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Open State Governments & UT NPROCURE

Government Tender for Empanelment of Event Management Agency at Science City Ahmedabad

Bid Publish Date

17-Jun-2025, 8:30 am

Bid End Date

14-Jul-2025, 12:30 pm

EMD

₹3,00,000

Location

AHMADABAD , GUJARAT

Progress

Issue17-Jun-2025, 8:30 am
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹5,000

Contract Form

Works

Completion Period

1  Years

Currency Type

Single

Categories 2

EVENT MANAGEMENT MISCELLANEOUS

This government tender invites qualified event management agencies to participate in the empanelment process at Gujarat Science City, Ahmedabad. The project focuses on science popularization programs and activities aimed at enhancing public engagement with science and technology. Bidders must meet strict eligibility criteria, including technical and financial capabilities, and submit comprehensive documentation. The tender offers an excellent opportunity for experienced event management firms to collaborate with a premier government institution dedicated to science education and outreach. The process involves multiple stages, including preliminary qualification, technical evaluation, and final selection, with a clear timeline and detailed requirements. The successful agency will be responsible for organizing and managing various science promotion events, ensuring high standards of quality and public engagement. This tender is ideal for companies specializing in event planning, science communication, and public outreach, seeking to contribute to national science initiatives through government partnerships.

Scope Of Work

The selected agency will be responsible for the following tasks:

  • Planning and organizing science outreach events, exhibitions, and activities at Science City, Ahmedabad.
  • Ensuring all events adhere to safety, quality, and educational standards.
  • Coordinating with Gujarat Council of Science City for event schedules and themes.
  • Managing logistics, including venue setup, equipment, and materials.
  • Engaging qualified personnel for event execution.
  • Providing post-event reports and feedback.

The process includes:

  1. Submission of technical and financial proposals.
  2. Evaluation of bids based on predefined criteria.
  3. Final selection and contract signing.
  4. Execution of assigned activities within stipulated timelines.

The agency must ensure timely delivery, high-quality standards, and effective public engagement to meet the objectives of the science promotion programs.

Key Deliverables Specifications
Event Planning Detailed event schedules and themes
Logistics Coordination Venue arrangements, equipment, and materials
Public Engagement Interactive activities and demonstrations
Reporting Post-event reports and impact analysis

Technical Specifications

The agency must demonstrate technical competence in event management, including:

Parameter Requirement
Experience Minimum of 3 years in science or public event management
Staff Qualified personnel with relevant expertise
Equipment Adequate audiovisual, staging, and safety equipment
Safety Standards Compliance with local safety regulations

The process involves:

  1. Preparing a detailed technical proposal.
  2. Demonstrating previous successful projects.
  3. Providing technical certifications and certificates.

All technical submissions should be sealed and signed as per the guidelines.

Financial Requirements

The estimated budget for the project ranges between INR 15 lakhs to INR 30 lakhs, covering event logistics, materials, personnel, and miscellaneous expenses. The financial proposal should include a detailed breakdown of costs, including:

Cost Component Estimated Cost
Event Planning & Management INR 5-10 lakhs
Logistics & Equipment INR 4-8 lakhs
Personnel & Staffing INR 3-5 lakhs
Miscellaneous INR 1-2 lakhs

Payments will be made in installments based on milestones achieved, with a final payment after successful completion and approval of deliverables. All financial proposals must be signed and submitted in the prescribed format.

Documents 3

RFQ Empanelment Event Managment 2025.pdf

TENDER_DOCUMENT

Corrigendum-I_Event Management .pdf

TENDER_DOCUMENT

Responses to Pre-bid queries_Event management .pdf

TENDER_DOCUMENT

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Eligibility Criteria

Bidders must meet the following eligibility criteria:

  • ✓ Must have valid digital certificates for e-procurement participation.
  • ✓ Must submit scan copies of tender fee and EMD (Earnest Money Deposit) in prescribed formats.
  • ✓ Must provide proof of company registration or incorporation.
  • ✓ Must have relevant experience in organizing public science events or similar activities.
  • ✓ Must submit audited financial statements for the last three years.
  • ✓ Must provide technical capability proof as per annexures.
  • ✓ Must declare non-blacklisting status through an affidavit.
Financial Qualification Criteria
Minimum Turnover INR 50 lakhs in last 3 years
Experience At least 3 similar projects in the last 5 years
Certification Valid digital signature and registration certificates

All documents must be submitted as per the specified formats and within deadlines to qualify for evaluation.

Bidding Process

Process Timeline

1. Preliminary Stage
2. Technical Stage

Required Forms

Preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Technical

Technical stage

User Defined Template-Secured

Required

Required Documents

Stage - Preliminary Stage

1

Kindly Attach scan copy of tender fee

Required
2

Kindly Attach scan copy of tender emd

Required
3

Kindly Attach scan copy of necessary documents as per tender

Required

Stage - Technical Stage

1

Index Page

Required
2

Demand Draft towards payment of Tender Fee

Required
3

Earnest Money Deposit in the form of the Bank Guarantee as per Annexure-6 or Demand Draft towards the EMD

Required
4

Annexure 1 – Format of Covering Letter

Required
5

Annexure 2(A) – Description of the Applicant

Required
6

Annexure 2(B) – Format for Power of Attorney for signing of Bid, along with Board Resolution/relevant extract of charter document in favor of Executant.

Required
7

Annexure 3 (A) – Technical Capability of the Applicant

Required
8

Annexure 3 (B) – Financial Capability of the Applicant

Required
9

Annexure 6 – Non-Blacklisting Affidavit

Required
10

Annexure 9 – Format for BOQ

Required
11

Copy of this RFQ, corrigendum, addendum with each page signed by the Applicant

Required
12

Copy of Company incorporation or equivalent documents

Required
13

Copies of all income tax return and audited annual accounts for last three years

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the main objective of this government tender?

This tender aims to empanel qualified event management agencies to organize science promotion programs at Gujarat Science City, Ahmedabad, fostering public engagement with science and technology.

Who can participate in this tender?

Eligible participants include experienced event management companies with proven expertise in organizing public outreach events, possessing necessary certifications, financial stability, and technical capabilities as specified in the eligibility criteria.

What are the key documents required for bid submission?

Bidders must submit:

  • Tender fee receipt
  • Earnest Money Deposit (EMD) in bank guarantee or demand draft
  • Company registration documents
  • Experience proof and technical capability certificates
  • Audited financial statements for last three years
  • Non-blacklisting affidavit
  • Technical and financial annexures, including BOQ format
  • Signed copies of RFQ, corrigenda, and addenda.
What is the evaluation process for this tender?

Bids will be evaluated on technical capability (50%), experience (30%), financial stability (10%), and price competitiveness (10%). Minimum qualifying marks are 70% in technical evaluation. Shortlisted bidders will be invited for presentations before final selection.

How can I get assistance with online bid submission?

Bidders can attend free vendor training sessions every Saturday at GNFC Ltd., Ahmedabad, or contact the (n)Code Solutions Support Team at +91-79-40007517 for technical assistance. Support includes guidance on digital certificate procurement and bid submission procedures.