Milton Marc Roberts

Provided professional consulting and administrative support to various private-sector clients, assisting with the management and control of tender bids and contract-related functions within the Supply Chain Management (SCM) environment.

Key Responsibilities:

• Managing and administering tender and contract processes on behalf of clients to ensure effective control, compliance, and governance.
• Performing administrative and operational duties, including filing, document control, invoicing, and completion of contract documentation.
• Reviewing, verifying, and advising on the accurate and compliant completion of tender and bid documentation.
• Assisting clients with tender-related matters and providing guidance on Supply Chain Management policies, procedures, and processes.
• Investigating bidder queries and supporting their resolution through analysis and provision of accurate, relevant information.
• Scrutinising tender documents for legal compliance, accuracy, completeness, and adherence to regulatory and policy requirements.
• Ensuring all bid documentation complies with applicable legislation, statutory requirements, and internal policies while meeting client expectations.
• Monitoring and enforcing strict adherence to SCM procedures and processes to support the delivery of high-quality services

• Prepare Proposals
• Overseeing all aspects of proposal preparation, ensuring quality, compelling bids are submitted in a timely manner.
• Ensure proposals meet customer requirements by coordinating with all relevant stakeholders.
• Manage Databases
• Tasked with coordinating incoming bid requests and proposal responses, we must organize and track all requests and responses using company databases.
• It is my responsibility to maintain and update this database regularly. We must also set up customer profiles in appropriate databases and maintain customer information.
• Provide Customer Service
• To successfully win bids, I provide potential and current clients with excellent customer service.
• Enhance customer satisfaction and retention by proactively resolving issues and implementing solutions to prevent client loss.
• Regularly communicating with customers is crucial, as it is notifying them of any project updates or changes
• Oversee Bid Pricing
• Negotiate with clients to secure deals and establish pricing agreements; assist with bid pricing and provide pricing recommendations for approval.
• Staff Supervision
• Supervise staff by setting clear procedures, standards, and performance expectations; plan and prioritize tasks; and manage leave in line with the annual schedule to ensure optimal team performance.

• Tenders & Contract Management & Implementation
• Maintain accurate and up-to-date contract records in the Tender Tracking System and SAP, supporting tracking, amendments, and trend analysis.
• Review all contract documents for compliance and completeness, coordinating with Legal Services when needed.
• Draft and manage correspondence related to contract awards, extensions, withdrawals, price changes, and bidder notifications, ensuring alignment with committee decisions and legal requirements.
• Ensure timely tender advertising and awarding to prevent service interruptions.
• Keep a comprehensive register of contracts to support renewal decisions, respond promptly to service provider queries with accurate information, and oversee document management in compliance with organizational policies and legislation for effective decision-making.
• Staff Supervision & Development
• Supervise and guide staff by establishing clear standards, procedures, and performance expectations.
• Plan and prioritize tasks to maximize team efficiency and productivity.
• Monitor and approve leave, track attendance, and ensure compliance with staffing policies.
• Identify training needs, facilitate on-the-job training, support skills development, and promote effective knowledge transfer.
• Apply disciplinary actions as needed, following municipal HR policies.

• Tender/Bid Management & Evaluation
• Prepare and coordinate all documentation and information required for tender advertisements.
• Liaise with client departments and project managers to align tender requirements, Service Level Agreements, and delivery timelines.
• Draft tender documents ensuring compliance with SCM standards.
• Obtain and assign tender and tender box numbers, and schedule advertising and closing dates in accordance with SCM policy.
• Verify tender information against relevant databases to ensure adherence to policies, procedures, and statutory requirements, thereby meeting customer expectations.
• Tender Evaluation & Administration Award
• Prepare and coordinate all documentation and arrangements necessary for tender evaluation and awarding.
• Liaise with user departments on tender matters and prepare pricing schedules detailing tender information, prices, and functionality.
• Draft tender evaluation reports for approval by the Bid Evaluation Committee (BEC).
• Verify bidder eligibility by checking the National Treasury and CIDB databases and confirming outstanding municipal accounts with Debt Management.
• Update the tender tracking system with evaluation details and resolutions.
• Draft and send letters to successful, unsuccessful, and invalid bidders.
• Assist in resolving bidder queries through thorough investigation and information provision.
• Ensure all processes comply with City of Cape Town policies, procedures, and legislation to deliver effective service to client departments and the public.
• Contract & General Administration
• Manage contract administration by updating the tender tracking system and SAP with contract data, calculating and verifying price adjustments, and drafting correspondence related to price changes and contract extensions.
• Investigate and respond to contract holder queries, ensuring compliance with policies, procedures, and statutory requirements.
• Perform general administrative duties including managing documents and record control in line with policy and legislation.
• Maintain orderly filing of correspondence, tender submissions, and working files with clear status indications for audit readiness.
• Ensure continuous updates to the tender tracking system, adhere to ISO 9001:2000 QMS processes, and support routine office
• Clerical functions related to tender submissions and contract administration.

• Debt Collection & Technical Support
• Manage monthly debtor processing, generate correspondence for queries, and implement actions aligned with Credit Control and Debt Collection policies.
• Update reports and statistics, follow up with notified debtors, and track settlement arrangements.
• Ensure accurate processing of declarations and payments.
• Provide technical support by updating line management on developments, assisting with meeting arrangements, offering post-meeting solutions.
• Managing account closures for suspended, liquidated, or dormant accounts.
• Data Capturing