Government Tender for Organizing and Managing Vibrant Gujarat Regional Exhibitions (VGRE)

This government tender invites qualified organizations to submit their expressions of interest for organizing and managing the Vibrant Gujarat Regional Exhibitions (VGRE). The project aims to showcase regional industries, promote investment opportunities, and facilitate business networking across Gujarat. Bidders should possess relevant experience in event management, exhibition organization, and government projects. The tender is issued by the Industrial Extension Bureau, Gujarat, and is open to companies with proven track records in large-scale event execution. The project duration will be as per the detailed tender document, with a focus on delivering high-quality exhibitions aligned with government objectives. The tender process involves an eligibility stage, followed by technical and financial evaluations, culminating in a contract award to the most suitable bidder. Key dates include bid submission starting on 11th June 2025 and closing on 26th June 2025. Interested bidders must adhere to the specified eligibility criteria and submit all supporting documents as outlined in the tender notice.

The selected organization will be responsible for the following tasks:

• Planning and organizing regional exhibitions across Gujarat as per the guidelines provided.
• Managing logistics, venue arrangements, and vendor coordination.
• Ensuring compliance with government standards and safety regulations.
• Promoting the exhibitions through various channels to attract regional participants and visitors.
• Providing on-site management and post-event reporting.

The process involves:

1. Submission of technical and financial proposals.
2. Evaluation of bids based on predefined criteria.
3. Contract signing with the successful bidder.
4. Execution of the exhibition management activities.

Key deliverables include:

Deliverable	Description
Event Planning	Detailed event plan including timelines and resource allocation
Logistics Management	Venue setup, vendor coordination, and onsite support
Promotion	Marketing and outreach strategies
Post-Event Report	Evaluation and documentation of event outcomes

All activities must align with the objectives outlined in the tender document and adhere to the specified timelines.

✓ Must have proven experience in organizing large-scale exhibitions or events.
✓ Must possess valid digital certificates as per IT Act-2000, with supporting documents.
✓ Must submit all relevant supporting documents related to eligibility.
✓ Companies should have a minimum turnover of ₹X crore in the last financial year.
✓ Bidders must be registered entities with valid business licenses.

Criterion	Requirement
Experience	Minimum 3 years in event/exhibition management
Financial Standing	Minimum annual turnover of ₹X crore
Certification	Valid digital certificate for electronic bidding
Documentation	All supporting documents as per tender guidelines

**Note:** Non-compliance with eligibility criteria will disqualify the bid.

Bidders must ensure their proposals meet the following technical parameters:

Parameter	Specification
Venue Capacity	Minimum seating for 500 attendees
Infrastructure	Adequate power, lighting, and security arrangements
Technology	Audio-visual equipment, digital signage
Safety Standards	Compliance with local safety and fire regulations

Sequential steps include: 1. Preparing technical proposal with detailed methodology. 2. Demonstrating past project experience. 3. Submitting technical documents before the deadline.

Technical compliance will be assessed during evaluation to ensure suitability for the event size and scope.

The estimated budget for the project ranges from ₹X lakh to ₹Y lakh, inclusive of all expenses. The financial proposal should include:

Cost Component	Details
Venue Rental	Estimated costs based on location
Logistics & Setup	Transportation, equipment, and setup costs
Promotion & Marketing	Advertising, outreach activities
Miscellaneous	Contingency and unforeseen expenses

Payment terms are as follows: - 30% advance upon contract signing. - 50% after completion of setup. - Remaining 20% post-event evaluation.

Bidders must provide a detailed cost breakdown with their proposal, ensuring transparency and compliance with the budget limits.

The bidding process involves the following steps:

1. Download and review tender documents from the official portal.
2. Submit technical and financial bids online before the deadline.
3. Bids will be evaluated based on eligibility, technical merit, and cost.
4. Shortlisted bidders may be called for presentations or clarifications.
5. Final selection will be announced, and contract will be awarded.

Key timelines:

Event	Date	Details
Bid Submission Start	11-06-2025	11:43 AM
Bid Submission End	26-06-2025	5:00 PM
Bid Opening	26-06-2025	5:10 PM

**All bids must be submitted electronically through the official portal.**

Bids will be evaluated on a combined basis considering:

Criteria	Weightage
Experience & Past Performance	40%
Technical Proposal	30%
Financial Offer	30%

Minimum qualifying thresholds: - Experience score of at least 20 points. - Technical compliance score of at least 15 points. - Financial bid within the prescribed budget.

Evaluation factors include:

• Quality of previous events managed.
• Proposed methodology and innovation.
• Cost competitiveness.

Bidders must meet all minimum thresholds to qualify for award consideration.

Date	Event	Details
11-06-2025	Bid Submission Start	Bidders can begin submitting proposals
26-06-2025	Bid Submission End	Last date for bid submission at 5:00 PM
26-06-2025	Bid Opening	Bids will be opened at 5:10 PM
30-06-2025	Evaluation Completion	Expected date for evaluation results
05-07-2025	Award Notification	Final decision communicated

**All deadlines are final; late submissions will not be entertained.**

For queries and assistance, contact:

Name	Designation	Phone	Email
General Manager	Industrial Extension Bureau	07923251650	info@industrialextension.gujarat.gov.in

Address: Industrial Extension Bureau, Block No. 18, 2nd Floor, Udyog Bhavan, Sector 11, Gandhinagar-382 010. Support for online bid submission and technical clarifications is available during working hours. Bidders are encouraged to reach out early to resolve any issues.

All interested bidders must download the tender documents and carefully review the terms and conditions. The tender process is conducted electronically via the official portal, and physical bids will not be accepted. Bidders are advised to attend the free vendor training sessions organized every Saturday at (n)Code Solutions, Ahmedabad, to familiarize themselves with the e-procurement platform. Ensure all supporting documents are complete and submitted within the stipulated timelines to avoid disqualification.