AM/Manager – MEP Contracts & Procurement

Job Roles & Responsibilities:

1 . Vendor Management

 Manage existing vendors/contractors and onboard new ones for MEP packages.

 Conduct due diligence for new vendors, contractors, and service providers.

 Evaluate vendor competence and suitability for specific MEP scopes.

 Maintain and update a comprehensive vendor database for MEP products and services.

 Coordinate with Site/PMC teams to collect vendor documentation and feedback.

 Organize site visits with project and quality teams to assess vendor performance and standards.

 Conduct regular performance feedback reviews of onboarded vendors/contractors as per SOP.

2. Contract Management

 Coordinate with Cost Consultant to prepare estimates based on BOQs.

 Evaluate technical discrepancies and ensure comprehensive coverage to avoid nontender items.

 Guide and oversee QS Consultant in preparing Tenders/RFPs/RFQs for MEP packages as per company standards.

 Develop contract strategies for major packages, present to stakeholders, and finalize with documented MoMs.

3. MEP Procurement & Contracts

 Manage sourcing and procurement of MEP items.

 Follow up with vendors for technical clarifications.

 Coordinate with Cost Consultant/QS agency for rate analysis.

 Review general and special terms and conditions of contracts.

 Organize pre-bid meetings and circulate MoMs.

 Liaise with internal technical teams for inputs and revisions against pre-bid and bidder queries during the Tendering process.

 Collect vendor quotations and prepare technical and commercial comparisons.

 Align quotes on a common platform for fair evaluation.

 Evaluate vendor proposals for compliance with requirements.

 Compare bids and assist in final vendor selection.

 Conduct vendor negotiations to secure best pricing and terms.

 Prepare final tender recommendation notes and present to Pricing Committee.

 Organize the final meetings with shortlisted vendors and senior management.

 Review final cost proposals and contract terms thoroughly.

4. Contract Administration

 Prepare and administer contracts and purchase orders with finalized vendors.

 Upload orders into the database and circulate to stakeholders.

 Organize kick-off meetings for vendor onboarding.

 Monitor contractual obligations including BGs, insurances, compliances, and claims.

 Coordinate with vendors and Finance/Legal teams to finalize BGs.

 Follow up on advance payments and ensure submission of performance and retention BGs.

 Verify RA/Final Bills using standard checklists.

 Coordinate with ERP Consultant and Finance team for payment processing.

 Ensure timely closure of variations and non-tender items with contractors in consultation with QS Consultant and issue amendment orders.

 Prepare IOMs for budget approvals due to cost/quantity variations.

 Conduct regular site visits to ensure contract compliance and timely resolution of variation claims.

 Drive closure of packages by coordinating with stakeholders and vendors.

5. Billing & Documentation

 Prepare and verify RA bills and final bills for MEP works.

 Ensure bills are supported with measurement sheets, joint records, and completion certificates.

 Coordinate with Cost Consultant/QS and contractors for timely bill submission.

 Ensure billing logs are maintained and tracked by QS Consultant for payment status.

 Coordinate with QS team for accurate measurements and preparation of BOQs and quantity take-offs.

 Ensure QS Consultant verifies contractor measurements against scope and specifications.

 Monitor MEP budgets and report deviations.

 Guide QS Consultant in cost estimation and rate analysis for variations.

 Coordinate with finance/accounts team for invoice processing.

6. Compliance & Quality Checks

 Ensure billing complies with contract terms, statutory requirements, and company policies.

 Verify that billed work aligns with approved drawings and specifications.

 Assist in audits and provide necessary billing records and justifications.

7. ERP & Reporting

 Enter billing data into ERP systems or project management software.

 Generate periodic reports on billing progress, cash flow, and cost-to-complete forecasts.

8. Contract Closure

 Verify completion of all contractual deliverables as per scope and timelines.

 Coordinate final billing and payment reconciliation with Cost Consultant and Finance team.

 Review and collect all closure documentation including certificates, warranties, and statutory clearances.

 Facilitate release of retention money and performance BGs.

 Conduct post-contract vendor evaluation and document lessons learned.

Educational Qualification, Experience and Skills:

 Bachelor’s degree in electrical or mechanical engineering.

 7 to 12 years of experience in MEP Contracts & Procurement within the Commercial Real Estate sector, with PAN India exposure.

 Proven experience in MEP project management and contract administration.

 Strong knowledge of MEP systems, construction processes, and relevant regulations.

 Excellent communication, negotiation, and problem-solving skills.

 Proficiency in relevant software and tools such as AutoCAD, Revit, etc.