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PROCUREMENT OPPORTUNITY

PA23 UK4 - Tender notice for the Event Management Agency- Retainer Model Department for Business Innovation, Science and Trade (BIST), British High Commission India

Foreign, Commonwealth and Development Office · Tender notice on Find a Tender

Tender information last checkedLast checked 24 Sept 2026, 13:22.

Opportunity overview

UK's Depatment for Business Innovation Science and Trade (represented by British High Commission in New Delhi) in India intends engage a competent Event Management Company on a Retainer Agreement to support planning and delivery of the events across India for a tenure of 3 month (September to December 2026), with provision for futher extension. To support an anticipated increase in event activity during the upcoming peak period. DBT will undertake rapid competative tender excercise using the Light Touch Regime (LTR) of Procurement Act 2023. The purpose of the retainer arrangement is to ensure the availability of dedicated event management support, faster response times, proactive planning, and consistent service delivery across DBTs event portfolio. The selected agency will receive a fixed monthly retainer fee covering ongoing event management support, account management, planning, coordination, and resource availability. Costs associated with the actual execution of events will be charged separately based on approved event requirements and budgets.

Classification

  • CPV79952000 — Event services

Lots

  • Lot 1£120k

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
CPH14473-2026
Status
active
Procurement Method
open
Procurement Method Details
Open procedure
Main Procurement Category
services
Above Threshold
Yes
How to submit
Suppliers should submit their proposal by the given deadline (time and date mentioned in this notice). Detailed instruction about this tender in provided in the documentation section of this notice. Your tender must be submitted at FCDOs South Asia Mailbox (SouthAsia.Procurement@fcdo.gov.uk) in accordance with the attached Tender Documents Instructions. Tenders submitted by any other means or send to any other mailbox will not be accepted.

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure

Is Accelerated
Yes
Accelerated Rationale
Light touch contract

Special regime

lightTouch

Covered By

GPA

Submission terms

Electronic Submission Policy
notAllowed

Languages

en

Tender Period

Ends
10 Sept 2026, 17:00

Enquiry period

Ends
7 Sept 2026, 17:00

Expected award period

Ends
18 Sept 2026, 23:59

Contract terms

Financial Terms
All the invoices will be paid in monthly arrers for the work. Payments of all the valid invoices will be made within 30 days.

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes

Value

Including VAT
120,000
Amount
120,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Relevant Experience and Retainer Capability
Description
Demonstrate experience managing multiple concurrent events under a retainer or account and project-management model. Provide details of up to five relevant projects delivered over the last three years, including client, event type, scale, scope of services and outcomes. Experience supporting HMG government (wherever possible) or other government, public sector or highly regulated organisations is desirable.

Numbers

Entry 1
Number
15
Weight
percentageExact
Criterion 2
Type
quality
Name
Nationwide Event Delivery and Resource Network
Description
Provide evidence of capability to deliver events across India, including office locations, regional presence, or partner network especially markets listed in our SOW. Describe delivery arrangements for locations where the bidder does not maintain a physical presence. Include examples of events delivered outside the bidder's headquarters location and explain how local suppliers and service providers are managed and quality controlled.

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 3
Type
quality
Name
Project Management, Operations and Resource Deployment
Description
Provide proposed account structure, dedicated project management resource, escalation process, service levels, and delivery methodology. Include CVs/profiles of key personnel, years of experience, tenure within the organisation, and details of owned and outsourced operational resources, equipment and vendor management processes.

Numbers

Entry 1
Number
15
Weight
percentageExact
Criterion 4
Type
quality
Name
Creative Design Branding and Content Capability
Description
Describe in-house creative, design and content capabilities available to support event delivery. Provide examples of brochures, event branding, digital assets, presentations, emailers, social content or event collateral developed for clients. Demonstrate ability to adapt assets in line with government or corporate brand guidelines.

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 5
Type
quality
Name
Quality Assurance, reporting and sustainability
Description
Describe quality control processes, risk management approach, event reporting methodology and post-event evaluation framework. Outline sustainability practices, including waste reduction, responsible sourcing, sustainable production methods, local procurement and measurement of environmental impact.

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 6
Type
price
Name
Commercial Evaluation
Description
Commercials: Please provide detailed bifurcation of the unit cost involved in the whole process as per Pricing Template

Numbers

Entry 1
Number
40
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Suppliers/bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be compliant with various laws and regulations, including taxations, labour laws and other relevant laws/act
Criterion 2
Type
technical
Description
Please refer to documentation provided in the RfP Pack

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
18 Sept 2026, 00:00
Ends
31 Dec 2026, 23:59
Max Extent Date
31 Mar 2027, 23:59

Renewal

Description
Subject to business requirement at BIST in India

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
79952000
Description
Event services

Delivery locations

Entry 1
Region
IN
Country
IN
Country Name
India

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
A-21799
Document Type
biddingDocuments
Description
Tender Information
Format
application/pdf
Entry 3
Id
A-21800
Document Type
biddingDocuments
Description
Terms and Conditions
Format
application/pdf
Entry 4
Id
A-21801
Document Type
biddingDocuments
Description
Pricing Model
Format
application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
Entry 5
Id
A-21802
Document Type
biddingDocuments
Description
Scope of Service Requirement
Format
application/pdf
Entry 6
Id
A-21803
Document Type
biddingDocuments
Description
KPI
Format
application/pdf
Entry 7
Id
A-21804
Document Type
biddingDocuments
Description
Annex - Event Pipeline
Format
application/pdf
Entry 8
Id
083068-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
2 Sept 2026, 13:49
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
Foreign, Commonwealth and Development Office
Id
GB-PPON-PXRR-8771-PHVX

Identifier

Scheme
GB-PPON
Id
PXRR-8771-PHVX

Address

Street Address
King Charles Street
Locality
London
Postal Code
SW1A 2AH
Country
GB
Country Name
United Kingdom
Region
UKI32

Contact

Name
Regional Procurement Lead

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthorityCentralGovernment
Description
Public authority - central government

Recorded locations

  • Buyer location · London · UKI32 · SW1A 2AH · United Kingdom
  • Delivery location · IN · India

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 083068-2026Tender notice on Find a Tender ·