Open Tender for Tentage Service Lumpsum Based - Kala Mahakumbha; Lighting, Tent Rentals, Theme Based Installation, in KHEDA, GUJARAT

Q1: How to apply for the Gujarat Kala Mahakumbha Tentage & Catering Service Tender in 2025?
To participate, bidders should carefully review the bid documents available on the official Gujarat government tender portal. Ensure your company is registered, and that you meet the eligibility criteria, including minimum turnover and experience. Standard documents include past contract certificates, turnover proof, GST registration, and Udyam certificate if claiming MSE benefits. Submit your bid within the stipulated deadline — July 28, 2025 — along with the required EMD of ₹30,000 and a technical proposal demonstrating your experience with event services. Use the tender portal to upload all documents in the specified formats. For professional support, including GeM registration, visit https://tenderai.in/services/gem-profile-registration. Ensure your technical and financial bids are sealed separately, and adhere to all instructions regarding document submission and bid validity.

Q2: What are the eligibility requirements for participating in the Gujarat government event service tender?
Eligible bidders must have a minimum average annual turnover of ₹20 lakh over the past three years and at least 3 years of relevant experience providing similar event services. The bidder should possess valid certificates such as GST registration, Udyam registration (for MSEs), and past performance testimonials. The company needs an operational office in Gujarat for logistical efficiency. MSE firms from Gujarat benefit from purchase preferences and exemption from EMD upon submission of valid Udyam certificates. The bidder must not be under liquidation or bankruptcy proceedings and should comply with all safety and environmental standards. Upload required certifications during bid submission to validate your eligibility for consideration.

Q3: How to ensure my bid qualifies for MSE purchase preferences in Gujarat’s event management tenders?
To avail of MSE benefits, the bidder must be a registered Micro or Small Enterprise in Gujarat, with valid Udyam Registration and supporting documents uploaded along with the bid. The offering should be the manufacturer or OEM of the services or goods. Participation benefits include reservation for purchase and exemption from EMD. The bid evaluation will consider whether the MSE bid is within 20% of the lowest bid (L1). When preparing, ensure your registration and documents are up-to-date and correctly uploaded. For guidance on registration and document submission, visit https://tenderai.in/services/gem-profile-registration. MSE bidders are encouraged to highlight their local presence and certifications to strengthen their bid.

Q4: What are the technical evaluation criteria for the Gujarat Kala Mahakumbha event services tender?
The technical evaluation follows a least cost method based on parameters such as experience, turnover, and documentation quality. Bidders must score a minimum of 80 marks out of 100, with experience and turnover each contributing up to 25 marks, and remaining marks for other supporting documents. Evaluation documents include past project certificates, financial statements, and technical compliance proofs. Bidders are required to upload relevant supporting documents as specified in the tender dossier, such as experience letters, turnover proof, and technical specifications compliance. Technical evaluation is conducted over a span of 2 days, during which clarifications can be sought. Only those achieving the minimum score will proceed to price evaluation.

Q5: How do I prepare the bid security or EMD for this Gujarat event management tender?
The bid security is ₹30,000, payable via State Bank of India, submitted along with the bid package as a refundable deposit. Bidders claiming EMD exemption must upload valid supporting documents, such as Udyam registration certificates, to prove their small enterprise status. The EMD must remain valid for the bid offer validity period, which is 180 days from the bid end date. Ensure that the EMD is in favor of the beneficiary: District Youth Development Office, Kheda. Payments should adhere to the specified bank instructions, and the bid security submission should be physically or digitally confirmed before bid submission. For seamless compliance, check https://tenderai.in/services/gem-profile-registration for detailed guidance.

Q6: What documents are essential for submitting a compliant bid for the Gujarat Kala Mahakumbha tender?
Critical documents include the bidder’s registration certificates (GST, Udyam, company registration), past performance certificates, turnover proof, technical compliance documents, and bid security receipt. The experience certificates should detail the scope of past event services provided. Certification of adherence to safety, health, and environmental standards is mandatory. If claiming MSE exemption, upload valid Udyam registration and related proof. The technical bid must include documents demonstrating experience and capacity, while the financial bid should strictly follow the format specified in the tender dossier. Missing or incomplete documentation may lead to disqualification or administrative rejection.

Q7: How can I ensure timely delivery and logistics for the Gujarat Kala Mahakumbha event?
Proper planning involves assessing the Logistics scope: vehicles, manpower, equipment, and supplies needed to set up tents, decoration, and catering infrastructure at the specified venue in Nadiad, Gujarat. Coordinate with local suppliers and transport agencies to avoid delays. Maintain buffer time for unforeseen circumstances such as weather or transportation hurdles. Ensure all equipment and materials meet safety standards and environmental regulations. Maintain close contact with the reporting officer, Makwana Akshay, at the Nadiad venue, and confirm setup timelines at least 2 weeks before the event. Utilizing local logistics partners can accelerate setup and ensure quality delivery.

Q8: What are the contractual and compliance restrictions to consider for this Gujarat government tender?
Bidders must adhere to Gujarat’s procurement policies, avoid unauthorized sub-contracting without prior written consent, and comply with environmental and safety standards. Any toxic or hazardous materials must have Material Safety Data Sheets (MSDS). All goods and services should be environment friendly and health-safe. Sub-contracting entire or part of the scope requires prior approval from the buyer; otherwise, the bid might be rejected. Enforce full conformity to relevant policies, including MII guidelines, and ensure that the company’s legal standing (liquidation, bankruptcy, court proceedings) is clear. For support, consult TenderAI’s GeM registration services to strengthen compliance preparedness: https://tenderai.in/services/gem-profile-registration.

Q9: How to enhance my chances of winning the Gujarat event management tender?
Focus on demonstrating robust technical expertise with relevant experience certificates, specifically around event infrastructure, decoration, logistics, and catering services. Highlight local presence within Gujarat, especially if you are a Micro or Small enterprise, to avail purchase preferences. Ensure all certifications such as Udyam, GST, and safety compliance are valid and uploaded. Price your bid competitively, keeping in mind the evaluation will be based on total cost along with technical scores. A well-organized proposal emphasizing experience, timely delivery capability, and environmental compliance will boost your chances. Participating in TenderAI’s Bid Support programs can further refine your bid strategy.

Q10: How can I register my company on the GeM portal for participating in Gujarat government tenders?
Registering on GeM (Government e-Marketplace) is straightforward. First, visit GeM portal for comprehensive guidance and assistance. Complete the registration form with accurate business details, upload relevant documents such as registration certificates, PAN, GST, bank details, and declare compliance with government standards. A verified profile increases visibility and credibility among government buyers. Regularly update your profile to reflect new certifications, experience, and product/services offerings. GeM registration facilitates easier participation in Gujarat’s Tenders, including event services, infrastructure, and catering contracts, increasing your chances of winning government projects efficiently.

Note: Always cross-verify the latest official tender documents and portal updates to stay compliant and maximize your bid success.

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