GEM

Mahanadi Coalfields Limited Event Management Services Tender Sambalpur Odisha 2025 - National Scope, 25% Flexibility & EMD ₹8,91,100

Bid Publish Date

20-Nov-2025, 7:42 pm

Bid End Date

11-Dec-2025, 8:00 pm

Bid Opening Date

11-Dec-2025, 8:30 pm

EMD

₹8,91,100

Location

SAMBALPUR , ODISHA

Progress

Issue20-Nov-2025, 7:42 pm
Corrigendum26-Nov-2025
AwardPending
Explore all 3 tabs to view complete tender details

Quantity

1

Bid Type

Two Packet Bid

Key Highlights

  • • EMD amount ₹8,91,100 required for bid participation
  • • 25% flexibility on contract quantity or duration at bid issue
  • • Excess settlement enables additional invoice charges with supporting documents
  • • SOW, ATC, SLA documents uploaded by buyer govern execution
  • • National scope event management with IT, marketing, staffing, and venue development
  • • BOQ items not published; expect consolidated service package
  • • Review bidder must-attend SOW/SLA for precise delivery requirements
  • • No explicit technical specifications; rely on uploaded ATC and SOW

Categories 1

LIAISONING SERVICE

Tender Overview

Mahanadi Coalfields Limited invites bids for Event/Seminar/Workshop/Exhibition Management Services in SAMBALPUR, ODISHA. The procurement covers conceptualization and planning, coordination and staffing, marketing and promotion, IT-related work, participation arrangements, and venue development under a national scope. The estimated value is not disclosed; the bid carries an EMD of ₹8,91,100. The contract includes an OPTION CLAUSE allowing up to 25% increase/decrease in quantity or duration at the time of issue. Also, an Excess Settlement option permits additional charges up to a defined percentage with supporting documents. No BOQ items are published, implying a consolidated service contract and post-award ATC/SOW/SLA will guide delivery.

  • Organization: Mahanadi Coalfields Limited
  • Location: Sambalpur, Odisha
  • Category: Event/Seminar/Workshop/Exhibition Management Services (National)
  • Key differentiator: Large-scale event management with IT and venue development elements; post-award SOW/SLA attachments govern execution

Technical Specifications & Requirements

  • EMD: ₹8,91,100 payable as specified in tender terms
  • Scope of work (SOW): Conceptualization, planning, coordination, staffing, marketing/promotion, IT-related tasks, participation logistics, venue development
  • Contract flexibility: Up to 25% variation in quantity or duration at contract issue, with binding acceptance by bidder
  • Excess settlement: Additional charges permissible up to a defined percentage, require mandatory supporting documents at invoice creation
  • Attachments referenced: ATC document, SLA, and SOW uploaded by the buyer; exact terms to be reviewed during bid submission
  • BOQ: Not published; indicates a service-package approach rather than itemized goods

Terms, Conditions & Eligibility

  • EMD requirement: ₹8,91,100 (non-refundable on default)
  • Variation clause: Bidder must accept up to 25% change in quantity/duration
  • Excess charges: Invoices may include additional charges up to the allowed percentage with supporting documents
  • SOW/SLA/ATC: To be reviewed and complied with prior to award; bidders should study uploaded documents
  • Documentation: Bid submission should align with terms; reference to GST/PAN and other standard tender documents is implied
  • Delivery timeline: Not explicitly specified; post-award schedule will be defined in SOW/SLA
  • Payment terms: Not specified in available data; to be clarified in the contract documents

Key Specifications

  • EMD ₹8,91,100

  • Range of services: conceptualization, planning, coordination, staffing, marketing, IT support, participation logistics, venue development

  • Contract variation: ±25% in quantity/duration

  • Excess settlement: additional charges with supporting documents up to defined percentage

  • No published BOQ; rely on SOW/SLA/ATC for detailed deliverables

Terms & Conditions

  • EMD amount and payment proof required for bid submission

  • Bid variation clause allowing ±25% quantity/duration

  • Excess settlement with documented charge disclosures

  • SOW/SLA/ATC attachments govern performance and acceptance

  • Delivery schedule to be defined in post-award contract

Important Clauses

Payment Terms

No explicit terms stated in data; payment terms to be defined in contract/SOW

Delivery Schedule

Delivery timeline not specified in available data; schedules to be defined post-award

Penalties/Liquidated Damages

No LD details provided; penalties to be specified in SOW/SLA

Bidder Eligibility

  • Experience in national-level event/meetings management

  • Ability to manage IT-related work for events

  • Financial capability to handle ₹8,91,100 EMD and project costs

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Experience certificates for relevant event management projects

4

Financial statements (audited) for last 2-3 years

5

EMD submission proof (receipt/DD/online payment confirmation)

6

Technical bid documents and compliance notes

7

OEM authorizations or partner agreements if required

8

ATC, SLA, and Scope of Work attachments uploaded by buyer

Corrigendum Updates

1 Update
#1

Update

26-Nov-2025

Frequently Asked Questions

Key insights about ODISHA tender market

How to bid in the event management tender in Sambalpur Odisha 2025

Bidders must submit the detailed technical bid along with EMD ₹8,91,100 and complete required documents (GST, PAN, experience certificates, financials). Review ATC, SLA, and SOW attachments uploaded by the buyer, and accept the ±25% variation clause before submission.

What documents are required for MCL event management bid in Odisha

Submit GST certificate, PAN card, audited financial statements, experience certificates for similar events, EMD proof, and technical compliance documents. Include any OEM authorizations if applicable and ensure ATC/SLA/SOW attachments are acknowledged.

What are the key specifications for event management tender in Sambalpur

Key aspects include concept planning, staffing, marketing/promotion, IT support, participation arrangements, and venue development. While no BOQ is published, bidders should align with SOW/SLA and ensure readiness for post-award delivery per contract terms.

What is the EMD amount for the Odisha event services procurement

The EMD is ₹8,91,100. Bidder must provide proof of payment or exemption as per tender rules, and ensure the EMD is valid through the bid evaluation period, with refunds managed as per standard government tender procedures.

When is the delivery timeline for the national event management contract

A specific delivery timeline is not stated in the available data. Post-award, the contract will define the schedule in the SOW/SLA; bidders should plan resources accordingly and align with project milestones described there.

What are the payment terms for MCL event services procurement

Payment terms are not explicitly stated in the provided data. Expect terms to be defined in the final contract/SOW, including invoicing provisions and milestone-based payments tied to deliverables in the SOW/SLA.

What documents demonstrate eligibility for the event management tender in Odisha

Eligibility is demonstrated through experience certificates, financial stability documents, GST and PAN, EMD submission, and compliance with ATC/SLA/SOW requirements. Review the uploaded buyer documents to ensure alignment with stated eligibility criteria.

How to interpret the 25% variation clause for this tender

The buyer allows a quasi-continuous +/-25% change in contract quantity or duration at contract issue. Bidders must acknowledge and accept this flexibility, which may affect pricing, staffing, and resource planning, with final adjustments governed by the executed contract.