Event or Seminar or Workshop or Exhibition or Expo Management Service - National; VENUE PREPARATION
Indian Navy
UTTARA KANNADA, KARNATAKA
Posted:
9 December 2025
Closed:
12 December 2025
GEM
Open State Governments & UT NPROCURE
Gujarat State Biotechnology Mission Tender for Event Management & Exhibition Services
Bid Publish Date
11-Aug-2025, 4:30 am
Bid End Date
25-Aug-2025, 12:40 pm
EMD
₹3,00,000
Location
Progress
Issue11-Aug-2025, 4:30 am
AwardPending
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹1,500
Contract Form
Service
Completion Period
As per tender Document Attached
Currency Type
Single
Categories
3
The Gujarat State Biotechnology Mission (GSBTM) has issued a competitive tender seeking experienced agencies to provide comprehensive event management, stall preparation, and exhibition services for biotech events across Gujarat. This government procurement opportunity is open to firms with proven expertise in large-scale event execution, logistics, and exhibition setup. The tender aims to promote biotechnology initiatives, foster industry-academia collaborations, and showcase innovations through well-organized exhibitions. Bidders must meet eligibility criteria, submit detailed technical and financial proposals, and adhere to specified timelines. The project offers a substantial budget, with an emphasis on quality, safety, and timely delivery. Participating agencies will benefit from government support, including vendor training sessions and clear evaluation processes. This is an excellent opportunity for professional event management companies to collaborate with the Gujarat government and contribute to the growth of the biotech sector in India.
Scope Of Work
The selected agency will be responsible for the following:
- Event Planning & Coordination: Develop detailed event plans, timelines, and logistical arrangements.
- Stall Preparation: Design, set up, and decorate exhibition stalls as per specifications.
- Exhibition Management: Oversee on-site activities, visitor engagement, and stall operations.
- Material Handling: Manage transportation, installation, and dismantling of exhibition materials.
- On-ground Support: Provide trained personnel for event supervision and assistance.
The process involves:
- Initial Planning: Collaborate with GSBTM to understand event objectives.
- Design & Setup: Create stall layouts and decoration plans.
- Execution: Implement setup, manage operations during the event, and ensure smooth functioning.
- Dismantling: Safely dismantle and return materials post-event.
| Technical Specifications | Details |
|---|---|
| Stall Size | As per event requirements |
| Material Quality | High-quality, durable materials |
| Setup Time | Within specified timelines |
| Safety Standards | Compliant with government safety norms |
The agency must ensure adherence to all technical and safety standards, providing a seamless experience for event attendees and organizers.
Technical Specifications
The agency must ensure:
- Stall Construction: Use of weather-resistant, eco-friendly materials.
- Electrical & Lighting: Adequate power supply with safety certifications.
- Design Flexibility: Customizable stall layouts to suit event themes.
- Technical Compliance: All setups must meet safety and technical standards.
| Technical Parameters | Requirements |
|---|---|
| Power Supply | 220V, 50Hz, with backup |
| Material Standards | BIS certified |
| Safety Norms | Fire safety compliant |
| Setup Time | Within 48 hours of award |
Sequential procedures include:
- Finalize design plans.
- Obtain necessary approvals.
- Execute setup as per schedule.
- Conduct quality checks before event commencement.
Financial Requirements
The estimated budget for this project ranges between ₹10 Lakhs to ₹15 Lakhs, covering all aspects of event management, stall setup, logistics, and manpower. The financial proposal should include:
| Cost Component | Estimated Cost |
|---|---|
| Stall Setup | ₹4 Lakhs |
| Logistics & Transportation | ₹3 Lakhs |
| Manpower & Support Staff | ₹2 Lakhs |
| Miscellaneous Expenses | ₹1.5 Lakhs |
| Contingency | ₹0.5 Lakhs |
Payments will be made in installments based on milestones:
- 30% upon contract signing.
- 40% after setup completion.
- 30% post-event evaluation and approval.
Bidders must submit detailed cost breakdowns and adhere to the budget constraints.
Documents 2
EOI Events Draft Ver1.1_05_08.pdf
TENDER_DOCUMENT
Corrigendum.pdf
TENDER_DOCUMENT
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Eligibility Criteria
- ✓ Must have valid registration and relevant experience in event management and exhibition services.
- ✓ Attach scan copies of Tender Fee and EMD (₹3,00,000) as proof of earnest money deposit.
- ✓ Submit supporting technical documents demonstrating past successful event executions.
- ✓ Bidders should possess valid digital certificates for online bid submission.
| Financial & Qualification Requirements |
|---|
| Minimum Annual Turnover |
| Experience |
| Certification |
Note: Bidders must meet all eligibility criteria to qualify for technical evaluation.
Bidding Process
Process Timeline
1. Priliminary Stage
26-08-2025 12:00
2. Technical Stage
26-08-2025 12:05
Required Forms
Priliminary
Eligibility Criteria and Proposal from Bidders
User Defined Template-Standard
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Technical
Annexure-I
User Defined Template-Standard
Format A: Events Conducted by the Agency
User Defined Template-Standard
Format-B: Details of Employee
User Defined Template-Standard
Format-C: Details of Manpower
User Defined Template-Standard
Format D: Annual Turnover
User Defined Template-Standard
Required Documents
Stage - Priliminary Stage
1
Attach scan copy of Tender Fee
Required 2
Attach scan copy of Tender EMD
RequiredStage - Technical Stage
1
Attach scan copy of Technical Supporting documents as mentioned in EOI
RequiredFrequently Asked Questions
Key insights about GUJARAT tender market
What is the main objective of this tender?
This tender aims to empanel agencies capable of providing comprehensive event management, stall setup, and exhibition services for biotech events organized by the Gujarat State Biotechnology Mission. The goal is to ensure seamless event execution, effective stall presentation, and active engagement with visitors, thereby promoting Gujarat's biotech initiatives.
Who is eligible to participate in this tender?
Eligible bidders must have valid registration, relevant experience in large-scale event management, and technical capability. They must submit necessary documents such as Tender Fee, EMD of ₹3,00,000, and technical supporting evidence. Bidders should also possess valid digital certificates for online submission and meet financial criteria like an annual turnover of at least ₹50 Lakhs.
What are the key dates and deadlines for this tender?
The bid submission starts on 11-08-2025 at 10:00 AM and closes on 25-08-2025 at 6:10 PM. The bid opening is scheduled for 26-08-2025 at 12:00 PM for preliminary evaluation, with technical assessments following shortly after. Bidders must ensure timely submission to avoid disqualification.
What technical specifications must the agency meet?
The agency must ensure weather-resistant, eco-friendly stall construction, adequate electrical and lighting arrangements, and compliance with safety standards. The setup should be completed within 48 hours of contract award, with all materials BIS certified and safety norms strictly followed. The technical approach should prioritize quality and safety.
How will the evaluation of bids be conducted?
Bids will be evaluated based on technical proposal (60%), past experience (20%), and cost effectiveness (20%). A minimum of 70% in technical evaluation is required to qualify for financial assessment. Factors such as quality of work, methodology, certification, and cost competitiveness will influence the final decision.
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Documents 2
EOI Events Draft Ver1.1_05_08.pdf
TENDER_DOCUMENT
Corrigendum.pdf
TENDER_DOCUMENT