Tender for Event Management Service for International Industrial Expo-2024

Tender for Event Management Service for International Industrial Expo-2024
Tender: T/05/2024

The Chairman, Department Procurement Committee, on behalf of the Industrial Development Board now invites sealed bids from eligible and qualified bidders for Event Management Service.


  1. Related Experience from the past 3 years

1.1.           The Relevance of the past projects, performed tasks, operational scope shall be evaluated for these criteria.
1.2.           National and International Events with the scope from conceptualization, design, planning, supply, installation, maintenance, dismantling and removal from the site.
1.3.           Each project must be for a minimum invoice value of at least LKR 10 Million.
1.4.           Each project must include scope of execution experience of minimum 50,000 sqft of Marquee set up.
1.5.           Only project involvements with legally certified proof shall be evaluated.

  1. Financial Capability

2.1.           15 consecutive Years Audited Financial Documents
2.2.           Bank Statements for the Last 3 years.
2.3.           Inventory of Existing Stock related to the facilitation of Relevant Event Supply. (Inventory shall be confirmed by a physical inspection (by the Technical Evaluation Committee) of the warehousing site, storage quality as well as proof of inventory and stock)

  1. Human Resources Capacity

3.1.           Records of EPF & ETF registered employees for the past 5 years.
3.2.           Staffing allocation and total company hierarchy.
3.3.           Forecasted/Projected staffing allocation for the project.

  1. Event Infrastructure build Capability

4.1.         Capability to supply, install, maintain, dismantle and remove approximately 185,000sqft of European manufactured marquees.
4.2.           Documented and certified proof of purchase and shipping.
4.3.           Complete specification of the Marquee frame and covering fabric.

  1. International Rewards and Recognition as assurance to quality in the recent 3 years
  1. Floor Plan proposal for total event
  1. Total Event Proposal below categories are a must among all other aspects of the proposal

7.1.           Safety and Hazard elimination plan
7.2.           Utility provision plan for basic amenities suitable for an International Exhibition.
7.3.           Cleaning and maintenance resource allocation plan.
7.4.           Traffic and vehicle management plan for the total event premises from installation till removal.
7.5.           Total event coordination communication plan for each element of the event.
7.6.           Total Security plan in alignment with standard President’s Security Division protocols.
7.7.           Weather-ready plan for all common weather scenarios that could possibly disrupt the event.
7.8.           Route Map plans: Visitors’ tour route, Installation and Removal vehicle routes, Stall holder loading and unloading route, Emergency exit routes, Fire truck, ambulance entry-exit routes, VIP entry-exit routes.
7.9.           Air-conditioning plan
7.10.  Total digital graphic content requirement plans for during the event (from conceptualization to execution with placement)
7.11.        Sponsor Benefit execution and allocation plan
7.12.        Total task delivery timeline graph from the day of bidding, to the day of final payment plan

  1. Machinery, Equipment, storage and transportation capability to ensure the ability to actually implement the plans as proposed. Bidder must project validated proof for Machinery, Equipment, storage and transportation at their disposal for below expected capabilities;

8.1.           Manufacturing and repairing capability
8.2.           Maintenance capability
8.3.           Quality maintenance capability
8.4.           Loading and unloading capability
8.5.           Secure storing capability
8.6.           Smooth and timely delivery of total installation
8.7.           Transportation
8.8.           Other forecasted requirements for Machinery, Equipment, storage and transportation.

  1. The Intended Service Period is within 90 days after receiving the Purchase order.
  1. Bidding will be conducted through National Competitive bidding procedure (NCB)
  1. Interest eligible bidders may obtain further information from Deputy Director (Procurement), Supply Division Industrial Development Board, 615, Galle road, Moratuwa. and inspect the Bidding document during office hours (9.30 a.m. to 3.00 p.m.) on working days commencing from 29.03.2024 to 18.04.2024 at Industrial Development Board on the above address. Tele:0112 607004, Email: info@idb.gov.lk
  1. A completed set of Bidding document in English Language may be purchased by interested Bidders on submission of a written application to the Assistant Director (Procurement), and upon payment of a non-refundable fee of Rs.30,000.00 + SSCL 2.5% + VAT 18% effective from 28.03.2024 to 18.04.2024 between 9.30 A.M. TO 3.00 P.M. During office hours on working days from Industrial Development Board, 615, Galle road, Moratuwa. The method of payment will be by cash.
  1. A pre-bid meeting will be held on 09.04.2024 at 10.00 a.m. in Auditorium of Industrial Development Board at the above address.
  1. Bids must be sent to The Chairman, Department Procurement Committee, Industrial Development Board, 615, Galle road, Moratuwa. under registered post or deposited in the Tender Box available at Supply Division, Industrial Development Board, 615, Galle road, Moratuwa on or before 10.00 a.m. on 22.04.2024. Please indicate “Event Management Services – 2024” on the top Left-hand Corner of the Sealed Envelope.
  1. Bids will be opened immediately after the deadline for submission of bids, in the presence of Bidders or their authorized representatives who choose to attend in person at the address stated above.

The Chairman – Department Procurement Committee,
615, Galle Rd, Moratuwa.
Tel: 0112 607004

    No. Title Medium Link
    1 Tender Document english View
    2 Bill of Quantities english View