Tender Executive

Scope of Work – Tender Executive (Facility Services)

1. Tender Identification & Monitoring

• Search and identify new tenders/RFPs for Facility Management Services, Housekeeping, Security, M&E, Pantry, Technical Services, etc.
• Monitor government, PSU, corporate and private tender portals.
• Review tender eligibility criteria, scope, manpower requirements, commercial conditions and submission deadlines.
• Maintain a tender tracker with key dates, status and submission requirements.

2. Tender Document Review

• Study complete tender documents, including RFP, BOQ, scope of work, SLA/KPI, GCC/SCC and commercial terms.
• Identify manpower deployment, minimum wages, statutory compliance, consumables, equipment and other cost components.
• Highlight unusual, commercially risky or stringent clauses to management.
• Prepare a tender requirement/qualification checklist.

3. Costing & Commercial Preparation

• Prepare detailed manpower costing based on applicable minimum wages and statutory requirements.
• Calculate PF, ESIC, bonus, gratuity, leave wages, reliever cost, uniforms, equipment, consumables, supervision, overheads and margins.
• Prepare BOQ and rate analysis.
• Coordinate with Finance/Operations for validation of costing assumptions.
• Prepare commercial bid in accordance with tender requirements.

4. Technical Bid Preparation

• Prepare and compile technical bid documents.
• Arrange company profile, experience certificates, work orders, completion certificates, manpower details and statutory registrations.
• Prepare methodology, deployment plan, organization structure and other technical submissions.
• Ensure all documents are properly signed, stamped and uploaded in the prescribed format.

5. Tender Submission

• Complete online/offline tender submission within prescribed timelines.
• Ensure EMD, tender fee, security deposit and other required documents are arranged.
• Verify all uploaded documents before final submission.
• Maintain acknowledgement/submission records for every tender.

6. Pre-Bid & Clarifications

• Study pre-bid requirements and prepare clarification points.
• Coordinate with management/operations for pre-bid queries.
• Track responses, corrigenda, amendments and revised tender documents.
• Ensure all amendments are incorporated before submission.

7. Post-Bid Activities

• Monitor technical evaluation, commercial opening and tender status.
• Respond to clarification queries raised by clients.
• Coordinate with the client for additional documents or explanations.
• Track competitors' position wherever information is available.
• Maintain complete records of tender results.