Procurement Specialist for Tender

Job Description

Title: Procurement Specialist for Tender

Company Name: M & M Traders

Vacancy: 4

Age: 45 to 60 years

Job Location: Anywhere in Bangladesh

Salary: Negotiable

Experience:

• 1 to 5 years

• Executive Master of Business Administration (EMBA)
• PhD
• Bachelor of Business Administration (BBA)

• 1 to 5 years

• Age 45 to 60 years

1. Tender Opportunity Identification

• Monitor e-GP, government procurement portals, donor-funded procurement notices, and other tender sources.

• Identify tenders relevant to the company's business scope and capabilities.

• Review Tender Notice, Tender Data Sheet (TDS), Scope of Work, BOQ, specifications, qualification requirements, and submission deadlines.

• Prepare an initial Tender Opportunity/Go-No-Go Assessment.

2. Tender Document Review

• Study complete tender documents and identify all mandatory requirements.

• Prepare a detailed Tender Compliance Matrix.

• Identify eligibility, experience, financial, technical, manpower, equipment, certification, and documentary requirements.

• Highlight deviations, ambiguities, risks, and critical submission conditions.

• Prepare a list of required forms, certificates, licenses, authorizations, catalogues, datasheets, and supporting documents.

3. Pre-Tender Planning

• Coordinate with management, technical team, finance/accounts, legal team, and suppliers.

• Prepare a tender submission checklist and responsibility matrix.

• Establish internal deadlines before the official tender submission deadline.

• Coordinate site visits and pre-tender meetings where applicable.

• Prepare and submit clarification questions to the Procuring Entity within the specified period.

5. Technical Proposal Preparation

• Coordinate preparation of technical proposals according to tender requirements.

• Prepare technical compliance statements.

• Match offered products/materials/equipment against tender specifications.

• Prepare:

  • Technical datasheets

  • Product catalogues

  • Method statements

  • Work plans

  • Work schedules/Gantt charts

  • Equipment schedules

  • Manpower schedules

  • Organization charts

  • Quality Assurance/Quality Control documents

  • ESHS/HSE documents

  • Inspection and Testing Plans

• Ensure that proposed products and equipment meet or exceed the required specifications.

6. BOQ & Price Preparation

• Review BOQ quantities, units, specifications, and descriptions.

• Obtain current market rates from suppliers/subcontractors.

• Prepare comparative statements.

• Calculate material, manpower, equipment, transportation, installation, testing, overhead, and other project costs.

• Coordinate with Finance/Accounts for taxes, VAT, duties, bank charges, and other applicable costs.

• Support preparation of the final Tender Price/BOQ.

• Check arithmetic calculations and consistency between BOQ, price schedule, and financial forms.

7. SLT Responsibilities

• Conducting Significantly Low-Priced Tender (SLPT) analysis.

• Comparing quoted prices with the official estimate, market rates, and other responsive bids.

• Preparing item-wise cost analysis of materials, labour, equipment, transportation, overhead and subcontracting.

• Identifying unusually low-priced BOQ items.

• Obtaining supporting quotations from suppliers and subcontractors.

• Verifying current market prices and availability.

• Reviewing productivity, manpower and equipment assumptions.

• Assessing whether the proposed rates are commercially and technically sustainable.

• Preparing cost justification and supporting documentation for tender evaluation.

• Coordinating with the technical, commercial and finance teams regarding price anomalies.

• Preparing responses to clarification requests concerning unusually low rates.

• Maintaining documentary evidence supporting the tender price calculation.

8. Cooperation with Customer:

·  Clarification & Communication – Respond promptly to requests for clarification regarding the offered tender price, BOQ rates, methodology, resources, and cost structure.

·  Price Justification – Prepare and submit detailed justification for unusually low rates, including material costs, labour costs, equipment costs, transportation, overheads, and profit margins.

·  Supporting Documents – Provide supporting evidence such as supplier quotations, manufacturer price lists, previous purchase records, wage rates, equipment ownership/rental documents, and relevant market information where required.

·  Cost Breakdown – Submit item-wise cost analysis demonstrating that the quoted price is realistic and sufficient for successful completion of the works.

·  Technical & Financial Coordination – Coordinate with the technical, commercial, procurement, and finance teams to ensure that all explanations submitted to the Customer are consistent and accurate.

·  Compliance with Tender Conditions – Ensure that all responses to the Customer comply with the applicable Tender Document, PPR/Procurement Regulations, GCC/PCC, and SLT evaluation provisions.

·  Meeting/Discussion Support – Participate in clarification meetings or discussions with the Customer, when formally requested, and provide necessary explanations regarding the tender price.

·  Risk Explanation – Identify and explain measures adopted to control costs without compromising quality, specifications, safety, delivery schedule, or contractual obligations.

·  Record Keeping – Maintain complete records of all correspondence, clarification requests, price analyses, supporting documents, and submissions related to the SLT process.

·  Post-Evaluation Cooperation – Continue cooperation with the Customer until completion of the SLT clarification/evaluation process and provide any additional information formally requested.