Bid & Proposal Manager

The Bid and Proposal Manager is responsible for overseeing the entire bid and proposal process for architectural projects, from preparation and submission to negotiation and execution. This role ensures that the company secures projects through competitive bids and in line with the company's legal, financial, and project objectives.

Bid management:

• Manage the bid lifecycle: Lead and supervise the Bid Team in managing the end-to-end process, from initial opportunity identification to submission of bid documents.

• Analyze opportunities: Review tender documents to understand client requirements and evaluation criteria to develop a winning strategy.

• Pricing Strategy & Analysis: Develop competitive pricing models in collaboration with Finance teams, balancing competitiveness with profitability. Present pricing recommendations to senior leadership.

• Continuous Improvement: Drive the refinement of bid processes, templates, and tools, ensuring we stay ahead of industry standards and deliver exceptional quality. Lead post-bid debriefs to analyze outcomes and integrate feedback into future strategies.

• Client Liaison: Engage with clients for pre-bid meetings, site visits, and technical clarifications.

• Bid Preparation: Lead the creation of bid documents, ensuring all necessary technical, commercial, and legal elements are included. Work with internal teams to gather the required information for accurate and timely submissions.

• Tender Package Development: Review and interpret tender documents, drawings, geotechnical report and BOQs, working closely with Quantity Surveyors, design engineers, and project teams to develop complete and compliant tender packages.

• Tender Responses: Lead the process of responding to tenders, questionnaires and Requests for Proposals (RFPs). This involves assessing the scope of work, understanding client requirements, and ensuring that the proposal meets the criteria outlined in the tender documents.

• Bid Tracking: Track ongoing tenders and maintain bid status reports for management.

• Commercial and risk management: Manage the bid budget, assess commercial risks, and ensure the commercial aspects of the proposal are well structured.

• Project management: Create and maintain bid plans, milestone schedules, and responsibility matrices to ensure on-time submission.

• Process improvement: Conduct win/loss analysis and debrief sessions to identify areas for improvement and refine bid processes, when needed.

• Post-submission activities: Manage post-submission phases, including presentations and negotiations, and conduct post-bid reviews to capture lessons learned.

• Documentation: Maintain CRM records of leads, opportunities, and project related database

• Bid Library Management: Maintain and update a library of project references, method statements, HSE documents, and submission templates.

• Centre of Excellence: Maintain audit-ready documentation for all bids, including approvals, version control, and post-submission reviews. Manage timelines, resources, and workflows to meet strict submission deadlines. Ensure adherence to internal governance processes (e.g., bid/no-bid decisions, approvals, risk assessments).

Project Lifecycle Involvement:

Pre-Award Stage: Overseeing the preparation, submission, and negotiation stages of the bid, ensuring that all technical, commercial, and legal aspects are covered.

Post-Award Stage: Ensuring that the terms of the contract are being adhered to during the execution of the project. This includes monitoring compliance, ensuring timely invoicing, and overseeing the resolution of disputes, if any arise.

Document Management: Maintaining accurate and organized records of all bids and contracts for future reference, audits, or compliance checks. Lead post-bid debriefs to analyze outcomes and integrate feedback into future strategies.

Requirements:

Education: Bachelor's Degree in Architecture, Engineering, Quantity Surveying, Building, Project Management, or related disciplines.

Experience: Minimum 5+ years in bid & proposal management, or related roles in the architecture, engineering, or construction industries.

Strong Negotiation Skills: Being able to negotiate effectively with clients, contractors, and suppliers.

Contract & Contractual Knowledge: Understanding of construction law, architectural services agreements, and general terms of contracts in the architecture and construction industry.

Project Management: Strong organizational and project management skills with the ability to manage multiple bids and proposals simultaneously. Ability to work under pressure and meet tight deadlines.

Communication: Excellent written and verbal communication skills for drafting contracts, responding to tenders, and liaising with clients and internal teams.

Attention to Detail: High level of attention to detail in reviewing bid documents, contracts, and financial data.

Risk Management: Ability to assess and mitigate risks associated with project delivery, costs, and contract terms.