Bid Support Professional

BSF is responsible for identifying, preparing, submitting, and managing government tenders on various platforms such as GEM, CPPP, e-procurement, State government portals. Incumbent must have meticulous attention to detail, strong organizational skills, and a thorough understanding of the bidding process for public sector projects. The executive works closely with internal departments to ensure that all tender requirements are met and that the bid is compliant and timely submitted.

Description:

Tender portal registration and updates:

Handle the registration with e-tendering portals and other relevant online platforms.

Ensuring compliance with all portal requirements like tracking, registration renewals, online Tender Fee and EMD payment.

Pre-Bid Clarifications:

Submit pre-bid input clarifications before the pre-bid meeting, covering Price BOQ, tender terms, and portal-related points to TSF.

GeM Tender Updates: Update the GeM portal within 4 days of tender publishing, after receiving all consolidated input points.

Tender preparation:

Prepare a checklist of allocated tenders, detailing all documentation requirements. Tender case id creation in internal approval tool regular update of tender register of Bid /No bids.

Offer: Organize and prepare technical and commercial documents required for tender submission along with technical commercial team, e.g., local offer, annexures, LBO list, site scope of work, notarized documents, and price BOQ.

Documentation: Ensure all necessary tender documentation is prepared/ arranged including OEM Offer, MAF, regulatory undertakings/ certificates, licenses, performance certificates and other qualification documents.

Stakeholder Coordination: Coordinate with internal stakeholders (Product Managers, Commercial, Service, BU, Legal, Compliance, and Regulatory teams) to arrange all necessary documents. Ensure all documents are collected from respective stakeholders.

GEM Product upload: Collaborate with Product managers/ TSF/ Sales to upload products on the GeM portal for all GeM tenders.

Tender Register: Update the Tender register on a regular basis with tender status, Bid decisions remarks.

Price Bid Comparative Chart: Trace and maintain price bid comparative chart for online bid submissions and update regional stakeholders within 24 hours.

Record Maintenance: Maintain tender records in soft copy and ensure a repository of all data is available on the shared drive within 24 hours of bid submission.

EMD record update: Maintaining the EMD data record for North East regions send consolidated emails in every quarter for all open EMDs along with Tender status for getting it back from custumers.

Bid submission:

Prepare and submit tenders in accordance with the requirements outlined in the tender including formatting, attachments, and compliance checks.

Ensure timely submission of bids as per company guidelines to avoid disqualification.

In case of Hard copy, bid be ready for submission along with EMD with sales.

Post-Tender Activities:

Follow up on submitted tenders, respond to queries, and clarify details during tender evaluation process along with stakeholders.

Maintain proper records of submitted bids, including timelines, versions, and status and share bid related documents with stakeholder.

Share technical, financial bids other relevant documents with stakeholders.

Participate in Reverse Auction in GeM.

Keeping track of Earnest Money Deposits with customers and update to commercial team on regular intervals.

Documentation Compliance:

All tender-related documents, licenses and certifications to be compiled updated regularly.

Maintain an organized repository of past tenders, contracts, and related documents for audit purposes.

Reporting Feedback:

Prepare reports on tender activities, including win/loss analysis, reasons for disqualification, and recommendations for future improvements.

Provide insights and feedback to senior management for continuous improvement in the tendering process.

Qualifications Skills:

Commerce graduate

5-7 years of experience in tendering, business development, or government procurement.

Familiarity with GEM, e-procurement portals, and government tender processes. Knowledge of government rules and regulations on public procurement.

Proficiency in Microsoft Office (Word, Excel, PowerPoint).

Ability to work under stiff deadlines.

Time Management: Ability to manage multiple tenders simultaneously with strict deadlines.

Team Collaboration: Work effectively with cross-functional teams to gather required information and meet tender criteria.