Tender Title: National Event Management Services

Reference Number: GEM/2025/B/6154823

Issuing Authority:
Panchayat and Rural Development Department, Madhya Pradesh

Scope of Work and Objectives

The primary objective of this tender is to select a qualified vendor for the provision of event management services. The selected bidder will be responsible for organizing a national event, which includes seminars, workshops, exhibitions, and conferences. The scope encompasses all logistical planning, execution, and post-event evaluation to ensure a successful and impactful outcome. The vendor is expected to manage all aspects of the event including, but not limited to, venue selection, participant arrangements, catering, audiovisual support, and on-site management.

Eligibility Criteria

Interested bidders must meet specific eligibility requirements to qualify for participation, including:

• Registration as a business entity in accordance with local regulations.
• Proven track record in managing large-scale events.
• Adequate infrastructure and resources to support event execution.
• Ability to meet financial prerequisites outlined in the tender.

Technical Requirements

Bidders are required to submit detailed technical proposals that demonstrate their capability in meeting the technical specifications for the event, including:

• Detailed project timelines.
• Event management plans including risk management strategies.
• Experience in using advanced technologies for event management, such as online registration systems and attendee engagement tools.

Financial Requirements

Bidders must present a comprehensive financial proposal, including:

• Cost breakdown of services offered.
• Payment terms clearly outlined.
• Any additional fees or costs that may arise during the event management process.

Document Submission Details

All submissions must adhere to the guidelines provided in the tender document. Bidders are required to submit the following documents:

• Completed tender application form.
• Proof of eligibility and financial stability.
• Technical proposal along with supporting documents.

Submissions should be made electronically through the designated portal to ensure timely consideration.

Special Provisions

This tender encourages participation from Micro, Small, and Medium Enterprises (MSEs) and provides certain benefits to promote inclusivity in the procurement process. Startups are particularly encouraged to apply and are advised to show how they can fulfill the requirements of the event within budget constraints.

Evaluation Process

The evaluation of bids will be conducted through a structured process assessing the following factors:

• Compliance with eligibility criteria.
• Quality and viability of the proposed technical solution.
• Competitive pricing structure.
• Previous experience and assessment of past projects.

Delivery Locations

Services are expected to be delivered primarily within Madhya Pradesh, with options for extension to other regions if required by the event specifications.

Contact Information

While specific contact details are unavailable, inquiries can be directed through the official correspondence channels established by the Panchayat and Rural Development Department.