E-TENDER FOR EVENT MANAGEMENT ACTIVITIES FOR NORTHERN REGION MEET AT PRIDE PLAZA HOTEL AEROCITY, NEW DELHI FROM 18TH JUNE TO 19TH JUNE 2025

Bharat Petroleum Corporation Limited , Noida Retail Territory

EVENT MANAGEMENT ACTIVITIES FOR NORTHERN REGIONAL RETAIL MEET

• Place of event – Pride Plaza Hotel, Aerocity, Delhi

• Tentative date of event: 18/06/2025 -19/06/2025

• Please Note - Delivery/ Quantity of Items may vary and will be confirmed by BPCL

before the event.

• Line Item wise Rates are to be filled in attached BOQ and shall be submitted/

Uploaded with the Tender Documents.

• Requirement for the event:

As per below table

S. No. Description NO.

Days Quantity Unit

A Stage Setup and Fabrication work

Stage with Grey Carpet or as approved by corporation

2 Skirting for Stage with Flex Branding (40x2'),

3 Skirting for Stage Left & Right Flex Branding (24'x2'),

4 Riser for led Wall (40'x1.5')

5 Skirting for Riser with Flex for Led Wall (40'x1.5'),

6 Registration or Help Desk Backdrop (10'x8'), 1.00 2.00 1 LS

7 Registration or Help Desk Table(6'x3'),

8 As per the theme welcome Arch Box Gate

9 Welcome & Direction Standees with Flex (8'x4') ,

10 Podium with Branding,

11 Console with Black Masking (20'x4') (4'x4') (4'x4')

12 Two Type Selfie BoothAs per the theme Selfie Props

13 Frame for front preview Plazma

B Sound system for Conference and Cultural Program

1 Top JBL VRX or equivalent

2 Base JBL or equivalent

3 Moniter JBL or equivalent

4 Delay Speaker

5 Cordless Mic 4 2 1 LS

8 Digitak Mixer 32 Channels

C STAGE LIGHTING ARRANGEMENTS(Min Requirement)

1 Led Warm Lights

3 Avolite Mixer

4 Follow or Spot Light

5 U- Truss for light

D LED BACK DROP

1 LED Wall P3 (42'x10') Curve type

2 LED Wall for Delay (8'x6')

3 Preview Plazma 55 inch

4 Delay TV -65 Inch

5 Watchout Server

8 Slide Changer

E Cultural Performances-Singing Duet Performance 1 1 1 LS

F Hostess for award Distribution etc. 3 1 3 No

G Photographer 1 2 1 No

Welcome of Participants with Rose Bud

(250 Participants in 2 days)

I Sofa Set & Centre Table Set 10 2 1 LS

J Welcome Shawls 10 10 NO

K Plant Saplings in Ceramic Pot 10 10 No

L Dj Set with Player 1 2 1 LS

M Transportation Arrangements for Participants 10 2 20 EA

DG set for entire event of adequate capacity for power -

62 KVA min incl fuel etc. & necessary connection

PPL, RMPL, IPRS and Novex for 250 PAX

O (will be paid on actuals on submission of receipts from 1 2 2 DAY

competent authority)

Creative Designing and video Editing - Integral part of tender

Terms and Conditions:

1. All the materials/services shall be provided at the venue only and transportation

cost of any item should be included while quoting the rates. No separate cost will

be paid for transportation of equipment / artists etc.

2. Colour /Design of fabrics, screen, or other items need to be approved from BPCL

before hand prior to the event timely so as to avoid any last moment rush.

3. Approval of Performer artist need to be taken in advance and should be inline with

BPCL and community guidelines.

4. All the statutory guidelines must be followed, and proper record accordingly must

be maintained and produce to us whenever asked for.

5. No subletting of the contract is allowed for this tender.

6. EMD of Rs. 1 Lakh to be mandatorily submitted in form of DD otherwise bidder shall

be disqualified and bidding shall not be evaluated for such bidders. The same is

exempted for BPCL registered vendors and MSME Registered Vendors. However

exemption shall be considered only upon submission of BPCL Registration letter or

MSME certificate during bidding in E-tender Portal.

7. Bid Evaluation shall be done on L1 basis for final quoted rates including of GST. GST

18% shall be considered if not quoted by bidder during bidding

8. EMD shall be converted into security deposit for successful bidder and the same

shall be released post completion of event. For Unsuccessful bidder, the EMD will

be released immediately.

1. Payment shall be released in full and immediately on completion of event.

2. No retention money shall be held during payment.