Bid Coordinator

About This Opportunity

Black & McDonald Limited is seeking a highly skilled and experienced Bid Coordinator to join our Southern Ontario Business Development team. As a key member of our team, you will play a critical role in supporting the growth and success of our business.

Key Responsibilities

• Coordinate and prepare proposal responses to Requests for Qualifications (RFQ) and Requests for Proposal (RFP) for large and complex Public Private Partnership (P3) and Alternative Financing Procurement (AFP) project pursuits.
• Collaborate with internal stakeholders to understand our operations, project experience, lessons learned, and solutions to challenges encountered on projects to write impactful and professional content in proposal responses.
• Communicate and follow up with external client stakeholders to obtain clarification related to assigned pursuit team duties and share key information to support team success in winning work.
• Be familiar with company standard marketing material (project profiles, resumes, sector involvement) to draw relevant content from internal stakeholders for proposal responses and presentations.
• Prepare customized presentations for prospective clientele as needed for business development meetings.
• Bid monitoring of public bidding portals and notification to internal stakeholders for bidding and coordination.
• Monitoring of industry association events, updating of business development conference calendar of events, notification and coordination with internal stakeholders for attendance and sponsorships, and follow-up with internal stakeholders for event summaries.
• Engagement with internal and external stakeholders to update business development opportunity tracker for monthly internal stakeholder check-in meetings.
• Verification and updating of contact list for business development with stakeholders.
• Work with internal stakeholders to provide updated capacity schedules for upcoming bid opportunities and recent awards.
• Obtain bonds and insurances required for contracts and understand how to fill multiple forms required by insurers/brokers and familiar with types of bonding and insurance available in a construction environment.
• Reviewing assigned pursuit submissions by extensive proofreading, fact-checking, and editing of proposal responses to produce professional, technically relevant, and concise proposal responses.
• Document control and manage RFQ and RFP documents, including updated revisions and addenda, along with key information gathered to support preparation of proposal responses (legal, estimate, risk, health & safety, quality, schedule, bonding, insurance, organization charts, etc.).
• Setup, manage, or participate in project pursuit meetings (kickoff, status/progress update, contract review, schedule, risk, estimate, final bid reviews, etc.) with key internal and external client stakeholders to discuss key topics to support project pursuit.
• Review RFQ and RFP requirements, including all addenda, to summarize proposal response requirements in a responsibility matrix with actions identified and delegated.
• Monitor the project pursuit progress to ensure that all RFQ and RFP deliverables, proposal response content requirements, and timelines are being met.
• Technical Support Resource reviewing detailed Technical Project Specifications, Basis of Design Reports, and Drawings to effectively communicate relevant information to internal and external stakeholders for proposal response inclusions.
• Summarize and prepare (with support of internal stakeholders) key information required to support preparation of proposal responses (legal commercial and operational terms, estimates, risks and opportunities matrix, health & safety documentation, quality assurance/control documentation, schedules, bonding and insurance documentation, organization charts, etc.).
• Perform contract reviews, provide comments on commercial and operational terms, and participate in negotiations with internal and external stakeholders (NDAs, MOU, Teaming Agreements, Subcontract Agreements, Joint Venture Agreements, Main Contract Agreements).
• Ability to understand legalese in contract documentation and familiar with commercial and operational concepts, including risks and opportunities, in a construction industry environment.
• Other duties as assigned.

Competency Requirements

• Excellent project management skills to lead and coordinate work with others.
• Strong attention to details.
• Excellent organizational skills.
• Strong work ethic.
• Excellent time management skills to work on multiple projects and prioritize deliverables effectively.
• Strong technical writing skills with the ability to convey concise, key technical concepts and details in proposals.
• Excellent understanding of commercial and operational issues in legal agreements.
• Ability to cope under pressure under tight deadlines and maintain focus.
• Portrays a positive image to motivate colleagues for continued team success.
• Embraces change and adopting new practices to seek innovative solutions.
• Ability to approach problems in a systematic and logical manner.
• Fluent in English with effective oral and concise written communication skills in a collaborative environment.
• Holds self and others accountable through proactive and assertive measures.
• Ability to work independently with limited supervision.
• Ability to work in small and large complex teams under tight deadlines.
• Ability to read and understand technical details on design and construction drawings, including 2D and 3D, and understand technical concepts in technical project specifications and basis of design reports.
• Resourceful in obtaining key information from internal and external stakeholders.
• Ability to interact with all levels of management from internal and external stakeholders with a professional demeanor.
• Ability to give and receive constructive criticism to internal and external stakeholders.
• Open to continuous learning.
• Values and respects others.

Education Requirements

• Bachelor's from an accredited post-secondary institution (college/university) majoring in Electrical, Power, Systems, Civil, Structural, or Mechanical Engineering or Construction Management.
• Professional Engineer (P.Eng.) or Project Management Professional (PMP) accreditation is an asset.

Work Experience Requirements

• 5+ years of working proposal experience in pursuing projects in the Engineering or Construction industry.
• 5+ years of working experience in an Engineering or Construction industry environment.

Skills, Abilities, and Other Requirements

• Advanced user of MS Office (Word, Excel, PowerPoint, or Visio, Teams, Outlook).
• Proficient user of PDF editing software (Adobe Acrobat or Foxit).
• Proficient user of graphics software (Paint or Photoshop).
• Proficient user of collaborative sharing platform software (Sharepoint, Procore, Google Drive, or One Drive).
• Basic user of 2D/3D modeling software (AutoCAD, Revit, BIM, or Bluebeam) to navigate and print drawings.

Please be advised that a criminal background check and professional reference check will be required as part of our employment screening and selection process. Additionally, all applicants must be legally entitled to work in Canada, unless otherwise stated in the job posting.

Black & McDonald Limited welcomes and encourages applications from persons with accessibility accommodation requirements. Accessibility accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

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