Bid Coordinator

Job Description

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The Proposal Coordinator provides support to the Proposal Manager, who acts as the project lead during the Request for Proposal (RFP) phase. The Proposal Coordinator is responsible for ensuring the development of an optimized and competitive technical proposal (the deliverable), in full compliance with the client’s requirements. They coordinate internal resources involved in design, proposal writing, estimating, construction, and legal affairs, as well as external resources such as professional consulting firms, long-term asset maintenance managers, and joint venture partners, when applicable, to support proposal development.

They manage all aspects related to project management, including contractual agreements, compliance, scope, quality, proposal schedule, risk management, and stakeholder communications. They work closely with individuals identified as the Construction Project Director and the Investment Director, as applicable, to support execution by sharing the information required to establish execution schedules and prepare documentation for subcontracting partners and the estimating team for cost development.

They ensure that all required commitments and approvals are obtained from their manager and the Executive Committee prior to proposal submission. They maintain communication with the owner’s representatives throughout the proposal development process. In collaboration with the legal department, they prepare requests for clarification or amendments to contractual documents.

• Develop the Bid Plan by defining the proposal organizational structure and ensuring appropriate communication channels are established among internal teams, partners (if any), and external firms involved;
• Coordinate the efforts of internal proposal team members (Design Manager, Construction Director, Proposal Writing Specialist) while acting as the Proposal Lead;
• Ensure that all human resources required for proposal development are mobilized;
• Collaborate in establishing the bid strategy with the designated Project Director or Vice President of Construction (technical proposal optimization strategies, procurement approach, subcontractor involvement, etc.);
• Participate in the development of the construction strategy with the Director or VP of Construction;
• Ensure that an Execution Project Plan is prepared and that all anticipated costs are included in the proposed price;
• Ensure the implementation of a document management system with appropriate document control procedures;
• Coordinate with the Construction Director and the estimating team to assess construction costs (CAPEX), and coordinate with the O&M partner to support the development of life-cycle costs (OPEX) within a PPP framework;
• Identify cost drivers in collaboration with professional firms and the O&M team to optimize Net Present Value (NPV) and develop a competitive commercial proposal;
• Develop a project schedule incorporating input from all stakeholders, aligned with a Work Breakdown Structure (WBS) including work packages and activities (design, procurement, permitting, construction, commissioning, etc.);
• Oversee, in collaboration with legal advisors, the preparation of requests for information and discussions related to the various agreements required for the project (Design-Build Agreement, Interface Agreements, Service Agreements, etc.);
• Ensure that a risk analysis is performed and integrated into the project strategy.

• Prepare the proposal schedule and ensure progress tracking against agreed milestones;
• Lead periodic proposal team meetings, both internal and external, to monitor the production of deliverables;
• Work with senior management, the…