GEM

Bharat Petroleum Corporation Ltd Event Management Services Tender Mumbai Maharashtra 2025 ITRM-SCO Meet Gangtok Dec-25

Bid Publish Date

22-Nov-2025, 11:23 am

Bid End Date

29-Nov-2025, 2:00 pm

Location

MUMBAI , MAHARASHTRA

Progress

Issue22-Nov-2025, 11:23 am
AwardPending
Explore all 4 tabs to view complete tender details

Quantity

1

Bid Type

Two Packet Bid

Key Highlights

  • • - Brand/organization: Bharat Petroleum Corporation Ltd (BPCL)
  • • - Service category: Event Management Services for national meet (ITRM-SCO) in Gangtok, December 2025
  • • - Location specificity: tender issued from Mumbai, Maharashtra; event in Gangtok
  • • - Clause: contract quantity/duration can vary up to 25% by buyer at issue and post-issue
  • • - Clause: Excess Settlement enables addon charges up to specified percentage with mandatory supporting documents
  • • - ATC: detailed terms uploaded by buyer; review essential bidder obligations
  • • - Documentation expectation: standard bid submission packages (GST, PAN, experience, financials, etc.)
  • • - No BOQ items published; scope relies on event management deliverables and ATC terms

Categories 3

EVENT MANAGEMENT SERVICES ISDN

Tender Overview

Organization: Bharat Petroleum Corporation Ltd. The procurement seeks Event Management Services for the ITRM-SCO Meet to be held in Gangtok, Sikkim, December 2025. Tender is issued from Mumbai, Maharashtra with undefined estimated value and no BOQ items. Key differentiators include a flexible contract quantity/duration clause up to 25% and an Excess Settlement option allowing addons to be invoiced up to a specified percentage. The scope is event management for a national-level meet, requiring compliant vendors to align with tender terms and deliverables. This tender requires bidders to assess scope despite limited published specifications and prepare a compliant bid accordingly.

Technical Specifications & Requirements

  • Product/Service: Event Management Services for a national meet (ITRM-SCO) in Gangtok, December 2025.
  • Location of event: Gangtok, Sikkim; Organizing location: Mumbai-based BPCL with national scope.
  • Standards/Compliance: Not specified; bidders should infer standard event management practices and ATC terms.
  • Scope of work: Planning, coordination, on-site management, logistics, guest handling, program execution; no BOQ items available.
  • Contract flexibility: Quantity/duration may be adjusted up to 25% at contract issue and post-issuance.
  • Pricing mechanics: Excess settlement enables addon charges up to a percentage of item-level total; requires supporting documents at invoicing.
  • Documentation: ATC document linked; bidders must review Buyer Added Terms.

Terms, Conditions & Eligibility

  • EMD/Financials: Not specified in data; bidders should seek ATC for exact EMD requirements.
  • Delivery timeline: Event in December 2025; delivery includes pre-event planning and on-site management.
  • Payment terms: Not disclosed; apply to standard BPCL procurement practices per ATC.
  • Vendor eligibility: Must comply with Buyer Added Terms; quantity/duration revision rights reserved by buyer.
  • Documentation: Ensure submission of GST, PAN, experience certificates, financials, and OEM authorizations if applicable as per terms.
  • Penalties/Warranty: Not specified; consult ATC for LD or performance bonds if applicable.

Key Specifications

  • Event management service for national-level ITRM-SCO Meet in Gangtok (Dec-25)

  • No published BOQ items; rely on ATC terms and BPCL standard practices

  • Contract flexibility allowing up to 25% variation in quantity or duration

  • Excess Settlement: addon charges permissible up to a declared percentage with supporting documents

  • On-site coordination, logistics, program execution, guest handling, and pre-event planning

  • Compliance with tender ATC and standard BPCL procurement processes

Terms & Conditions

  • EMD/financial documentation as per ATC (exact amount not disclosed)

  • Delivery/closure tied to December 2025 Gangtok event; planning and on-site management

  • Payment terms to be clarified in ATC; adhere to BPCL procurement norms

Important Clauses

Excess Settlement

Allow addon charges up to a specified percentage of item-level total; mandatory documentation at invoicing

Option Clause

Contract quantity/duration may be adjusted up to 25% by buyer at contract issuance and post-issuance

ATC Documentation

Bidder must review and comply with Buyer uploaded ATC document and associated terms

Bidder Eligibility

  • Experience in national-level event management for government/private sector clients

  • Financial stability: demonstrate solvency and timely invoicing history

  • Ability to deliver comprehensive on-site management for a multi-day conference

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Required Documents

1

- GST registration certificate

2

- PAN card

3

- Prior experience certificates in event management (national scope preferred)

4

- Financial statements or solvency proof

5

- EMD/Security deposit documentation per ATC (exact amount not published)

6

- Technical bid documentation outlining methodology for event management

7

- OEM authorizations or agency agreements if required by ATC

8

- Any documents specifically required in the uploaded ATC

Frequently Asked Questions

Key insights about MAHARASHTRA tender market

How to bid for BPCL event management tender in Mumbai 2025?

Bidders should review the uploaded ATC, prepare a technical bid outlining event planning, logistics, and on-site execution, and submit GST, PAN, experience certificates, financials, and EMD as per ATC. The contract allows up to 25% variation in quantity/duration and includes an addon-based excess settlement. Ensure compliance with BPCL procurement norms.

What documents are required for BPCL ITRM-SCO meet tender in Gangtok?

Submit GST registration, PAN card, prior event management experience certificates, financial statements, EMD documents, technical bid detailing execution plan, OEM authorizations if applicable, and any documents specified in the uploaded ATC. Ensure all documents are current and verifiable.

What delivery timeline is expected for BPCL Gangtok event management?

Delivery spans pre-event planning and on-site management for the December 2025 ITRM-SCO Meet in Gangtok. BPCL allows a 25% variation in contract quantity/duration; ensure readiness for full-scale execution, contingency planning, and post-event reporting within agreed terms.

What is the excess settlement provision for BPCL event services?

Excess Settlement permits addon charges up to a specified percentage of the item-level total, requiring mandatory supporting documents at invoicing. Ensure addon charges remain within the approved percentage and are properly documented in the invoice.

What are the eligibility criteria for BPCL event management tender 2025?

Eligibility includes national-level event management experience, financial stability with verifiable statements, and ability to provide comprehensive pre- and on-site services. Bidders must comply with the ATC terms and BPCL procurement policy and submit required bid documents.

Where can I find the ATC for BPCL Gangtok meet tender 2025?

The ATC document is uploaded with the tender’s Buyer Added Terms. Bidders should click the ATC link in the tender console to view exact clauses, submission formats, and any special conditions before bid submission.

What payment terms apply to BPCL event management procurement?

Payment terms are not disclosed in the public data; bidders must refer to the ATC for BPCL standard payment terms and any milestone-based payments tied to pre-event, during-event, and post-event deliverables.

What are the geographic considerations for BPCL Gangtok event services?

The event is in Gangtok, Sikkim, with procurement managed from Mumbai, Maharashtra. Bidders must coordinate cross-location logistics, travel, accommodations, and on-site setup to ensure seamless execution across both origin and destination.