BDS Staff

Job Summary:

The Bidding and Documentation Staff (BDS) is responsible for preparing, organizing, and submitting all necessary documents related to project bidding activities, ensuring compliance with government procurement policies, company standards, and client requirements. The role also includes coordinating with government agencies such as the Department of Public Works and Highways (DPWH) and Local Government Units (LGUs) for billing processes, follow-ups, and other related project documentation.

Key Responsibilities:

A. Bidding Preparation

·        Collect and review bid notices, Invitations to Bid (ITB), and Request for Quotations (RFQs) from DPWH, LGUs, and other government agencies.

·        Prepare, compile, and organize all required bidding documents, such as:

o   Company profile, licenses, permits, and accreditations

o   PhilGEPS Certificate, Tax Clearance, Mayor’s Permit, PCAB License

o   Technical, Financial, and Legal documents required by procurement guidelines

·        Ensure all documents comply with DPWH, LGU, and RA 9184 (Government Procurement Reform Act) standards.

·        Coordinate with internal departments (Engineering, Finance, Legal, HR) for required supporting documents.

·        Prepare bid proposals, forms, and cost estimates as instructed by management.

·        Monitor deadlines and ensure timely submission of bids.

B. Billing and Client Coordination

·        Prepare, compile, and process billing documents for submission to DPWH, LGUs, or other clients.

·        Ensure all billing requirements such as progress billing, Statement of Work Accomplished (SWA), progress photos, and certifications are complete.

·        Coordinate with project engineers and site staff to validate work accomplishments for billing.

·        Submit and follow up billing documents with DPWH or LGU offices.

·        Track and monitor billing status, payments, and collections.

·        Maintain accurate and updated records of all billing transactions.

C. Documentation and Records Management

·        Maintain an organized filing system (both physical and electronic) of all bidding and billing documents.

·        Update bid status tracker, billing tracker, and monitoring sheets for management reference.

·        Safekeep original contracts, bid bonds, performance bonds, and other critical documents.

·        Assist in compliance audits and inspections.

D. Coordination and Communication

·        Act as a liaison between the company and DPWH/LGU clients for bidding, billing, and documentation matters.

·        Attend bid conferences, pre-bid meetings, and client coordination meetings as required.

·        Communicate regularly with internal stakeholders regarding requirements and submission schedules.

·        Provide management with updates on bidding opportunities and billing progress.

Qualifications:

·        Bachelor’s degree in Business Administration, Civil Engineering, Management, or related field.

·        At least 1–2 years of experience in bidding, documentation, or administrative work (preferably in a construction or government project environment).

·        Familiarity with RA 9184 (Government Procurement Law) and government bidding processes is an advantage.

·        Knowledgeable in billing preparation for DPWH and LGU projects.

·        Proficient in MS Office (Word, Excel, PowerPoint) and basic document management software.

·        Strong organizational skills and attention to detail.

·        Good communication and coordination skills.

·        Ability to work under pressure and meet strict deadlines.

Key Competencies:

·        Attention to detail and accuracy

·        Strong organizational and multitasking skills

·        Knowledge of procurement and billing procedures

·        Good interpersonal and communication skills