JOB DESCRIPTION

TENDER SPECIALIST

1. GENERAL PROVISIONS

1.1. A tender specialist is classified as a specialist.

1.2. A person with a higher education degree is appointed to the position of tender specialist vocational education.

1.3. The tender specialist is appointed to the position and dismissed from it by order General Director organizations.

1.4. The tender specialist should know:

§ Federal laws and other legislative regulations, teaching materials on participation in tenders;

§ Basic principles and methods of promoting the products presented in the municipal and budget markets;

§ Specifics of product promotion on commercial market;

§ Venues for holding tenders, open competitive bidding, electronic auctions;

§ Rules for responding to requests for quotes and proposals

§ Methods of working with funds mass media;

§ Basic technological and design characteristics and consumer properties of products sold;

§ Basics of pricing and pricing policy;

§ Conditions for delivery, storage and transportation of products;

§ methods of organizing accounting and reporting on the implementation of sales plans and sales of products;

§ The procedure for providing organizational, administrative and other documents for participation in competitions;

§ Internal rules labor regulations;

§ Labor protection rules and regulations;

§ Ethics of business communication.

1.5. The tender specialist is guided in his activities by this Job Description.

1.6. The Tender Specialist reports directly to the General Director.

1.7. During the absence of the Tender Specialist, his duties are performed by a person appointed by order of the General Director. This person acquires the corresponding rights and bears responsibility in accordance with these instructions.

JOB RESPONSIBILITIES

1.8. Monitor specialized sites, trading platforms on the announcement of state and commercial open competitions, tenders, electronic auctions.

1.9. Assess the economic feasibility of participating in tenders, and based on the results, prepare information and materials for making a decision on participation in tenders.

1.10. Request the necessary tender documentation and study its requirements. If necessary, request clarification and take into account changes in the tender documentation.

1.11. Promptly prepare complete package documents.

1.12. Interact with managers and department heads on the specifics and pricing of the products offered and the technical part of applications.

1.13. Analyze technical part applications for compliance with current legislation (FZ-94).

1.14. Prepare competitive applications.

1.15. Conduct negotiations and correspondence with competition organizers.

1.16. Conduct several projects simultaneously.

1.17. Provide all information in a timely manner necessary information about delivery conditions, guarantees, certificates.

1.18. Conclude agreements and contracts.

1.19. If necessary, attend auctions on behalf of the company, during bid opening procedures, draw up complaints to the FAS Russia and its territorial bodies, represent the interests of the company when considering these complaints.

1.20. Track your return if necessary cash contributed as security for applications.

1.21. Maintain established reporting.

The tender specialist has the right:

2.1. Request from managers structural divisions company, specialists and other employees information and documents necessary to perform his job duties.

2.2. If necessary, represent the organization in relations with other organizations in order to promptly resolve issues of production and economic activity within its competence.

4. RESPONSIBILITY

4.1. For failure to fulfill or improper performance of their duties provided for in these Instructions - in accordance with current labor legislation.

4.2.For offenses committed during the period of its activities - in accordance with current civil, administrative and criminal legislation.

4.3. For causing material damage - in accordance with current legislation.

5. OTHER CONDITIONS

5.1. This job description is communicated to the Tender Specialist against signature. One copy of the instructions is kept in the employee’s personal file.

I have read the instructions

and I undertake to fulfill: _____________________________________________

I approve [organizational and legal [signature] [F. I. O., position form, name of the head or other organization, enterprise, official, institution] authorized to approve the job description] [date, month, year] M.P. [name of organization, enterprise, institution] This job description has been developed and approved on the basis employment contract with the head of the department of tenders and government supplies, in accordance with Labor Code Russian Federation, other regulatory legal acts regulating labor relations. 1. General provisions 1.1. The head of the department of tenders and government supplies belongs to the category of managers and is directly subordinate to [position name]. 1.2.

Request and receive the necessary information and documents related to the issues of its activities. 3.2. Make proposals to the immediate supervisor to improve work related to the responsibilities provided for in this job description.
3.3.

Attention

3.5.

Sign and endorse documents within your competence. 3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to it.

3.7.

Occupational safety

Basic principles and methods of promoting the products presented in the municipal and budget markets; § Specifics of product promotion on the commercial market; § Platforms for holding tenders, open competitive bidding, electronic auctions; § Rules for responding to requests for quotes and proposals § Methods of working with the media; § Basic technological and design characteristics and consumer properties of products sold; § Fundamentals of pricing and pricing policy; § Conditions for delivery, storage and transportation of products; § methods of organizing accounting and reporting on the implementation of sales plans and sales of products; § The procedure for providing organizational, administrative and other documents for participation in competitions; § Internal labor regulations; § Labor protection rules and regulations; § Ethics of business communication. 1.5.

Job description of the head of the department of tenders and government supplies

APPROVED by the General Director of Phoenix LLC " " 20, No. Job description specialist in tender work of the development department 1.1. A tender specialist belongs to the category of specialists.
1.2. In his activities, a tender specialist is guided by: § the charter of the enterprise; § regulations on the development department; § legislative documents, regulatory legal acts of the Russian Federation, as well as methodological materials regulating the issues of work performed in the field of tender activities; § orders, instructions and instructions from the management of the enterprise, the head of the development department; § internal labor regulations; § this job description. 1.3. The tender specialist reports directly to the head of the development department. 1.4.

1. general provisions

If necessary, request clarification and take into account changes in the tender documentation. 1.11. Promptly prepare a complete package of documents. 1.12.

Interact with managers and department heads on the specifics and pricing of the products offered and the technical part of applications. 1.13. Analyze the technical part of applications for compliance with current legislation (FZ-94).

1.14. Prepare competitive applications. 1.15. Conduct negotiations and correspondence with competition organizers. 1.16. Conduct several projects simultaneously. 1.17. Timely provide all necessary information about delivery conditions, guarantees, certificates.

1.18. Conclude agreements and contracts. 1.19.

Resume of the head of the tender department in Moscow

Submits proposals to the management of [organization, institution] to improve the quality of work of department employees. 3. Rights of the employee Head of the tender department and public procurement has the right: 3.1.

Request and receive the necessary information and documents related to the issues of its activities. 3.2. Make proposals to the immediate supervisor to improve work related to the responsibilities provided for in this job description.
3.3. Give orders to subordinate employees and monitor their execution. 3.4. Submit ideas to management about rewarding or punishing employees under his command.

3.5. Sign and endorse documents within your competence. 3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to it.
3.7.

Submits proposals to the management of [organization, institution] to improve the quality of work of department employees. 3. Rights of the employee The head of the tenders and public procurement department has the right: 3.1. Request and receive the necessary information and documents related to the issues of its activities. 3.2. Make proposals to the immediate supervisor to improve work related to the responsibilities provided for in this job description.
3.3.

Give orders to subordinate employees and monitor their execution. 3.4. Submit ideas to management about rewarding or punishing employees under his command.

3.5. Sign and endorse documents within your competence. 3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to it. 3.7.

A person with a higher professional legal or economic education and additional training or work experience in the field of tender activities for at least 2 years. 1.5. A tender specialist is appointed and dismissed from his position by order of the enterprise upon the proposal of the head of the development department in accordance with the requirements of the Labor Code of the Russian Federation.

During the absence of a tender specialist, his duties are performed by a person appointed by order of the General Director. This person acquires the corresponding rights and bears responsibility in accordance with these instructions.

1.7. When restructuring (reorganizing) an enterprise, changing business, etc., appropriate changes and additions are made to this job description. 2. Requirements for knowledge and qualifications: 2.1.

Job description of the head of the department of tenders and government supplies [name of organization, enterprise, institution] This job description was developed and approved on the basis of an employment contract with the head of the department of tenders and government supplies, in accordance with the Labor Code of the Russian Federation, other regulations governing labor legal relations. 1. General provisions 1.1. The head of the department of tenders and government supplies belongs to the category of managers and is directly subordinate to [position name].

1.2. A person who has higher education and passed the qualifying exam in special program[enter as necessary] and work experience in the specialty corresponding to the profile of the department, at least [value] years. 1.3.

Makes proposals to improve the work process and management of the tenders and government procurement department. 2.5. Participates in the selection and placement of department personnel, in organizing their professional development and professional excellence.

Participates in the preparation and certification of department employees. 2.7. Ensures timely preparation of established reporting documentation.

Monitors tenders, competitions, auctions in the media and on the Internet. 2.9. Participates in the preparation of tender documentation. 2.10.

Represents the interests of [organizations, institutions] in the implementation of competitive procedures. 2.11. Participates in the development of regulations and methodological instructions on electronic tenders and government supplies. 2.12.
Makes proposals to improve the work process and management of the tenders and government procurement department. 2.5. Participates in the selection and placement of department personnel, in organizing the improvement of their qualifications and professional skills. 2.6. Participates in the preparation and certification of department employees. 2.7. Ensures timely preparation of established reporting documentation. 2.8. Monitors tenders, competitions, auctions in the media and on the Internet. 2.9. Participates in the preparation of tender documentation. 2.10. Represents the interests of [organizations, institutions] in the implementation of competitive procedures. 2.11. Participates in the development of regulations and guidelines for electronic tenders and government supplies. 2.12.

For improper performance or failure to fulfill one’s official duties provided for in Section 3 of this job description - within the limits determined by the current labor legislation of the Russian Federation. 6.2. For violation of the rules and regulations governing the activities of the enterprise.

6.3. For the proper and timely delivery of cases upon transfer to another job, dismissal from a position to the person taking up the current position, and in the absence of one, to the person replacing him or directly to the head of the development department. 6.4. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation. 6.5.

RESPONSIBILITY 4.1. For failure to fulfill or improper performance of their duties provided for in these Instructions - in accordance with current labor legislation. 4.2.For offenses committed during the period of its activities - in accordance with current civil, administrative and criminal legislation. 4.3. For causing material damage - in accordance with current legislation. 5. OTHER CONDITIONS 5.1. This job description is communicated to the Tender Specialist against signature. One copy of the instructions is kept in the employee’s personal file. I have read the instructions and undertake to follow them: " " 2009

Occupational safety

For improper performance or failure to fulfill one’s official duties provided for in Section 3 of this job description - within the limits determined by the current labor legislation of the Russian Federation.
6.2. For violation of the rules and regulations governing the activities of the enterprise.
6.3. For the proper and timely delivery of cases upon transfer to another job, dismissal from a position to the person taking up the current position, and in the absence of one, to the person replacing him or directly to the head of the development department.

Attention

For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.

6.5.

Job description of the head of the tender department

For causing material damage and (or) damage business reputation enterprise - within the limits determined by the current labor and civil legislation of the Russian Federation.
6.6.

For non-fulfillment or improper execution of the “Internal Labor Regulations”, safety regulations and fire safety, orders and instructions for the preservation trade secret and confidential company information.

For other violations and misconduct in accordance with the current legislation of the Russian Federation and internal regulations of the enterprise.

7.1. This job description is communicated to the tender specialist against signature.

One copy of the instructions is kept in the employee’s personal file.

Job description of the head of the department of tenders and government supplies

1.6. Job responsibilities the head of the department of tenders and government supplies in his absence performs [fill in what is required].
2.

Manages the activities of the tenders and government procurement department. 2.2. Organizes current and forward planning activities of the department, taking into account the goals, objectives and directions for the implementation of which it was created, ensures control over the implementation planned tasks, coordinates the work of department employees. 2.3. Provides methodological and practical assistance to department employees on preparation and participation in tenders and government supplies. 2.4.

1. general provisions

Professionally important qualities: [list qualities].

1.6. In his absence, the duties of the head of the tenders and government supplies department are performed by [fill in as appropriate].
2.

Job responsibilities The head of the tenders and government supplies department is assigned the following job responsibilities: 2.1.

Manages the activities of the tenders and government procurement department.

2.2. Organizes current and long-term planning of the department’s activities, taking into account the goals, objectives and directions for the implementation of which it was created, ensures control over the implementation of planned tasks, and coordinates the work of department employees. 2.3. Provides methodological and practical assistance to department employees on preparation and participation in tenders and government supplies. 2.4.

Job description of a tender specialist (Russian)

APPROVED by General Director of Phoenix LLC " " 20
№

Job description of a specialist in tender work of the development department 1.1.

A tender specialist belongs to the category of specialists. 1.2.

In his activities, a tender specialist is guided by: § the charter of the enterprise; § regulations on the development department; § legislative documents, regulatory legal acts of the Russian Federation, as well as methodological materials regulating the issues of work performed in the field of tender activities; § orders, instructions and instructions from the management of the enterprise, the head of the development department; § internal labor regulations; § this job description.

The tender specialist reports directly to the head of the development department.

Head of tender department job description

Require management to assist in the execution of their professional responsibilities and exercise of rights.

3.8. For all social guarantees provided for by law. 3.9.

4. Responsibility of the employee The head of the tenders and government supplies department is responsible for: 4.1. For failure to perform or improper performance of their job duties as provided for in this job description - within the limits determined by the current labor legislation of the Russian Federation. 4.2. For causing material damage to the employer - within the limits determined by the current labor and civil legislation of the Russian Federation. 4.3. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal, and civil legislation of the Russian Federation.
Makes proposals to improve the work process and management of the tenders and government procurement department. 2.5.

Participates in the selection and placement of department personnel, in organizing the improvement of their qualifications and professional skills.

2.6. Participates in the preparation and certification of department employees. 2.7. Ensures timely preparation of established reporting documentation. 2.8. Monitors tenders, competitions, auctions in the media and on the Internet. 2.9.

Participates in the preparation of tender documentation. 2.10.

Represents the interests of [organizations, institutions] in the implementation of competitive procedures. 2.11.

Participates in the development of regulations and guidelines for electronic tenders and government supplies.

2.12.
Require management to provide assistance in the performance of their professional duties and rights. 3.8. For all social guarantees provided for by law. 3.9.

Other rights provided for by labor legislation.

4. Responsibility of the employee The head of the tenders and government supplies department is responsible for: 4.1. For failure to perform or improper performance of their job duties as provided for in this job description - within the limits determined by the current labor legislation of the Russian Federation. 4.2. For causing material damage to the employer - within the limits determined by the current labor and civil legislation of the Russian Federation. 4.3. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal, and civil legislation of the Russian Federation. .

Head of the tender department job responsibilities

The position of head of the department of tenders and government supplies is accepted for a person who has a higher education and has passed a qualifying exam in a special program [enter as required] and work experience in the specialty corresponding to the profile of the department for at least [value] years.

The head of the department of tenders and government supplies is appointed and dismissed by order of [name of the head's position].

1.4.
A person with a higher professional legal or economic education and additional training or work experience in the field of tender activities of at least 2 years is appointed to the position of tender specialist. 1.5.

A tender specialist is appointed and dismissed from his position by order of the enterprise upon the proposal of the head of the development department in accordance with the requirements of the Labor Code of the Russian Federation.

1.6. During the absence of a tender specialist, his duties are performed by a person appointed by order of the General Director. This person acquires the corresponding rights and bears responsibility in accordance with these instructions. 1.7.

When restructuring (reorganizing) an enterprise, changing business, etc.

appropriate changes and additions are made to this job description. 2. Requirements for knowledge and qualifications: 2.1.

Submits proposals to the management of [organization, institution] to improve the quality of work of department employees.

Employee rights The head of the tenders and public procurement department has the right: 3.1.

Request and receive the necessary information and documents related to the issues of its activities. 3.2.

Make proposals to the immediate supervisor to improve work related to the responsibilities provided for in this job description.

3.3. Give orders to subordinate employees and monitor their execution. 3.4.

Submit ideas to management about rewarding or punishing employees under his command.

Sign and endorse documents within your competence.

3.6. Involve specialists from all structural divisions [organizations, institutions] in solving the tasks assigned to it. 3.7.

Tender Specialist deals with professional purchasing in the interests of the company, and also participates in the search, organization and conduct of tenders.

Tender manager is a relatively young specialty that has become popular due to the emergence and development of electronic auctions. Without an experienced manager, it is difficult for a company to fully participate in a tender. Therefore, such a specialist is useful and the right employee which influences the development of the company. The work he does is very responsible and complex, it requires skills, extensive knowledge and solid sales experience. The failure of a tender is not only lost profit, but also a strong blow to the company’s image.

Functional responsibilities of the tender manager:

Monitoring of websites, trading platforms involved in holding government and commercial tenders;

Search and selection of tenders in accordance with the characteristics of the company’s activities;

Registration on trading platforms;

Analysis of the economic benefits of participation in the tender;

Information support;

Diplomatic correspondence, negotiations with tender organizers, clarification of documentation;

Information support and participation in the preparation of a package of documents (technical);

Cooperation with departments on the specifics and pricing of products that are offered;

Analysis of applications for their compliance with current legislation (FZ-94, FZ-223) and subsequent registration;

Informing about delivery conditions, guarantees, necessary certificates, licenses for participation in tenders;

Work on electronic trading platforms;

Monitoring the progress of bidding at each stage (including on-line): consideration of applications from participants, summing up results, signing contracts;

Reporting on tender results.

Finding the right bidding specialist is quite difficult. But many large companies need such employees. To find a suitable job, just type “vacancy tender manager” into a search engine.

To become a tender specialist, you can take specialized courses, after which a person is ready.

Taxes from entrepreneurial activity enter the state treasury and are sent by it, including to pay for work performed within the framework of state orders or goods necessary for state needs. And, since the economy has long ceased to be planned, the cost of these works and goods depends, among other things, on market conditions, i.e. it can be completely different. Since saving and rational use of funds allocated from the budget is the main task of financial, among enterprises wishing to supply the necessary goods or perform certain work, is announced. Essentially, this is a competition where a winner is chosen whose goods, services or work have the best price-quality ratio.

The customer - a municipal or state organization - places an announcement about upcoming tenders on a specialized public procurement website on the Internet and on some other portals. The announcement contains tender documentation, which lists the requirements for the subject of the tender, the timing of its delivery or completion, and the criteria by which the winner of the tender will be selected. Participants in the announcement are required to submit their applications before a certain deadline; if necessary, a bank guarantee or a surety agreement may be attached to the application as security.

Why do you need a tender department at an enterprise?

Execution government order It may not be very profitable in commercial terms, but it is a prestigious job that enhances the business image of any company. Therefore, enterprises sometimes even somewhat underestimate the cost of their services, goods and work. In order to monitor the process, have time to submit applications and participate in them, companies employ specialists dedicated to this and even create entire tender departments if the company is large enough and is a regular participant in such competitive bidding.

Specialists working in tender departments monitor Internet portals, specialized sites and trading platforms where advertisements for tenders will be posted. government tenders. They must also analyze the tender documentation and decide how economically feasible it is for the company to participate in a particular tender, and based on this, make decisions about participation in them. They promptly prepare applications for participation and all the necessary documents specified in the competition documentation as a mandatory attachment.

The responsibilities of the employees of these departments also include consultations with managers and heads of other departments on the specifics and pricing of the products offered and the technical part of applications, conducting business correspondence with the customer, timely provision at his requests of all necessary information about delivery conditions, guarantees, and available certificates.

The tender department is an effective tool tender sales and especially in an unstable economic situation. In addition, any company, sooner or later, is faced with the need to expand opportunities for marketing its products/services. An effective tool To expand sales channels is the development of the tender direction. Participation in tenders and, in case of victory, concluding contracts with government and commercial suppliers.

The development of the tender direction and the tender department is especially relevant in times of crisis, when commercial companies significantly reduce their budgets or completely refuse to conclude contracts in a number of non-vital areas. The state, even during a crisis, purchases and will continue to purchase works, goods, and services necessary for normal functioning the whole country. In addition, the government is a reliable client who pays the bills.

Tender department: tasks

The main tasks of the tender department that are worth highlighting are:
ensuring company participation in tenders
participation in creating and maintaining the company's image
attracting new contracts through the tender system and attracting new clients, as well as retaining / returning old clients

A prerequisite for effective activities in this direction is the creation of a tender department with qualified specialists motivated to achieve results. This will be discussed in the article.

Typical organizational structure of the tender department

Let's look at the typical structure of the tender department. Let me make a reservation right away that the structure that we will consider is typical. IN large companies responsibilities can be assigned to an individual specialist, in small companies The responsibilities of the entire tender department can be redistributed between one or two employees.
Head of Tender Department
Deputy Head / chief specialist
Manager /
Assistant Manager/Secretary

The chain of command looks like this:

Distribution of responsibilities of tender department employees and standard job descriptions

One of the standard mistakes that is made when creating and developing a tender area is the redistribution of functions and responsibilities for preparing tenders among specialists who have not previously dealt with this and do not have sufficient knowledge in this area.

For example, in addition to the main functions, a lawyer is also given the development of areas for tenders. This may not be a lawyer; in some companies, the functions of preparing tenders are transferred to a secretary, assistant manager or accountant. This is an ineffective approach, which ultimately affects the results of work in tenders.

To effectively participate in tenders, knowledge in this area, as well as experience, is required. The most rational and effective approach is to create a tender department, which at the initial stage may consist of one specialist. But this specialist must be trained in the field of tenders and have the appropriate practical experience. The activities of the tender department should be aimed only at achieving one goal: the company’s effective participation in tenders and obtaining new contracts for the company through the bidding system.

The distribution of responsibilities within the tender department, which we will consider with you, are also typical and may differ in a particular organization.

Head of Tender Department:
2.1. Monitors tender announcements in various sources.
2.2. Coordinates participation in tenders with the director of the Company or heads of departments, based on the specifics of the departments’ activities.
2.3. Analyzes the participation of competitors in tenders and provides information to department management necessary for the formation of financial proposals.
2.4. Together with the legal department, takes part in drawing up requests for clarification of procurement documentation;
2.5. Answers current questions regarding the preparation of documentation for participation in tenders for representatives of departments and tender organizers.
2.6. Plans the activities of department employees.
2.7. Controls the preparation of proposals (financial and technical) for tenders, estimates and work schedules by the Company’s specialists and determines the deadlines for the provision of documentation by the Company’s specialists, appointed by department heads, to the tender department;
2.8. Supervises the preparation of packages of documents for tenders by department employees.
2.9. Participates in filling out document forms in accordance with procurement documentation;
2.10. Prepares a package of documents for strategically important tenders in accordance with the requirements of procurement documentation.
2.11. Controls the submission of documents to tenders;
2.12. Prepares reporting documentation and submits it to the director of the company.
2.13. In case of winning the tender, provides the necessary information for concluding a contract to the Company's employees. Responsibility for changes in calendar plans, technical proposals, etc., necessary for concluding a contract, rests with the specialists of the departments that won the auction.
2.14. Informs the legal department about the need to issue bank guarantees and the deadlines for submitting documents.
2.15. Provides information to the accounting department necessary to pay for the security of applications for participation in tenders and information on the deadlines for submitting payment orders to the tender department.
2.16. Monitors changes in Legislation, the legal framework for the preparation of tender documentation, public procurement and familiarizes department employees with this information.
2.17. Manages the activities of subordinates, takes measures to ensure their compliance with internal labor regulations.
2.18. Presents proposals for rewards or penalties for department employees, and helps improve their qualifications.

Well, now we will look at the typical responsibilities of a tender specialist.

Tender specialist:
2.1. Participates in monitoring tender announcements in various sources
2.2. Answers current questions regarding the preparation of documentation for participation in tenders for representatives of departments and tender organizers.
2.3. Prepares a package of documents in accordance with the requirements of tender documentation:
 draws up proposals (financial and technical) provided by department specialists in accordance with documentation standards;
 requests financial data and documents regarding the Company from the accounting department;
 requests (depending on the requirements of the procurement documentation) certificates from various government agencies as part of the preparation of tender documents in its area of ​​responsibility;
 on behalf of the head of the department, fills out document forms in accordance with the procurement documentation;
 on behalf of the head of the department, collects documents ( constituent documents, licenses, diplomas, certificates of specialists, copies of contracts, acts, etc.)
 scans and photocopies documents necessary to prepare a tender application.
 organizes notarization of documents necessary for preparing a package of documents for the tender
2.4. The tender specialist prepares a package of documents included in the tender application in the manner determined by the procurement organizer and in accordance with the documentation requirements.
2.5. Organizes the sending of documents to tenders and monitors their receipt by Customers;
2.6. In case of production necessity, performs courier functions.
2.7. Structures information about trading on electronic and paper media.
2.8. On behalf of the department head, drafts letters, requests, and other documents.
2.9. Prepares responses to letters and inquiries in his area of ​​competence
2.10. Carry out instructions from the head of the department in his area of ​​competence.

Tender department and process management

The head (head) of the tender department manages the process, performing planning, monitoring, control, analysis and acceptance management decisions. IN various companies tender work and management process can be organized various options. But we will consider the standard option, when the functions of managing the tender department are performed by the head of the tender department.

The head of the tender department plans the progress of the process in accordance with the number of agreed tenders, using the following information:
information about announced tenders,
requirements of the procurement organizer set out in the procurement documentation,
information about the results of participation in the auction

The head of the tender department records the planning results in the internal documents of the department. In practice, you can plan the preparation of tenders using Excel. That is, keep a table with information on the customer, subject of purchase, initial (maximum) price, participant price, deadline for accepting documents, deadlines for summing up results and other information that may be useful in the work. This table can be used for reporting to management.

As an alternative to this option, reporting can be carried out in specialized services and programs.

Tender department and its work technology

Let's look at the process of work of the tender department in the supplier's company and the scheme of interaction within the company.

Tender work begins with obtaining information about ongoing tenders in accordance with data on the need for the provision of services received from the company’s management. That is, a tender specialist or the head of the tender department first finds tenders taking into account the selection criteria: price, region, subject of tenders or other information that comes from the company’s management.

The process ends under the following conditions:
obtaining information about trading results
communicating information to stakeholders within the company.

Information about the results is published in the Unified information system or if this is a commercial tender, then the information can be obtained orally from the customer or from the customer's website. Next, the information received is transferred to the relevant department through the CRM system, or by email or orally. In case of winning, information is additionally transmitted about the date of publication of the bidding results, the amount of contract security and the timing of the contract. Next, the specialist responsible for concluding the contract is engaged in issuing a bank guarantee and concluding the contract. In practice, the functions of concluding contracts are often assigned to a company lawyer or a specialist in the tender department. If a specialist from the tender department is involved in concluding contracts, the process is completed at the moment the contract is concluded with the customer.

Necessary conditions for the continuation of the business process of the tender department is the timely approval of participation in tenders with management, which includes primary selection, secondary selection and final selection of tenders. At the initial selection stage, the manager selects tenders taking into account the criteria of price, region, and subject of purchase. During the secondary selection, selected purchases are analyzed by the head of the tender department and the heads of relevant departments for the feasibility of participation. The criteria for evaluating the application are analyzed, the feasibility of participation is determined taking into account travel expenses and taking into account the possible reduction in prices of competitors.

At the final stage, specialists from the relevant department analyze technical requirements procurement, deadlines. The head of the tender department analyzes the customer's past purchases for similar purchases, analyzes competitors' prices and calculates a forecast for a possible price reduction. Taking into account these factors, the management of the relevant department and, if necessary, the company’s management makes a final decision on the advisability of participating in the auction.

Tender department: main stages and principles of work

From a structural point of view, tender work is a system of sequential actions aimed at satisfying the Company’s predetermined requirements and needs, including restrictions on timing, cost, resources, taking into account the nature and specifics of the work for a specific service.

Main stages of the process

• Monitoring of tender announcements in various sources.
• Coordination with the managers of the Company, heads of departments of participation in tenders in accordance with the policy of the Company and the specifics of the activities of the divisions.
• Planning the preparation of documentation for participation in tenders in accordance with the deadlines for submitting documents.
• Formation of a package of documentation in accordance with the requirements and in the manner determined by the auction organizers.
• Checking documentation for compliance with requirements.
• Correction of documentation, if necessary.
• Verify that any corrections have been made before submitting the documentation.
• Preparing the package for shipment and sending documentation.
• Control of sending documentation to auction organizers.
• Monitoring the results of participation in tenders.
• Disseminating information about trading results to interested parties within the company.

Basic principles for performing tender work:
Systematicity– work is organized and performed in accordance with the Company’s internal documentation standards and taking into account the entire set of documentation requirements.
Sequence - planning and execution of work occurs in a strict sequence, in which subsequent tasks use the results of previous ones.
Relevance– the work must comply with current trends and requirements set out in procurement documentation and legislation.
Efficiency– any item of work is aimed at achieving a specific result, which, in turn, is a mandatory component of the final result.
Confidentiality– all materials received within the company as part of the work, all intermediate and final results in any presentation format are the property of the company and their distribution or further use in any form is not permitted without special permission.

Note: In cases where you have suspicions about the integrity of the employees of the tender organizer, for example when there is reason to believe that confidential information with your price offer may be disclosed to other bidders, we recommend that you ensure that proposals are delivered at the last minute. At the last moment, this means submitting an application a few hours before the deadline for accepting applications, or submitting an application directly at the opening of envelopes.

Sources of information used when providing services

• initial information received from the Tender Organizers (announcement on the website, notice of changes in tender conditions; documentation for participation in tenders, procurement plan, review and evaluation protocol)
• initial information received from the Customer (depending on the terms of the procurement documentation: methodology, methodology, concept, technical proposal, list of specialists, information about experience, calendar plan, financial proposal)
• own information base(samples of Company documents, forms)

Tender work and documentation of results

Documentation of the work on preparing the bidder's documentation and its results is carried out using standard document templates (report format). A company may use a form as a reporting document, for example, prepared in Excel. Also, information about prepared tenders and the results of the work of the tender department can be recorded in CRM system or other specialized programs or services, for example in the Tenderplan service.

Payment and motivation system

The most popular payment systems in the field of tenders are as follows:
1) payment for results
2) fixed payment

In the first case, the company motivates the tender department employees to achieve results, i.e. obtaining new contracts for the company. In the second case, such motivation is virtually absent.

Possible variations of the “Pay for results” system:
1. Salary + percentage of won tenders
2. Salary + fixed bonus based on performance results
3. Percentage of won tenders
4. Payment for each accepted application.
The most common payment options for on-staff tender specialists are 1 and 2; for remote specialists, options 3 and 4. Variations are also possible, for example, when a freelancer prepares only the first part of an application for an auction and, if the application for the first part is accepted, receives a fixed salary payment. The second part of the application is prepared by the customer’s specialists, who receive a salary and a percentage of won tenders or a salary and a fixed bonus.
The undoubted advantage of this remuneration system is motivation for end result. Interest and results with such a remuneration system are higher than with a fixed payment. Provided, of course, that the salary is not meager, but market-level.

Now we will consider options for a fixed payment:
1. Fixed salary
2. Fixed payment for each prepared application
In the first option, various variations are also possible, for example, when payment for overtime is added to the salary. In cases where the volume of prepared tender applications is large and there is a lot of processing, the amount of payment for processing can also be significant.

Tender support pros and cons

Companies and entrepreneurs who are just entering the government procurement market make one common mistake. All tender activities of the company are completely outsourced to a company that provides support in the field of tenders. The main and main mistake is that no company other than yours and no specialist other than your employee will be so interested in the result.

First minus attracting an outsourcing company for tenders is:
- weak interest in the result of the employee who will prepare the application for you. Even if you pay a decent fee to an outsourcing company, it will most likely not have much effect on the payment of the specific employee who will prepare your application.
Second minus This is not always a high level of literacy in your subject area of ​​those employees of the outsourcing company who will prepare the application.
Third minus This is weak control over the activities of employees preparing tender applications. You cannot always know and understand exactly whether an employee of an outsourcing company is working on your tender and at what stage the project is.

As a result, having paid decent money for the work, you can end up with a situation in which there is no interest in the result of the work, the performer is not highly professional in your field and there is a lack of control.

Therefore, it is highly not recommended to outsource all areas of tenders. It is possible and necessary to involve outsourcing companies to support tenders and freelancers, but you only need to delegate some of the tasks and control the process of preparing applications.

That is, we need a tender specialist in the company who would be motivated to achieve results in tenders, perform some of the functions himself, and delegate others. For example, the preparation of the first parts of auctions can be delegated to a tender support company or a freelancer. The main thing is that specialists have sufficient practical experience in your topic.

It is highly not recommended to delegate the functions of searching for tenders, since in order to select truly promising and interesting procurements in your area, you need to have a deep understanding of this topic and be able to analyze and calculate the prospects for participation. A specialist who does not understand your topic will not be able to do this efficiently.

The main advantage of hiring a freelancer or tender support company is the reduction in time for routine operations. The time saved can be used more efficiently to achieve better results. For example, spend more time on analytics. It is also possible to increase the number of processed and prepared tenders.

I CONFIRM:

________________________

[Job Title]

________________________

________________________

[Name of organization]

________________/[F.I.O.]/

"____" ____________ 20__

JOB DESCRIPTION

Head of department

1. General provisions

1.1. This job description defines and regulates the powers, functional and job responsibilities, rights and responsibilities of the head of the department [Name of the organization in genitive case] (hereinafter referred to as the Company).

1.2. The head of the department belongs to the category of managers, is appointed to the position and dismissed from the position in the manner established by the current labor legislation by order of the head of the Company.

1.3. The head of the department reports directly to the head of the Company.

1.4. A person who has:

• higher professional education in the specialty “Industrial and civil construction”, “Urban construction and economy” and professional retraining in the direction of “Pricing and estimate regulation in construction”;
• work experience in the field professional activity at least 3 years;
• advanced training at least once every 5 years and the availability of a qualification certificate for compliance with the position held.

1.5. The head of the department must know:

• laws and other regulatory legal acts of the Russian Federation in the field of urban planning activities, administrative, methodological and regulatory documents in the field of pricing and estimate regulation in construction;
• building codes and regulations; standards in construction;
• organization of the development of project documentation, the procedure for its coordination and approval;
• fundamentals of architectural and technological design of buildings and structures;
• materials science;
• types of building structures;
• technologies of construction processes and production;
• organization of construction production;
• rules for concluding construction contracts and government contracts for construction;
• composition, content, procedure for development and approval estimate documentation at various stages of the investment and construction process;
• construction financing procedure, basics accounting and taxation in construction;
• industry economics;
• labor organization;
• basics of construction management;
• applied software products to automate the process of preparing estimates;
• labor legislation;
• labor protection and fire safety rules.

1.6. The head of the department in his activities is guided by:

• company charter;
• this job description.

1.7. During the period of temporary absence of the head of the department, his duties are assigned to [name of the deputy position], who is appointed in the prescribed manner, acquires the corresponding rights and is responsible for failure to perform or improper performance of the duties assigned to him in connection with the replacement.

2. Job responsibilities

The head of the department is required to perform the following labor functions:

2.1. Develops budget policy for the organization.

2.2. Checks the validity of the cost of construction and installation works and other costs of the general contractor according to tender documentation or proposals for a contract for the construction of a facility, taking into account possible increases in costs during the construction period due to inflation, scientific, technical and social progress, and costs for environmental protection measures.

2.3. Participates in the preparation and approval of a contract for the construction of a facility.

2.4. Organizes the preparation and substantiation of proposals for the initial price of the contract during bidding for the placement of orders in construction, including state and municipal ones.

2.5. Checks the estimate documentation received from the customer and prepares an opinion on its composition and quality.

2.6. Together with representatives of subcontracting organizations, agrees with the customer and design organization local estimates, individual estimated resource standards and prices for construction and installation work, calculations of the estimated cost of material resources, the cost of a machine-hour of operation construction machines(including new highly efficient, imported machines), individual standards for overhead costs and estimated profits, calculations of the cost of work and expenses provided for by the consolidated estimate of the cost of construction.

2.7. Calculates the cost of construction, including its individual components.

2.8. Participates in choosing the most optimal scheme settlements for work performed between the customer and the contractor, accounting for work performed paid for by the customer, control measurements of completed construction and installation work.

2.9. Organizes the preparation of estimates for additional types works, the costs of which are not provided for in the relevant prices, and coordinates them with the customer and the design organization.

2.10. Participating:

• in preparing draft contracts for the supply of material resources with their suppliers (manufacturers, intermediaries), in agreeing on changes in conditions on pricing issues under concluded supply contracts;
• in preparation necessary documentation to consider claims in arbitration;
• in the formation, updating and storage of data on indicators of expenses and the cost of resources (labor costs of construction workers, operating time of construction machines, requirements for materials, products and structures) at the facilities built by the contractor, necessary for the creation of branded elemental and enlarged estimate norms and prices;
• in the preparation of data necessary for the formation of an act of the state acceptance commission for putting the facility into operation.

In case of official necessity, the head of the department may be involved in the performance of his official duties overtime, in the manner prescribed by law.

3. Rights

The head of the department has the right:

3.1. Participate in the discussion of draft decisions of the head of the company.

3.2. Manage those entrusted to him financial means and property in compliance with the requirements determined by legislative and regulatory legal acts, the charter of the organization.

3.3. Sign and endorse documents within your competence.

3.5. Conduct quality checks and timely execution of orders.

3.6. Demand cessation (suspension) of work (in case of violations, non-compliance established requirements), compliance with established norms, rules, instructions, give instructions for correcting deficiencies and eliminating violations.

3.7. Submit for consideration by the head of the company ideas on the admission, transfer and dismissal of employees, on the encouragement of distinguished employees and on the application disciplinary sanctions to employees who violate labor discipline.

3.8. Participate in discussions of issues related to the duties performed by him.

3.9. Require the head of the company to provide assistance in the performance of his official duties and rights.

4. Responsibility and performance evaluation

4.1. The head of the department bears administrative, disciplinary and material (and in some cases, provided for by law RF, - and criminal liability for:

4.1.1. Failure to carry out or improperly carry out official instructions from the immediate supervisor.

4.1.2. Failure or improper performance of your labor functions and the tasks assigned to him.

4.1.3. Illegal use of granted official powers, as well as their use for personal purposes.

4.1.4. Inaccurate information about the status of the work assigned to him.

4.1.5. Failure to take measures to suppress identified violations of safety regulations, fire safety and other rules that pose a threat to the activities of the enterprise and its employees.

4.1.6. Failure to ensure compliance with labor discipline.

4.2. Evaluation of the work of the head of the department is carried out:

4.2.1. By the immediate supervisor - regularly, in the course of the employee’s daily performance of his labor functions.

4.2.2. The certification commission of the enterprise - periodically, but at least once every two years, based on documented results of work for the evaluation period.

4.3. The main criterion for assessing the work of a department head is the quality, completeness and timeliness of his performance of the tasks provided for in this job description.

5. Working conditions

5.1. The work schedule of the department head is determined in accordance with the internal labor regulations established by the Company.

5.2. Due to production necessity The head of the department is required to go on business trips (including local ones).

5.3. To resolve operational issues regarding provision production activities The head of the department may be allocated official vehicles.

6. Signature right

6.1. To ensure his activities, the head of the department is given the right to sign organizational and administrative documents on issues within his competence by this job description.

I have read the instructions ____/____________/ “__” _______ 20__

_____ № __________

Job description

tender specialist

development department

1. General provisions

1.1. A tender specialist belongs to the category of specialists.

1.2. In his activities, the tender specialist is guided by:

§ the charter of the enterprise;

§ regulations on the development department;

§ employment contract;

§ legislative documents, regulatory legal acts of the Russian Federation, as well as methodological materials regulating the issues of work performed in the field of tender activities;

§ orders, instructions and instructions from the management of the enterprise, the head of the development department;

§ internal labor regulations;

1.3. The tender specialist reports directly to the head of the development department.

1.4. A person with a higher professional legal or economic education and additional training or work experience in the field of tender activities of at least 2 years is appointed to the position of tender specialist.

1.5. A tender specialist is appointed and dismissed from his position by order of the enterprise upon the proposal of the head of the development department in accordance with the requirements of the Labor Code of the Russian Federation.

1.6. During the absence of a tender specialist, his duties are performed by a person appointed by order of the General Director. This person acquires the corresponding rights and bears responsibility in accordance with these instructions.

1.7. When restructuring (reorganizing) an enterprise, changing business, etc., appropriate changes and additions are made to this job description.

2. Requirements for knowledge and qualifications:

2.1. A tender specialist should know:

§ federal laws and other legislative normative acts, methodological materials on participation in tenders;

§ platforms for holding tenders, open competitive bidding, electronic auctions;

§ rules for responding to requests for quotes and proposals

§ the procedure for providing organizational, administrative and other documents for participation in competitions;

§ basics of pricing and pricing policy;

§ basics of office work;

§ Civil Code of the Russian Federation;

§ English (basic level);

§ computer programs (McWord, McExcel, McAccess, McVisio, McProject, McPowerPoint, Outlook Express, Adobe Reader, “Consultant Plus”, “Garant”);

§ labor protection rules and regulations.

2.2. Have basic skills:

§ use of computer equipment, office equipment, communications equipment;

§ systematization of information (maintaining databases);

§ business correspondence;

§ conducting telephone conversations;

§ effective work “in a team”;

§ ethics of business communication.

3. Purpose of the position:

Searching for and winning government and commercial competitions, tenders, and electronic auctions.

4. Job responsibilities

The tender specialist performs the following job responsibilities:

4.1. Carries out regular monitoring of specialized websites, trading platforms for the announcement of government and commercial open competitions, tenders, and electronic auctions.

4.2. Evaluates the economic feasibility of participating in tenders and, based on the results, prepares relevant information and materials for management.

4.3. Requests the necessary tender documentation and studies its requirements. If necessary, requests clarification and takes into account changes in the tender documentation.

4.4. Analyzes the technical part of applications for compliance with current legislation.

4.5. Prepares competitive applications.

4.6. Conducts negotiations and correspondence with competition organizers.

4.7. Concludes agreements and contracts.

4.8. If necessary, he is present at auctions on behalf of the enterprise during the procedures for opening bids, draws up complaints to the FAS Russia and its territorial bodies, and represents the interests of the company when considering these complaints.

4.9. Monitors the return of funds deposited as security for applications.

4.10. Maintains established reporting.

4.11. Performs individual official assignments from his immediate superior.

5. Rights

The tender specialist has the right:

5.1. Get acquainted with the internal documents of the enterprise relating to its activities.

5.2. Interact with other enterprises, organizations, institutions on production and other issues within his competence.

5.3. Conduct business correspondence, request and receive, in the prescribed manner, the necessary materials and documents from the structural divisions of the enterprise.

5.4. Use enterprise information databases at the discretion of the enterprise management.

5.5. Get acquainted with the draft decisions of the enterprise management and development department.

5.6. Report to the head of the development department about all identified violations and shortcomings in connection with the work performed.

5.7. Use communication systems, communications and other equipment owned and leased by the enterprise.

5.8. Give recommendations and suggestions on issues within his competence.

5.9. Take part in organizing and holding meetings on issues related to his competence.

5.10. Submit proposals for improvement of work related to the responsibilities provided for in this job description for consideration by the management of the development department.

6. Responsibility

The tender specialist is responsible for:

6.1. For improper performance or failure to fulfill one’s official duties provided for in Section 3 of this job description - within the limits determined by the current labor legislation of the Russian Federation.

6.2. For violation of the rules and regulations governing the activities of the enterprise.

6.3. For the proper and timely delivery of cases upon transfer to another job, dismissal from a position to the person taking up the current position, and in the absence of one, to the person replacing him or directly to the head of the development department.

6.4. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.

6.5. For causing material damage and (or) damage to the business reputation of the enterprise - within the limits determined by the current labor and civil legislation of the Russian Federation.

6.6. For non-fulfillment or improper execution of the “Internal Labor Regulations”, safety and fire safety rules, orders and instructions for maintaining trade secrets and confidential information of the enterprise.

6.7. For other violations and misconduct in accordance with the current legislation of the Russian Federation and internal regulations of the enterprise.

7. Other conditions

7.1. This job description is communicated to the tender specialist against signature. One copy of the instructions is kept in the employee’s personal file.

The job description was developed in accordance with ___________________________________

___________________________________________________________________________________ (name, number and date of document)

Head of structural unit _______________ ______________________

(signature) (surname, initials)

AGREED:

Head of HR Department

(signature) (surname, initials)

Boss legal department

________________ ______________________

(signature) (surname, initials)

I have read the instructions: ________________ ________________________

(signature) (surname, initials)

Hello, dear colleague! Today's article will focus on the tender department. This is an internal division of the organization that deals with participation in government and commercial procurement. There are tender departments at both Customers and suppliers (procurement participants). However, their functions, goals and objectives are completely different. In this article we will focus on considering this department only within the supplier’s organization. If you are seriously thinking about creating your own tender department, then this article will help you understand where to start and in which direction to move.

Do you need a tender department?

And so, you or your organization decided to participate in tenders. And here a reasonable question arises: who will do this? Will this be done by a specific specialist or several specialists? Or will you resort to third-party help, namely tender consulting? I would like to immediately warn you against one very serious mistake that many organizations make - there is no need to create a large tender department from the very beginning. At the initial stage, this may be just one person, and then, as the volume of work increases, you can attract one or more employees. More doesn't mean better.

If you plan to participate in tenders only from time to time, and do not want to make this direction the main source of orders, then one specialist will be more than enough. However, if you have a large organization and you want to receive orders from bidding on an ongoing basis, then you should think about a full-fledged department that will deal with all stages of bidding: from searching for information to directly concluding contracts. In addition, such a department will need to closely interact with other departments in your organization.

For a quick start, or when you do not want to increase your staff, you can use outsourcing of the tender department. In this case, you will not have to create new jobs, arrange them (purchase additional computer equipment, software, furniture, etc.), as well as pay regular salaries, taxes, etc.

Some managers also “sin” by entrusting work with tenders to one of their employees in the form of an additional workload for a symbolic additional payment. Most often - a secretary, accountant or lawyer. But I can disappoint you. This approach doesn't work. In this case, the work will be done for show and will not bring you the desired results.

And so, we have talked about the need to create a tender division, now let’s look at what functions it should perform.

Functions of the tender department

Below are the main functions of the department that deals with participation in tenders:

1. Preparation of necessary documents and obtaining an electronic signature;
2. Accreditation (re-accreditation) on government and/or commercial electronic platforms;
3. Setting up the required software to participate in electronic auctions;
4. Searching for information about ongoing government and/or commercial tenders, according to the specifics of the organization’s activities;
5. Study and analysis of documentation, technical specifications;
6. Analysis of the competitive environment and monitoring of the results of previous purchases;
7. Agreeing with senior management on the nuances of participation in a particular procurement, as well as making the final decision;
8. Preparation of documents, filling out forms and submitting applications;
9. Obtaining the necessary certificates and extracts, as well as their notarization;
10. Knowledge of legislation regulating procurement procedures;
11. Interaction with banks and credit organizations to obtain loans and bank guarantees;
12. Interaction with suppliers (if the organization is an intermediary);
13. Direct participation in the auction (in person or remotely);
14. Preparation necessary requests to clarify documentation and procurement conditions, as well as interaction with customers;
15. Tracking changes in notices of ongoing purchases, as well as the results of such purchases;
16. Preparation of necessary complaints and claims to protect the interests of the organization;
17. Conclusion of contracts.

As you can see, this is a rather voluminous list of works. Therefore, if you assign all this work to an existing employee who also has other job responsibilities, you will completely fail in this area. And a simple “girl” secretary is also not able to fully engage in all this. Repeatedly tested from personal experience.

The main indicator of the quality of work of the tender department is the number of applications accepted before participation in procurement procedures and the volume of concluded contracts based on the results of their implementation.

Structure of the tender department

Once again, the structure and size of the tender department may vary. It all depends on the scale of the organization and the amount of work associated with preparing and participating in tenders. Below I have given as an example one of possible options such a department.

Head of department. He is a link between the department and other divisions of the organization, coordinates and controls the work of the entire department, coordinates technical and financial matters participation in tenders with the management of the organization.

Monitoring and analytics specialist. Searches for information about ongoing tenders, analyzes completed procedures and the competitive environment, and monitors changes in information on the site.

Lawyer. Responsible for the accuracy of the organization’s documents, checks tender documentation for errors and violations of legal requirements, prepares necessary documents(including for obtaining digital signature), orders certificates and extracts, prepares complaints and claims, represents the interests of the organization in the Federal Antimonopoly Service and the court.

Trading Specialist. Engages in accreditation (re-accreditation) on electronic platforms, sets up workplace to participate in electronic trading, prepares applications (including Form 2), takes part in tenders. Also, such a specialist prepares requests for clarification of documentation and interacts with customers.

Courier. Delivers paper applications to the customer's address. In practice, paper applications are sent to the customer by one of the organization’s employees or using courier service(eg DHL, DPD, PONY express, etc.).

What is included in the list of services for creating a tender department?

Currently, the Internet is full of proposals for creating a turnkey tender department. This is not tender services or outsourcing, but assistance in creating a department in your organization. Prices for such services depend on the specifics of the organization itself, as well as on the number of employees in it. The price range for services to create a department ranges from 30-100 thousand rubles. Creation time ranges from 2 weeks to 3 months.

So what is included in the list of services for creating a department? This:

1. Preparing the department structure and defining required quantity specialists in it;
2. Analysis staffing table organizations regarding the possibility of attracting existing specialists to work with tenders;
3. Development of department regulations and staff instructions for each employee;
4. Development of regulations for document flow and interaction of the department with other structural divisions of the organization;
5. Assistance in choosing the necessary software for working with tenders and advice on its use;
6. Training of department specialists;
7. Launch and “run-in” of the department’s work.
8. Information support and free consultations within the specified period.

So, what conclusion can be drawn from all of the above?

Firstly, if you need quick results with minimal financial costs, then use tender outsourcing. Now this is a completely affordable service for many organizations and individual entrepreneurs.

Secondly, if you are planning to create your own tender department, then start with 1-2 people. You shouldn’t immediately recruit a large staff. Hiring a new person is always easier than firing him.

Thirdly, if you are creating your tender department from scratch, then do not expect great returns from it right away. It is first necessary to analyze all business processes within the organization, determine the functions of the department, prepare regulations for the department, write down job descriptions, and define goals and objectives. It is also necessary to regularly train these employees, improve their skills, motivation and interest in the final result.

Fourth, do not delegate the work with tenders to a secretary, accountant, lawyer, or other employee for an additional fee. The result in this case will be zero.

That's all for today. See you in new articles.

The search for new opportunities for selling goods/services during an unstable economy is urgent for all organizations, both for large corporations and for representatives of medium and small businesses.

Currently, the trend towards the development of an economic crisis continues. The problem of selling goods and services is acute. During the period of savings, budgets are cut, and a number of companies completely refuse to conclude vital contracts. All government organizations, as well as everything more private companies and individual entrepreneurs actively use free tenders in acute economy mode.

For those new to tender procurement, you can use the services of an outsourcing company specializing in tender support, or try to create a tender department yourself.

Pros of outsourcing:

Quick results with minimal investment finance - possible when participation in tenders is not of a systematic nature.

Disadvantages of outsourcing:

None outsourcing company does not know the specifics of your work as well as you know it.

An increase in fees for outsourcing services is a weak argument for the person directly supervising your organization.

Weak control over the employee of the outsourcing company. You cannot assess the situation - how accurately the remote worker leading your project understands the task at hand, and at what stage of development the project is.

If you want a job done well, do it yourself. You are interested in 100% results. You are determined to win. If you lose, you lose much more than the outsourcing specialist.

A rational solution for finding new ways to sell goods and services is to create a tender department. You should not initially inflate a large staff of employees. To begin with, it is enough to start with one or two employees who will undergo a special training course. The idea of ​​transferring the organization of tender purchases to a secretary, accountant or lawyer is bad, since no one cancels the main work, and processing information on tenders, preparing documentation, analyzing past sales is serious work that requires a responsible, competent approach. Untimely processing of information about available lots on free electronic platforms, or incorrect monitoring of tenders will lead to the loss of a potentially profitable order. The introduction of a special tender search program will greatly simplify the work.

Hierarchy of the tender department

So, the decision has been made! The need to create a tender department is obvious. The question arises: how to rationally organize the work within the department? This depends on the size of the organization and the scope of its activities. As mentioned earlier, at the first stage it makes no sense to increase the number of employees. It’s much easier to hire someone than to fire them later. It is necessary to think through a clear hierarchy of subordination and develop job descriptions. You can do this yourself, or enter into an agreement with an organization that specializes in planning the structure of the tender department. If you are not sure that you can competently organize the structure and well-thought-out job descriptions of each member of the department, then specialists will do this for you for a fee. It is not difficult to find offers for this type of service on the Internet.

There are several options for organizing the work of the tender department. The most common hierarchy is the following:

Head of Tender Department;

Deputy Tender Department;

Tender manager (tender specialist), there may be several of them;

Assistant tender manager (courier);

The head of the tender department is a medium between the management of the organization and the employees of the department; he controls the work of the entire department, conducts analytics, coordinates technical and financial side process.

The deputy manager is the right hand of the department head and is fully capable of replacing the manager in his absence from the workplace for one reason or another.

The tender manager searches for tenders, prepares documents necessary for participation in the auction, in the absence of an assistant, delivers the collected documentation to tenders and monitors their receipt by the customer, carries out the instructions of the manager within his competence, monitors the timeliness of execution/extension of documentation.

A lawyer in a highly specialized field is required to master the legal framework, thoroughly know Federal Law No. 44-FZ, as well as other laws related to the regulation of processes of participation in tenders, monitor amendments made to laws, and submit the interests of the organization to the Federal Antimonopoly Service.

Main tasks of the tender department

1. Expand client base, conclude new contracts, maintain established sales routes, and restore connections with old clients;
2. Maintain the company's image, create a reputation as a reliable customer/supplier;
3. Prepare tender documentation, search for tenders on all sites, ensure participation in tenders;
4. Defend interests in case of violations, timely submit a complaint to the FAS;
5. Conduct tender sales/purchases analysis.

Functional responsibilities of employees

Development of necessary documentation for participation in tenders, checking documents for compliance with requirements;

Monitoring current information about trading from various sources;

Coordination with the head of the company of participation in tenders and pricing policy in accordance with the specifics of the activity;

Planning the preparation of documents for upcoming auctions, timely adjustment of documentation;

Preparing documents for shipment and monitoring their shipment;

Drawing up reporting documentation;

Analysis of completed purchases/sales;

Storage of documentation related to tender procurement for five years.

Remuneration and motivation of tender department employees

Every person needs motivation to achieve results. Tender department employees are no exception. There are several ways to motivate employees.

1. Fixed salary + bonus for a successful transaction
2. fixed salary + percentage of the amount of the won tender
3. A fixed payment for each prepared application is possible in large structures, for example, such as the Moscow Department of Health or Lukoil procurement, when the number of applications for participation in tenders reaches a significant size.

Resume

For one-time victories on electronic platforms, it is enough to use outsourcing tender companies.

The decision was made to create a tender department - there is no need to initially increase the number of employees in the department.

You should not delegate work with tenders to a lawyer, accountant or secretary. If you chase two hares, you won't catch either. The effectiveness will be zero.

You shouldn't expect much return from the work of the new department. First, you need to analyze the direction of development of the organization, think through the functionality of the department, distribute responsibilities between employees, define goals and objectives, and also conduct training for employees who will be assigned the task of participating in tenders.

You are determined to achieve results - to join the ranks of tender winners. A good motivator for achieving a goal is rewarding employees for successfully completed transactions.

JOB DESCRIPTION

TENDER SPECIALIST

1. GENERAL PROVISIONS

1.1. A tender specialist is classified as a specialist.

1.2. A person with a higher professional education is appointed to the position of tender specialist.

1.3. A tender specialist is appointed to the position and dismissed from it by order of the General Director of the organization.

1.4. The tender specialist should know:

§ Federal laws and other legislative normative acts, methodological materials on participation in tenders;

§ Basic principles and methods of promoting the products presented in the municipal and budget markets;

§ Specifics of product promotion on the commercial market;

§ Platforms for holding tenders, open competitive bidding, electronic auctions;

§ Rules for responding to requests for quotes and proposals

§ Methods of working with the media;

§ Basic technological and design characteristics and consumer properties of products sold;

§ Fundamentals of pricing and pricing policy;

§ Conditions for delivery, storage and transportation of products;

§ methods of organizing accounting and reporting on the implementation of sales plans and sales of products;

§ The procedure for providing organizational, administrative and other documents for participation in competitions;

§ Internal labor regulations;

§ Labor protection rules and regulations;

§ Ethics of business communication.

1.5. The tender specialist is guided in his activities by this Job Description.

1.6. The Tender Specialist reports directly to the General Director.

1.7. During the absence of the Tender Specialist, his duties are performed by a person appointed by order of the General Director. This person acquires the corresponding rights and bears responsibility in accordance with these instructions.

JOB RESPONSIBILITIES

1.8. Monitor specialized websites, trading platforms for the announcement of government and commercial open competitions, tenders, and electronic auctions.

1.9. Assess the economic feasibility of participating in tenders, and based on the results, prepare information and materials for making a decision on participation in tenders.

1.10. Request the necessary tender documentation and study its requirements. If necessary, request clarification and take into account changes in the tender documentation.

1.11. Promptly prepare a complete package of documents.

1.12. Interact with managers and department heads on the specifics and pricing of the products offered and the technical part of applications.

1.13. Analyze the technical part of applications for compliance with current legislation (FZ-94).

1.14. Prepare competitive applications.

1.15. Conduct negotiations and correspondence with competition organizers.

1.16. Conduct several projects simultaneously.

1.17. Timely provide all necessary information about delivery conditions, guarantees, certificates.

1.18. Conclude agreements and contracts.

1.19. If necessary, attend auctions on behalf of the company, during bid opening procedures, draw up complaints to the FAS Russia and its territorial bodies, represent the interests of the company when considering these complaints.

1.20. If necessary, track the return of funds contributed as security for applications.

1.21. Maintain established reporting.

The tender specialist has the right:

2.1. Request from the heads of the company's structural divisions, specialists and other employees information and documents necessary to perform his job duties.

2.2. If necessary, represent the organization in relations with other organizations in order to promptly resolve issues of production and economic activity within its competence.

4. RESPONSIBILITY

4.1. For failure to fulfill or improper performance of their duties provided for in these Instructions - in accordance with current labor legislation.

4.2.For offenses committed during the period of its activities - in accordance with current civil, administrative and criminal legislation.

4.3. For causing material damage - in accordance with current legislation.

5. OTHER CONDITIONS

5.1. This job description is communicated to the Tender Specialist against signature. One copy of the instructions is kept in the employee’s personal file.

I have read the instructions

and I undertake to fulfill: _____________________________________________

Head of Tenders and Government Supplies Department

[name of organization, enterprise, institution]

This job description has been developed and approved on the basis of an employment contract with the head of the department of tenders and government supplies, in accordance with the Labor Code of the Russian Federation and other regulations governing labor relations.

1. General provisions

1.1. The head of the department of tenders and government supplies belongs to the category of managers and is directly subordinate to [position name].

1.2. The position of head of the department of tenders and government supplies is accepted for a person who has a higher education and has passed a qualifying exam in a special program [enter as required] and work experience in the specialty corresponding to the profile of the department for at least [value] years.

1.3. The head of the department of tenders and government supplies is appointed and dismissed by order of [name of the head's position].

1.4. The head of the tenders and government supplies department must know:

General principles of placing orders for state and municipal needs;

Basic principles and concepts of the ordering system for state and municipal needs;

Basic processes and resources of the ordering system for state and municipal needs;

A system for placing state and municipal orders in the context of social, political, economic processes Russian Federation;

Regulatory legal framework for placing state and municipal orders;

Constitution of the Russian Federation;

International standards for placing government orders;

Russian legislation on the organization of placing orders for the supply of goods, performance of work, provision of services for state and municipal needs;

Regional regulatory legal acts related to the placement of orders for state and municipal needs;

Antimonopoly legislation of the Russian Federation;

Planning for the placement of state and municipal orders;

The procedure for notification, competition documentation, the procedure for filing applications for participation in the competition, opening envelopes with applications for participation in the competition and opening access to applications submitted in the form electronic documents, consideration of applications, evaluation and comparison of applications for participation in the competition, consequences of declaring the competition invalid;

Criteria for evaluating applications for participation in the tender, comparative analysis methods for evaluating applications for participation in tenders;

The procedure for placing state and municipal orders;

Procedure for notification, documentation of the tender, procedure for filing applications, consideration of applications, conduct, summing up, consequences of recognition as failed;

Features of conducting tenders and government supplies in electronic form;

Placing an order by requesting quotations, including for the purposes of providing humanitarian assistance or disaster relief emergency situations natural or man-made, sole supplier(performer, contractor) of exchange goods on commodity exchanges;

Efficiency of placing orders for state and municipal needs;

Monitoring compliance with the legislation of the Russian Federation on the placement of state and municipal orders. Responsibility for violations when placing and executing orders for the supply of goods, performance of work, provision of services for state and municipal needs;

Ensuring the protection of the rights and interests of participants in placing orders, the appeal procedure;

Information support for state and municipal orders;

Structure and features of state and municipal contracts;

Management of execution of state and municipal contracts, contract accounting;

Specifics of placing orders for state and municipal needs;

Features of placing state and municipal orders for the supply of goods;

Features of placing state and municipal orders for services;

Features of placing state and municipal orders for various types works;

Civil, administrative, labor legislation in terms of regulation of the activities of [organization, institution];

Fundamentals of management, personnel management;

Fundamentals of Project Management;

Internal labor regulations of [organization, institution];

1.5. Professionally important qualities: [list qualities].

1.6. In his absence, the duties of the head of the tenders and government supplies department are performed by [fill in as appropriate].

2. Job responsibilities

The head of the tenders and government supplies department is assigned the following job responsibilities:

2.1. Manages the activities of the tenders and government procurement department.

2.2. Organizes current and long-term planning of the department’s activities, taking into account the goals, objectives and directions for the implementation of which it was created, ensures control over the implementation of planned tasks, and coordinates the work of department employees.

2.3. Provides methodological and practical assistance to department employees on preparation and participation in tenders and government supplies.

2.4. Makes proposals to improve the work process and management of the tenders and government procurement department.

2.5. Participates in the selection and placement of department personnel, in organizing the improvement of their qualifications and professional skills.

2.6. Participates in the preparation and certification of department employees.

2.7. Ensures timely preparation of established reporting documentation.

2.11. Participates in the development of regulations and guidelines for electronic tenders and government supplies.

2.12. Submits proposals to the management of [organization, institution] to improve the quality of work of department employees.