Senior Analyst – RFP & Bid Management

Roles & Responsibilities

1. Preliminary study of the enquiry and the basic scope of supply & concept of system
a. Understand clients’ requirements and basis for the system design and selection.
b. Detailed study of relevant documents like Technical specifications, Scope of supply, Exclusion, testing
and documentation requirements, etc.
c. Planning, organizing & time management to submit techno-commercial offer to Sales Dept. as per the
offer submission schedule.

2. Sub-supplier correspondences and sourcing- (Vendors Communications)
a. Sending enquires of major critical components/ items to sub-vendors (according to clients approved
vendor list or Intergraph preferred makes)
b. Internet web search – to get detail information to meet client’s requirement / to search the new supplier
for critical items.
c. Obtain offers from sub-vendors within the shortest span of time.
d. Technical & commercial evaluation of sub-suppliers offers for the major critical components/ items to
ensure that the received offer follows clients’ specification & process requirement.

3. Detailed cost estimation
a. Cost estimation of the system, insuring all items are covered in the costing part.
b. Cost estimation of overheads, services/ manpower required to execute the offered system/ project.

4. Preparation of detailed techno-commercial offer along with compliance/ deviation statement.
a. Prepare technical offer including deviations/ clarification/ important notes, scope of supply & work,
equipment specifications and exclusions.
b. Prepare commercial offer including price break down and optional prices as per the clients’ requirements
along with payment terms and conditions, delivery schedule, domestic/ foreign field service policy &
other necessary like performance/ equipment warranty, offer validity & confidentiality agreement.
c. Prepare dully filled compliance statement, quotation request check list (as per client’s requirement)
d. Review the project with the Sales Manager for comments and approval
e. Submit the Techno-Commercial offer

5. Techno & commercial clarification with the client (after evaluation by client)
a. Reply to the Technical Queries (TQ) that is raised by the client.
b. Provide all necessary information/ documents to the client to get the technical approval on submitted
proposal.
c. Attend technical meetings with the clients
d. Prepare revised techno-commercial offer in line with the till-date correspondence (all TQ Reply) with
client.
e. Attend technical meeting/ conference calls with clients.

6. Post Order Correspondence with Internal team members
a. Prepare handover report for the awarded project.
b. Prepare rationalized internal proposal including all updated correspondences with the client & sub-
supplier.
c. Prepare estimation sheet.
d. Handover of the internal proposal, handover report & estimation sheet to the project team for further
execution of the awarded project
e. Attend project kick-off meetings
f. Assist the project & procurement team during the execution of the project.

7. Proposals Management System
a. Update the proposals status/ record on regular basis.

8. Develop company’s database related to all key information & Sub-suppliers offer
a. Prepare the database of sub-supplier Quotation of each item/component-
b. Prepare detail Notes on the key information / new technology.
c. Update product catalogues.

9. Proposals Planning
a. Planning of various proposals based on Priority/ Urgency.
b. Maintain and update proposal plan and prepare monthly / weekly report.

Knowledge, Skills & Ability

• Proven track record of tendering work.
• Synthesizes complex or diverse information; collects and researches data; uses intuition and experience
  to complement data
• Ability to work on own initiative and take responsibility for timely and accurate submission of proposals /
  tenders.
• Ability to prioritize the workload – Prioritizes and plans work activities; uses time efficiently; plans for
  additional resources; sets goals and objectives; organizes or schedules other people and their tasks;
  develops realistic action plans.
• Willing to travel when required.
• Clear and effective oral and written communication skills in English language.
• Oral Communication – Speaks, clearly and persuasively in positive or negative situations; listens and
  gets clarification; responds well to questions; demonstrates group presentation skills; participates in
  meetings
• Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies
  writing style to meet needs; presents numerical data effectively; able to read and interpret written
  information.
• Excellent knowledge of Microsoft office packages viz., Word, Excel, PowerPoint, Visio and Project.
• Flexibility in switching between different types of tendering duties on a daily basis.
• Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality;
  applies feedback to improve performance; Monitors own work to ensure quality.
• Hands-on mentality.
• Team player – openness to others` views; gives and welcomes feedback; contributes to building a
  positive team spirit; puts success of team above own interests; able to build morale and group
  commitments to goals and objectives; supports everyone’s efforts to succeed
• Pleasant disposition with the capability to be authoritative when necessary.
• Organized and proactive.
• Attendance/Punctuality – Consistently at work and on time; ensures work responsibilities are covered
  when absent; arrives at meetings and appointments on time
• Strong co-ordination, organization and liaison skills with the ability to seek and gain consensus solutions
  to complex issues.