Bid Specialist

Position:

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Role Overview

The Bid Executive is responsible for identifying tenders, preparing competitive technical and financial proposals, coordinating with internal and external stakeholders, and ensuring all bid submissions comply with client requirements. The role is vital in securing business opportunities in the ELV domain, including CCTV, Access Control, Fire Alarm Systems, PA Systems, Networking, IT infrastructure, and related solutions.

Key Responsibilities

1. Tender Identification & Analysis

• Identify relevant tenders on

  GEM, CPPP, CPWD, e-procurement portals

  , and other government/private platforms.
• Analyze tender documents to understand scope, eligibility criteria, BOQs, and conditions.
• Evaluate feasibility and risks associated with each tender before bid decision.

2. Bid Preparation

• Prepare

  technical bid documents

  , including solution descriptions, compliance statements, product datasheets, certifications, and company credentials.
• Prepare

  financial bids

  , ensuring accuracy in costing, taxes, and pricing structure.
• Ensure all documents meet customer specifications and comply with tender requirements.

3. Internal Coordination

• Coordinate with internal teams including engineering, project, purchase, finance, and management to gather required data and approvals.
• Obtain product details, technical specifications, project references, and commercial inputs.

4. External Vendor Coordination

• Interact with OEMs and distributors for

  pricing, quotations, and technical clarifications

  .
• Coordinate for special pricing, authorizations, and required certifications.
• Maintain vendor relationships for up-to-date pricing and product information.

5. Tender Submission

• Complete and submit

  online/offline tenders

  within deadlines.
• Upload all documents accurately on portals like GEM, CPPP, etc.
• Ensure adherence to tender guidelines, formats, and compliance checklists.

6. Documentation & Follow-up

• Maintain comprehensive documentation of all bids, submissions, amendments, and clarifications.
• Track tender status, corrigendums, and post-bid communications.
• Follow up on

  technical evaluations, financial openings, negotiations

  , and award status.

7. Reporting & Process Improvement

• Maintain tender trackers, bid status reports, and win/loss analysis.
• Recommend improvements in the bidding process for better efficiency and success rate.