Contract Specialists: ensure the City bidding process is conducted properly by preparing standardized packages to requests bids or proposals from outside sources. Bid packages include scope of work, project specifications, terms and conditions, small business participation goals, invitations to bid and other pertinent documents relating to the bidding procedure. In addition to supporting the Engineering Services Division, which is the source of the vast majority of contracts, Contract Specialists also support the bidding process for other work units throughout the City.

Invitations to Bid are prepared by the Contract Specialists and advertised in the Palm Beach Post and on the City of West Palm Beach's Website under Procurement Opportunities. These invitations are also provided to commercial publication services which provide information to local contractors.

Contract Services personnel provide plans and specifications to interested contractors. Bid responses are reviewed by Contract Specialists who examine the bid for completeness, compliance with submission criteria, and mathematical accuracy. When the winning bid is selected, Contract Specialists prepare the notice of intent to award, gather the required insurance coverage, bonding and any other required documents, and prepare a contract to be submitted for review and approval by the Mayor.

Contract Specialists work closely with the project engineer to monitor and track project budgets and progress on City projects. They maintain contract records including project status reports, inspection reports, notices to proceed, change orders and pay requests, and they schedule pre-construction meetings. They also prepare approval requests to the City Commission for project funding and project agreements, if not already budgeted, and "Face of the City," Changes when a project design changes the existing look of the City.

There is a Lead Contract Specialist and four Contract Specialists assigned to the Engineering Division. Work assignments are made and distributed on an equitable basis by the Lead. Because contract practices have been largely standardized, each Specialist is capable of accessing the project database and assisting all project engineers and other Contract Specialists on any given contract, if the need arises.