About the role

ROLE DESCRIPTION

FUNCTION : TENDERING AND CONTRACTS
SUB FUNCTION : NA
ROLE : Functional Head – Tendering & Contracts
LOCATION : Pune
DESIGNATION : Asst./Dy. General Manager
REPORTING TO : H.O.D. – Tendering & Contracts

PURPOSE OF THE ROLE

Keeping track of incoming enquiries and discuss strategies with HOD for the way forward.
Accountable for the complete tender process with all the required planning and detailing.
Implement the tender process to achieve the desired results in terms of increase in success ratio and business volume.
To groom subordinate colleagues to take up higher level responsibilities.

KEY RESPONSIBILITIES

1. Department Work Planning & Review

Discuss and assignment tender working to team members as per HOD guidance.
Keep the track of progress in Site Survey Work so that reports are timely available.
Detailed review of tender working and keep track of the items impacting the offer to bring competitiveness in the quote.
Check on techno-commercial terms and conditions & their consideration while working of OHP.
Checks detailed working of OHP and ensure all the project requirements internal as well as external are factored.
Check and better the resource planning proposed to be deployed for the project.
Check & better Project Specific Presentations to substantiate project construction methodology.
Coordination with clients and Consultants during entire tender process i.e. attending meeting and complying to client’s various requirements from time to time.
Preparation of Internal Kick off Meeting & Handing of Contract Documents to Execution Team.
Coordination with team members on day to day basis about the progress on tender working, bought out.KEY RESPONSIBILITIES (Contd.)
2. Tender Working Process
Keep check on progress of tender working to meet the tender submission dead line.
Detailed review of tender study, Major BOQ, Scope of work & Area Statement for understanding & guidance on project detailing requirements.
Detailed review and betterment of techno-commercial queries raised for Pre-bid Meeting. Attend the meeting and put up deviations in convincing manner.
Detailed review of bought out item enquiries floated to various vendors. Check the vendor list and act on betterment.
Detailed review and check on possibility of betterment of all backup rates taken for tender working.
Detailed review of Rate Analysis and check all technical requirements are factored while working the item rates.
Listing of all the project requirements and basis review of working of Over Heads.
Detailed Review of tender working with HOD for finalization of costing and OHP.
3. Vendor Development
Identify new specialized items incorporated in the tender. Prepare a list of manufacturers/suppliers/dealers/associates/subcontractors. Discuss with them and enlist them.
Search and develop additional vendors for various bought out items to increase the data base and to bring competitiveness in our pricing.
4. Planning & Review Meeting
Planning for site survey work and take guidance from HOD.
Detailed review with the team on any specific or critical requirements of the tender. Check on its impact on pricing.
Detailed review and betterment of the vendor list for floating of bought out item enquiries.
Prepare Detailed Plan for the tender submission i.e. tender working, techno-commercial pre-qualification documents and resources planning with project specific presentation.
Intimate Finance Dept. for the arrangement of Tender Security to be submitted along with tender.
Discuss critical commercial conditions with HOD and its financial impact.
Detailed review with Safety & Quality Team for any additional specific requirement specified in the tender.
Follow up with client and Consultants on the bids submitted for the further course of action.
ENQUIRIES & CONTRACT MANAGEMENT
5. Enquiries & Submitted Bid Management
Discuss with HOD & Marketing Team about the likely enquiries to be issued in the coming week.
In consent with HOD plan assignment to the team member. Accordingly share the enquiry received to the person concerned.
Prepare tender list under working and consideration and update the status on daily and weekly basis update. Check on clearing of Documents of Projects not awarded.
6. Awarded Contract Management
On award of Project arrange to prepare complete copy of tender document and all the related correspondence till date of award is made. Responsible for handing over to Execution Team at the time of Kick off Meeting.
Review and finalise Presentation for Internal Kick off meeting in consultation with HOD.
Maintain all the original documents of the awarded tender in designated folders with hard as well as soft copy for any reference during execution of the contract. Updated list of all awarded tenders is to be maintained and updated from time to time.
Keep the list of completed projects & the documents are kept in the store room maintained for a period of five years and then disposed off. Soft copy is maintained in the completed project folder for future reference and use.
7. Reports Preparation
Weekly prepare the update on the tender status. Discuss with HOD for the action to be taken.
Prepare presentation for quarterly management review meeting in consultation with HOD.
Prepare sector wise list of perspective Clients for the complete year and divide into quarterly & monthly targets. Discuss with HOD and update the status from time to time.
8. Team Building
Daily close interaction with the team to understand the problem faced and gives them solution/help to complete the work in time.
In consultation with HOD impart training on new application used in the tendering so that it helps in building team’s ability.
Discuss with on specific and critical requirements of the contract and discuss with HOD to counter them in our favour.
Understand and act while tender submission on the expectation from contractor by Client/Consultants.
KEY DELIVERABLES / PERFORMANCE MEASURES
Success Ratio (Plan vs. Actual)
Meeting Yearly Targeted Business Plan.
Timely submission of bids in all respect. Promptness in response to client and consultant.
KEY CHALLENGES
Competitiveness in the bid to stand up to steep market competition and increase success ratio.
To build up Client/Consultants confidence to take up work in new sectors.
Strong vendor base to get better negotiate rates.
IDEAL CANDIDATE FOR THE ROLE
Knowledge
Sound Technical Knowledge to understand project requirements and item specification.
Understanding of Contractual Terms & Conditions and its impact on bid.
Knowledge of Client / Consultants requirements in the project and capability to address the same.
Innovative ideas to Construct.
Well versed with Computer Software like MS Office / AutoCAD. Excellent in Excel.
Pool of Vendors for Bought out / Specialized items for competitiveness in pricing.
Good command over English Language and ability to convince Client / Consultants.
Knowledgeable in Item Rate analysis & Direct & Indirect Cost.
Skill
Presentation & Communication
To understand Item intricacy for rate analysis
Quote the tender with understanding of BOQ
Negotiation
Dealing With Client & Consultant
Strong & balance in decision making
To act as ambassador of the company and market for business.
Written Communication (Correspondence)
Analytical Thinking
Bought Out Item / Specialized Item Vendor Development
Innovativeness in estimation

AGM Tendering

About the role

ROLE DESCRIPTION

PURPOSE OF THE ROLE

KEY RESPONSIBILITIES

1. Department Work Planning & Review

2. Tender Working Process

3. Vendor Development

4. Planning & Review Meeting

ENQUIRIES & CONTRACT MANAGEMENT

5. Enquiries & Submitted Bid Management

6. Awarded Contract Management

7. Reports Preparation

8. Team Building

KEY DELIVERABLES / PERFORMANCE MEASURES

KEY CHALLENGES

IDEAL CANDIDATE FOR THE ROLE

Knowledge

Skill