Tendering Specialist
Role Overview
The Tendering Expert plays a critical role in the preparation, coordination, and submission of competitive tender bids for MEP (Mechanical, Electrical & Plumbing) projects within the Maltese market. The role requires expert knowledge of local procurement regulations, including the Electronic Public Procurement System (EPPS) used for Government tenders, as well as the ability to interpret complex tender documentation, prepare accurate BOQs and costings, and coordinate information across technical, operations, finance, and supplier networks. The Tendering Expert ensures that all submissions are compliant, timely, cost-effective, and aligned with both client requirements and Maltese public procurement standards.
Operational Responsibilities
• Review and interpret Maltese public and private tender documents, identifying requirements, eligibility criteria, submission formats, deadlines, and compliance obligations.
• Prepare tender documentation, Bills of Quantities (BOQs), cost estimates, technical write-ups, and supporting material according to Maltese regulations and client specifications.
• Manage the full tender lifecycle, including clarifications, addenda, site visits, pre-bid meetings, and correspondence with contracting authorities.
• Liaise closely with engineering, operations, and technical teams to gather accurate information required for tender proposals.
• Obtain and evaluate supplier and subcontractor quotations to ensure technical and commercial compliance with tender specifications.
• Prepare tender submissions through EPPS (Electronic Public Procurement System), ensuring correct uploading, form completion, digital signatures, and compliance with government procurement rules.
• Ensure the accurate and timely submission of tenders on EPPS and any additional private portals, strictly adhering to Maltese deadlines and procedural requirements.
• Track all tender opportunities issued by Government of Malta departments, public agencies, housing authorities, ministries, and major private contractors.
Administrative Responsibilities
• Maintain complete and traceable records of all Maltese tenders, including clarifications, correspondence, submissions, financial offers, declarations, and regulatory documents.
• Prepare standardised templates and tender documentation in line with DLI standards and Maltese public procurement requirements.
• Ensure accurate document control, approvals, internal sign-offs, and filing in line with procurement and audit requirements.
• Coordinate with Finance for local requirements including performance guarantees, bid bonds, economic operator declarations, ESPD forms, tax compliance certificates, and related documentation.
Quality Responsibilities
• Ensure all submissions are complete, accurate, and meet all Maltese procurement regulations and tender compliance criteria.
• Evaluate suppliers and subcontractors for quality standards, technical suitability, and compliance with Maltese regulatory frameworks.
• Support ISO and internal audit requirements by maintaining fully traceable tender documentation.
HSE Responsibilities
• Participate in mandatory site visits and ensure understanding of local HSE requirements applicable to MEP works.
• Ensure that all materials and subcontractors included in tender proposals meet Maltese and EU health and safety standards.
Financial Responsibilities
• Prepare commercial offers, project cost estimates, value engineering options, and tender pricing proposals.
• Conduct cost analyses and ensure all financial offers comply with EPPS-format price schedules and Maltese procurement regulations.
• Coordinate with Finance on bid bonds, performance guarantees, and local statutory documentation.
Reporting Responsibilities
• Maintain up-to-date records and dashboards for all public and private tenders (won, lost, ongoing, withdrawn).
• Prepare reports and summaries for management on tender performance, pricing trends, and overall market activity in Malta.
• Track procurement cycles and forecast upcoming opportunities in the Maltese public sector.
Training & Compliance Responsibilities
• Stay updated on Maltese public procurement regulations, EPPS updates, threshold changes, ESPD requirements, and government circulars.
• Attend relevant training sessions on tendering, contracts, and regulatory updates.
• Share best practices with team members and support onboarding of new staff in tendering processes.
Requirements
• Minimum of 2+ years of experience in the MEP or construction industry in Malta or a comparable market.
• Strong knowledge of local public procurement regulations, tendering procedures, and MEP project requirements.
• Proficiency in EPPS (Electronic Public Procurement System) for Maltese Government tenders is essential.
• Excellent command of Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong analytical, organisational, and communication skills.
• Ability to work under strict deadlines and manage multiple tenders simultaneously.
Apply directly to hr@dli.com.mt