Tender Head – Role & Responsibilities

1. Tender Department Management

- Lead and manage the complete tendering process from tender identification to order execution/handover.
- Allocate tenders among team members and monitor submission deadlines.
- Develop and implement an effective tender management process.
- Ensure all tenders are submitted accurately and on time.

2. Tender Identification & Evaluation

- Monitor GeM, CPPP, e-procurement portals, government departments, PSUs, universities, hospitals, research institutions, and other relevant platforms for new opportunities.
- Review tender eligibility, technical specifications, quantities, delivery requirements, EMD, security deposit, and commercial terms.
- Evaluate tender profitability, competition, risks, and chances of winning.
- Recommend Bid / No-Bid decisions to management.

3. Tender Documentation

- Prepare and review complete tender documentation, including:
- Technical documents
- Commercial documents
- Company profiles
- Product catalogues
- Authorization letters
- OEM certificates
- Experience certificates
- GST, PAN, MSME and other statutory documents
- Compliance statements
- Undertakings and declarations
- Ensure all documents are valid, updated, properly signed, stamped, and uploaded as required.

4. Technical Tender Management

- Coordinate with Production, Quality, R&D;, Service, and Sales teams for technical compliance.
- Prepare technical compliance statements against tender specifications.
- Identify deviations and obtain management approval before submission.
- Ensure proposed products meet the required specifications and standards.

5.



Commercial & Pricing

- Coordinate with Finance, Purchase, Production, and Sales to prepare competitive pricing.
- Analyze cost, margins, taxes, freight, installation, warranty, AMC, and other associated expenses.
- Ensure pricing is commercially viable and approved by management.
- Monitor price competitiveness and market trends.

6. GeM & E-Procurement Management

- Manage tender participation through GeM and other government e-procurement portals.
- Monitor bid submission, corrigendum, technical evaluation, financial opening, reverse auction, and award status.
- Ensure timely responses to portal queries and buyer communications.
- Maintain proper records of all submitted bids.

7. Bid Submission & Compliance

- Conduct a final review before bid submission.
- Ensure no mandatory document or declaration is missed.
- Maintain a tender checklist for every bid.
- Track deadlines and avoid rejection due to documentation or procedural errors.

8. Tender Follow-Up

- Follow up on tender status after submission.
- Coordinate responses to technical and commercial clarifications.
- Track technical qualification and financial bid opening.
- Monitor purchase orders, Letter of Intent (LOI), and work orders.

9.



Order Handover

- After receiving the order, coordinate with Sales, Production, Service, Stores, Purchase, and Accounts for smooth execution.
- Ensure all tender commitments are communicated to the concerned departments.
- Monitor delivery, installation, commissioning, documentation, and warranty commitments.

10. Tender Performance & Reporting

- Prepare daily/weekly/monthly tender reports.
- Maintain a database of:
- Tenders participated
- Tender value
- Won/lost tenders
- Competitors
- Reasons for rejection/loss
- Pending tenders
- Orders received
- Analyze tender conversion rates and improve future bidding strategies.

11. Team Management

- Train and guide the tender team.
- Set targets and monitor individual performance.
- Ensure proper coordination between Tender, Sales, Finance, Technical, and Management teams.
- Conduct regular reviews of pending and upcoming tenders.

12. Risk & Legal Compliance

- Review tender terms and conditions carefully.
- Identify risks related to penalties, liquidated damages, warranty, performance security, delivery timelines, and payment terms.
- Escalate high-risk clauses to management/legal advisors before submission.

Ensure complete confidentiality of pricing and tender information Qualification : Diploma /BE Any Mechanical/ IC/EC

Location : Ellisbridge ,Ahemdabad

Expierence : 4 to 7 Years

Salary: 45000 to 50000 Per Month

Pay: ₹45,000.00 - ₹50,000.00 per month

Advantages

- Leave encashment
- Provident Fund

Work Location: In person

📌 Tender Head (Ellisbridge)
🏢 EIE Instruments
📍 Ellisbridge