GEM

Kendriya Vidyalaya Sangathan Event Management Tender Ernakulam Kerala 2025 - Theme Based Events & Venue Development

Bid Publish Date

18-Nov-2025, 6:50 pm

Bid End Date

28-Nov-2025, 7:00 pm

Bid Opening Date

28-Nov-2025, 7:30 pm

Value

₹2,00,000

Location

ERNAKULAM , KERALA

Progress

Issue18-Nov-2025, 6:50 pm
AwardPending
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Quantity

1

Bid Type

Two Packet Bid

Key Highlights

  • • Brand/OEM or service scope not explicitly specified; emphasis on event management for theme-based programs
  • • Location-specific requirement: service office must exist in Kerala with proof
  • • Quantity/duration flexibility: ±25% at contract issue and execution
  • • Excess settlement option enabling additional charges up to a declared percentage on invoices
  • • Past Experience proofs accepted: contract copies with invoices or client execution certificates
  • • ATC/Corrigendum compliance mandatory; non-submission triggers rejection
  • • National-level event management with venue development and full-day service
  • • No BOQ items listed; focus on end-to-end event coordination and onsite management

Categories 1

DEVELOPMENT

Tender Overview

Organization: Kendriya Vidyalaya Sangathan, Department of School Education and Literacy. Location: Ernakulam, Kerala 682001. Procurement: Event management services including theme-based events, venue development, buyer premises, and full-day arrangements. Estimated value: ₹200,000. No BOQ items are listed. This tender targets national-level event management capabilities for school-level programs, with emphasis on integrated venue setup and program delivery. A 25% quantity/duration flex clause exists, enabling adjustments during contract issuance and execution. The opportunity requires bidders to align with AV/venue coordination and onsite logistics for multiple day events if needed. A must-have feature is an office presence in the consignee’s state, supported by documentary evidence.

Technical Specifications & Requirements

  • Scope: Event management for full-day theme-based events and venue development at buyer premise in Ernakulam, Kerala. No explicit technical specs or itemized BOQ are provided. bidders should demonstrate capability for end-to-end event coordination, stage setup, decor, seating, staging, and onsite management as part of the service offering.
  • Delivery/Execution: Ability to mobilize resources for events within the state, with a local service office evidence requirement. Past experience documents accepted include contract copies with invoices, client execution certificates, or third-party release notes. The bid may include excess settlement (additional charges up to a declared percentage) and needs proper invoicing documentation.
  • Compliance: Upload of required certificates/documents is mandatory per ATC; non-submission risks rejection. The ATC and corrigenda (if any) govern submission standards.

Terms, Conditions & Eligibility

  • EMD/Deposit: Not explicitly specified; bidders should verify during bid submission, with emphasis on required bid documents.
  • Experience & Documentation: Past experience proofs acceptable include contract/invoice with self-certification, client execution certificates, or third-party notes.
  • Office Requirement: Service provider must have an office in the consignees’ state (Kerala) with documentary evidence.
  • Modifications: Option Clause allows up to ±25% change in contract quantity or duration at issue; post-issuance changes limited to +25%.
  • Payment & Compliance: ATC requires adherence to bid documents; absence of certificates may lead to rejection.

Key Specifications

  • Event management services for full-day theme-based events and venue development at Ernakulam, Kerala

  • No itemized BOQ; bidders must demonstrate end-to-end event coordination capabilities

  • Past experience documents acceptable include contract copies with invoices or client execution certificates

  • Office presence in the consignees' state (Kerala) with documentary evidence

  • Option Clause allows contract quantity/duration adjustments up to 25%

Terms & Conditions

  • Key Term 1: ±25% quantity/duration adjustment allowed during contract issuance and execution

  • Key Term 2: Excess settlement enabling additional invoice charges up to declared percentage

  • Key Term 3: Mandatory submission of certificates/docs; ATC/Corrigendum compliance required

Important Clauses

Payment Terms

Not explicitly stated in the data; bidders should refer to ATC for payment schedule and any advance or milestone payments

Delivery Schedule

Full-day event management with venue development; delivery timeline to align with project calendar in Kerala

Penalties/Liquidated Damages

Not specified; keep an eye on ATC for any LD or performance bond requirements

Bidder Eligibility

  • Evidence of local office in Kerala with documentary proof

  • Experience in national-level event management or theme-based programs

  • Ability to provide end-to-end onsite logistics and venue development

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Past experience certificates or client execution certificates

4

Financial statements or proof of financial capability

5

EMD submission document (if applicable) or alternative as per ATC

6

Technical bid documents showing service capabilities

7

OEM authorizations or partner agreements (if applicable)

8

Proof of office in Kerala (consignee state)

Frequently Asked Questions

Key insights about KERALA tender market

How to bid for Kendriya Vidyalaya Ernakulam event management tender 2025?

Bidders must submit GST, PAN, financials, and past experience certificates along with technical bid. The project allows ±25% quantity/duration changes at contract issuance; ensure Kerala office proof and ATC-compliant documentation. Include past contracts and client certificates to demonstrate capability in theme-based events and venue development.

What documents are required for the Kerala event services tender submission?

Required documents include GST certificate, PAN card, past experience certificates or client execution certificates, financial statements, EMD documents (if applicable), technical bid, OEM authorizations if any, and evidence of a Kerala office. Ensure ATC compliance and upload corrigenda if issued.

What are the delivery expectations for full-day theme-based events in Ernakulam?

The contract covers full-day event management with venue development; bidders must demonstrate ability to mobilize personnel and resources locally in Kerala, coordinate stage/setup, decor, seating, and onsite operations according to client requirements and event calendar.

What is the scope of the excess settlement clause in this tender?

Excess settlement allows bidders to include additional charges up to a specified percentage of the item-level total value, including addons. The bidder must declare applicability during invoice creation and provide mandatory supporting documents; total invoice amount must stay within the approved excess percentage.

What is required to prove past experience for this event tender in Kerala?

Acceptable proofs include contract copies with invoices and bidder self-certification, client execution certificates, or third-party inspection notes. Documents must demonstrate successful execution of similar theme-based events and venue development projects.

Are there any mandatory office requirements for bidders in this tender?

Yes. An office of the service provider must be located in the state of consignee (Kerala). Submit documentary evidence proving the Kerala office presence to satisfy eligibility.

What penalties or modifications exist for contract quantity in this tender?

The buyer can adjust contract quantity or duration by up to 25% at contract issue and during execution, requiring bidders to accept revised quantities or durations without dispute.

What standards or certifications are expected for event service bidders in Kerala?

While no specific standards are listed, bidders should rely on ATC requirements, ensure proper documentation, and provide proof of capability for theme-based event management and venue development in Kerala.