| Feature | Details |
|---|---|
| 1. State | Bihar |
| 2. Issuing Authority | Bihar Skill Development Mission (BSDM), Youth, Employment and Skill Development Department, Govt. of Bihar |
| 3. Title of Tender/RFP | Empanelment of Agency for End-to-End Event Management |
| 4. Value of the Tender | Not applicable (Empanelment for a 2-year period; work assigned based on event-specific L1 bids) |
| 5. Tender Fee | ₹ 10,000/- (Non-refundable) |
| 6. EMD | ₹ 50,000/- (Refundable) |
| 7. Last Date | 02.04.2026 |
| 8. Time of Submission | Up to 15:00 Hrs |
| 9. Mode of Submission | Online through https://www.eproc2.bihar.gov.in |
| 10. DOWNLOAD Tender/EOI | DOWNLOAD RFP |
Introduction
The Bihar Skill Development Mission (BSDM), under the Youth, Employment and Skill Development Department, Government of Bihar, has issued this Request for Proposal (RFP) to empanel experienced and qualified agencies for providing end-to-end event management services. BSDM is the nodal agency for skilling in Bihar, responsible for formulating and steering skill development schemes across various departments. This initiative aims to identify professional partners to manage a range of high-impact events, including Mega Job Fairs, Industry Meets, Skill Competitions, Industry Workshops, and major cultural events like Bihar Diwas and Sonepur Mela. The selected agencies will be responsible for the seamless planning, execution, and post-event analysis of these events, which are crucial for bridging skill gaps, enhancing employability, and fostering industry-academic collaboration within the state.
Objective
The primary objective of this skill RFP is to empanel a panel of professional Event Management Agencies. Key objectives include:
- Strategic Alignment: Ensuring events align with BSDM’s goals of skill development and enhanced employability.
- Seamless Execution: Achieving flawless logistical management, including venue selection, vendor coordination, and on-site support.
- Enhanced Stakeholder Engagement: Maximizing participation from job seekers, students, industry professionals, and employers.
- Brand and Outreach Enhancement: Elevating the visibility of BSDM’s initiatives through high-quality, impactful events.
- Innovation and Creativity: Leveraging the agency’s expertise to create innovative and memorable event experiences.
Key Dates & Timeline
- RFP Download Start Date: 12.03.2026
- Last Date for Bid Submission: 02.04.2026, up to 15:00 Hrs
- Technical Bid Opening Date: On or after 06.04.2026, post 16:00 Hrs
- Bid Proposal Validity: 180 days from the date of bid opening
Tender Fees and EMD
- Document Fee: A non-refundable fee of ₹ 10,000/- (Rupees Ten Thousand only).
- Tender Processing Fee: ₹ 590.00 (Five Hundred Ninety only).
- Earnest Money Deposit (EMD): A refundable EMD of ₹ 50,000/- (Rupees Fifty Thousand only) must be submitted via e-payment. The EMD will be forfeited if the selected bidder fails to execute the agreement.
Scope of Work
The empaneled agency will be responsible for a comprehensive range of services, including but not limited to:
- Conceptualization & Execution: Developing event concepts, layouts, and themes in coordination with BSDM.
- Logistical Arrangements: Managing all hardware, including printers, scanners, laptops, LCD screens, and audio-visual equipment (microphones, projectors, etc.).
- Media & Branding: Executing media campaigns (TV, Print, Radio, Hoardings) and designing event branding, creatives, and video content.
- Venue Management: Preparing parking and traffic plans, maintaining sanitation, and ensuring fire safety compliance.
- Vendor & Participant Coordination: Supervising all activities, managing participant registration, and distributing materials.
- Permissions & Compliance: Obtaining all necessary statutory approvals and No Objection Certificates (NOCs).
- Post-Event Activities: Submitting detailed reports, uploading photographs, and coordinating with media for success story publications.
- Deployment of Dedicated Team: Deputing a senior executive for coordination with the BSDM team from the issuance of the work order.
Eligibility Criteria (for Agencies)
This EOI for Skill Development Training (for event management) requires bidders to meet the following preliminary eligibility:
| Requirement | Specific Condition |
|---|---|
| Registration | Must be a registered Proprietorship/ Partnership/ LLP/ Company/Trust/Society incorporated on or before 01.04.2022. |
| Annual Turnover | Average annual turnover of at least ₹ 50 Lakhs from services in the last 3 financial years (FY 2022-23, 2023-24, 2024-25). |
| Net Worth | Must have a positive Net Worth as of FY 2024-25. |
| Experience | Must have completed at least one event management work (job fair, industry meet, or similar event) for a state/central government body with a single work order value of minimum ₹ 30 Lakh between FY 2021-22 and the bid submission date. |
| Presence in Bihar | Must have a Registered Office or Branch Office in Bihar. |
| ISO Certification | Must have valid ISO 2021:2024 (Event Sustainability) and ISO 9001:2015 (Quality Management System) certifications. |
| Staff Strength | Must have a minimum of 50 regular staff members. |
| Blacklisting | Must not be blacklisted or debarred by any central/state government or their undertakings. |
Selection & Empanelment Procedure
The selection process follows a Single Bid System (Technical Bid only for empanelment) and consists of two stages:
- Preliminary & Technical Evaluation: Bids are first evaluated for eligibility and completeness. Technically qualified bidders who score at least 70 marks out of 100 in the Technical Evaluation will be considered for empanelment.
- Technical Evaluation Criteria:
- Financial Turnover: 20 Marks
- Experience (Number of Events): 10 Marks
- Experience (Value of Single Work Order): 20 Marks
- Presence in Bihar: 10 Marks
- Technical Presentation: 40 Marks (Bidders must make a detailed presentation on their approach and methodology).
- Technical Evaluation Criteria:
- Post-Empanelment (Event-Specific Selection): Empanelment does not guarantee work. For each specific event, BSDM will:
- Issue an Event-Specific Request for Financial Proposal (BoQ).
- Empanelled agencies submit their financial quotes.
- The agency with the Lowest Quoted Price (L1) is awarded the work order, subject to compliance with technical specifications and rate reasonableness.
Funding and Payment Conditions
- Payment Terms: Payment will be processed upon submission of invoices for completed activities/events.
- Supporting Documents: Invoices must be accompanied by a list of work initiated/completed, all supporting documents, and bills.
- Reimbursements: Travel and accommodation expenses for agency employees will be reimbursed only with prior approval from BSDM.
- Penalty: Failure to perform services on time may result in a penalty of 2% of the work order cost per week, up to a maximum of 10%, and may lead to contract termination.
Mode of Submission
Proposals must be submitted ONLINE through the e-Procurement portal of Bihar. No offline or hard copy submissions will be accepted.
- Website: https://www.eproc2.bihar.gov.in
- Instructions:
- Bidders must have a valid Class II/III Digital Signature Certificate (DSC) and be registered on the portal.
- All required documents (scanned copies) must be uploaded in the specified formats.
- Tender Processing Fee, Document Fee, and EMD must be paid through e-payment mode (NEFT/RTGS/Credit Card/Debit Card/Net Banking) on the portal.
Other Terms and Conditions
- Sub-Contracting: Sub-contracting or consortium/joint venture participation is not allowed.
- Agreement Period: The empanelment agreement is for 02 years, extendable by one more year based on satisfactory performance.
- Governing Law: The contract will be governed by the laws of India, with legal jurisdiction in Patna, Bihar.
- Force Majeure: Standard force majeure clauses apply, with BSDM having the final authority to decide on such events.
- Dispute Resolution: Disputes will first be attempted to be resolved amicably. If unresolved, they will be referred to arbitration as per the Arbitration and Conciliation Act, 1996, with proceedings held in Patna.
- Right to Reject: BSDM reserves the right to accept or reject any or all proposals, or cancel the entire RFP process, without assigning any reason.
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