Department of Military Affairs Tender by Indian Navy (GEM/2025/B/6064062)
Event or Seminar or Workshop or Exhibition or Expo Management Service - National; valedictory funct
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Tender Title: Event or Seminar or Workshop or Exhibition or Expo Management Service
Reference Number: GEM/2025/B/6064062
The Department of Military Affairs, under the auspices of the Ministry of Defence, is inviting bids for comprehensive management services for an event designated as a valedictory function. This tender focuses on the complete orchestration of event management services that includes planning, execution, and logistical support.
Scope of Work and Objectives
The key objective of this tender is to manage an upcoming national event, specifically targeting a valedictory function. The successful bidder will be responsible for a range of services, which includes:
- Venue selection and development.
- Coordination of participant arrangements.
- Management of event logistics, including transportation and accommodation.
- Providing on-site support during the three-day event.
- Ensuring compliance with the Ministry of Defence's protocols and guidelines.
Eligibility Criteria
Bidders must satisfy the following eligibility requirements to qualify for the tender:
- Must be a registered entity with legal documentation.
- Proven experience in handling similar event management assignments, particularly for government or defense functions.
- Capability to provide a portfolio demonstrating prior projects related to event management.
Technical Requirements
The proposal must address certain technical specifications, including but not limited to:
- Detailed project proposal outlining the plan for the three-day event.
- Comprehensive risk management strategies.
- Innovative suggestions for enhancing participant engagement.
- Compliance with safety and security regulations stipulated by the Ministry of Defence.
Financial Requirements
Bidders need to demonstrate financial viability by providing:
- Recent financial statements.
- Evidence of previous budgets managed for similar projects, with accuracy in financial reporting.
- Competitive pricing for the event management service without hidden costs.
Document Submission Details
Bids must be submitted through appropriate channels as specified in the tender guidelines. Ensure all required documents are compiled and submitted by the specified deadline, failing which the bid will be rejected.
Special Provisions
This tender places emphasis on inclusivity and encourages Micro, Small, and Medium Enterprises (MSEs) to apply. Provisions may exist to support startups in participating effectively.
Evaluation Process
Upon submission, proposals will undergo an evaluation process, considering factors such as:
- Technical proficiency in event management.
- Cost-effectiveness and budget justification.
- Possibility of innovation and added value.
Final selections will be made based on comprehensive scoring against established criteria.
Delivery Locations
All services must cater to the primary location designated by the Department of Military Affairs, with stipulated requirements for potential satellite venues based on the nature of the event.
Contact Information
It is advisable to refer to official communication channels provided in the tender documents for any inquiries regarding the submission and evaluation processes.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
3 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- OEM Authorization Certificate
- OEM Annual Turnover
- Additional Doc 1 (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 mandate that bidders must be registered entities with the relevant legal documents. Additionally, bid submissions must demonstrate prior experience in managing similar events, particularly for government agencies, which is crucial to ensure trust and proficiency.
The proposal must clearly outline technical specifications that cover a comprehensive project plan for the event, including risk management strategies, a clear outline for participant engagement, and an assurance of compliance with safety and security regulations as required by the Ministry of Defence.
Bidders typically need to provide an Earnest Money Deposit (EMD) to demonstrate commitment and seriousness towards the tender. Specific details regarding the amount and submission methods will be elaborated in the official tender document, ensuring all bidders understand the terms and conditions related to their financial commitment.
The evaluation and selection process involves a thorough review of submitted proposals based on technical expertise, financial viability, and innovative approaches to the project. Bidders should be prepared to present strong bids showcasing their capabilities, understanding of the project, and competitive pricing.
The tender encourages participation from Micro, Small, and Medium Enterprises (MSEs), offering special provisions aimed at ensuring these enterprises can compete effectively, potentially including relaxed financial requirements or additional points during the evaluation process to promote grassroots participation, fostering local economic growth.
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