Bidding Executive

The Bid Executive will be responsible for managing the complete tender and bidding process from identification of suitable opportunities through bid preparation, submission, post-bid clarification, award and handover. The role requires strong coordination with technical, commercial, finance, legal, procurement and project teams to ensure timely and compliant submission of competitive bids.

Key Responsibilities

1. Tender Identification & Opportunity Tracking

• Regularly monitor GeM, CPPP, state e-procurement portals, municipal corporation portals, PSU portals and other relevant tender platforms.
• Identify tenders relevant to the company's business activities.
• Download and review tender documents, BOQs, drawings, specifications and eligibility requirements.
• Maintain a tender tracker covering upcoming, ongoing, submitted, won and lost bids.
• Track tender corrigenda, amendments, extensions and pre-bid notifications.

2. Tender Evaluation & Bid/No-Bid Assessment

• Prepare a summary of each identified tender for management review.
• Check technical eligibility, financial eligibility, similar-work experience, turnover, net-worth and other qualification criteria.
• Identify requirements relating to EMD, bid security, performance BG, tender fees and other commercial conditions.
• Highlight restrictive conditions, deviations, risks and contractual obligations before management decides to participate.

3. Pre-Bid Activities

• Prepare queries and clarifications on tender conditions.
• Coordinate participation in pre-bid meetings.
• Track responses and amendments issued by the client.
• Coordinate site visits wherever required.
• Maintain records of pre-bid correspondence and clarifications.

4. Technical Bid Preparation

• Coordinate with technical/project teams for methodology, work programme, deployment plan, equipment details, manpower requirements and technical submissions.
• Compile credentials, work orders, completion certificates, experience certificates and client references.
• Prepare compliance statements against tender requirements.
• Ensure all technical forms, annexures and supporting documents are complete.

5. Commercial & Financial Bid Coordination

• Coordinate with estimation, procurement, finance and management for preparation of BOQ/rate analysis and commercial offers.
• Ensure applicable taxes, transportation, manpower, machinery, overheads and other cost components are considered.
• Verify commercial terms before final submission.
• Maintain confidentiality of bid pricing and commercial information.

6. Tender Documentation & Compliance

• Prepare and compile all tender forms, declarations, undertakings, affidavits, authorisations and supporting documents.
• Coordinate with Finance for EMD/Bid Security, Bank Guarantees, solvency certificates and financial documents.
• Coordinate with Legal/Company Secretary for Power of Attorney, board resolutions, authorisations and statutory documents.
• Maintain updated company credentials including GST, PAN, incorporation documents, MSME/Udyam, audited financial statements and relevant registrations/certificates.

7. Online & Offline Bid Submission

• Handle complete online tender submission through GeM, CPPP and various e-procurement portals.
• Ensure Digital Signature Certificates (DSC) and portal registrations remain valid and operational.
• Upload documents in the required format and sequence.
• Complete submission sufficiently before the tender deadline.
• Verify successful submission and maintain acknowledgement/proof of submission.

8. Post-Bid Follow-Up

• Track technical evaluation and commercial bid opening.
• Respond to client clarification and additional-document requests.
• Coordinate presentations, demonstrations or negotiations where required.
• Track L1/L2/L3 status and tender results.
• Maintain records of successful and unsuccessful bids and reasons wherever available.

9. Award & Contract Handover

• Review LOA/LOI/Work Order received against the submitted bid.
• Verify scope, value, quantities, timelines, payment terms, BG requirements and other conditions.
• Coordinate acceptance of LOA/Work Order.
• Coordinate Performance Bank Guarantee, Security Deposit and agreement documentation.
• Prepare a structured bid-to-project handover to the Project/Operations team.

10. MIS & Management Reporting

• Maintain a comprehensive Tender MIS.
• Report number and value of opportunities identified, bids submitted, bids won/lost and pending bids.
• Track total bid value and order value secured.
• Maintain records of EMDs, BGs, tender fees and their expiry/refund/release dates.
• Provide weekly tender pipeline and status reports to management.

Candidate Requirements

• Bachelor's degree in Engineering, Commerce, Business Administration or related discipline.
• Approximately 25 years of experience in tendering, bidding, proposal management or government/PSU tenders.
• Hands-on experience with GeM, CPPP and state e-procurement portals.
• Good understanding of technical and commercial tender documentation.
• Knowledge of EMD, Bank Guarantees, Performance Security, BOQ and tender eligibility requirements.
• Strong skills in MS Excel, Word and PDF/document management.
• Excellent attention to detail and ability to work under strict submission deadlines.
• Good written and verbal communication and strong interdepartmental coordination skills.

Preferred Experience

Candidates with experience in infrastructure, environmental engineering, municipal solid waste management, biomining, landfill projects, RDF/AFR, wastewater/STP, geosynthetics or EPC projects will be preferred.