Tender Title: Event Management Services for Annual Sports Meet and Trekking Activity

Reference Number: GEM/2025/B/6130697

Issuing Authority:

Ministry of Defence
Department of Military Affairs

Scope of Work and Objectives:

The Event Management Services tender aims to engage a qualified service provider to efficiently organize and manage the Annual Sports Meet and accompanying trekking activities. This prestigious event encompasses a variety of sports and outdoor events over a period of five days, necessitating comprehensive planning, coordination, and execution.

The key objectives include:

1. Designing and implementing an engaging program that showcases various sports events.
2. Ensuring all logistical, technical, and operational aspects are seamlessly executed.
3. Providing all necessary resources, including personnel, equipment, and facilities.
4. Coordinating with various stakeholders to promote participation and engagement.

Eligibility Criteria:

Bidders must meet the following eligibility requirements:

1. The bidder should be a legally registered entity and possess valid certificates relevant to event management.
2. Previous experience in organizing large-scale national events, particularly in sports.
3. Capability to handle logistical requirements including accommodations, transportation, and safety measures.
4. Financial stability to undertake a project of this magnitude.

Technical Requirements:

Bidders must submit information on:

• Previous projects completed that are similar in scope and scale.
• Staffing structure including qualifications and experience relevant to event management.
• A detailed technical proposal outlining the execution plan, marketing strategies, and safety protocols.

Financial Requirements:

Complete a financial proposal including:

• Detailed budget breakdown.
• Payment timeline and terms.
• Any additional costs that may arise during the event.
• Earnest Money Deposit (EMD) as specified in the tender documentation.

Document Submission Details:

All submissions must be made electronically through the designated e-procurement portal. Bidders need to ensure that their proposals are complete, straightforward, and submitted before the deadline.

Special Provisions:

Preference will be given to Micro, Small, and Medium Enterprises (MSEs) and startups as part of the government's initiative to enhance local entrepreneurship. Bidders qualifying under this criterion should provide a self-declaration confirming their MSE status.

Evaluation Process:

The evaluation of proposals will be conducted based on:

1. Technical competence and past performance.
2. Cost-effectiveness and overall budget viability.
3. Adherence to specified timelines and deliverables.
4. Safety protocols and risk management strategies.

Delivery Locations:

The event management services will primarily be based in locations designated by the Ministry of Defence, with all logistical arrangements to be managed by the awarded bidder.

Contact Information:

For queries regarding the tender, interested participants should refer to the official contact details provided in the tender documents. Ensure inquiries are directed through the specified channels.

This tender represents an opportunity to engage in a high-visibility project focusing on community involvement and physical well-being through organized sports.