GEM

Mahanadi Coalfields Limited Event Management Tender Odisha 2025 - National Scope, 25% Flex, Pre-Bid 11/04/2025

Posted

28 Oct 2025, 02:50 pm

Deadline

27 Nov 2025, 03:00 pm

EMD

₹8,91,100

Value

₹7,12,83,800

Location

SAMBALPUR , ODISHA

Progress

Issue28 Oct 2025, 02:50 pm
AwardPending
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Quantity

1

Bid Type

Two Packet Bid

Categories 2

LIAISONING SERVICE DEVELOPMENT

Tender Overview

Mahanadi Coalfields Limited invites bids for Event or Seminar or Workshop or Exhibition or Expo Management Service - National with a projected value of ₹71,283,800 and an EMD of ₹891,100. Location is not specified in tender data, but MCL operates under Coal India Limited in India. The scope covers conceptualization, planning, coordination, staffing, marketing, participation, and venue development. A key differentiator is the explicit option clause allowing a 25% increase/decrease in quantity or duration before and after contract award. Pre-bid interaction is scheduled, indicating structured bidder engagement and post-meeting corrigendum.

  • Organization: Mahanadi Coalfields Limited
  • Procurement category: Event/Exhibition Management Services with national applicability
  • Estimated value: ₹71,28,38,00 (Rupees seventy-one million two hundred eighty-three thousand eight hundred)
  • EMD: ₹8,91,100
  • Pre-bid meeting: 04/11/2025 at 11:00 AM; VC option available
  • Unique clause: bid quantity/duration can be adjusted by up to 25%; firm acceptance required
  • Important note: No BOQ items listed in data; ATC/SLA documents to be reviewed via GeM

Technical Specifications & Requirements

  • No specific technical specifications are provided in the tender data; BoQs show Zero items.
  • Financials available: Estimated value ₹71,283,800 and EMD ₹891,100 indicating substantial scope for event management, marketing, staffing, venue development, and participation logistics
  • Pre-bid meeting details imply mandatory engagement; minutes to be uploaded via Corrigendum at least 7 days before bid end date
  • The SOW references conceptualization, coordination, staffing, promotion, and venue development; bidders should prepare credible implementation plans, risk mitigation, and staffing matrices
  • Documentation: ATC/SLA files exist and must be reviewed; no explicit standards or certifications listed in data
  • Delivery/implementation geography remains unspecified; bidders should assume national scope within India
  • Experience expectations are implied by the contract scale; prepare case studies on large-scale event management projects

Terms, Conditions & Eligibility

  • EMD: ₹891,100 (payment/funding mechanism not detailed in data)
  • Quantity/duration adjustment: up to 25% before contract issue and after award
  • Pre-bid meeting: 04/11/2025 at 11:00 AM; VC link available; minutes to be uploaded via Corrigendum at least 7 days before bid end date
  • SOW scope: conceptualization, planning, coordination, staffing, marketing, participation arrangements, and venue development
  • BOQ: No items listed; bidders to rely on ATC/SLA and attached files for scope
  • Submission risk: bidders should monitor GeM Corrigendum for updates; ensure compliance with at least one large-scale event management credential

Key Specifications

    • Estimated value: ₹71,283,800
    • EMD: ₹891,100
    • Pre-bid meeting: 04/11/2025, 11:00 AM, through D(T) conference hall; VC option available
    • Contract flexibility: up to 25% adjustment in quantity or duration
    • Scope: conceptualization, planning, coordination, staffing, marketing and promotion, participation arrangements, venue development

Terms & Conditions

  • Key Term 1: EMD amount ₹891,100 must accompany bid as defined in terms

  • Key Term 2: Quantity/duration may change by up to 25% before award and after issuance

  • Key Term 3: Pre-bid meeting on 04/11/2025 with minutes uploaded via Corrigendum

Important Clauses

Payment Terms

Not detailed in data; bidders should anticipate standard GeM payment processes and ensure EMD submission aligns with tender terms

Delivery Schedule

Specific delivery timelines not disclosed; bidders must await official SOW and ATC/SLA attachments for milestones

Penalties/Liquidated Damages

No explicit LD figures stated; refer to ATC/SLA and GeM terms for potential penalties on schedule deviations

Bidder Eligibility

  • Experience in executing large-scale event management projects

  • Financial capacity demonstrated by two-year financial statements

  • Compliance with GST/PAN and EMD submission as per GeM terms

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Required Documents

1

- GST registration certificate

2

- Permanent Account Number (PAN) card

3

- Experience certificates from prior large-scale event management projects

4

- Financial statements and balance sheets for the last 2-3 years

5

- EMD payment concession document or online deposit receipt

6

- Technical bid documents and compliance certificates to meet SOW

7

- OEM authorizations or subcontractor approvals if applicable

8

- Any pre-bid meeting attendance proof (if required)

Frequently Asked Questions

How to bid in the Odisha event management tender 2025 with MCL

Bidders must submit GST, PAN, experience certificates, financial statements, and EMD of ₹891,100. Review ATC/SLA and download the SOW via GeM; attend the pre-bid meeting on 04/11/2025 at 11:00 AM (VC option available). Changes up to 25% in quantity/duration may apply.

What documents are required for Mahanadi Coalfields event tender 2025

Required documents include GST registration, PAN card, two to three years of financial statements, prior large-scale event management experience certificates, EMD payment proof, OEM authorizations if using subcontractors, and technical bid documents as per ATC/SLA attachments.

What is the estimated value and EMD for the MCL event management contract

Estimated value is ₹71,283,800; EMD required is ₹891,100. Ensure payment proof and online deposit details are provided with the bid, aligned to GeM tender submission processes.

What are the delivery and execution requirements for the event management tender in India

No specific delivery timeline is listed; bidders should prepare a comprehensive implementation plan covering conceptualization, planning, staffing, marketing, and venue development, with milestones aligned to the SOW and ATC/SLA documents to be released.

How to handle quantity adjustments in the GeM tender for event services

The buyer allows up to a 25% increase or decrease in contract quantity or duration before award, and post-award adjustments up to 25% are permitted. Bidders must prepare flexible staffing and logistics plans accordingly.

What pre-bid meeting details should bidders know for this tender

Pre-bid meeting is scheduled for 04/11/2025 at 11:00 AM in D(T) conference hall; a VC link is provided. Minutes will be uploaded as Corrigendum at least 7 days before bid end date; participate to clarify SOW and terms.

Which standards or certifications are required for this event management tender

No explicit standards are listed in the tender data. Review ATC/SLA attachments for any certification requirements; prepare evidence of past performance, and align with GeM terms and registered vendor compliance.

What is the scope of work for MCL event management procurement 2025

Scope includes conceptualization, planning, coordination and staffing, marketing and promotion, participation arrangements, and venue development across national events; ensure robust staffing matrices, vendor coordination, and risk mitigation plans per the SOW.

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