Job Description

PRIMARY PURPOSE

The Bid Coordinator is responsible for all aspects of initiating an IFB/RFP/RFQ and seeing it through to release. This position is also responsible for preparing contract change orders and extensions and maintaining the appropriate Contract Logs. The Bid Coordinator works independently and is responsible for assuring smooth preparation of bids, contract change orders and extensions for issue. This is an important function on which all other members of the department depend. The position calls for good judgment, attention to detail and strong organization skills, and knowledge of public procurement laws. The Bid Coordinator will work directly with the CPO establishing schedules for releases and resolving issues relating to document preparation. The Bid Coordinator is also responsible for entering departmental requisitions and processing credit card transactions as needed. Specific responsibilities include preparing, assembling, scanning and maintaining all documents and databases related to the advertising, drafting and issuing proposed IFB/RFP/RFQ/Change Orders/Extensions for City projects. This includes ensuring proper receipt of submitted Bid Request Forms, preparing complete bid/proposal files, advertising of public bids, and final preparation of the accepted bid/proposal templates. Monitors and updates Purchasing Department Contract Logs and City's website as required. Track all addenda questions and issue and post as necessary. Also performs other miscellaneous administration tasks to include a wide variety of back up tasks when staff are not in the office.

ESSENTIAL ELEMENTS

Works with departments in initiating requests for bids, creating bid folders, retrieving and preparing documentation files, updates and confirms information, including funding sources and preparing departmental schedule for release dates, pre-bid meeting dates and bid/proposal opening dates for each project. Prepares and places standardized advertisements for bids in State procurement publications, in local, regional newspapers, trade journals and other types of media. Determines the appropriate designation of category according to the State laws for goods, services and public works as well as building construction projects. Creates and/or updates project manual documents including bidding documents, contract forms, conditions of contract along with scope of work for all projects. Prepares project manuals, scopes of work (with departments), contract documents for goods and services bid, DPW or construction bids prior to releasing. Works with architects, verifying the bid documents and drawings are provided correctly and on time. Enters each bid on the City's website and updates when appropriate. Updates the departmental website when appropriate for contract logs, bidders list and citywide designed forms. Formats, types and distributes documentation for bids including project manual, drawing(s)/plan(s) and bidlist for each project. Distributes and maintains plans and specifications for project managers and contractors alike. Assists in the receipt, logging, opening of sealed bids; contract expediting, and paperwork processing. Verifies that requested supporting documentation have been received and filed. Ensures communication and collaboration among departments, designers, project managers and bidders. Obtains prevailing wage rate schedules from Department of Labor Services, converts the wage schedule to word format so that it may be included in project manual and maintain the wage schedule in the bid file when necessary. Processes all

IFB/RFP/RFQ

questions either from email or pre-bid meeting and coordinates, issues and posts addenda as required.

Other duties include the following:

Processes credit card transactions as requested and maintain appropriate files. Prepares monthly Credit Card Payment Processing Forms to support credit card transactions. Enter departmental supplies and services requisitions as needed to include annual equipment copier lease and maintain appropriate files. When needed, answer departmental telephones and assist internal and external customers with inquiries. When needed, monitor departmental emails or direct the email to the appropriate departmental staff. When needed, with the CPO, handle departmental FOIA and Public Record requests, including the calculation of retrieving the requested data/correspondence for the requestor, retrieval and delivery of requested documents, and assessing, billing and collecting permissible fees. Notify project managers of expiration dates for annual multi-year contracts on a monthly basis. Function in a schedule driven environment to ensure proper timing of the various stages of all procurement functions. Follow and adhere to department, City and other government rules, regulations, policies and procedures. Backup when Procurement Department Administrator is out: 1. Assist in the vendor number set-up process. 2. Monitor the incoming purchasing emails and forward emails as required. 3. Assist in updating vendor bidders' lists. 4. Assist in the processing of Citywide outgoing mail. Backup when Contractor Administrator is out: 1. Assist in the Contract Tracking System and Contract Log updates. 2. Process Tax Exempt Form requests 3. Process contractor Bid Bond returns as needed. Attend and participate in staff and other meetings. Perform other incidental duties as required.

SUPERVISORY RESPONSIBILITY

: None.

QUALIFICATIONS

(To perform this job successfully, the Bid Coordinator must make independent decisions about internal procedures and basic matters of Massachusetts procurement law; be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.) EDUCATION and/or

EXPERIENCE

Associate degree and three to five years of related experience and/or training, or equivalent combination of education and experience. Must have a basic understanding of M.G.L. c. 30B, M.G.L. c. 30, §39M, M.G.L. c. 149, the Massachusetts and federal prevailing wage laws and the Public Record Law. Knowledge of clerical practices, office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing. Certification as Massachusetts Certified Public Purchasing Official or MCPPO Associate desirable.

LANGUAGE SKILLS

Ability to read and interpret documents such as reports and procedures manuals. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, one on one, or in small groups, to outside organizations, vendors or employees of the City.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to solve practical problems and deal with a variety of concrete variables in situations where prescribed standard practices exist.

PHYSICAL DEMANDS

The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City's values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

EXPECTED POSTING RANGE

The anticipated starting salary for this position will generally fall within a portion of the posted pay range. Initial placement will be based on the candidate's qualifications, experience, and other relevant factors. (This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.) Company Description

THE CITY

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst - Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the

U.S. OUR GOVERNMENT

Newton has what is known as a "strong Mayor" form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Marc C. Laredo was sworn in on January 1, 2026 after serving on the City Council. The City of Newton was evaluated by Moody's Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov. Human Resources Diversity Statement We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton's diverse community.

We will:

Actively recruit, develop, and retain a diverse and talented workforce. Proactively address discrimination through education and in partnership with other departments and leaders. Serve as a role model to celebrate and nurture diversity. Foster inclusion by staying curious and clarifying assumptions. Evaluate and develop policies and practices that reflect the diverse nature of our workforce. Build and strengthen accountability at all levels to support diversity efforts. The targeted salary range reflects what the City of Newton reasonably and in good faith expects to offer for this position at the time of posting, but the final salary determination may be within or outside this range based on various factors, including, but not limited to, experience, skills, education, and market factors. The range will be reviewed regularly and is subject to change. Benefits Health insurance Dental insurance Tuition Reimbursement Flexible Spending Accounts 457 Deferred Compensation plans Metro Credit Union Verizon Wireless discount Employee Assistance Program Generous paid leave time benefits and paid holidays. City Retirement (Mandatory) Weekly Direct Deposit Opportunity to serve the public and join a dynamic team of dedicated employees