Job Specification

Purpose :

To plan, direct and administer multi concurrent contracts related to the maintenance and repair of transportation related facilities. To ensure that all work is completed according to contract documents, and specifications.

Key Responsibilities :

1. Delivery of Contract Services/Contract Compliance
- Within a specified geographical area, monitors installation, maintenance and/or repair operations on transportation facilities and associated equipment related to one or more of the following services: structures, signs, buildings, pavement marking, roadside vegetation management for an Area Maintenance Contract (AMC) to ensure public safety, value for money, and compliance with contract specifications. (Note: AMC's are complex, multi-year contracts covering summer and winter operations, including the delivery of broad range of maintenance, repair and rehabilitation services covering roads, highways, freeways, bridges, buildings, electrical components, communication systems, signs and roadside vegetation.)
- Provides direction to Contractor to correct non-compliance issues; identifies and reports cases of non-compliance within functionally related policies and standards; takes corrective action where directed; maintains accurate work records (e.g. daily inspection books), verifies that work/ quality standards are met, prepares reports.
- Where maintenance or repair operations are in a Managed Outsourcing (MO) area and/or outside the scope of AMC's, directs and monitors contractors in the delivery of selected transportation facility maintenance and repair services through tenders, functional, operational and hired equipment contracts.
2. Contract Administration
- Ensures that the procurements for services, materials and supplies are in accordance with established procedures, and that all contract work is completed for both quality and quantity in accordance with the contract specifications.
Prepare tenders and purchase orders.
- Supervise and monitor ministy staff and Contractors, as projects are completed, and to evaluate their performance.
- Reviews, and submits for approval information/ recommendations relating to contractors' claims, infraction reports, contractor penalties, payment certificates and requests for additional work.
- Forcast and Manage budgets including inputting data to update the financial system and ensuring payments to the contractors.
- Manages deployment of funds to approved projects, establishes and/or recommends work plans within budget, and controls expenditures related to contracts/ projects.
3. Maintenance Planning and Activities
- Reviews, comments and provides recommendations on an AMC contractor's annual business plan pertaining to the specific functional areas of responsibility, on the basis of field reviews, to verify the appropriateness of the Contractor's plans for infrastructure maintenance.
- Prepares work plans, cost estimates, financial forecasts for maintenance and repair items not specified in the AMC Contractor's plans.
- Plans and prioritizes numerous projects concurrently, including the co-ordination of resources and materials at various locations to ensure the effective completion of all work.
- Inspects Ministry facilities (e.g. structures, buildings, pavement markings) to make recommendation related to repairs or upgrades and/or report damage or misuse to assist in the development of multi-year work plans.
- Responds at off hours to emergency situations, including serious or fatal accident scenes; to deal with police regarding matters such as road conditions, closures; liaises with other jurisdictions on hazardous situations.
- Guides and advises contractors in maintenance/ repair operations including emergency situations such as collisions and component and/or structure failures.
- Co-ordinates, organizes and directs the activities of ministry support staff assigned to maintenance operations and contract administration.
- Inspects equipment to ensure equipment used is in safe operating condition.
4. Liaison, Issues Management
- Deals directly with other ministry staff, contractors, external agencies and the general public to respond to complaints and issues, by phone or in person, on matters such as drainage, Facilities maintenance and permits.
- Reviews claims for damages on the infrastructure system for validity; arranges for collection of data on such claims.
Provides input and advice on matters related to financial, human resources, operational procedures and practices; serves on task forces as required.

Knowledge / Skill :

Knowledge of and skills in:
- practices and procedures related to the maintenance and repair of structures and buildings, signs, roadside vegetation and/or pavement markings to prepare and direct tender, functional and hired equipment contracts and operational services to deliver selected highway maintenance repairs/ services and to monitor external service providers and assess infrastructure maintenance work for compliance with Ministry and Provincial standards and contract specifications.
- applying functionally related legislation such as OBC, current vegetation practices, Highway Traffic Act, Construction Safety Act, Public Transportation and Highway Improvement Act, Environmental Assessment Act, and Drainage Act, ministry Quality Standards, policies, directives and guidelines for traffic management, the construction, maintenance and rehabilitation of the provincial infrastructure system to ensure compliance for worksite safety and the safety of the travelling public, and to ensure that the work of the external service providers meet performance standards. Current vegetation practices and regulations to ensure compliance with contract documents.
- Equipment and materials used to install, build, maintain and repair these types of assets such as facilities, structures, simple electrical devices and support structures, to ensure that contracts are properly completed. The deterioration process of assets such as facilities, structures, electrical devices and support structures, sufficient to assess and determine the appropriate repair technique. Ongoing training in Structural repairs is required to stay up to date on construction and construction codes and regulations. Specialized licences for various areas of work such as Natural Gas/Propane Licence.
- contract management and administrative procedures, reporting requirements and documentation to prepare detailed cost estimates for proposed work, administer contract terms, manage financial and operational matters related to contracts, and make recommendations with respect to contractor claims, payment certificates, penalties.
- skill in reading and interpreting contract plans, documents and specifications to monitor and ensure conduct of work in accordance with contract specifications.
- maintenance specific data base systems and operating personal computer and software applications (e.g. word processing) to input data into the management information systems, obtain contract documentation electronically, prepare reports, and to send/ receive internal mail. Computer operating systems and programs inclucing CID, CPA, CPS for purposes of budgeting, payment to contractors, writing of contracts, and dispersement of information.
- leadership and planning to plan, direct and coordinate the activities of ministry support staff, and the activities of contractors hired through tenders and functional contracts for select maintenance and repair services.
- communications to provide advice, reports and deal with public complaints.
- safe operation of vehicles (e.g. cars and 1/2 ton trucks) on a daily basis, performing daily circle checks of equipment, completing and maintaining records for proper maintenance.
Valid Ontario Class “G” Driver's Licence.

Interpersonal / Influencing Skill :

- Interpersonal skills to advise management and make recommendations concerning additional work, and/or changes in work to be performed, and penalties in cases of non-compliance with contract; to advise staff and contractors on procedures and policy matters relating to contracts and to maintain positive relationships with the public, contractors and other agencies.
- Leadership and presentation skills in running meetings and training sessions.
- Negotiation skills to reach agreement with Contractors for conduct of select work, for work that is not covered in the contract or for additional work that protects Ministry's interests and receives value for money.
- Persuasion skills to respond effectively to complaints from public, and deal with property owners to ensure that any work or improvements to their property complies with legislation/ Ministry policies.

Analyzing / Problem Solving Skill :

Analyzing and problem-solving skills to:
- Interpret and apply highway maintenance and Construction quality standard policies/ procedures and contract terms to determine appropriate action such as assessing the timing and need for transportation facility maintenance and repair.
- Assess and determine the most practical and economical type of repair required for a transportation facility defect/failure.
- Collect and review data on new and inventive technologies related to transportation facility maintenance and repair techniques and materials and in collaboration with other Ministry sections, assess the applicability to Ministry's maintenance and repair operations.
- Respond effectively to public and stakeholder complaints, ensure that procurement for services, materials and supplies are in accordance with established procedures, and ensure that all contract work is completed for both quality and quantity in accordance with the contract.

Decision Making / Responsibility :

Responsible for:
- Planning, administering and/or directing contracts with external service providers.
- Managing operational and financial matters to ensure/verify that the ministry's maintenance and construction quality standards are achieved.
- Managing the deployment of funds to approved projects, establishes and/or recommends work plans within budget, and controls expenditures related to contracts/ projects.
- Ensuring that all work is completed according to contract documents, specifications and ministry standards; and recommends additional work and/or changes to work plans, contractors payments and/or penalties.
- Incorrect or delayed decisions may have a serious impact on public safety, especially if hazards/defects on infrastructure are not identified or are not corrected promptly.
- Identifying and reporting cases of non-compliance within functionally related policies, taking corrective action where directed.
- Has latitude to make decisions related to delivery of work specified in contracts that has immediate impacts and may result in ministry commitments with respect to additional work and costs such as whether or not to proceed on a work order item, offers opinions and choices for ways of completing tasks, points out to the Contractor the actual requirements of a particular job and altering the planned work program to conform with changes in work priorities.
Decisions are guided by government and Ministry legislation, poly, procedures, directives and professional practises.

Contacts / Stakeholder :

- External service providers to discuss and negotiate work order items, costs, additional work, changes to work orders, provide advice/ options on how to complete work, and demands of contracts.
- Ministry Maintenance Coordinators to coordinate and share management of contracts for maintenance work that is related (electrical, facilities, structures, signs, vegetation). Maintenance Superintendent about facility improvements and vegetation management.
- Ministry Head Office and/or Regional functional specialists to discuss and exchange information related to function specific maintenance/repair situations.
- Ontario Provincial Police and Local Police Forces to obtain and discuss traffic reports, and other traffic issues of concern; assist in emergency situations such as collisions, spills and road closures.
- Local Municipal Road Departments staff to discuss and to provide advice on boundary road issues impacting on either party, on coordination of maintenance work, etc.
- Utility companies regrding installations, maintenance and relocations due to highway projects.
- General public, property owners, business people to respond to complaints/questions.

Guidance / Supervision :

- Provides direction to ministry staff and Contractors to correct non-compliance issues.
- Provides technical leadership in planning and organizing the activities ministry support staff and contractors engaged in maintenance projects.
- Provides input into the road design process by identifying operational concerns and other situations based on operational experience in transportation facility maintenance and repair operations; involves working with other Ministry sections such as Structure, Planning and Design and Fleet Services.
- Provides advice/ input into dealing with corridor control issues related to the application of functionally related legislation.
- Provides technical advice and recommendations to Ministry Managers such as Maintenance Superintendents and Coordinators.
- Provides input and advice on new and inventive technology for infrastructure maintenance, operational procedures, financial and human resource issues.

Demands / Pressures :

Work Demands :

- Occasionally responding to emergency situations such as road accidents, unexpected road hazards due to inclement weather, flooding, washouts which may result in road closures and re-routing traffic, additional, unscheduled and unexpected work.
- Regular assignment of tight deadlines by management, requiring regular re-prioritizing of work assignments.
- Regular requirement to work beyond normal work hours.
Regular requirement for travel, and out-of-town accomodation.

Mental / Sensory :

Frequent requirement to concentrate while dealing with contractor's concerns/ issues, when preparing estimates, entering data into Management data base system, when listening in meetings, preparing reports/ documents and responding to public complaints.

Conditions / Environment :

- Occasionally requires walking in un-even terrain to reach work sites, entering small spaces and use of ladders during inspections.
- Frequently works outdoors, exposed to prevailing weather conditions, insects, noise, water/organic hazards such as bird or mouse droppings and hazards at creeks, rivers and bridges when monitoring and/or directing contractor activities for highway and/or transportation facility maintenance and repair operations.
- Frequently drives many hours in a day, while monitoring contractor activities.
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