Tender Executive

Gorantla Geosynthetics Limited; Chennai District; On-site; INR 600,000 - 900,000; Full time

Job summary

Gorantla Geosynthetics Limited in Chennai seeks a Tender Coordinator to manage end-to-end bid processes from opportunity scouting to award and handover to the project team.

The role involves coordinating technical and commercial submissions, ensuring compliance with tender requirements, managing tender portals, and aligning with Finance, Procurement and Operations to secure competitive bids.

Responsibilities

• Tender Identification & Evaluation: Monitor GeM, CPPP, state government portals, PSU portals, municipal corporation websites and other tender platforms.
• Tender Documentation: Download and review tender documents, prepare checklists and gather registrations/certificates.
• Technical Bid Coordination: Coordinate with Projects, Engineering, Technical and Operations teams for technical submissions and QA.
• Commercial Bid Preparation: Coordinate with Finance/Accounts, Procurement and Project teams for costing and tender price.
• E-Tender Submission: Register on tender portals, ensure DSC/e-signature validity and upload documents.
• Tender Clarifications & Amendments: Monitor amendments and coordinate responses to pre-bid queries.
• Post-Bid Follow-up: Track bid status and respond to post-bid clarifications.
• Contract Award & Handover: Review LOA/WO and coordinate with Finance and Execution teams for handover.

Job description

Job Description

Role Purpose:
To identify suitable tender opportunities, coordinate preparation and submission of technically and commercially compliant bids, ensure timely submission, and coordinate the tender process until award and handover to the concerned project/business team.

Key Responsibilities

1. Tender Identification & Evaluation

• Monitor GeM, CPPP, state government portals, PSU portals, municipal corporation websites and other tender platforms.
• Identify tenders relevant to the company's business.
• Study tender eligibility, scope of work, technical specifications, BOQ, EMD, tender fees, turnover requirements and experience criteria.
• Prepare a Tender Go/No-Go analysis and recommend whether the company should participate.
• Maintain a tender opportunity tracker.

2. Tender Documentation

• Download and thoroughly review tender documents, corrigenda and amendments.
• Prepare tender checklists covering all technical, commercial and statutory requirements.
• Coordinate collection of:
• Company registrations and certificates
• GST, PAN, MSME certificates
• Work orders and completion certificates
• Financial statements
• CA/statutory auditor certificates
• Technical credentials
• OEM/manufacturer authorisations
• Affidavits, declarations and undertakings
• EMD/Bid Security and other required documents.

3. Technical Bid Coordination

• Coordinate with the Projects, Engineering, Technical and Operations teams for preparation of technical submissions.
• Ensure compliance with technical specifications.
• Prepare or coordinate:
• Technical proposals
• Method statements
• Technical datasheets
• Project experience statements
• Deployment schedules
• Equipment and manpower details
• Quality assurance documents
• HSE documentation.

4. Commercial Bid Preparation

• Coordinate with Finance/Accounts, Procurement and Project teams for costing.
• Analyse BOQ and prepare cost estimates.
• Obtain quotations from vendors/subcontractors where required.
• Ensure correct pricing, taxes, freight, labour, overheads and margins are considered.
• Coordinate preparation and submission of the price bid/BOQ.
• Maintain confidentiality of commercial information.

5. E-Tender Submission

• Register and maintain company profiles on relevant tender portals.
• Ensure DSC/e-signature validity and portal access.
• Upload technical and financial documents in the prescribed format.
• Ensure EMD, tender fee, bid security and other payments are completed.
• Submit bids before the deadline.
• Maintain proof of successful submission.

6. Tender Clarifications & Amendments

• Monitor corrigenda, amendments and clarifications issued by the tendering authority.
• Coordinate responses to pre-bid queries.
• Ensure amendments are incorporated into the final bid.
• Maintain a complete record of all tender communications.

7. Post-Bid Follow-up

• Monitor technical bid opening and financial bid opening.
• Track bid status and competitor information wherever legally/publicly available.
• Coordinate responses to post-bid clarifications.
• Track EMD refunds/adjustments.
• Maintain records of successful and unsuccessful bids.

8. Contract Award & Handover

• Review Letter of Award/Work Order and communicate key contractual requirements.
• Coordinate with Finance regarding performance security, BGs and other financial requirements.
• Coordinate with the Projects/Execution team for proper handover.
• Ensure important contractual conditions, milestones, penalties, LD clauses and payment terms are communicated to the execution team.