Gujarat Technological University Event Management Tender for 16th Convocation
Progress
Gujarat Technological University is inviting bids from experienced event management service providers for the 16th Convocation ceremony in Ahmedabad. The tender covers mandap decoration, stage setup, lighting, sound, and logistics to ensure a successful academic event. Bidders must meet eligibility criteria, submit their proposals electronically via the NProcure portal before the deadline, and comply with all technical and safety standards. The project has an estimated value of INR 25,71,915 and aims to deliver a high-quality, memorable convocation experience for graduates and attendees. This open tender provides opportunities for qualified event management companies to showcase their expertise in large-scale academic event execution, with a transparent evaluation process and clear timelines. Interested vendors should review all tender documents, prepare the necessary documentation, and participate in the competitive bidding process to secure this prestigious government contract.
Scope Of Work
• Provide comprehensive event management services for the 16th Convocation of Gujarat Technological University.
• Handle mandap decoration, including design, setup, and dismantling.
• Coordinate allied services such as lighting, sound, seating arrangements, and stage setup.
• Ensure timely execution of all event activities as per the approved schedule.
• Maintain quality standards and safety protocols throughout the event.
• Provide necessary manpower, equipment, and materials required for event execution.
• Manage logistics, including transportation and on-site support.
The process involves:
- Submission of technical and financial bids via the NProcure portal.
- Evaluation of bids based on predefined criteria.
- Final selection and contract signing.
- Execution of event services as per contractual terms.
| Service Components | Specifications |
|---|---|
| Decoration Design | Custom themes aligned with university branding |
| Setup Time | 48 hours prior to event |
| Manpower | Skilled decorators, technicians, support staff |
| Equipment | Lighting, sound systems, staging |
| Safety & Compliance | Adherence to safety standards |
| Dismantling | Post-event cleanup and dismantling |
Technical Specifications
| Parameter | Requirement |
|---|---|
| Decoration Theme | Customizable, aligned with university branding |
| Stage Dimensions | Minimum 20x30 feet |
| Lighting | LED and spotlight arrangements |
| Sound System | High-quality microphones and speakers |
| Manpower | Skilled decorators, technicians, support staff |
| Safety Standards | Compliant with local safety regulations |
Process:
- Submit detailed technical proposal.
- Demonstrate equipment capacity.
- Provide samples or references of previous work.
Financial Requirements
The estimated budget for the event management services is INR 25,71,915. The cost breakdown includes decoration, logistics, manpower, equipment, and miscellaneous expenses. Bidders must submit a detailed financial proposal along with their technical bid. Payment terms will be linked to project milestones, with an initial advance and subsequent payments upon completion of specified deliverables. The financial bid should be submitted electronically via the NProcure portal, ensuring compliance with the tender guidelines.
| Cost Component | Estimated Cost (INR) |
|---|---|
| Decoration & Setup | 12,85,000 |
| Equipment & Logistics | 8,00,000 |
| Manpower | 3,50,000 |
| Miscellaneous | 1,36,915 |
| Total | 25,71,915 |
Tender Data
Bid Details
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹1,770
Contract Form
Works
Completion Period
As per tender Document Attached
Currency Type
Single
Bid Submission Start
19-10-2026 11:00:00
Document Download End
03-11-2026 13:00:00
Bid Validity
90 Days
Additional Tender Data
Commercial Details
Tender Category
Service
Tender Value
₹25,71,915
Bid To RA
No
Item Category
Miscellaneous Works
Authority & Contact
Officer Inviting Bids
GTU, Chandkheda, Ahmedabad
Bid Opening Authority
GTU, Chandkheda, Ahmedabad
Address
A-207, Estate Department Gujarat Technological University, Nr. VGEC, Visat – Gandhinagar Highway, Chandkheda, Ahmedabad – 382424, Gujarat
Contact Details
07923267538
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Documents 1
Final DTP With Date Event Management for 16th Convocation.pdf
TENDER_DOCUMENT
Categories
4
Bidding Process
Process Timeline
04-11-2026 11:05
Required Forms
Preliminary
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Commercial
Percentage Rate
Library-Secured
Required Documents
Stage - Preliminary Stage
Attach scan copy of tender fee
RequiredAttach scan copy of EMD
RequiredAttach scan copy of other documents as per tender terms and conditions
Required🤖 AI-Powered Bidder Prediction
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Eligibility Criteria
✓ Must have valid registration and licensing for event management services.
✓ Proven experience in managing large-scale academic or government events.
✓ Submit scanned copies of tender fee and EMD along with the bid.
✓ Provide relevant certificates and past project references.
| Financial Qualification | Details |
|---|---|
| Minimum Turnover | INR 10,00,000 in last 3 years |
| Past Experience | At least 2 similar events in last 3 years |
| Technical Capability | Adequate manpower and equipment |
| Note: Bidders must meet all eligibility criteria to qualify for evaluation. |
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the deadline for submitting bids for the Gujarat Technological University event management tender?
The bid submission deadline is 03-11-2026 at 1:00 PM. Bidders must upload all required documents, including tender fee and EMD, via the NProcure portal before this time to be considered.
What are the eligibility criteria for participating in this tender?
Eligible bidders must have valid registration, proven experience in large-scale event management, and submit scanned copies of tender fee and EMD. They should also meet financial criteria such as a minimum turnover of INR 10,00,000 in the last 3 years and have handled at least 2 similar events recently. Certificates and references are mandatory for qualification.
What technical requirements must be fulfilled by bidders?
Bidders must demonstrate capacity for decoration design, stage setup, lighting, sound, and manpower support. The technical proposal should include detailed plans, equipment specifications, and past project samples. All technical parameters must meet the specifications outlined in the tender document, including stage dimensions and safety standards.
How is the evaluation of bids conducted?
Bids are evaluated based on technical competence (40%), past experience (30%), cost competitiveness (20%), and compliance with specifications (10%). Bidders must meet minimum thresholds in each criterion to qualify. The highest scoring bid will be awarded the contract.
Who can I contact for support or further clarifications?
For assistance, contact the Gujarat Technological University procurement office at 07923267538 or email [email protected]. Support is also available at the (n)Code Solutions office in Ahmedabad, which conducts weekly training sessions for bidders.