Manager- Pre Contract (MEP)

Job Description:

The Contracts & Procurement Assistant Manager/Sr. The engineer will prepare, review, negotiate, and administer

contracts and purchase orders for all MEP packages. Should have good knowledge about MEP packages, products, and vendors.

Duties/Responsibilities:

• Vendor Management, New Vendor Acquisition, Vendor empanelment, Vendor Negotiations,

Evaluate the competence of vendors.

• Due Diligence of new vendors/service providers/consultants

• MEP items sourcing and procurement and Contracts Management

• Prepare and maintain a database regarding vendors for MEP packages and products.

• Collect all details required from vendors for getting finance feedback and organize site visits for

quality report about vendors in coordination with projects/quality in-house team.

• Shortlisting of vendors for MEP packages

• Support budget preparation by preparing all estimates required by taking vendor quotes.

• Receive invoices /requirements from the projects team and follow up on them based on the project

timelines.

• Confirm Indent details received are adequate for Floating RFPs / RFQs; otherwise, follow up and get the

required details in complete for tenders from respective internal stakeholders.

• Budget review and confirmation about invoices received are within budget.

• Prepare estimates for the BOQs received.

• Evaluate technically for any discrepancies, and ensure all items are covered to avoid tender items.

• Prepare RFPs and RQs as per company standards based on the value of the packages.

• Prepare contract strategy for major packages and present to internal stakeholders before floating

tenders. Based on the feedback, finalize the contract strategy and circulate details with MOM.

• Float the RFPs and RQs as per company-set standards.

• Follow up with vendors for technical queries.

• Checking comparative statements commercial & technical, & reporting various changes in conditions & negotiations to bring quotes to the same platform.

• Preparation of rate analysis for various items

• Scrutinize various general & Special terms & conditions of contracts

• Responsible for checking, reviewing, and monitoring contractual obligations like Bank Guarantees,

Insurances, statutory compliances, and claims

• Organize Pre-bid meetings with all stakeholders and record and circulate MOMs

• Follow up with the technical in-house team (Design team/project team) for inputs for revision if any and

circulate along with MOM to vendors for Quotes.

• Follow up with vendors for quotes, and upon receipt of quotes, prepare a comparative line with all technical and commercial points.

• Evaluate vendor proposals to ensure that all requirements are met.

• Confirms that terms and delivery dates are accurate

• compares bids from vendors and determines, or assists with determination, to whom contracts will be awarded.

• Conduct meetings with vendors further as required, negotiate, and get the best quotes and terms.

• Prepare final Tender approval note with all supporting documents based on the final quote and

present to Pricing committee members for approvals and organize a meeting with the final shortlisted

vendors for finalization with the PC members’ offices.

• Review final cost proposals, pricing information, and terms and conditions thoroughly.

• Prepares and administers contracts and purchase orders with specific vendors; finalizes and releases orders in time with relevant order numbers, uploads the orders in the database, and circulates them to respective stakeholders.

• Arrange kick-off meetings for introduction and handover details to respective stakeholders

• Discuss and get the draft bank guarantees from vendors and confirm it through the accounts team.

• Follow up until advance payments are made to vendors and submit performance security and retention BG's, respectively, to accounts.

• Internal Office Memo (IOM) preparation for getting approvals sought for the budget due to cost & quantity variation, explaining to respective stakeholders; and getting signoff for order release. Update details in the budget through the project controls team.

• Attend interim review meetings regularly, and update the status of projects & packages.

• Drive towards the closure of packages by following up with all stakeholders and vendors to meet timelines.

• Actively participate in BOQ standardization and specification standardization in coordination with OEMs and internal stakeholders.

• Performs other related duties as assigned.

Experience: 8 to 12 years. Qualification: BE (Elec./ Mechanical)

Skillsets: Well-versed with MEP subjects & products., MS Office package (Word, Excel, PPT), AutoCAD