Tender Title: Organisation of Festive Fair on Independence Day
Tender Reference Number: 16c518e29
Issuing Authority: Department of Military Affairs, Ministry of Defence
The Organisation of Festive Fair on Independence Day aims to celebrate the national pride by conducting a vibrant fair that showcases various cultural and local products. Set to take place on August 15, 2025, at Riha Village, located in the Imphal East District, the fair will promote regional craftsmanship and provide a platform for local vendors.
Scope of Work and Objectives
The scope encompasses designing, organizing, and executing a festive fair that includes:
- Setup and decoration of the venue with flex banners, national paper flags, and other decorative elements.
- Sourcing and management of refreshments and treats for children such as sweets, chocolates, balloons, and other festive items.
- Providing engaging participating elements such as VIP guest bouquets, mix flower arrangements, and various stationery items including pencils, pens, and geometry boxes.
- Creating a lively environment through engaging activities during the fair, which may include cultural performances.
- Ensuring overall logistical support for the successful conduction of the event.
Eligibility Criteria
Vendors intending to participate must fulfill the following eligibility criteria:
- Must be a legally registered entity.
- Demonstrated experience in organizing similar events and managing supplies.
- Compliance with local procurement and labor laws.
Technical Requirements
The assigned contractor must provide:
- Adequate display and management of all conceived festival items.
- Quality assurance to ensure all sourced products meet acceptable quality standards.
- Documentation proving effective testing criteria for all food and decorative supplies.
Financial Requirements
Interested parties need to ensure:
- Submission of an Earnest Money Deposit (EMD) to secure their bid.
- A comprehensive financial proposal that outlines other charging details including performance security requirements and payment terms.
Document Submission Details
All necessary documentation must be submitted via the prescribed channels by:
- Electronic submissions are encouraged with proper formatting.
- Hard copies should also be sent to the Department of Military Affairs, mentioning the tender reference clearly.
Special Provisions
This tender acknowledges the benefits available for Micro, Small, and Medium Enterprises (MSEs) and startups, allowing them to participate actively to promote local businesses. Considerations will adhere to 'Make in India' policies, ensuring prioritization of local sources and materials.
Evaluation Process
Bids will be evaluated based on:
- Alignment with the required technical specifications.
- Financial competitiveness.
- Capacity to fulfill logistical requirements for the event.
Delivery Locations
All supplies will need to be delivered to the designated event site located in Riha Village, Imphal East District.
Contact Information
For more queries, potential bidders are encouraged to reach out to the Department of Military Affairs during regular business hours for clarification related to submission and bidding protocols.
Tender BOQ Items
14 ItemsGeneral Information
Financial Information
Evaluation and Technical Information
Tender Documents
4 DocumentsFrequently Asked Questions
The eligibility requirements include being a registered entity with a valid business license, having prior experience in organizing similar events, and complying with local procurement regulations. Vendors must demonstrate capacity to handle the events’ complexity and ensure adherence to quality standards for all products proposed.
Participants must submit certificates of registration, applicable business licenses, and any quality assurance certifications that validate adherence to testing criteria and compliance requirements relevant to the products being supplied. It is essential to ensure all certificates are up-to-date and valid as part of the bidding process.
Documents should be submitted in both electronic formats such as PDF or Word, ensuring clarity and legibility. Hard copies must be printed neatly and include all necessary information, adhering to prescribed formats outlined in the tender notice to facilitate the evaluation process.
The Earnest Money Deposit (EMD) is a financial security measure required from bidders to obtain confidence in their commitment to the tender. The exact amount will be specified in the tender documentation and should be submitted alongside the proposal to avoid disqualification.
MSEs have specific provisions allowing for enhanced participation benefits, such as price preference and relaxation in certain eligibility criteria. Additionally, participation is encouraged under the Make in India initiative, promoting local businesses and products, thus facilitating a more balanced competition during the tender evaluation phase.
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