Tender Executive

Role Purpose:
To identify suitable tender opportunities, coordinate preparation and submission of technically and commercially compliant bids, ensure timely submission, and coordinate the tender process until award and handover to the concerned project/business team.

Key Responsibilities

1. Tender Identification & Evaluation

• Monitor GeM, CPPP, state government portals, PSU portals, municipal corporation websites and other tender platforms.
• Identify tenders relevant to the company's business.
• Study tender eligibility, scope of work, technical specifications, BOQ, EMD, tender fees, turnover requirements and experience criteria.
• Prepare a Tender Go/No-Go analysis and recommend whether the company should participate.
• Maintain a tender opportunity tracker.

2. Tender Documentation

• Download and thoroughly review tender documents, corrigenda and amendments.

• Prepare tender checklists covering all technical, commercial and statutory requirements.

• Coordinate collection of:

• Company registrations and certificates

• GST, PAN, MSME certificates

• Work orders and completion certificates

• Financial statements

• CA/statutory auditor certificates

• Technical credentials

• OEM/manufacturer authorisations

• Affidavits, declarations and undertakings

• EMD/Bid Security and other required documents.

3. Technical Bid Coordination

• Coordinate with the Projects, Engineering, Technical and Operations teams for preparation of technical submissions.

• Ensure compliance with technical specifications.

• Prepare or coordinate:

• Technical proposals

• Method statements

• Technical datasheets

• Project experience statements

• Deployment schedules

• Equipment and manpower details

• Quality assurance documents

• HSE documentation.

4. Commercial Bid Preparation

• Coordinate with Finance/Accounts, Procurement and Project teams for costing.
• Analyse BOQ and prepare cost estimates.
• Obtain quotations from vendors/subcontractors where required.
• Ensure correct pricing, taxes, freight, labour, overheads and margins are considered.
• Coordinate preparation and submission of the price bid/BOQ.
• Maintain confidentiality of commercial information.

5. E-Tender Submission

• Register and maintain company profiles on relevant tender portals.
• Ensure DSC/e-signature validity and portal access.
• Upload technical and financial documents in the prescribed format.
• Ensure EMD, tender fee, bid security and other payments are completed.
• Submit bids before the deadline.
• Maintain proof of successful submission.

6. Tender Clarifications & Amendments

• Monitor corrigenda, amendments and clarifications issued by the tendering authority.
• Coordinate responses to pre-bid queries.
• Ensure amendments are incorporated into the final bid.
• Maintain a complete record of all tender communications.

7. Post-Bid Follow-up

• Monitor technical bid opening and financial bid opening.
• Track bid status and competitor information wherever legally/publicly available.
• Coordinate responses to post-bid clarifications.
• Track EMD refunds/adjustments.
• Maintain records of successful and unsuccessful bids.

8. Contract Award & Handover

• Review Letter of Award/Work Order and communicate key contractual requirements.
• Coordinate with Finance regarding performance security, BGs and other financial requirements.
• Coordinate with the Projects/Execution team for proper handover.
• Ensure important contractual conditions, milestones, penalties, LD clauses and payment terms are communicated to the execution team.