Bharat Petroleum Corporation Limited Event Management Tender Faridabad Haryana 2025 Extended LPG Council Meet Stage & Guest Management
Progress
Quantity
1
Bid Type
Single Packet Bid
Categories
3
Tender Overview
Organization: Bharat Petroleum Corporation Ltd. Location: Faridabad, Haryana 121001. Procurement: Comprehensive event management for the Extended LPG Council Meet, covering stage setup, guest management, branding, and on-site coordination. Scope includes control room with communications, signage, cut-outs, standees, stationery, welcome kits, ushers, and photographer services. Value & Volume: Not disclosed; activity-level details indicate multi-stakeholder engagement and on-site execution across multiple functional areas. Unique differentiator: End-to-end event orchestration with dedicated control room and branded materials, including confetti machines and eco-friendly operational standards. Context: BPCL requires a turnkey partner to ensure seamless scheduling, branding consistency, and dignitary hospitality.
Technical Specifications & Requirements
- Scope of work includes: control room setup, event cut-outs (60 nos.), standee cut-outs (8 nos.), stationery supply, welcome items (shawls, plants, caps), branded masks, standees display boards, confetti machines, welcome kits, and ushers deployment.
- Branding & signage: event-specific cut-outs, logo displays, directional signage at key venue points.
- Staffing & logistics: trained ushers, guest assistance, registration desk management, VIP escorting.
- Deliverables: full fabrication, installation, packaging, and dismantling of all items; on-site coordination with event schedule boards; central control room for monitoring.
- Quality notes: emphasis on presentation, aesthetics, hygiene standards for guest materials.
- Documentation: commitment to provide creative design, printing, and material fabrication for all items listed.
Terms, Conditions & Eligibility
- EMD: not disclosed in available data; bidders should verify at bid submission.
- Experience: prior experience in large-scale event management and guest handling recommended; BPCL ATC emphasizes turnkey coordination.
- Delivery & Execution: on-site implementation and dismantling around event dates; detailed schedule to be provided upon award.
- Payment Terms: to be defined in final contract; expect milestone-based payments post-service delivery.
- Documents: required GST registration, PAN, company profile, experience certificates, financial statements, OEM authorizations, and technical bid documents.
- Penalties & Warranty: standard performance-based LD clauses not specified but to be confirmed in contract.
Key Specifications
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Event management for Extended LPG Council Meet in Faridabad, Haryana
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60 event cut-outs and 8 standee cut-outs
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Control room setup with communications and schedule boards
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Branded welcome kits, shawls, plants, caps, and masks
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Confetti machines and eco-friendly materials
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Ushers, registration desk management, VIP escorting
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On-site fabrication, installation, and dismantling
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Photographer engagement
Terms & Conditions
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EMD / security deposit amount and mode to be clarified in final terms
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Delivery timeline: on-site setup and dismantling during event period
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Payment terms and milestone-based payments to be defined
Important Clauses
Payment Terms
Final contract will specify milestone-based payments aligned with on-site deliverables and acceptance.
Delivery Schedule
On-site execution window will be provided post award; includes setup, event day operations, and dismantling.
Penalties/Liquidated Damages
LD provisions to be included in contract for non-performance or delays; specifics to be finalized.
Bidder Eligibility
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Experience in managing large-scale corporate events in India
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Financial stability evidenced by audited statements
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GST registration and PAN in good standing
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Bid To RA Enabled
No
Item Category
Event or Seminar or Workshop or Exhibition or Expo Management Service - National; Coordination of Stage Events and Guest Management for Extended LPG Council Meet; Coordination of Stage Events and Guest Management for Extended LPG Council Meet; Coordi..
Authority Records
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Documents 4
GeM-Bidding-8563801.pdf
Main Document
BOQ Document
BOQ
Scope Of Work Document
SCOPE_OF_WORK
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
Required Documents
GST Registration Certificate
PAN Card
Company Profile / Certificate of Incorporation
Experience Certificates from similar events
Financial Statements (Last 2 years)
EMD/Security Deposit (as per BPCL terms)
Technical Bid Document & Methodology
OEM Authorisation (if applicable)
Designs / Creative Proposals for branding assets
Financial Results
| Rank | Seller | Price | Item |
|---|---|---|---|
| L1 | Rajesh Construction( MSE Social Category:General ) Under PMA | Item Categories : Event or Seminar or Workshop or Exhibition or Expo Management Service - National; Coordination of S | |
| L2 | VAIBHAV ENTERPRISES( MSE Social Category:General ) Under PMA | Item Categories : Event or Seminar or Workshop or Exhibition or Expo Management Service - National; Coordination of S | |
| L3 | A R ENTERPRISES( MSE Social Category:General ) Under PMA | Item Categories : Event or Seminar or Workshop or Exhibition or Expo Management Service - National; Coordination of S | |
| L4 | TRIMURTI ENTERPRISES( MSE Social Category:General ) Under PMA | Item Categories : Event or Seminar or Workshop or Exhibition or Expo Management Service - National; Coordination of S |
Frequently Asked Questions
Key insights about HARYANA tender market
How to bid for BPCL event management tender in Faridabad 2025
Bidders must submit GST, PAN, and financial statements along with a technical bid and design proposals. Ensure prior experience in large events, OEM authorizations if needed, and provide an end-to-end execution plan covering control room, branding, staffing, and guest services.
What documents are required for BPCL guest management tender Faridabad
Required documents include GST certificate, PAN card, company registration, experience certificates for similar events, last 2 years financials, EMD details, technical bid, and any OEM authorizations. Prepare brand assets designs and manpower deployment plan.
What are the technical requirements for BPCL LPG meet coordination
Technical scope includes a central control room, 60 cutting-out displays, 8 standees, branded masks, welcome kits, and ushers. Must deliver fabrication, installation, and dismantling with on-site coordination and schedule boards for event flow.
What is the expected delivery timeline for BPCL event services
Timeline is set around the event date; initial setup, branding, and ushering must be completed prior to the programme. Detailed daily schedule and handover dates will be provided after contract award, with dismantling immediately following event conclusion.
What are the payment terms for BPCL event management procurement
Final terms define milestone-based payments upon meeting deliverables, with acceptance criteria tied to service quality and on-site execution. Confirm advance payment, if any, and documentation required for payment processing.
How to ensure BPCL branding and signage meet requirements
Prepare 60 cutting-outs and 8 standees with event branding; ensure logo accuracy, color fidelity, and material durability. Provide fabrication proofs and on-site installation plans, plus compliance with eco-friendly materials for confetti operations.
What are the eligibility criteria for BPCL event bid 2025
Eligibility includes financial stability, evidence of prior large-event execution, GST/PAN compliance, and the ability to supply full staffing and equipment. Applicants should demonstrate capability for control-room operations and guest-management logistics.
What documents are needed for technical bid submission
Submit technical proposal detailing design concepts, execution plan, material specifications, safety and hygiene measures, along with supplier certifications, BOM for branding assets, and a staffing plan for ushers and coordinators.
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Documents 4
GeM-Bidding-8563801.pdf
Main Document
BOQ Document
BOQ
Scope Of Work Document
SCOPE_OF_WORK
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS