Tender Title: Hiring of Tentage for DG Visit Reception
Reference Number: GEM/2025/B/6155787
Issuing Authority: Ministry of Defence, Department of Defence

The Hiring of Tentage for DG Visit Reception tender seeks qualified vendors for comprehensive tentage solutions that encompass a variety of functions and decorative needs for an upcoming high-profile event. The successful bidding organization will deliver an array of services and materials necessary for exemplary hosting. This includes detailed requirements for walkway decoration, lighting solutions, and various dining and social arrangements.

Scope of Work and Objectives

The scope of this tender includes the provision of:

• Walkway decoration with warm white checks lighting to ensure an inviting atmosphere.
• Umbrella cloth work for the dining area, creating a visually appealing setting.
• A range of essential furniture such as round tables (6x6), a 16x12 dining table, banquet chairs, and VVIP Sofas both single and three-seater.
• Setup of six bar counters with accompanying bar tables, as well as food stalls crafted from wood.
• Complete staging solutions including a 16x32 stage, lighting arrangements with LED per can and special effects lighting, a mini sound system, and various additional decorative elements.

The objective is to ensure an aesthetically pleasing, functional, and secure environment for guests during the DG's visit, leveraging professional-grade materials and expert installation.

Eligibility Criteria

Vendors must fulfill the following eligibility criteria:

• Must be a registered entity with appropriate licenses to operate in this sector.
• Proven experience in managing similar contracts, showcasing a portfolio of past work can be advantageous.
• Compliance with any national safety and quality standards relevant to staging and event management.

Technical Requirements

Technical requirements necessitate that all proposals include:

• Detailed specifications of materials and equipment intended for use.
• Evidence of compliance with quality standards and necessary safety regulations.
• Comprehensive plans for installation, including timelines and staging strategies.

Financial Requirements

Bidders must submit detailed financial proposals that outline:

• Cost estimates for materials, labor, and any additional fees.
• Payment terms and conditions, highlighting the structure of deposits and payments upon completion of phases.

Document Submission Details

Interested participants are required to submit the following documents:

• Proposal submission including technical and financial details in the specified format.
• Proof of registration and relevant operational licenses.
• Any certifications that demonstrate compliance with industry standards.

Special Provisions

Preferences will be given to Micro, Small, and Medium Enterprises (MSEs) and startups, encouraging their participation and development in the industry. All suppliers must align with the 'Make in India' policies to support local manufacturing and procurement practices.

Evaluation Process

The evaluation process will consider:

• Technical qualifications showing clear adherence to specifications.
• Financial proposals ensuring competitive pricing without compromising quality.
• Compliance with overall contractual obligations and capabilities reflective of the experience and past performance.

Delivery Locations

The organizers will provide instructions regarding specific delivery locations as part of the onboarding process post-selection.

Contact Information

For further inquiries, interested vendors are encouraged to reach out to the Ministry of Defence, Department of Defence. Please note that complete contact information will be provided to shortlisted bidders to facilitate communication.

By engaging in this tender, vendors will contribute towards the successful execution of a significant governmental event, showcasing their capabilities in providing high-stakes event management solutions.