Bid & Tender Coordinator

Marva Group Ltd; Cape Town; On-site; ZAR 600,000 - 800,000; Full time

Job summary

Marva Group Ltd in Cape Town is seeking a Bid Manager to lead high-quality tenders, bids, and framework submissions that win contracts. You will coordinate inputs across operations, quality, HR, finance, and clinical governance to ensure compliant, evidence-based submissions aligned with commissioners' requirements.

The role focuses on translating CQC-regulated care insights into persuasive tender narratives and managing timelines, pricing, and mobilisation plans.

Qualifications

• Proven experience writing and coordinating bids/tenders (public sector preferred: LA/NHS).
• APMP qualification or willingness to work towards.
• Excellent writing, editing, and document design skills.
• Strong ability to manage multiple deadlines and stakeholders.

Responsibilities

• Identify, plan, and deliver tender submissions from expression of interest to award.
• Own the bid timeline, allocate tasks, manage deadlines, and ensure version control.
• Write, edit, and structure persuasive, evidence-based responses.
• Ensure submissions comply with ITT instructions, word counts, formatting, and portal requirements.
• Coordinate pricing submissions with finance and model staffing and mobilisation costs.
• Draft mobilisation plans and contract-specific delivery plans.
• Maintain bid library and evidence packs; run lessons learned after submissions.
• Support clarification questions and coordinate across departments to gather evidence.

Skills

Bid management

Stakeholder coordination

Writing and editing

Tender strategy

APMP

Tools

ProContract

Jaggaer

Atamis

MS Office (Word, Excel, SharePoint)

Job description

To lead and deliver high-quality tenders, bids, and framework submissions that win contracts while reflecting safe, effective, responsive and well-led care. Youll coordinate inputs across operations, quality, HR, finance, and clinical governance to produce compliant, evidence-based, persuasive submissions aligned with CQC expectations and commissioner requirements.

Key Responsibilities

• Identify, plan, and deliver tender submissions (local authorities, NHS, ICBs, frameworks, DPS) from expression of interest to contract award.
• Own the bid timeline: clarify requirements, allocate tasks, manage deadlines, and ensure version control.
• Write, edit, and structure responses that are clear, compelling, and evidence-based (method statements, mobilisation plans, staffing models, service delivery).
• Ensure all submissions are fully compliant with ITT instructions, word counts, formatting, and portal requirements (e.g., ProContract, Jaggaer, Atamis).

CQC / Quality Integration

• Translate CQC regulations, KLOEs and evidence into strong tender narratives (Safe, Effective, Caring, Responsive, Well-led).
• Ensure tender responses align with internal policies, audits, incident learning, safeguarding processes, mental capacity / DoLS, medicines management, and governance.
• Work closely with the Registered Manager(s), Nominated Individual and Quality team to evidence outcomes, KPIs, and continuous improvement.

Commercial & Financial Inputs

• Coordinate pricing submissions with finance: pay rates, travel time, on-costs, training, supervision, overheads, margin, and TUPE assumptions.
• Support modelling of staffing requirements, rota assumptions, and mobilisation costs.
• Ensure bids demonstrate value for money without compromising quality or compliance.
• Draft mobilisation plans: recruitment, TUPE, onboarding, training, care planning, stakeholder comms, risk registers, and implementation milestones.
• Build contract-specific delivery plans: referral pathways, assessments, service user involvement, equality and accessibility.

Evidence Library & Continuous Improvement

• Maintain a bid library: case studies, policies, CVs, compliance evidence, KPIs, service outcomes, and standard answers.
• Run lessons learned reviews after each submission and improve templates and win themes.
• Track pipeline and performance (win rate, feedback themes, typical scoring gaps).

Stakeholder & Relationship Support

• Support clarification questions, presentations, and interviews.
• Work collaboratively across departments to gather accurate, current evidence fast.
• On-time submission rate (target: 100%).
• Average quality score (e.g., minimum 80% on quality sections, where feasible).
• Reduction in rework/errors via strong governance and templates.
• Up-to-date bid library and evidence pack.
• Proven experience writing and coordinating bids/tenders (public sector preferred: LA/NHS).
• Strong understanding of CQC-regulated care and how to evidence compliance and quality in writing.
• Excellent writing, editing, and document design skills (clear, structured, persuasive).
• Confident managing multiple deadlines and stakeholders.
• Competent with tender portals and MS Office (Word, Excel, SharePoint).
• Experience with complex care, supported living, learning disabilities/autism, mental health, or domiciliary care tenders.
• APMP qualification (or willingness to work towards).
• Experience analysing commissioner feedback and improving win themes.

Personal Attributes

• Calm under pressure, obsessively organised, and detail-oriented.
• Curious and evidence-driven: backs claims with proof.
• Collaborative and able to tactfully chase busy senior people for inputs.