Department of Military Affairs Tender by Hqids (GEM/2025/B/6141941)
Event or Seminar or Workshop or Exhibition or Expo Management Service - National; Conduct of Hull M
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Tender Title: Event or Seminar Management Services
Reference Number: GEM/2025/B/6141941
Issuing Authority: Department of Military Affairs, Ministry of Defence
The scope of work for this tender encompasses comprehensive management services for the Hull Milan event focused on HVAC system performance. This includes the full coordination of the event from start to finish, ensuring that all logistical, technical, and operational requirements are met to deliver a successful and impactful experience for all participants. The management service will incorporate facilities for serving tea and refreshments, emphasizing the comfort and convenience of the participants during the event.
Objectives
The primary objective of this tender is to engage a service provider who is capable of executing all tasks necessary for the effective conduction of the Hull Milan event. The chosen vendor will need to strategize and execute plans for setup, attendee management, and coordination of supplies, ensuring a seamless experience throughout the event's duration.
Eligibility Criteria
To qualify for the tender, bidders must meet the following eligibility criteria:
- Registered as a legal entity capable of providing event management services
- Previous experience in managing national level events similar to the Hull Milan
- Availability of necessary resources and personnel to execute the scope of work effectively
Technical Requirements
Bidders must demonstrate capability in the following technical requirements:
- Proven track record of successful project execution in event management
- Detailed understanding of HVAC systems and related discussions within the industry
- Commitment to adhering to health and safety regulations during event execution
Financial Requirements
Financial requirements include:
- Submission of documents proving financial stability and capacity to manage large events
- Understanding of budgetary constraints and allocation details as prescribed in the tender documentation
Document Submission Details
All proposals must be submitted via the designated electronic procurement platform. Bidders should ensure that all required documentation is complete and formatted correctly to facilitate efficient processing. Submissions need to include company profiles, past performance records, and any pertinent licensure or certifications.
Special Provisions
This tender offers specific preferences for Micro, Small, and Medium Enterprises (MSEs), potentially enabling them to gain recognition and support in event management opportunities. Startups that meet the necessary eligibility criteria can also access special provisions aimed at promoting new ventures.
Evaluation Process
The evaluation process will consider the quality and feasibility of the proposal, adherence to the technical and financial requirements, and previous experience in similar projects. Bidders are expected to present competitive pricing while ensuring quality deliverables.
Delivery Locations
The event management services will be prominently conducted at the buyer’s premises, with all arrangements and materials delivered on-site as discussed during the proposal presentation.
Contact Information
For further inquiries relating to this tender, interested parties should refer to the electronic procurement platform. Specific contact details are made available solely through the official document.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
2 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- Additional Doc 1 (Requested in ATC)
- Additional Doc 2 (Requested in ATC) *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
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Frequently Asked Questions
The eligibility requirements include being a registered entity capable of providing event management services and demonstrating prior experience in managing national-level events similar to the Hull Milan. It is essential to show a commitment to compliance with industry regulations to qualify for this tender.
Bidders must provide various certificates that may include business registration licenses, tax compliance documentation, and certificates that demonstrate experience in managing similar events. It is critical to ensure that all documentation is valid and up to date to meet the proposal’s compliance requirements.
The registration process begins with bidders creating an account on the designated electronic procurement platform. Once registered, interested parties can access the tender documents, requirements, and guidelines for submission. Bidders must prepare their proposals in accordance with the specifications laid out in these documents.
The performance security requirements typically will include the submission of a bank guarantee or performance bond as stipulated by the Ministry of Defence. This security ensures the fulfillment of the obligations stated in the tender agreement and acts as a safeguard against non-compliance.
The evaluation and selection process for proposals will assess several factors, including technical compliance with the requirements, the quality of proposals, pricing considerations, and the track record of the bidders. The selection committee aims to choose vendors who can deliver high-quality event management services aligned with the objectives of the Hull Milan event.
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