Tender Head - Construction Contracting Firm

Role Description

Function : Tendering And Contracts

Role : Head Of Department - Tendering & Contracts

Location : Pune

Designation : General Manager

Reporting To : Director - Operation

Purpose Of The Role:

Accountable to generate business to achieve the turnover target set by the management with respectable profit margins. Plan for the spillover of business for subsequent year in order to achieve higher targets. Venturing into different sectors to find new business opportunities. To groom subordinate colleagues to take up higher level responsibilities.

Key Responsibilities:

Department Work Planning & Review:

- Assign the tender working to the team members based on the work scope.

- Guide the team members on Site Survey Work.

- Review of tender working and provide appropriate guidance about the items impacting the offer.

- Review of the key techno-commercial terms and conditions & factoring them while working of OHP

- Review of the resource planning proposed to be deployed for the project.

- Coordination with clients and Consultants during techno-commercial negotiation meeting.

- Review of Project Specific Presentations to substantiate project construction methodology.

- Finalization of the contracts with client.

- Internal Kick off Meeting & Handing of Contract Documents to Execution Team

- Review of tender enquiries expected during the month and quarterly plan.

- Review Pre-Qualification Documents

Review of Tender Working:

- Plan the submission of tender with team member as per dead line.

Role Description:

- Review of tender study, Major BOQ, Scope of work & Area Statement

- Review of techno-commercial queries raised for Pre-bid Meeting. Attend the meeting as required.

- Review of bought out item enquiries floated to various vendors. Suggest any additional vendor

- Review of all backup rates taken for tender working.

- Review of Rate Analysis to correct appropriately as required.

- Review of Detailed working of Over Heads. Decide on the profitability expected from the project.

- Review of the techno-commercial conditions and offers after post bid meetings.

Vendor Development:

- Identify new specialized items incorporated in the tender. Prepare a list of manufacturers/suppliers/dealers/associates/subcontractors. Discuss with them and enlist them

- Search and develop additional vendors for various bought out items to increase the data base and to bring competitiveness in our pricing.

Planning & Review Meeting:

- Discuss on the Planning for site survey work and provide guidance on the basis of previous experience in the region.

- Discuss with the team on any specific or critical requirements of the tender. Consideration of its impact on the pricing.

- Discuss and Advice on the vendor list for floating of bought out item enquiries.

- Plan for the tender submission i.e. tender working, techno-commercial pre-qualification documents and resources planning with project specific presentation.

- Coordinate for the arrangement of Tender Security to be submitted along with tender.

- Discuss with Finance Dept. on the critical commercial conditions and impact on financial cost.

- Discuss with Safety & Quality Team for any additional specific requirement specified in the tender.

- Discussion on receipt of enquiries likely to be issued during fortnight.

- Review and follow up with client and Consultants on the bids submitted for further course of action.

Enquiries & Submitted Bid Management:

- Check and discuss with Business Development Team about the likely enquiries to be issued in the coming week.

- Check on the team member for take up the assignment. Accordingly direct enquiry received to the person concerned.

- Evaluate the received enquiries on the basis of pre-qualification requirements and value of the work.

Role Description:

- Value below 30 Cr. Work is regretted.

- Maintain the submitted tender list and keep the status update. Projects not awarded the documents are kept in store room and then disposed off.

Awarded Contract Management:

- On award of the project a complete copy of tender document and all the related correspondence till date of award is made. It is Handed over to Execution Team at the time of Kick Off Meeting

- Review of Presentation for Internal Kick off meeting.

- All the original documents of the awarded tender is maintained in designated folders with hard as well as soft copy for any reference during execution of the contract. List of all awarded tender is maintained.

- On completion of the project the documents are kept in the store room maintained for a period of five years and then disposed off. Soft copy is maintained in the completed project folder for future reference and use. List of tenders kept in the store is maintained.

Reports Preparation:

- A format is prepared to keep update on the tender status. The report compromises tenders under working, tender under consideration, status of award of work and likely enquiries in coming month.

- Every week the report is updated as per the progress on each tender.

- Presenting in the quarterly management meeting the Business Plan for the subsequent quarte and review of the achievement of the last quarter.

- Report of the perspective Clients is prepared for the complete year. It is divided in four quarters The flow of enquiries in monitored based on the data generated from various sources.

Team Building:

- Systematic Procedure is established in the department. It is easily adaptable to anyone working on the tender. Time to time it is updated.

- Daily close interaction with the team for building up their confidence and are able to work independently.

- Training on new application used in the tendering is given so that it helps building their ability.

- Guide them from time to time on specific and critical requirements of the contract and how to counter them in our favour.

- Guide them on the expectation from contractor by Client/Consultants.

Role Description:

Key Deliverables / Performance Measures:

1. Team Building

2. Achievement in Quarterly Business Plan (Plan vs. Actual)

3. Meeting Yearly Targeted Business Plan with acceptable level profitability.

4. Addition of New Clients & Consultant for New Business Opportunities.

5. Addition of Business in New Sectors with JV or other means of qualifications.

Key Challenges:

1. To stand up to steep market competition with acceptable level profitability.

2. Sectorial growth across industry will be a challenge to fetch business. Requirement of construction of each industrial sector differs from another. Pre-qualification becomes a challenge and opportunities are limited.

3. Strong networking to have Consistency in Flow of Enquiries so that ample opportunities are available to achieve the quarterly / yearly business plan with spillover for the next year.