Primarily responsible to check documents and approvals before invitation and to ensure timely and accurate advertisement. Also responsible to provide assistance for tender opening and to maintain record of pre-qualified contractors.
Tender Procedural Activities
Checks tender documents/approvals before releasing for advertisement / invitation and provides contractual inputs to tender documents.
Ensures that advertisements are accurate and are released in time.
Verifies and checks the contents of all related outgoing messages.
Verifies all tenders submissions to ensure that the submissions are in order and liaises with Manager/Contracts regarding all non-compliance items to Standard Instructions and Conditions for PTCL Tenders.
Arranges for necessary assistance to the tenders opening committee and arranges the distribution of tender documents to the Evaluation Committee members.
Keeps custody of offers, bid bonds, performance bonds and advance payment guarantees, checks them for wordings, amount, validity etc. and requests for extension prior to expiry, following up as required. Releases Bonds when due and prepares regret letters.
Monitors the process of all tenders and reports to Manager/Contracts any abnormalities.
Checks relevant management approvals for contracts preparation, attends initial preparation of draft agreements, amendments, addenda etc., incorporates necessary attachments – technical, commercial and financial inputs and updates the documents in liaison with concerned department.
Obtains necessary clarifications with regard to technical annexes, Bill of Quantities, training details etc. from concerned Department.
Record Maintenance & Security
Ensures that all records/documentation including the list of pre-qualified contractors are properly maintained and updated.
Inputs and updates the details of bank guarantees (performance bonds, advance payment guarantees etc.) in the computer system, safe custody of all bank guarantees and power of attorney.
Calls for Performance Bond for each purchase order, turnkey projects and advance payment guarantees for the invoices submitted to Finance Department – checks the wording, validity, and call for amendment if the text is not suited to our requirement. Calls for extension, if the Provisional/Final Acceptance Certificates are not issued within the validity period.
Maintains register of all Tender documents/contracts, controls the filing of all documents to ensure accurate records are maintained for those issued out or sent to storage.
Stores all contracts and documents in a computerized system to ensure proper follow up.
Reviews and checks contractual conditions of offers, quotations, proposals etc.
Prepares fax messages for obtaining clarifications from the contractors/bidders.
Provides numbers to Tenders/Contracts including brief details of the contract, signing date and contract sums.
Maintain high level of transparency and fairness in all sorts of tenders/ prequalification/ vendor registration falling in his jurisdiction.
Any other projects assigned by the Supervisor.
Education: Advanced degree in Management / Administration
Experience: Extensive experience in relevant field
Reports to:GM (Contracts)
Grade: Equivalent to BPS-17