Tender Executive

PositionTender Executive – GeM Portal & Government E-Tenders

DepartmentTender / Business Development / Commercial

Experience2–5 Years in GeM, Government Tenders, PSU Tenders, E-Tendering and Bid Management

Job LocationAs per company requirement

Job SummaryThe Tender Executive will be responsible for end-to-end management of Government and PSU tenders, with primary responsibility for the Government e-Marketplace (GeM) Portal. The candidate should have strong practical knowledge of tender searching, eligibility analysis, document preparation, online bid submission, EMD/Bid Security, technical and financial compliance, corrigendum tracking, clarification, and post-bid activities.

The candidate should be capable of independently handling the complete tender process from tender identification to award of contract/LOA/PO.

• Key Responsibilities1. GeM Portal ManagementComplete knowledge and practical experience of the GeM Portal.
• Daily search and identification of relevant GeM Bids.
• Search tenders based on product, service, category, location and organization.
• Download and study complete bid/tender documents.
• Check bid closing date, bid opening date and submission deadlines.
• Monitor GeM Bid, RA (Reverse Auction), Direct Purchase and other procurement processes.
• Track amendments, corrigendums and modifications issued by the buyer.
• Participate in Reverse Auction whenever authorized.
• Monitor bid status after submission.
• Download and maintain bid documents, buyer communications and notifications.
• Handle GeM clarification/query responses.
• Coordinate with GeM support/helpdesk wherever required.
• 2. Tender Identification & ScreeningSearch tenders through:
• GeM
• CPPP
• State e-Procurement Portals
• PSU Tender Portals
• IOCL
• GAIL
• NTPC
• ONGC
• HAL
• BPCL
• HPCL
• Other Central/State Government departments and PSUs.
• Prepare a daily/weekly Tender Opportunity Report.
• Check tender value, scope of work and contract period.
• Analyze eligibility criteria before recommending participation.
• Identify technical, financial and commercial requirements.
• Prepare a Tender Qualification/Eligibility Checklist.

3. Tender Document AnalysisThoroughly examine:

• NIT / Tender Notice
• Scope of Work
• Technical Specifications
• BOQ
• GCC
• SCC
• ITB
• Qualification Criteria
• Experience Criteria
• Financial Criteria
• Turnover Requirements
• Similar Work Criteria
• EMD/Bid Security
• Performance Security/PBG
• Security Deposit
• Tender Fee
• MSME/NSIC Benefits
• Make in India requirements
• Purchase Preference
• Labour Compliance Requirements
• GST requirements
• EPF/ESIC requirements
• Manpower requirements
• Statutory licences
• Completion certificates
• Other declarations and undertakings.
• 4. Bid PreparationPrepare complete Technical Bid.
• Prepare and compile Commercial Bid documents.
• Coordinate with accounts/finance team for financial information.
• Prepare BOQ and price bid inputs.
• Ensure correct rates, taxes and applicable duties are considered.
• Prepare tender-wise document checklists.
• Arrange required affidavits, declarations, undertakings and certificates.
• Coordinate with management for final approval before submission.
• Ensure all documents are properly signed, stamped and uploaded.

5. Compliance ManagementMaintain complete compliance with tender requirements including:

• GST Certificate
• PAN
• MSME/Udyam Certificate
• EPF Registration
• ESIC Registration
• Labour Licence
• Work Orders
• Completion Certificates
• Experience Certificates
• Turnover Certificates
• CA Certificates
• Financial Statements
• Bank Solvency
• Power of Attorney
• Authorization Letters
• Undertakings
• Non-Blacklisting Declaration
• Integrity Pact
• EMD/Bid Security
• Bid Security Declaration
• Performance Security
• Other tender-specific documents.
• 6. EMD / Bid SecurityCheck EMD/Bid Security requirements.
• Coordinate with bank for:
• Bank Guarantee
• EMD
• Bid Security
• Surety Bond, where applicable.
• Verify BG/Surety Bond format and validity.
• Ensure correct beneficiary details.
• Track EMD exemption eligibility under MSME/other applicable provisions.
• Maintain EMD/BG tracking records.
• 7. Tender SubmissionComplete online bid submission before the deadline.
• Upload documents in the prescribed format and size.
• Verify digitally signed documents.
• Verify file names, file sizes and formats.
• Check all mandatory fields before final submission.
• Take screenshots/acknowledgement of successful submission.
• Maintain bid submission proof.
• Avoid last-minute submission issues.
• 8. Corrigendum & Tender MonitoringMonitor tender portals regularly.
• Check for:
• Corrigendum
• Extension of bid date
• Amendment
• Revised BOQ
• Revised specifications
• Pre-bid meeting notices
• Clarifications
• Addendum
• Technical amendments.
• Immediately inform concerned management/team members about important changes.
• 9. Pre-Bid ActivitiesStudy pre-bid requirements.
• Prepare clarification questions.
• Coordinate with technical team for technical queries.
• Attend/coordinate pre-bid meetings when required.
• Record buyer responses and incorporate changes into the bid.
• 10. Financial & Commercial CoordinationCoordinate with Accounts/Finance Department.
• Obtain:
• Turnover details
• Balance Sheet
• Profit & Loss Statement
• GST details
• Tax documents
• Bank details
• CA certificates.
• Calculate applicable taxes and statutory components.
• Coordinate for competitive and commercially viable pricing.
• Maintain confidentiality of financial bid information.

11. Post-Bid ActivitiesAfter bid submission:

• Monitor technical evaluation.
• Monitor financial evaluation.
• Track qualification status.
• Monitor Reverse Auction.
• Respond to clarification requests.
• Submit additional documents when requested.
• Track Letter of Intent/LOA/PO.
• Coordinate for Performance Security/PBG.
• Coordinate contract agreement requirements.
• Maintain complete tender history.

12. Tender MIS & ReportingPrepare and maintain:

• Daily Tender Report
• Tender Participation Report
• Tender Pipeline
• Bid Submission Tracker
• Tender Status Report
• EMD Tracker
• BG/PBG Tracker
• GeM Bid Tracker
• Reverse Auction Tracker
• LOA/PO Tracker
• Contract Renewal Tracker
• Tender Win/Loss Analysis.

13. Document ManagementMaintain proper soft-copy and hard-copy records of:

• Tender Documents
• Bid Submission Documents
• Technical Bid
• Financial Bid
• EMD
• BG/PBG
• Work Orders
• LOA
• PO
• Agreements
• Clarifications
• Corrigenda
• Submission Acknowledgements.

Use proper tender-wise folder structure and document naming conventions.

Required KnowledgeThe candidate should have strong knowledge of:

• GeM Portal
• CPPP/e-Procurement
• Government tender procedures
• PSU tender procedures
• E-Tender submission
• Reverse Auction
• BOQ
• Technical Bid
• Financial Bid
• EMD/Bid Security
• Performance Bank Guarantee
• MSME/Udyam benefits
• Tender eligibility criteria
• Experience criteria
• Turnover criteria
• GST
• EPF
• ESIC
• Labour compliance
• Digital Signature Certificate (DSC)
• PDF/Excel/Word document handling.

Software SkillsEssential:

• GeM Portal
• CPPP/e-Procurement Portals
• MS Excel – Advanced/Intermediate
• MS Word
• PDF tools
• Email/Outlook/Gmail
• Digital Signature/DSC
• Internet & online tender portals.

Preferred:

• Excel formulas
• VLOOKUP/XLOOKUP
• Pivot Tables
• Data filtering and sorting
• Tender MIS preparation
• PDF compression and merging
• PDF conversion/editing.
• Required SkillsStrong tender document reading ability
• Attention to detail
• Excellent documentation skills
• Good Excel knowledge
• Time management
• Deadline management
• Analytical ability
• Good communication skills
• Commercial understanding
• Ability to identify tender risks
• Ability to work under pressure
• Coordination with management, accounts, HR, technical and operations teams.

Key Performance Indicators (KPI)Performance may be evaluated based on:

1. Number of relevant tenders identified.
2. Number of tenders qualified for participation.
3. Timely submission of bids.
4. Zero/minimum documentation errors.
5. Successful GeM bid submissions.
6. Reverse Auction participation.
7. Tender win ratio.
8. Timely response to buyer clarifications.
9. Proper EMD/BG/PBG tracking.
10. Accuracy of tender MIS.
11. Compliance with tender requirements.
12. Timely completion of post-bid formalities.