Proposal Estimation Manager

KEY RESPONSIBILITIES

A. Tender Study & Evaluation

• Review and analyse tender documents, RFQs, RFPs, BOQs, technical specifications, drawings, scope of work, and contractual requirements.
• Understand the complete project scope and identify key technical and commercial requirements.
• Prepare a detailed tender checklist covering technical, commercial, statutory, and documentation requirements.
• Identify deviations, exclusions, assumptions, risks, and ambiguities in tender documents.
• Coordinate with concerned departments to obtain clarifications and technical inputs.
• Participate in pre-bid meetings, customer discussions, and site visits wherever required.
• Prepare and submit pre-bid queries and clarification requirements to customers/consultants.

B. Estimation & Costing

• Prepare detailed project estimates based on BOQ, specifications, drawings, and project requirements.

• Develop detailed cost sheets covering:

• Machinery and equipment

• Bought-out items

• Raw materials

• Fabrication

• Manufacturing

• Electrical and instrumentation

• Installation and commissioning

• Civil works, wherever applicable

• Freight and logistics

• Manpower

• Subcontracting

• Site expenses

• Testing and inspection

• Other project-related costs

• Carry out quantity take-off and rate analysis.

• Evaluate current market rates and historical project costs.

• Ensure accuracy and completeness of project costing before submission.

• Coordinate with Finance/Management for applicable taxes, duties, overheads, and margins.

C. Technical Proposal Preparation

• Prepare complete technical proposals in line with customer/tender requirements.
• Develop technical compliance statements and deviation lists.
• Coordinate with Engineering and Design teams for technical specifications, drawings, layouts, datasheets, and equipment details.
• Prepare technical write-ups, project methodologies, scope matrices, and equipment lists.
• Ensure proposed equipment and solutions meet customer specifications and project requirements.
• Review technical documents before final submission.

D. Commercial Proposal Preparation

• Prepare commercial offers, price schedules, BOQ pricing, and cost summaries.

• Analyse tender terms and commercial conditions including:

• Payment terms

• Delivery schedules

• Liquidated damages/penalties

• Warranty requirements

• Performance guarantees

• Retention

• Bank guarantees

• Insurance

• Taxes and duties

• Freight and transportation

• Installation and commissioning obligations

• Identify commercial risks and highlight them to management.

• Prepare commercial comparison statements and support management in final price decisions.

• Assist in commercial negotiations with customers and vendors.

E. Vendor & Subcontractor Coordination

• Prepare and issue RFQs to suppliers and subcontractors based on project requirements.
• Obtain technical and commercial quotations within required timelines.
• Evaluate and compare supplier/subcontractor quotations.
• Negotiate prices, delivery schedules, payment terms, and other commercial conditions.
• Coordinate with Procurement for updated market rates and supplier capabilities.
• Maintain an updated database of suppliers, subcontractors, and historical quotation data.
• Develop cost benchmarks for frequently procured items.

F. Tender Submission & Documentation

• Coordinate the complete tender submission process from initiation to final submission.
• Ensure all technical, commercial, legal, statutory, and qualification documents are available.
• Prepare tender submission checklists and ensure 100% compliance with requirements.
• Upload and submit tenders through relevant e-tendering portals wherever applicable.
• Ensure timely submission of bids before the stipulated deadline.
• Maintain proper records of all submitted tenders, quotations, calculations, correspondence, and supporting documents.
• Ensure confidentiality and proper control of sensitive commercial information.

G. Post-Tender Activities

• Respond to customer queries and requests for clarification.
• Prepare revised technical and commercial offers as required.
• Participate in negotiations, technical discussions, and clarification meetings.
• Analyse customer feedback and tender outcomes.
• Support management during price and scope negotiations.
• Maintain records of tender results and reasons for success/non-success.
• Prepare post-tender cost and commercial analysis for future reference.

H. Project Handover

• Upon receipt of project/order, coordinate the complete handover from Tendering to Project Execution.

• Prepare and hand over:

• Final approved offer

• BOQ

• Costing sheets

• Technical specifications

• Drawings

• Customer correspondence

• Vendor quotations

• Scope of supply

• Exclusions and assumptions

• Commercial terms

• Project-specific commitments

• Conduct internal kick-off/handover meetings with the Project and Engineering teams.

• Ensure all commercial and technical commitments made during tendering are clearly communicated to the execution team.

3. CROSS-FUNCTIONAL COORDINATION

The Senior Engineer – Tendering will regularly coordinate with:

• Special Projects
• Engineering & Design
• Project Management
• Procurement
• Production
• Quality
• Finance & Accounts
• Sales / Business Development
• Service & Commissioning
• Suppliers and Subcontractors
• Customers / Consultants

The role requires strong coordination skills to ensure that project proposals are technically feasible, commercially viable, accurately costed, and submitted within the required timelines.

4. EDUCATIONAL QUALIFICATION

Essential

• Bachelor’s Degree in Mechanical Engineering (B.E./B.Tech.) from a recognized university/institute.

Preferred

• Diploma/B.E./B.Tech. in Mechanical Engineering with relevant project/tendering experience.
• Additional qualification or certification in Project Management, Contracts Management, Estimation & Costing, or Quantity Surveying will be an advantage.
• Strong proficiency in MS Excel and MS Office is essential.

5. EXPERIENCE

• 7–10 years of relevant professional experience in tendering, estimation, costing, proposals, project engineering, or contracts.
• Experience in industrial machinery, engineering projects, manufacturing, EPC, process equipment, or turnkey projects will be preferred.
• Candidates should have demonstrated experience in independently handling tenders from tender study through submission and post-bid negotiations.
• Experience in preparing technical and commercial proposals for large-value projects will be an added advantage.

6. TECHNICAL SKILLS

The candidate should possess strong knowledge of:

• Tendering and proposal preparation
• Project estimation and costing
• BOQ preparation and analysis
• Rate analysis
• Technical specification review
• Engineering drawings and documentation
• Vendor quotation evaluation
• Commercial comparison
• Cost benchmarking
• Technical compliance
• Commercial compliance
• Contractual terms and conditions
• Project risk identification
• E-tendering portals