Event Managers it’s time to Bid! AIIMS Nagpur Opens Event Management Tenders

by  EVENTFAQS Bureau Industry Watch | September 21, 2023 | News

AIIMS

The All India Institute of Medical Sciences, Nagpur (AIIMS Nagpur), is gearing up to host a series of events, conferences, seminars, and meetings. To ensure the seamless execution of these gatherings, AIIMS Nagpur is inviting bids from experienced and reputable Event Management Agencies. Here’s an overview of the critical dates, eligibility criteria, and the scope of services for potential bidders interested in this opportunity.

Who Can Bid:

AIIMS Nagpur extends an invitation to established and professional Event Management Agencies to participate in this bidding process. To be eligible, agencies must meet the following criteria:

Experience: Bidders should possess a minimum of three years of experience in organizing events for Government, Public Sector Undertakings, Autonomous Bodies, and Educational Institutes. Previous experience with esteemed organizations like AIIMS, IITs, IIMs, or reputed private institutes is preferred.

Financial Stability: Agencies must demonstrate financial stability by having a minimum annual turnover of Rs. 20 lakhs in each of the last three financial years (2019-20, 2020-21, and 2021-22). This financial data should be certified by a Chartered Accountant with a Unique Document Identification Number (UDIN).

No Past Debarment: Bidders should not have been debarred, blacklisted, terminated, or ceased contracts prematurely with any Central/State Government Department, Public Sector Undertakings, Autonomous Bodies, Academic Institutions, or CFTIs within the past five years.

Legal Requirements: Agencies must possess a valid PAN Number and GST Registration.

Conflict of Interest: Bidders must certify that none of their relatives is employed at AIIMS Nagpur. The definition of "near relatives" includes members of a Hindu Undivided Family, husband and wife, and certain other familial relationships.

How to Bid:

To participate in the bidding process, interested agencies should adhere to the following steps:

Download Tender Documents: Obtain the Notice Inviting Tender and other relevant documents from AIIMS Nagpur's official website (www.aiimsnagpur.edu.in) for reference and the Central Public Procurement Portal (CPPP) at https://eprocure.gov.in/eprocure/app.

Submission of Declarations: Submit declarations and tender documents, along with clear scanned copies of the necessary credentials, as required to substantiate your qualifications.

Online Submission: Submit your bid online in soft copy on AIIMS Nagpur's e-tendering portal, which can be accessed at https://eprocure.gov.in/eprocure/app.

Bid Format: Ensure that you submit your bids strictly in the tender format available on the e-portal. No other forms of bids will be accepted.

Digital Signature: Bids should be digitally signed and uploaded by a legally authorized and competent representative of your firm/company, along with all relevant documents.

Critical Dates: Pay close attention to the critical dates mentioned in the tender document, especially the Bid Submission End Date & Time.

Scope of Services:

The selected Event Management Agency will be responsible for a range of services related to event organization at AIIMS Nagpur. The scope of services includes, but is not limited to:

Conference and Meeting Arrangements: Organizing conferences and meetings equipped with necessary audio-visual equipment, projection systems, display panels, and wireless translation equipment.

Stage Setup: Fabrication, installation, and carpeting of stages as per requirements, including the provision of LED screens and professional sound systems.

Photography and Videography: Providing professional photographers and videographers with the required equipment for capturing photographs and shooting live events.

Event Host and Ushers: Managing the master of ceremonies and ushering boys/girls in prescribed uniforms.

Decoration and Lighting: Arranging flower decorations at the venue, bouquet for VIP/VVIP guests, and proper lighting on the stage as needed.

Communication and Certificates: Handling event communication, designing and printing of event certificates, and email distribution in the case of virtual events.

Additional Arrangements: Providing various event-related equipment and services, such as digital podiums, LED TVs, standees, and power backup facilities.

Simultaneous Interpretation: Managing simultaneous interpretation services if needed.

Other Tasks: Undertaking any other tasks deemed necessary based on evolving event requirements.