correspondence to the consultant and FHWA.
• Reviews and prepares federal municipal agreements for earmarks, grants and MPOs for conformance to federal regulation 23 CFR 172 as it pertains to federally funded design contracts.
• Maintain accurate and current records of contract assignments and monitor against contract’s budget values.
• Monitor contract spending approved under various appropriations and reallocate funds to ensure budget lines reflect actual spending needs in all maximum obligation and Master Service Agreements.
• Prepare CT and FIN681 forms for contract modifications (Time Extensions, Fund Increase, Reallocations, etc.)
• Demonstrate compliance with Standard Operating Procedures for SOPs 118,119,125,126,140,165, including MassDOT Standard Operating
• Procedures of Consultant Contracts including Notice to Proceed Assignments, Notice to Proceed for Out-of-Scope Work, extension of time and salary escalation, Time Extension, Expiring Design Contracts, Contract Transfer of Funds and Contract Increase of Funds.
• Identify availability of firms as either prime or sub-consultants to meet Department needs in a timely fashion.
• Update Project Info and maintain contract records (e.g., ensure limiting fee and directs are accurately displayed in budget view, add assignments).
• Transfer funds within assignments/contracts between Limiting Fee, Direct Expenses and Special Engineering.
• Maintain effective communication with Project Managers and Consultants.
• Reference CommBuys for contract terms.
• Ensure PMs have signed off on work performed, consultant’s narrative is adequate, spending is reflective of past invoices and commensurate with current invoice.
• Monitor invoicing within 5% of work performed and work with PMs and consultants to resolve discrepancies.
• Ensure coding for PRC forms are accurate (program/phase/appropriation).
• Determine and notify staff when partial payments are to be made and provide guidance.
• Maintain a good working relationship with administrative staff.
• Demonstrate knowledge of MassDOT – Highway Division’s scoping workbook.
• Understand project context and determine appropriate level of effort.
• Communicate with other sections within the department for input on relative work effort.
• Demonstrate compliance with Standard Operating Procedures (SOPs)110,115,130, including Contract Negotiations, Notice to Proceed for a Single
• Assignment Contract and Out of Scope Work.
• Prepare NTPs in a timely fashion and maintain comprehensive records.
• Demonstrate working knowledge of MassDOT’s Project Development and Design Guide