Tender Title: Event Management Services
Tender Reference Number: GEM/2025/B/6157385
Issuing Authority: Ministry of Environment, Forest and Climate Change

The Ministry of Environment, Forest and Climate Change is inviting bids for the procurement of Event Management Services aimed at facilitating a seminar focused on environmental challenges and solutions. This tender comprises a comprehensive scope of work, which includes the conceptualization, planning, coordination, and staffing solutions necessary for the successful execution of a two-day event. The selected vendor will be responsible for all aspects encompassing event management, including logistics, venue arrangement, technical support, and any required IT solutions.

Scope of Work and Objectives

The primary objective of this tender is to engage a proficient event management company that can effectively plan and oversee the seminar from conception to execution. The scope extends to:

• Conceptualizing the seminar theme and agenda.
• Coordinating with speakers and participants.
• Managing logistical arrangements, including venue selection and setup.
• Ensuring adequate technical support, including audiovisual equipment, and IT infrastructure.
• Overseeing staffing requirements, including on-site management and support.

Eligibility Criteria

To qualify for this tender, bidders must satisfy the following eligibility criteria:

• Must be a registered entity capable of providing event management services.
• Must demonstrate relevant experience in organizing similar events, preferably within governmental contexts.
• Must possess the necessary certifications and licenses to operate within the event management domain.

Technical Requirements

The bidders must adhere to specific technical requirements, including but not limited to:

• Proven expertise in event planning and execution.
• Ability to provide a qualified team for coordination and execution.
• Compliance with necessary health, safety, and security standards during the event.

Financial Requirements

Bidders are required to submit a comprehensive budget proposal which should detail all associated expenses. The financial evaluation will be based on the overall cost-effectiveness and competitive pricing that the bidder can offer while ensuring quality service delivery.

Document Submission Details

All interested parties must submit their bids through the appropriate channels specified in the tender guidelines. Submissions should include:

• A detailed proposal outlining the planned execution strategy for the seminar.
• Proof of registration and relevant certifications.
• A plan addressing the logistical aspects of the event.
• Financial documents as required.

Special Provisions

Provisions have been made to encourage participation from Micro, Small, and Medium Enterprises (MSEs). These enterprises may be eligible for certain benefits that could enhance their competitiveness in the tendering process.

Evaluation Process

The evaluation of bids will be conducted based on a structured process. Bids will be assessed based on:

• Compliance with the eligibility criteria.
• Quality of the proposed event management plan.
• Cost-effectiveness relative to service quality.

Delivery Locations

The event will occur at a specified venue within the jurisdiction of the Ministry of Environment, Forest and Climate Change. Details will be provided to the selected bidder.

Contact Information

For questions or further clarification regarding this tender, please contact the responsible party as per the official communication channels established by the Ministry of Environment, Forest and Climate Change.