Tendering & Bidding Expert

Position: Tendering & Bidding Expert

Location: Panchkula

Experience: 5–10 years

Employment Type: Full time

Job Purpose The Tendering & Bidding Expert will be responsible for managing the complete tendering and bidding lifecycle, particularly for Supply & Disposal Department requirements. The role involves identifying relevant tender opportunities, reviewing tender documents, preparing technically and commercially compliant bids, coordinating with suppliers and internal departments, ensuring timely submission of bids, and managing post-bid activities.

The position requires strong knowledge of government/PSU tendering, e-procurement portals, supply contracts, disposal/auction processes, commercial terms, bid documentation, and contract compliance.

Key Responsibilities

1. Tender Identification & Opportunity Management

- Identify and monitor relevant tenders, bids, EOI, RFP, RFQ, auctions, and disposal opportunities.
- Track tenders issued by government departments, PSUs, autonomous bodies, municipalities, institutions, and private organizations.
- Monitor relevant e-procurement and tender portals on a regular basis.
- Maintain a tender opportunity database and prepare a tender pipeline.
- Analyze tender value, eligibility criteria, scope, competition, timelines, and commercial viability.
- Prepare recommendations for Bid / No-Bid decisions.

2. Tender Document Review

- Study tender/RFP documents, NITs, BOQs, specifications, eligibility criteria, GCC/SCC, commercial conditions, payment terms, delivery schedules, and evaluation methodology.
- Identify critical technical, commercial, legal, and financial requirements.
- Prepare a tender compliance checklist.
- Highlight deviations, risks, ambiguities, and restrictive clauses.
- Coordinate with the concerned department/authority for pre-bid queries and clarifications.

3. Bid Preparation & Submission

- Prepare and compile complete technical and commercial bids.
- Ensure all mandatory documents, certificates, declarations, undertakings, affidavits, authorizations, and forms are submitted correctly.
- Prepare BOQ pricing and commercial bid documentation.
- Coordinate with Finance for EMD/Bid Security, Performance Security, bank guarantees, and other financial requirements.
- Ensure bids are submitted within the prescribed deadline.
- Review the final bid package before submission to ensure accuracy and compliance.
- Maintain confidentiality and security of bid-related information.

4. Supply Tendering

- Handle tenders related to procurement and supply of materials, equipment, consumables, machinery, spare parts, services, and other items.
- Coordinate with suppliers/manufacturers to obtain quotations and technical documentation.
- Compare supplier quotations and prepare comparative statements.
- Analyze landed cost, taxes, freight, duties, logistics, warranty, delivery period, and payment terms.
- Coordinate with technical teams to ensure offered products meet tender specifications.
- Obtain OEM/manufacturer authorization where required.

5. Disposal / Auction Activities

- Handle tendering and bidding activities related to disposal of scrap, obsolete assets, surplus materials, used equipment, vehicles, machinery, and other items.
- Review disposal/auction terms and conditions.
- Coordinate with departments for asset identification, inspection, valuation, and documentation.
- Prepare and submit bids for disposal opportunities,



wherever applicable.
- Coordinate with authorized buyers, recyclers, vendors, and auction agencies.
- Ensure compliance with applicable disposal procedures, approvals, documentation, and statutory requirements.

6. E-Procurement Portal Management

- Manage tender submissions through relevant government and private e-procurement portals.
- Handle online registration, tender downloads, bid uploads, corrigenda, clarifications, and submission acknowledgements.
- Monitor portal notifications and tender amendments.
- Ensure digital signature/e-signature requirements are completed.
- Maintain portal credentials and tender submission records securely.

7. Commercial & Financial Analysis

- Prepare detailed cost sheets and pricing strategies.
- Analyze tender BOQs, quantities, rates, taxes, freight, insurance, overheads, margins, and other costs.
- Assess financial feasibility and profitability before bid submission.
- Coordinate with Finance/Accounts for payment terms, EMD, PBG, BGs, and other financial instruments.
- Monitor price validity and escalation clauses.
- Identify commercial risks and recommend appropriate mitigation.

8. Pre-Bid & Clarification Management

- Prepare pre-bid queries and clarification requests.
- Coordinate with technical, commercial, legal, and operations teams for inputs.
- Track responses issued by the tendering authority.
- Review corrigenda/addenda and incorporate changes into the bid.
- Maintain a record of all tender-related communications.

9. Post-Bid Activities

- Monitor technical evaluation, financial evaluation, negotiations, reverse auctions, and other tender stages.
- Track bid status and communicate outcomes to management.
- Respond to clarification requests from the tendering authority.
- Coordinate submission of additional documents, if requested.
- Support LOI/LOA, Purchase Order, Work Order, and contract finalization.
- Coordinate submission of Performance Security and other post-award documentation.

10. Contract & Order Management

- Review awarded contracts, purchase orders, work orders, and agreements.
- Ensure compliance with contractual terms and conditions.
- Track delivery schedules, milestones, payment terms, penalties, LD clauses, warranties, and performance obligations.
- Coordinate with Supply Chain, Operations, Stores, Finance, and Legal teams for contract execution.
- Maintain contract records and renewal/expiry trackers.

11. Vendor & Supplier Coordination

- Develop and maintain a database of reliable suppliers and manufacturers.
- Obtain competitive quotations and technical offers.
- Coordinate supplier negotiations regarding price, delivery, warranty, specifications, and payment terms.
- Evaluate supplier eligibility and capability.
- Maintain records of vendor quotations, authorizations, certifications, and correspondence.

12. Documentation & MIS

- Maintain complete tender files from opportunity identification through contract closure.

- Maintain tender trackers covering

- Tender reference number

- Department/organization





- Tender value

- Submission date

- EMD

- Bid status

- Technical qualification

- Financial result

- Award status
- Prepare weekly/monthly tender MIS for management.
- Maintain records of successful, unsuccessful, withdrawn, and rejected bids.
- Ensure proper documentation for audit purposes.

Key KRAs

- Timely identification of relevant tender opportunities
- Accurate tender document analysis
- 100% compliance with mandatory bid requirements
- Timely and error-free tender submission
- Competitive and commercially viable pricing
- Successful technical qualification rate
- Bid-to-order conversion rate
- Tender win ratio
- Effective supplier/vendor coordination
- Proper management of EMD/PBG/BG requirements
- Compliance with supply and disposal procedures
- Accurate tender documentation and audit readiness

Key KPIs

- Number/value of tenders identified
- Number/value of bids submitted
- Technical qualification %
- Commercial qualification %
- Tender win rate
- Bid-to-order conversion %
- Tender submission accuracy
- On-time submission %
- Cost savings achieved
- Gross margin achieved
- Number of bid disqualifications due to documentation/compliance issues
- Timeliness of post-award documentation
- Supplier response and quotation turnaround time

Qualification

- Graduate in any discipline.
- MBA/PG Diploma in Procurement, Supply Chain, Contracts, Finance, or Business Management will be an advantage.
- Engineering qualification may be preferred for technically complex supply tenders.

Experience

- 5–10 years of relevant experience in tendering, bidding, procurement, contracts, supply, or commercial functions.
- Strong experience in government/PSU tenders and e-procurement is preferred.
- Experience in supply tenders, disposal/auction tenders, BOQ-based bidding, and commercial negotiations will be an advantage.

Technical Knowledge The candidate should have good working knowledge of:

- Government/PSU tender procedures
- E-tendering and e-procurement processes
- NIT/RFP/RFQ/EOI documents
- BOQ and rate analysis
- Technical & commercial bid preparation
- EMD/Bid Security and Performance Security
- Bank Guarantees
- Reverse auctions/e-auctions
- Purchase Orders and Work Orders
- GCC/SCC and contract conditions
- Vendor/OEM authorization
- Taxes, GST and other applicable commercial requirements
- Supply and logistics processes
- Scrap/asset disposal and auction procedures
- MS Excel, Word and PowerPoint
- Tender/e-procurement portals

Core Competencies

- Strong analytical and commercial skills
- Excellent tender-document interpretation
- Attention to detail
- Negotiation skills
- Strong written and verbal communication
- Deadline management
- Vendor and stakeholder management
- Risk identification and mitigation
- Pricing and cost analysis
- Problem-solving ability
- High level of integrity and confidentiality
- Ability to work under tight tender deadlines

Authority & Accountability

- Responsible for the accuracy and completeness of tender submissions.
- Authorized to coordinate with suppliers, OEMs, consultants, and internal stakeholders for bid preparation.
- Responsible for ensuring compliance with tender requirements and submission timelines.
- Accountable for maintaining tender records and ensuring audit-ready documentation.
- Escalate commercial, technical, legal, and financial risks to management before bid submission.

📌 Tendering & Bidding Expert (Panchkula)
🏢 Amartex
📍 Panchkula