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Open State Governments & UT NPROCURE

Gujarat National Law University Tender for Event Management Agency Selection 2025

Bid Publish Date

04-Sep-2025, 1:00 pm

Bid End Date

15-Sep-2025, 11:30 am

EMD

₹6,00,000

Location

GANDHINAGAR , GUJARAT

Progress

Issue04-Sep-2025, 1:00 pm
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹2,500

Contract Form

Service

Completion Period

As per tender Document Attached

Currency Type

Single

Categories 3

EVENT MANAGEMENT MISCELLANEOUS SERVICES

Gujarat National Law University (GNLU) is inviting qualified event management agencies to participate in a government tender for 2025 university events. This open tender seeks experienced firms to handle comprehensive event planning, technical support, and on-site management for a variety of academic and official functions. The project aims to enhance the quality and organization of university events, offering a significant opportunity for professional event service providers to collaborate with a premier legal institution in Gujarat. Bidders must meet strict eligibility criteria, including submission of tender fee, EMD, and technical documents, with evaluations based on technical expertise, cost, and past performance. The tender process is structured in multiple stages with clear deadlines, and the total estimated value ranges between INR 6,00,000 and INR 10,00,000. Interested agencies should review the detailed tender document, attend training sessions, and submit their bids online before the deadline. This opportunity aligns with government procurement standards and promotes transparency and quality in university event management.

Scope Of Work

The selected agency will be responsible for the following:

  • Planning and organizing various university events, including seminars, conferences, cultural programs, and official functions.
  • Coordinating logistics, venue arrangements, and technical support.
  • Managing event promotion and participant registration.
  • Ensuring adherence to safety and security protocols.
  • Providing on-site event management staff.

The process includes:

  1. Submission of technical and financial bids through the designated online portal.
  2. Evaluation of bids based on predefined criteria.
  3. Final selection and contract signing.

Key deliverables include:

Deliverable Description
Event Planning Detailed event plan including schedule, logistics, and resource allocation
Technical Support Audio-visual, lighting, and technical arrangements
On-site Management Staff deployment and coordination during events
Post-event Report Evaluation and feedback report

Specifications:

Parameter Requirement
Experience Minimum 3 years in event management
Staff Adequate trained personnel
Equipment Modern AV and lighting equipment
Compliance Adherence to safety standards

The agency must ensure timely delivery, quality standards, and compliance with all applicable regulations.

Technical Specifications

The agency must provide technical support including audio-visual equipment, lighting, and stage setup as per the specifications detailed in the tender document. The technical parameters include:

Specification Details
Audio System High-quality microphones, speakers, and mixing consoles
Lighting LED stage lights with dimming control
Equipment Standards Compliant with safety and quality standards

Procedures:

  • Conduct site survey and finalize technical plan.
  • Procure and install equipment.
  • Test all technical systems before event.
  • Provide on-site technical support during the event.

The agency should ensure all technical arrangements meet the standards specified in the tender document and are operational at least 24 hours before the event.

Financial Requirements

The total estimated budget for this project ranges from INR 6,00,000 to INR 10,00,000, detailed as follows:

Cost Component Estimated Cost (INR)
Event Planning and Management 3,00,000 - 5,00,000
Technical Support 2,00,000 - 3,00,000
Miscellaneous Expenses 1,00,000 - 2,00,000

Payment terms include:

  • 30% advance upon contract signing.
  • 40% after completion of event setup.
  • Remaining 30% post-event completion and approval.
  • Payments will be processed through bank transfer upon submission of invoice and completion report.

Bidders must submit a detailed financial proposal aligned with the scope of work and adhere to the budget constraints.

Documents 1

Tender No. PC-04_2025 Tender Notice for Selection of Event Management Agency for Events at GNLU.pdf

TENDER_DOCUMENT

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Eligibility Criteria

  • ✓ Must have a valid Digital Signature Certificate (DSC) as per IT Act 2000.
  • ✓ Proven experience of at least 3 years in event management services.
  • ✓ Submission of scanned copies of Tender Fee and EMD along with technical documents.
  • ✓ Financial stability demonstrated through recent financial statements.
  • ✓ Must hold relevant licenses and certifications for event management.
Qualification Criteria Minimum Requirement
Tender Fee INR 2,500 paid via online mode
EMD INR 6,00,000 in the form of bank guarantee or demand draft
Experience 3+ years in organizing large-scale events
Technical Capability Adequate technical infrastructure and trained staff

The bidder must meet all eligibility conditions to qualify for evaluation.

Bidding Process

Process Timeline

1. PRIMARY STAGE

17-09-2025 11:00

2. TECHNICAL STAGE

17-09-2025 11:30

3. COMMERCIAL STAGE

Required Forms

PRIMARY

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

TECHNICAL

Technical Submission

User Defined Template-Standard

Required

COMMERCIAL

Price Bid Form

Library-Secured

Required

Required Documents

Stage - PRIMARY STAGE

1

Provide scan copy of Tender Fee

Required
2

Provide scan copy of Tender EMD

Required

Stage - TECHNICAL STAGE

1

Attach scan copies of Technical Supporting documents as mentioned in Tender Documents

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the deadline for submitting bids for this tender?

The bid submission deadline is 15th September 2025 at 17:00 hours. Bidders must upload all required documents and complete their submissions before this time to be considered.

What documents are required to participate in the tender?

Bidders must submit a scan copy of Tender Fee, EMD, and Technical Supporting Documents as specified in the tender notice. All documents should be uploaded via the online portal within the stipulated deadlines.

Is physical submission of bids accepted?

No, all bids must be submitted electronically through the designated online portal. Physical bids will not be accepted under any circumstances.

What are the key evaluation criteria for selecting the agency?

Evaluation is based on technical competence (50%), financial proposal (30%), and past performance (20%). Bidders must meet minimum thresholds to qualify for final selection.

How can I get assistance with the online bidding process?

Bidders can attend the free vendor training sessions held every Saturday at (n)Code Solutions, Ahmedabad. For technical support, contact n)Procure Support team at +91-79-40007517 or email [email protected].