Quantity Surveying Acquisition Manager RFP Technical – KZN
Technical / Construction
Durban North Coast, Durban – KwaZulu Natal
Job Purpose Statement
To manage the entire acquisition process for the Request for Proposals (RFPs) in compliance with standard procedures and relevant regulations, in order to ensure effective and efficient delivery of goods and services.
Key Performance Areas:
Tender Process Planning and Management
- Liaise with each user and co-ordinate their procurement planning requirements.
- Maintain and monitor procurement plan for each department.
- Analyse and identify opportunities for strategic sourcing.
- Review the Demand management report to assess completeness and relevance.
- Review potential or proposed acquisitions to ensure that they are a good fit for the company strategically and financially.
- Decide on the manner in which the market will be approached in order to ensure that strategic sourcing objectives are met.
- Provide procurement guidance, advice and support in the development and preparation of the pre-tender bid documentation to ensure that it complies with all relevant legislations policies and procedures
- Review the bid document to ensure that the pre-tender and post-evaluation processes are executed and managed according to all the relevant standards.
- Engage in regular divisional meetings, business planning and review processes company processes.
- Implement best procurement standards and practices.
- Prepare monthly reports and update users on their procurements per the Procurement Plan.
- Undertake regular interaction with user departments to ensure a professional service is delivered and that queries are timeously and satisfactorily resolved
Tender/ Bid Preparation
- Conduct user engagement to ascertain the nature of the procurements reflected on the procurement plan.
- Provide SCM guidance and support to the line function managers in the process of preparing the Terms of Reference.
- Review and assess the Terms of Reference (ToR) to ensure the TORs are accurate, complete, and comprehensive and responds to the company’s needs.
- Test ToR’s for completeness of specification and alignment and consultation with other users (where applicable).
- Analyse the budget computation in order to establish if the budget is realistic and conduct test for reasonableness.
- Prepare bid/ tender documents in accordance with the details contained in the Requisition document (either manual or on the system). Where required, ensure that documents comply with PFMA and Treasury Regulations, the company’s policies and procedures, the tender conditions of the CIDB and GCC, EPC and other forms of engineering conditions of contract as required.
- Prepare the pricing schedule / activity and assess whether it is in line with the terms of reference (ToR) and other legislative requirements (e.g. professional registrations, relevant insurance covers, etc.)
- Review all commercial conditions of the tender by developing tender terms and conditions in order to get the best possible deal for the company while also making sure it is beneficial to the seller.
- Manage and facilitate all four Bid Specification Committees (BSC) for the approval of bid documents.
- Advise and provide guidance to the BSC Committee to ensure the committee adheres to the legislation.
- Present tender documents for approval to the Bid Adjudication Committee (BAC).
- Conduct the tender clarification / briefing meeting, with potential bidders.
- Respond to bidders queries raised during the tender clarification / briefing meeting.
- Consolidate all supplier queries received, post briefing session and provide detail responses to the bidders.
- Keep up to date with all circulars from DTI and National Treasury and other organ of state that may influence the content requirements of ToR’s.
- Regularly review SCM process to ensure process efficiency, financial rigor and controls.
- Present the status of the RFP’s to the Senior Manager SCM and CFO on a weekly basis.
Bid Evaluation and Adjudication Management
- Manage the functioning of the Bid Evaluation Committees (BEC) for all tender evaluations.
- Guide BEC members on effective evaluation process to ensure compliance thereby reducing the risk of potential litigation.
- Analyse BEC members’ scores and comments in order to identify any discrepancies and contradictions.
- Consolidate all evaluation scores and comments by bid evaluators.
- Review that the evaluation is conducted in line with the set criteria in the bid document.
- Prepare, collate, and present the BEC report for approval by the BEC
- Address all BEC queries within agreed upon timelines
- Present the approved BEC report to the BAC and address all queries raised.
- Draft and prepare concluding reports for all procurements and oversee that the procurement files are completed.
- Review all the bid committee’s minutes and confirm the approval of the minutes.
- Conduct supplier de-briefings with the unsuccessful bidders, which includes the preparation and written responses.
- Meet, engage and negotiate resolutions where a, conflict arises between the company and suppliers
- Report on tendering issues / problems noted during tendering process.
- Manage, review and coordinate all activities and work conducted by the external SCM support technical consultants that conduct technical reviews and capability statements assessments for the BEC and Bid Adjudication Committee (BAC).
Management of the Bid Process
- Manage the bidding process from the procurement initiation to award.
- Provide regular updates to User Departments on status of their various procurements.
- Provide input and recommend improvements, amendments and additions to the procurement policy and procedures on a periodic basis.
- Create standard operating procedures (procedure manual for end-to-end RFP processes) for key activities within acquisition management.
- Conduct training workshops for User Departments on how to draft ToR’s and share best practises.
- Research on any legislative updates (e.g. Industry specific requirements) and relevant regulations to ensure compliance within the tender process.
- Liaise with all relevant stakeholders to ensure their understanding and take into account the processes to be followed and the resultant time constraints that impact on the contract award process.
- Review and provide documents to internal and external auditors upon request.
People Management
- Effectively manage activities of relevant employees to align to policies, procedures and targets.
- Determine training and development requirements for the SCM Officer.
- Provide coaching and mentoring support for the officer to achieve their maximum potential.
- Contribute to improving staff morale and increasing productivity.
- Provide leadership that demonstrates the values of the organisation.
- Ensure all Job Descriptions, Performance Agreements and Performance Assessments for staff are compiled, completed and finalised timeously.
- Evaluate quarterly and annual performance and give feedback.
- Plan for and manage all recruitment needs for area of responsibility.
Qualifications, Knowledge, Skills and Behavioural Competencies Required
- Bachelor’s Degree in Quantity Surveying or Civil Engineering.
- 7-9 years’ working experience within a civil engineering field or as a Quantity Surveyor.
- At least 3 years’ middle management experience.
- Experience in SCM / procurement will be an added advantage.
- Must have experience in drafting of tender specifications.
- Knowledge of Public Finance Management Act (PFMA), Treasury Regulations, Preferential Procurement Policy Framework Act (PPPFA), Broad Based Black Economic Empowerment (BBBEE) legislation, Engineering & Procurement Contract (EPC), General Conditions of contract (GCC) and Construction Industry Development Board (CIDB), New engineering contract (NEC) and other legislation and requirements.
- Computer Literacy (Ms Office: Word, PowerPoint, Excel).
- Knowledge of risk management concepts, frameworks and methodology.
- Knowledge of procurement policies, procedures and mechanisms.
- Systematic thinking, Analysis and problem solving, Industry awareness, Judgement and decision making, Integrity, Reliability, Stress tolerance, Organisational commitment, Self-confidence, Coaching and developing others, Effective delegation, Managing conflict, Proactive communication, Written and oral communication, Teamwork, Planning, Organising and prioritizing, Results, quality and detail focused, Technical and professional knowledge and skills.
If interested, please APPLY.
If you do not hear from us within 14 days after submitting your application kindly consider it as unsuccessful. You can still apply for future vacancies.
