Tender & Bid Executive

Tender & Bid Executive - Job Description

Position snapshot

Role purpose

This role prepares and submits complete, compliant and on-time bids on GeM, on CPPP and in offline tenders. The bids cover Dawell's forensic, narcotics, alcohol-testing, counterfeit-detection, CBRN/safety and 3D crime-scene solutions from Draeger, Thermo Fisher, Abbott, FARO and other OEMs. The role keeps bid credentials, OEM authorisations and EMD/BG instruments current so that no tender is lost on documentation, eligibility or approvals.

Key responsibilities

• Track and log tenders.
  • Track relevant GeM and CPPP bids every day using the daily GeM bid radar message and the GeM Live Bids channel.
  • Log every qualifying tender in the Tenders app and take it through the full lifecycle with maker-checker review.
• Recommend bid or no bid.
  • Generate the AI bid brief and AI Go/No-Go for high-relevance GeM bids.
  • Present the recommendation to the Lead, Tender & Bid Desk and the relevant Business Head.
  • Raise "Request approval: bid participation" before committing to any tender, as required by POL/22.
• Analyse requirements and build the kit.
  • Analyse eligibility criteria, technical specifications and the BOQ.
  • Draft kit recipes with AI kit from tender BOQ.
  • Validate pricing and stock with the kit cost & readiness check, together with Technical Heads and Purchase/OEM.
• Compile and review bid documents.
  • Compile bid documents with "Fill bid documents from company library": GST, PAN, Udyam, OEM authorisation by brand and past orders.
  • Route every bid through maker-checker review before upload.
• Keep credentials current.
  • Maintain the Compliance Register and OEM authorisations with their validity dates.
  • Act on expiry alerts well before any credential or MAF lapses.
• Manage EMD and bank guarantees.
  • Request EMDs and bank guarantees through "EMD / bank guarantee" (dual control).
  • Keep the BG/EMD register updated through to release or refund, working with Accounts.
• Handle buyer interaction and pricing approvals.
  • Coordinate pre-bid queries, clarifications, technical evaluation responses and reverse auctions.
  • Raise "Request approval: special discount" wherever a bid discount exceeds 10%.
  • Follow POL/18 (anti-bribery) in all buyer interaction.
• Prepare contract documents.
  • Prepare NDAs, LOIs and indemnity bonds via Send for signature.
  • Run AI contract risk review on tender terms and flag unusual liabilities, penalties or warranty obligations to the Lead.
• Record outcomes.
  • Record every outcome in the Tenders app and CRM, including the compulsory lost reason, L1 price and competitor where known.
  • Share learnings in the Tenders & GeM channel.
• Support Sales on opportunities.
  • Support capture plans for deals of Rs 50 lakh and above.
  • Check that tender opportunities clear the CRM qualification gate: value, closing date, budget head and procurement route.
• Hand over awarded orders.
  • Hand over awarded orders so that the delivery project is auto-created on confirmation (orders of Rs 1 lakh and above).
  • Support delivery on contract documents, performance security and the supply schedule.
• Keep records and discipline in the ERP.
  • Mark GPS attendance and log field visits in Planning.
  • Return missed calls within 15 minutes.
  • Submit travel plans and expense claims through the AI receipt reader in line with POL/05.

KRAs and KPIs

ERP and AI tools you use

• Tenders app: GeM/CPPP lifecycle with maker-checker review
• AI Go/No-Go on high-relevance GeM bids and AI bid brief
• Fill bid documents from company library: GST, PAN, Udyam, OEM authorisation by brand and past orders
• Compliance Register with expiry alerts
• OEM authorisations with validity
• Request approval: bid participation
• EMD / bank guarantee (dual control) and the BG/EMD register
• Weekly approval compliance report
• AI kit from tender BOQ (draft kit recipe) and the kit cost & readiness check
• Request approval: special discount (above 10%)
• CRM qualification gate (value, closing date, budget head, procurement route) and compulsory lost reason
• Capture plans for deals of Rs 50 lakh and above
• Daily GeM bid radar message for your accounts
• Send for signature (NDA, LOI, Indemnity Bond) and AI contract risk review
• Delivery project auto-created when an order of Rs 1 lakh or more is confirmed
• Travel plans and expense claims (AI receipt reader, POL/05)
• GPS attendance and field visits in Planning
• Discuss channels: Tenders & GeM, GeM Live Bids, Sales & Marketing, Weekly Sales Scorecard

Policies you must follow

• POL/03: Code of Conduct & Professional Standards
• POL/05: Travel & Expense Reimbursement (v3.2)
• POL/07: Data Privacy (DPDP Act 2023)
• POL/14: Field Work & Government Interaction
• POL/18: Anti-Bribery, Gifts & Conflict of Interest
• POL/19: Whistleblower (Vigil Mechanism)
• POL/22: Delegation of Authority & Approvals
• POL/26: Procurement & Vendor Management
• POL/29: Information Security & Incident Response

Qualifications and experience

• Education: A graduate degree in Science, Commerce, Pharmacy, Engineering or Business Administration. An MBA or PG diploma in Business Development, Operations or Public Procurement is an advantage.
• Experience: 2 to 5 years in government tendering. This must include hands-on GeM and CPPP bid preparation and submission.
• Preferred sectors: Scientific instruments, medical devices, laboratory equipment, safety or defence supplies.
• Procurement knowledge: Working familiarity with the following:
  • EMD, bank guarantees and performance security
  • OEM/manufacturer authorisation forms (MAFs)
  • MSE and Make in India (local content) provisions
  • Reverse auctions
  • Digital signature certificate (DSC) handling
• Languages: Good written and spoken English. Hindi is useful for buyer interaction, and Marathi is an advantage.

Skills and competencies

Technical

• Reading GeM and CPPP bid documents, ATCs, eligibility criteria, technical specifications and BOQs accurately
• Building compliance and deviation statements and preparing pre-bid queries and clarification responses
• Bid costing with Technical Heads and Purchase/OEM, including understanding of margins, freight, installation, training and AMC components
• Document control: version discipline, credential currency and tracking of expiry dates
• Working knowledge of the GFR and the Manual for Procurement of Goods as they apply to bidders
• Strong MS Excel/Sheets and PDF handling, and confident use of ERP and AI tools with human verification of every AI output

Behavioural

• Ownership: Takes each bid through to submission, result and EMD release without follow-up.
• Teamwork: Coordinates Sales, Technical, Purchase/OEM and Accounts against hard deadlines.
• Customer Focus: Responds clearly and promptly to buyer queries and technical evaluations.
• Quality: Achieves zero document-related disqualifications through meticulous checking.
• Integrity: Shows uncompromising integrity in all government interactions, as required by POL/14 and POL/18.
• Composure: Stays composed under deadline pressure and handles several bids at once.

Career path

• Probation: Confirmation under POL/11 after probation, based on the quarterly scorecard and an appraisal.
• Typical progression:
  • Tender & Bid Executive
  • Senior Tender & Bid Executive (owning larger or multi-lot bids and capture plans)
  • Lead, Tender & Bid Desk
• Lateral moves: Possible into Sales/Key Accounts or Business Development within Strategy & Business Development.
• Learning: Growth is supported through Dawell eLearning and certifications under POL/13. Strong performance is recognised under POL/12.

Selection process

The process follows POL/25, and candidate data is handled under POL/07.

1. Application screening by HR against qualifications and GeM/CPPP experience.
2. Practical exercise: Analyse a sample GeM bid. Prepare an eligibility and compliance checklist, a document list and a short bid or no-bid note.
3. Functional interview with the Lead, Tender & Bid Desk and a Business Head.
4. HR interview covering values (POL/23), conduct and integrity scenarios.
5. Final checks: Reference and document verification, followed by the offer.
6. Structured onboarding covering the Tenders app, approvals under POL/22 and the company bid library.

About Dawell Lifescience

Dawell Lifescience Pvt Ltd (Pune) brings proven forensic, narcotics and alcohol testing, counterfeit-medicine detection, CBRN/safety and 3D crime-scene technologies from global OEMs such as Draeger, Thermo Fisher, Abbott and FARO to police, forensic laboratories, excise, health/FDA, defence and PSU customers across India, through GeM, tenders and direct orders, with installation, training and AMC support.

JD version 2.0, updated 10 Nov 2026 to reflect current ERP processes and policies POL/00-29. Reviewed annually with the appraisal cycle.