Business Development (BD) Policies, Procedures & SOP's

1. Business Development Policies

1.1 General BD Policy

• Strategic Business Growth:

  • BD is responsible for identifying, securing, and expanding business opportunities in line with BEC Arabia’s strategic objectives.

  • Focus on high-value mega projects and infrastructure developments within Saudi Arabia and the GCC region.

• Market Positioning & Competitive Advantage:

  • Establish BEC Arabia as a leading contractor by emphasizing technical expertise, financial strength, and regulatory compliance.

  • Leverage innovation, sustainability, and digital transformation to differentiate from competitors.

• Ethics & Compliance:

  • Adhere to KSA procurement laws, anti-corruption regulations, and corporate governance policies.

  • Ensure transparency in bidding, client engagement, and partnership negotiations.

1.2 Tendering & Bidding Policy

• Eligibility & Prequalification:

  • BD ensures BEC Arabia is prequalified for projects with government agencies (Etimad, NUPP, PIF projects) and private developers.

  • Maintain updated financial records, ISO certifications, and safety compliance.

• Bid Selection & Submission Criteria:

  • Implement a Go/No-Go decision-making framework based on project feasibility, financial viability, and risk assessment.

  • Submit bids in accordance with KSA Public Procurement Regulations, ensuring compliance with contracting standards (FIDIC, NEC, KSA Building Code).

• Technical & Commercial Compliance:

  • Ensure proposals meet scope of work, quality standards, and sustainability requirements.

  • Conduct pricing and risk assessment to align financial projections with project execution capabilities.

1.3 Client & Stakeholder Engagement Policy

• Client Relationship Management (CRM):

  • Develop long-term relationships with government authorities, private developers, and strategic partners.

  • Maintain an updated CRM system for tracking client interactions, project history, and business opportunities.

• Client Meetings & Negotiations:

  • Standardize meeting preparation, proposal presentation, and contract negotiations.

  • Maintain confidentiality and adhere to non-disclosure agreements (NDAs) and data protection policies.

• Satisfaction & Performance Monitoring:

  • Conduct periodic client feedback surveys to improve BD operations.

  • Implement corrective actions to enhance proposal quality and service delivery.

1.4 Compliance & Regulatory Policy

• KSA Procurement & Contracting Laws:

  • Ensure all contracts adhere to KSA Public Procurement Law and Capital Projects Regulations.

  • Maintain a legal review process for contracts, tenders, and partnership agreements.

• Saudization (Nitaqat System):

  • Align BD activities with Saudi workforce localization requirements.

  • Ensure project bids comply with minimum Saudization employment quotas.

• PIF Mega Project Standards:

  • Follow procurement and sustainability guidelines set by PIF entities (NEOM, Red Sea, Diriyah Gate, Qiddiya).

  • Register BEC Arabia as a preferred contractor for Vision 2030 projects.

1.5 Partnership & Joint Venture (JV) Policy

• Strategic Partner Selection:

  • Establish criteria for assessing technical capability, financial strength, and compliance of potential partners.

  • Prioritize partnerships with local and international firms that enhance BEC Arabia’s capabilities in mega projects.

• JV Agreement & Risk Management:

  • Structure JV agreements based on risk-sharing, profit allocation, and operational roles.

  • Ensure JV partners adhere to local content requirements and regulatory frameworks.

• Collaboration with International Contractors:

  • Facilitate alliances with foreign construction firms for complex infrastructure projects.

  • Ensure compliance with KSA Foreign Investment Laws and Ministry of Investment (MISA) regulations.

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2. Business Development Procedures

2.1 Opportunity Identification & Market Research Procedure

• Market Intelligence & Lead Generation:

  • Monitor government tenders, private sector developments, and international funding bodies.

  • Track PIF projects and regional infrastructure expansion plans.

• Client Profiling & Project Forecasting:

  • Maintain data-driven insights on key clients and emerging construction opportunities.

  • Use analytics to forecast market trends and assess competitor strategies.

2.2 Prequalification & Vendor Registration Procedure

• Prequalification Process:

  • Submit technical capabilities, financial records, safety reports, and ISO certifications.

  • Ensure continuous prequalification renewal and updates for government portals (Etimad, NUPP, etc.).

• Supplier & Subcontractor Registration:

  • Evaluate subcontractors and suppliers based on financial health, technical performance, and compliance standards.

  • Establish a vendor database for rapid qualification in project tenders.

2.3 Tendering & Proposal Submission Procedure

• Go/No-Go Analysis:

  • Conduct financial feasibility, technical capacity, and risk assessment before bid participation.

  • Ensure strategic alignment with BEC Arabia’s business growth objectives.

• Proposal Development & Submission:

  • Standardize the preparation of technical, financial, and legal documents.

  • Use compliance checklists to ensure tender alignment with client requirements.

2.4 Client Relationship Management (CRM) Procedure

• Client Engagement & Follow-Ups:

  • Schedule regular meetings with key government and private sector clients.

  • Maintain an up-to-date CRM dashboard for project tracking and performance analysis.

• Post-Tender Negotiation & Value Engineering:

  • Provide cost-saving and efficiency-driven solutions during contract negotiations.

  • Ensure contract terms favor BEC Arabia’s financial and operational interests.

2.5 Strategic Partnerships & JV Formation Procedure

• Partner Evaluation & Selection:

  • Assess potential local and international partners based on project-specific needs.

  • Conduct background checks for legal, financial, and technical due diligence.

• JV Structuring & Agreement Finalization:

  • Develop clear operational, financial, and risk-sharing frameworks.

  • Ensure all agreements comply with KSA Foreign Investment Laws.

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3. Standard Operating Procedures (SOPs)

3.1 Standard Operating Procedure for Bid Preparation

Objective:

To ensure a structured, compliant, and competitive bid submission process, aligning with BEC Arabia’s strategic goals and regulatory requirements.

Procedure:

1. Review Tender Documents & Requirements:

   • Identify project scope, eligibility criteria, submission deadlines, and required documentation.

   • Ensure compliance with KSA Public Procurement Law, Etimad/NUPP requirements, and PIF project regulations.

   • Assign a responsible BD team member to oversee the bid preparation process.

2. Form a Cross-Functional Bid Team:

   • Involve Business Development, Estimation, Legal, and Finance teams to ensure a comprehensive approach.

   • Conduct an internal kick-off meeting to define roles, responsibilities, and timelines.

   • Assign tasks based on expertise (technical, financial, risk management, legal compliance).

3. Develop Technical & Financial Proposal:

   • Technical Proposal:

     • Define execution methodology, work schedule, manpower, and equipment requirements.

     • Highlight BEC Arabia’s technical strengths, past experience, and innovation capabilities.

   • Financial Proposal:

     • Conduct cost estimation and pricing strategy in collaboration with the Estimation Team.

     • Ensure alignment with project budget constraints and profitability targets.

     • Account for taxes, insurance, and currency fluctuations.

4. Conduct Internal Approvals & Risk Assessment:

   • Legal team to review contract terms and potential risks.

   • Finance department to validate cost structures and cash flow impact.

   • BD Director to approve final proposal before submission.

   • Address any concerns or required amendments before sign-off.

5. Submit Bid Through Etimad/NUPP or Direct Channels:

   • Ensure all documents are properly formatted and uploaded to the Etimad or NUPP procurement portal.

   • If a private client, submit bids through official communication channels.

   • Maintain a record of submission, confirmation receipts, and any correspondence.

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3.2 Standard Operating Procedure for Client Meetings & Negotiations

Objective:

To ensure structured, well-prepared, and effective communication with potential clients, leading to successful contract negotiations.

Procedure:

1. Schedule Meetings with Key Stakeholders:

   • Identify key decision-makers within the client organization (procurement heads, project managers, finance representatives).

   • Coordinate meeting schedules and secure approvals for BD team attendance.

   • Prepare an agenda outlining key discussion points and objectives.

2. Prepare Presentation & Project Portfolio:

   • Develop a professional presentation showcasing BEC Arabia’s capabilities, past projects, and competitive advantages.

   • Include financial strength, technical expertise, safety records, and sustainability initiatives.

   • Customize the proposal to address client-specific challenges and solutions.

3. Discuss Pricing, Technical Capabilities & Compliance:

   • Present a clear breakdown of project execution plans, manpower deployment, and equipment availability.

   • Justify cost estimates and provide alternatives for cost optimization if needed.

   • Ensure compliance with KSA construction standards, labor laws, and Saudization requirements.

4. Follow-Up with Contract Amendments & Approvals:

   • Summarize meeting discussions and circulate minutes internally and to the client.

   • Address client feedback and update proposal documents accordingly.

   • Conduct legal and risk assessment reviews before submitting revised contract terms.

   • Secure internal approvals from BD Director and Finance before finalizing the contract.

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3.3 Standard Operating Procedure for Contract Finalization

Objective:

To ensure legally compliant, financially viable, and operationally sound contract execution while minimizing risks for BEC Arabia.

Procedure:

1. Legal & Risk Review of Contract Terms:

   • Legal team conducts a detailed analysis of contract clauses, obligations, and liabilities.

   • Ensure adherence to FIDIC, KSA Public Procurement Law, and NEOM/Red Sea project standards.

   • Evaluate risks related to payment terms, penalties, and dispute resolution mechanisms.

2. Secure Financial Approvals from Management:

   • Finance team assesses the financial feasibility, cash flow impact, and payment schedule.

   • Obtain final budget approval from senior management before proceeding.

   • Ensure all financial obligations (performance bonds, insurance, VAT compliance) are secured.

3. Finalize & Sign Contract with Authorized Representatives:

   • Arrange a contract signing meeting with client representatives and senior BEC Arabia executives.

   • Ensure contract execution follows company delegation of authority matrix.

   • Obtain required stamps, notarization, and government approvals if applicable.

4. Archive Final Contract in Aconex for Audit Purposes:

   • Upload final signed contract to Aconex (BEC Arabia’s document management system).

   • Share digital copies with relevant internal departments (BD, Finance, Legal, Project Management).

   • Maintain a compliance log and record of amendments for audit readiness.

Conclusion

The Business Development (BD) Department at BEC Arabia plays a pivotal role in securing mega projects and strategic partnerships, ensuring the company maintains its leadership position in the Saudi construction industry. By adhering to international best practices and aligning with KSA regulatory frameworks such as Etimad, NUPP, PIF project standards, and Saudization (Nitaqat system), BD ensures compliance, efficiency, and competitiveness in all business acquisition activities.

The implementation of well-defined Policies, Procedures, and Standard Operating Procedures (SOPs) ensures that all BD activities—ranging from market research, bid preparation, client engagement, and contract negotiation to final contract execution—are conducted with precision, accountability, and strategic foresight.

Through structured SOPs, BEC Arabia’s BD team is equipped to: ✅ Identify and pursue high-value projects aligned with Vision 2030. ✅ Maintain compliance with Saudi procurement laws and international contract standards (FIDIC, KSA Public Procurement Law). ✅ Ensure risk mitigation and financial viability in all business transactions. ✅ Foster long-term client relationships and secure repeat business opportunities. ✅ Streamline bid preparation and contract negotiation for increased efficiency and success rates.

By institutionalizing these standardized processes, the BD Department enhances BEC Arabia’s market competitiveness, operational agility, and revenue growth, ensuring long-term sustainability and industry leadership.