Job Purpose
Prepare accurate, comprehensive, and competitive cost estimates for integrated facilities management tenders, covering hard and soft services. The role involves detailed tender review, site assessments, clarification of requirements, coordination with technical writers and suppliers, and preparation of cost submissions, presentations, and project handover documentation.
Key Duties and Responsibilities
1. Tender Review and Clarifications
- Review RFPs in detail, including scopes of work, specifications, asset registers, drawings, bills of quantities, service levels, KPIs, contractual requirements, and tender addenda.
- Identify all requirements affecting project delivery and pricing, including scope gaps, ambiguities, exclusions, dependencies, and commercial risks.
- Prepare and maintain a tender compliance checklist to ensure all applicable requirements are addressed in the estimate.
- Attend Job Explanation Meetings (JobEx), pre-bid meetings, and client clarification sessions.
- Prepare, consolidate, and track tender queries, ensuring that client responses and amendments are reflected in the estimate and technical proposal.
2. Site Visits and Assessments
- Attend tender-related site visits anywhere in the Kingdom of Saudi Arabia, as required.
- Assess site conditions, asset quantities and condition, operational requirements, access restrictions, existing resources, and service delivery challenges.
- Verify available tender information against site observations and identify additional requirements that may affect cost or execution.
- Prepare detailed site visit reports documenting findings, photographs where permitted, discrepancies, risks, and pricing implications.
3. Comprehensive Cost Estimation
- Prepare detailed estimates covering all required hard and soft facilities management services, including MEP maintenance, civil works, cleaning, landscaping, pest control, waste management, and other services included in the tender.
- Develop manpower plans based on scope, asset quantities, service frequencies, productivity, working hours, shift coverage, and relief requirements.
- Estimate all relevant direct and indirect costs, including manpower, materials, consumables, spare parts, equipment, tools, vehicles, specialist subcontractors, accommodation, transportation, mobilization, demobilization, and site overheads.
- Account for applicable escalation, contingencies, contractual obligations, and other pricing risks in coordination with the Estimation Manager.
- Obtain and evaluate supplier and subcontractor quotations, confirming technical compliance, scope completeness, exclusions, validity, and commercial terms.
- Benchmark estimates against historical project costs, operational feedback, and available market quotations.
- Develop cost optimization options while maintaining compliance with the required service levels.
- Maintain clear records of quantities, assumptions, calculations, quotations, and the basis of estimate.
4. Technical Proposal Coordination
- Coordinate closely with the Technical Writer to verify the accuracy and completeness of technical proposals for assigned tenders.
- Cross-check proposed methodologies, manpower schedules, organization charts, equipment lists, service frequencies, mobilization plans, and subcontracting arrangements against the priced scope.
- Identify and resolve inconsistencies between technical commitments and commercial allowances before submission.
- Coordinate with Operations, Procurement, HR, Finance, and relevant technical specialists to validate assumptions and confirm delivery feasibility.
5. Cost Review and Tender Submission
- Attend cost estimation review meetings with the Estimation Manager and relevant stakeholders.
- Present the estimate, pricing assumptions, key cost drivers, exclusions, risks, and proposed optimization measures.
- Prepare cost estimation summaries showing the principal cost components, commercial assumptions, and management-approved pricing adjustments.
- Incorporate review comments and maintain proper version control of estimates and supporting documents.
- Prepare and verify pricing schedules, bills of quantities, and commercial breakdowns in the client’s required format.
- Check calculations and ensure consistency across pricing documents before submission.
- Support responses to post-tender clarifications, revised pricing requests, and commercial negotiations.
6. Technical Presentations and PMO Handover
- Prepare technical presentations for projects priced, explaining the understanding of scope, proposed service delivery approach, manpower, equipment, mobilization, and key project considerations.
- Attend internal and client presentations as required and explain the technical and costing basis of the proposed solution.
- Prepare detailed cost estimation breakdowns for handover to the Project Management Office (PMO) following award.
- Provide PMO with approved budgets, manpower allocations, equipment provisions, subcontractor allowances, quotations, assumptions, exclusions, and identified risks.
- Participate in project handover meetings to ensure the execution team understands the priced scope and budget basis.
- Incorporate feedback from awarded projects into future estimates to improve accuracy.
Qualifications and Experience
- Bachelor’s degree in Mechanical, Electrical, Civil Engineering, or a relevant engineering discipline.
- Preferably 3–5 years of relevant experience in facilities management estimation, tendering, or costing.
- Demonstrated ability to estimate both hard and soft facilities management services.
- Experience preparing integrated FM tenders in Saudi Arabia is preferred.
- Experience with Aramco tenders and requirements is an advantage.
- Willingness and ability to travel throughout Saudi Arabia for site visits and tender meetings.
