Lead, Tender & Bid Desk

Lead, Tender & Bid Desk - Job Description

Position snapshot

Role purpose

The Lead runs Dawell's single tender and bid desk. The role turns GeM, CPPP and state e-procurement opportunities into compliant, competitive bids for police, forensic laboratory, excise, FDA, defence, CAPF and PSU buyers. It owns every bid from the Go/No-Go decision to award and handover. It also keeps company credentials, OEM authorisations and EMD/BG commitments current, so that no bid is lost on eligibility, documentation or missing approvals.

Key responsibilities

• Review the daily GeM bid radar and the GeM Live Bids channel. Log every relevant GeM, CPPP and state portal tender in the Tenders app.
• Run AI Go/No-Go and the AI bid brief on high-relevance bids. Agree a bid or no-bid recommendation with the relevant Business Head.
• Raise 'Request approval: bid participation' for every bid. Obtain approval under POL/22 (Delegation of Authority) before making any commitment.
• Act as checker in the maker-checker review of bids prepared by the Bid Executive. Verify eligibility, technical compliance statements, BOQ pricing and annexures before submission.
• Assemble bid documents with 'Fill bid documents from company library'. This covers GST, PAN, Udyam, OEM authorisation by brand (Draeger, Thermo Fisher, Abbott, FARO and others) and past orders.
• Maintain the Compliance Register and the OEM authorisations with their validity dates. Act on expiry alerts in good time and coordinate fresh MAFs with Purchase/OEM.
• Raise 'EMD / bank guarantee' requests under dual control and keep the BG/EMD register accurate. Track EMD refunds and BG releases with Accounts.
• Generate the draft kit recipe with AI kit from tender BOQ. Complete the kit cost & readiness check with Purchase and Inventory before pricing.
• Manage tender opportunities in CRM:
  • Apply the qualification gate (value, closing date, budget head, procurement route).
  • Record a lost reason for every lost or no-bid tender.
  • Prepare capture plans with the Business Head for opportunities of Rs 50 lakh and above.
• Handle pre-bid queries, representations, clarifications and technical evaluation responses in line with POL/14 and POL/18. Escalate pricing above 10% discount through 'Request approval: special discount'.
• Review LOIs, contract terms and indemnity bonds with AI contract risk review, then route them via Send for signature. On confirmed orders of Rs 1 lakh or more, check that the delivery project has been auto-created and hand it over to Operations.
• Report bid status, win/loss analysis and the weekly approval compliance report to the MD. Mentor the Bid Executive on GeM seller operations and bid discipline.

KRAs and KPIs

ERP and AI tools you use

• Tenders app: the full GeM/CPPP bid lifecycle with maker-checker review. You act as checker.
• AI Go/No-Go and AI bid brief: used on high-relevance GeM bids to support bid or no-bid decisions.
• 'Fill bid documents from company library': GST, PAN, Udyam, OEM authorisation by brand and past orders.
• Compliance Register: tracks credentials, with expiry alerts.
• OEM authorisations: tracked with validity dates.
• 'Request approval: bid participation' and 'EMD / bank guarantee': both under dual control, with the BG/EMD register.
• AI kit from tender BOQ: creates the draft kit recipe. The kit cost & readiness check follows it.
• Weekly approval compliance report: shows whether approvals were taken before commitment.
• CRM qualification gate: value, closing date, budget head and procurement route, with a compulsory lost reason.
• Capture plans: required for deals of Rs 50 lakh and above.
• Pipeline tools: Plan vs Actual monthly targets, AI deal triage and AI next action.
• Daily GeM bid radar message: sent for your accounts.
• AI follow-up drafts: created for quotations unanswered for 7 days.
• 'Request approval: special discount': for discounts above 10%.
• Send for signature: for NDA, LOI and Indemnity Bond, with AI contract risk review.
• Delivery project: created automatically when an order of Rs 1 lakh or more is confirmed.
• Travel plans and expense claims: uses the AI receipt reader, under POL/05.
• Planning: GPS attendance and field visits.
• Discuss channels: Tenders & GeM, GeM Live Bids, Sales & Marketing and 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/22 — Delegation of Authority & Approvals
• POL/26 — Procurement & Vendor Management
• POL/29 — Information Security & Incident Response

Qualifications and experience

• A graduate degree in Science, Engineering, Pharmacy or Commerce. An MBA or PG diploma in Marketing, Materials or Public Procurement is an advantage.
• 7–10 years in government tendering. At least 3 years must be hands-on GeM seller operations: bids, reverse auctions, representations and order acceptance.
• Experience in scientific, analytical, medical, forensic or safety equipment bids for police, forensic laboratory, defence, CAPF, PSU or health/FDA buyers is preferred.
• Working knowledge of:
  • GFR 2017 and GeM GTC
  • CPPP and state e-procurement portals
  • PPP-MII (Make in India) local content rules and MSE preferences
  • EMD/BG and performance security practice
  • CVC guidelines on public procurement
• Experience managing OEM authorisations (MAFs) and the commercial and technical compliance of bids.
• At least 1 year supervising or mentoring a bid executive or a small team.

Skills and competencies

Technical

• Reading tender documents closely, covering eligibility, technical specifications, ATC, BOQ and evaluation criteria. Preparing clause-by-clause compliance statements.
• Bid pricing and costing. This includes landed cost, GST, warranty and CMC loading, and L1 strategy within approved discount limits.
• Document control, covering credential currency, expiry tracking and version-controlled bid files.
• EMD/BG administration and reconciliation with Accounts.
• Contract and LOI review for liquidated damages, penalty, indemnity and warranty risk.
• Confident use of the ERP, CRM and AI tools listed above, plus MS Excel and digital signature certificates (DSC).
• Clear written English for pre-bid queries, representations and clarifications. Hindi or Marathi is an advantage.

Behavioural

• Ownership: no missed deadlines and no commitment made without approval.
• Quality: zero-error attention to detail under deadline pressure.
• Integrity: strict compliance in all government interactions under POL/14 and POL/18.
• Teamwork: coordinating Business Heads, Technical Heads, Purchase/OEM, Accounts and Operations.
• Customer focus: professional, timely responses to buyers and evaluation committees.
• Analytical thinking: win/loss analysis and learning from lost bids.
• Coaching: developing the Bid Executive.

Career path

• Current role: Lead, Tender & Bid Desk. You run the bid desk and act as checker for all bids.
• Next step: Manager, Tender & Bid Desk. You lead an expanded bid team across GeM, CPPP and state portals, and own the bid calendar and win-rate targets.
• Further step: Head, Government Business & Contracts, or a senior role in Strategy & Business Development. This covers bid strategy, OEM partnerships and contract governance.
• How progression is decided:
  • Appraisal results and sustained KPI performance, especially Tender Win Rate and QA/Compliance Score, under POL/11.
  • Completion of GeM, public procurement and OEM certifications under POL/13.

Selection process

1. Application screening by HR under POL/25, against qualifications and GeM/tender experience.
2. HR telephone or video screen covering experience, notice period and fit with the Dawell Way (POL/23).
3. Practical bid exercise. You analyse a sample GeM/CPPP tender and produce:
   • an eligibility checklist
   • a compliance statement
   • a document list
   • a Go/No-Go recommendation
4. Technical and functional interview with a Business Head and a Technical Head.
5. Final interview with the Managing Director.
6. Pre-offer checks: reference and background checks, plus a conflict-of-interest declaration under POL/18.
7. Offer and onboarding: ERP access and induction training, followed by probation and confirmation under POL/11.

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.