End-to-End Bid Management and Ownership
- * Take full ownership of the bid lifecycle, from receipt of the invitation to tender (ITT/RFP) through proposal submission and post-bid activities.
- Review and analyze RFP requirements, including scope of services, deliverables, evaluation criteria, contractual requirements, and submission instructions.
- Develop and maintain the bid preparation programme, including key milestones, internal deadlines, review gates, and submission requirements.
- Coordinate and monitor inputs from internal technical teams, business lines, and external consultants to ensure timely and compliant submissions.
- Develop proposal templates, compliance matrices, submission checklists, and other bid management documentation.
- Establish the preliminary bid delivery strategy in consultation with the relevant technical and operational teams.
- Identify gaps in technical capabilities, resource availability, and specialist expertise, and coordinate appropriate solutions.
- Facilitate bid kick-off meetings, progress reviews, coordination workshops, and technical/commercial alignment sessions.
- Oversee final document compilation, formatting, quality checks, and production to ensure consistency and compliance with client requirements.
Bid Governance and Internal Approvals
- * Take ownership of the bid governance and internal clearance processes in accordance with SJ Group policies and applicable business line protocols.
- Prepare and coordinate governance documentation, including Go/No-Go (GNG), risk evaluations, and other required approval materials.
- Coordinate Gate Review meetings, including preparation of presentations, supporting documentation, and records of decisions.
- Monitor compliance with the Delegation of Authority (DoA) requirements and applicable approval thresholds.
- Coordinate with relevant stakeholders to secure the necessary approvals before proposal submission.
- Maintain records of bid approvals, governance decisions, and associated documentation.
- Follow up on outstanding governance actions and ensure their timely closure.
Commercial and Financial Proposal Development
- * Lead the preparation and development of financial proposals in coordination with the Cost Manager, technical teams, and relevant management stakeholders.
- Develop the detailed cost build-up, incorporating internal resources, external consultants, project expenses, and other applicable cost components.
- Establish the preliminary resource deployment plan, including staffing requirements, man-month allocations, and resource availability.
- Coordinate with technical teams to validate resource requirements, levels of effort, and associated costs.
- Consolidate and evaluate subconsultant financial proposals and integrate their costs into the overall commercial offer.
- Develop the proposed fee structure and target fee in alignment with the approved commercial strategy.
- Calculate and assess gross margin (GM), profitability, EBIT, and other relevant financial indicators.
- Develop cash flow projections and proposed payment schedules.
- Incorporate risk contingencies based on the project risk register and associated commercial exposure.
- Establish commercial assumptions, qualifications, and exclusions in consultation with the relevant stakeholders.
- Prepare commercial summaries, pricing breakdowns, and financial information required for internal reviews and management approvals.
- Coordinate the finalization of the financial proposal and obtain the required commercial sign-offs.
Technical Proposal Development and Coordination
- * Develop the technical proposal structure and content framework in accordance with the RFP requirements and evaluation criteria.
- Prepare initial technical write-ups, including project understanding, proposed methodology, delivery approach, value proposition, and key differentiators.
- Develop preliminary project delivery strategies in coordination with technical leads and project management teams.
- Identify key project risks and coordinate the development of corresponding mitigation measures.
- Coordinate the preparation of project-specific organizational structures, team composition, and reporting arrangements.
- Develop project organization charts and support the preparation of responsibility allocation matrices.
- Coordinate with project planners to develop the proposed project programme and key milestones.
- Ensure alignment between the technical scope, resource deployment plan, delivery programme, and financial proposal.
- Review and tailor personnel CVs, project references, and corporate experience to demonstrate relevance to the tender requirements.
- Coordinate the preparation of technical inputs and ensure consistency across the various disciplines and proposal sections.
- Review technical submissions for completeness, consistency, and alignment with the overall bid strategy.
Internal Stakeholder and Multidisciplinary Coordination
- * Act as the central coordination point between the Aviation Sector, supporting business lines, and other internal stakeholders throughout the bid preparation process.
- Coordinate with technical leads, project managers, resource managers, and commercial teams to establish the proposed delivery arrangements.
- Align relevant team members on the scope of services, fee allocation, resource requirements, and availability.
- Coordinate with the Commercial Team, Group Legal, Group Finance, Group Insurance, Group Taxation, and Group Risk Management to address bid-related requirements and obtain necessary clearances.
- Facilitate multidisciplinary coordination meetings and workshops to resolve technical, commercial, and contractual matters.
- Monitor outstanding actions, identify potential bottlenecks, and escalate critical issues to the relevant management stakeholders.
External Consultants, Subconsultants, and Partners
- * Identify and engage potential subconsultants and specialist partners to address project-specific technical requirements.
- Coordinate the preparation and execution of Non-Disclosure Agreements (NDAs) and other preliminary engagement documentation.
- Prepare and issue requests for technical and financial proposals to external consultants and partners.
- Coordinate the clarification of scope boundaries, deliverables, responsibilities, and commercial arrangements.
- Review and consolidate subconsultant technical and financial submissions.
- Negotiate and align proposed fees, resource allocations, and commercial assumptions with external partners, as required.
- Coordinate the preparation and finalization of subconsultancy agreements with the Commercial and Legal teams.
- Maintain communication with external parties throughout the bid preparation process to ensure alignment with the overall submission strategy.
Contractual and Risk Management Coordination
- * Review tender contractual requirements and identify matters requiring specialist commercial or legal input.
- Coordinate contractual reviews with the Commercial Team and Group Legal.
- Consolidate contractual comments, proposed departures, qualifications, and clarifications.
- Support the identification and assessment of project delivery, commercial, and contractual risks.
- Coordinate the development and maintenance of the bid risk register.
- Ensure that identified risks and mitigation measures are appropriately reflected in the technical and financial proposals.
- Coordinate the finalization of proposed contractual conditions and commercial qualifications with the relevant stakeholders.
Aviation Sector Systems, Reporting, and Knowledge Management
- * Manage and maintain the Aviation Sector SharePoint, including proposal records, project references, bid templates, and supporting documentation.
- Maintain and update Microsoft Dynamics 365 (D365) opportunity records and associated information.
- Manage and update global and regional aviation opportunity trackers.
- Maintain organized records of bid submissions, governance approvals, commercial proposals, and correspondence.
- Support the development and maintenance of the Aviation Sector's proposal knowledge base.
- Coordinate updates to the Aviation Sector's capability statements, project references, and relevant marketing materials.
- Ensure that proposal information and records are appropriately organized and accessible for future opportunities.
Proposal Submission and Post-Bid Activities
- * Coordinate the final proposal review, ensuring completeness, consistency, and compliance with the RFP requirements.
- Manage the finalization and production of technical and financial submission packages.
- Coordinate the execution of required tender forms, declarations, and authorization documents.
- Manage proposal submissions through client portals, email, or other prescribed submission channels.
- Coordinate responses to post-submission clarifications and additional client information requests.
- Support commercial and technical negotiations during the post-bid stage.
- Coordinate the collection and review of client feedback following bid outcomes.
- Facilitate lessons-learned discussions and identify opportunities to improve future submissions.
- Support the transition and handover of successful bids to the relevant project delivery teams.
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