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Niryat Bhawan, Rao Tula Ram Marg

Opp. Army Hospital Research & Referral, New Delhi-110 057


Request for Proposal for SOURCEX INDIA, NEW DELHI

Organising Reverse Buyer Seller Meet (RBSM)

Event Management services Ref: FIEO/RBSM/RFP004


Federation of Indian Export Organisation is organizing an International Buyer Seller Meet on Branded Goods & Services in March, 2023 in New Delhi, India. 

Request for proposal is invited from reputed PEO / PCO companies with a Business Turnover of at-least Rs. 2 crores in last 3 financial years (excluding 2022-23) and 3 years + relevant experience in organising International Buyer Seller Meets in India.  

 Appointed company will be required to provide support services to FIEO on the following:

 a. Project Management

b. Assist FIEO in Inviting 150-200 overseas buyers from the focus countries keen to source branded products & services from India. 

c. Assist FIEO in Inviting 110-125 Sellers from India 

d. Create Conference programme, speaker invitation and programme management

e. B2B meeting schedule creation and management

f. Marketing Promotion, Advertising & Sponsorships

g. Venue Management

h. Hotel accommodation management. 

g. Organising Exhibition & Management


 The PEO will be required to submit the technical bid and the financial bid in two separate and sealed envelopes, Technical proposal shall be marked “Technical Proposal”. Financial Proposal shall be marked “Financial Proposal”. 

Both the proposals should be put up in a bigger envelope and marked as “Request for Proposal for providing Professional Exhibition Organiser (PEO) services for “SOURCEX INDIA” and submitted before the last date and time at the following address: 

Dr. Ajay Sahai, Director General & CEO, FIEO, Niryat Bhawan, Opp. Army Hospital R & R, Rao Tula Ram Marg, New Delhi-110057. Tel: 011-46042112/17


General Terms & Conditions

1. All offers should be in Indian Rupees. GST to be quoted as extra.

2. Please mention payment terms.          

3. Offer validity should for 30 days from the date of opening the quotation.

4.  GST Registration / Income Tax PAN Number should be mentioned.

5. FIEO reserves the right to split the job work to two or more parties without assigning any reasons.

6. In case of any dispute, the decision of FIEO will be treated as final.

7. All disputes are subject of New Delhi jurisdiction.



Technical Proposal 

The Technical proposal should clearly demonstrate the PEO’s understanding of the requirements of the Event and the Proposal should include the following information in the enclosed Proforma.

 a. Annual turnover for the last three consecutive financial years 

 b. Experience and list of managing National & International events of Export Promotion Councils/Trade Bodies handled in the last five years. 

c. Client references from organised RBSM in India

Financial Proposal 

 The financial proposal should include the following:

 a. Project Management for the following services:  

i. Preparation of a 360 degrees event blue print, discussions and approval with FIEO.         

ii. Event Budgeting, Cashflow and Income / Expense Statement   

iii. Creation of Show Brochures, Application Forms   and Website

iv. Live Activation of Online Application, Online Hosted Buyers 

v. General query management and resolution 

vi. Opening Ceremony plan finalisation  

vii. Networking Ceremony plan finalisation 

viii. Gala dinner

ix. Pre Event Brief

x. Onsite Event Management from Possession to Handover

xi. Post Event Show Report submission along with - Show statistics - Buyer & Seller feedback - Show Learnings and Further improvement recommendations. 

xii. Assist FIEO in Inviting 150-200 overseas buyers from the focus countries keen to source branded products & services from India. 

xiii. Assist FIEO in inviting 110-125 Sellers from India

xiv. Create Conference programme, speaker invitation and programme   management

xv. B2B meeting schedule creation and management 

xvi. Any other advisory support required by FIEO for organising the Buyer-Seller Meet

xvii. Exhibition Set up and management for 100 booths (6 sqm)


b. Financials for Venue in New Delhi for organising the event. Offered venue should be able to accommodate:  

  Day 1                                               Afternoon Press Meet with Lunch for 50 Media

                                                            Evening Inauguration and Gala Dinner for 400 delegates.

Day 2                                               Venue for Exhibition & B2B with 100 Stalls (10:00 to 17:00)       

Lunch for 300 delegates 

                                                            Dinner for 300 delegates

  Day 3                                               Venue for Exhibition & B2B with 100 Stalls (10:00 to 17:00)       

Lunch for 300 delegates    


c. 100 -125 Hotel Rooms for 2 Nights / 3 Days (Arrival day 1, Departure Day 3) 

 Bid Evaluation Criteria

 Technical Proposal                                                                                                               70 points 

Following evaluation Criteria will be used to evaluate the technical proposals         

Max Points 30

1. Last 3 years Turnover in Exhibitions Organisation &   Management    

a. Less than Rs. 2 Crores                                                                                                                       05

b. Rs. 2-5 Crores                                                                                                                                     15 

c. Rs.  5 Crores& above                                                                                                                          30

                                                                                                                                                      Max Points 20

2. Proven Experiences in providing similar services for other Export Promotion Councils and Associations   

a. 1-3 Events                                                                                                                                             5

b. 4-6 Events                                                                                                                                            10 

c. More than 6 events                                                                                                                              20                    

Max Points 20

3. Credential Presentation                      

a. Company Profile                                                                                                                                 5 

b. Content                                                                                                                                                5 

c. Proposed Strategy                                                                                                                              10


The turn-over figures shall be given financial year wise. The turnover means turnover from PEO activities only and as per the figures reflected in the profit/loss account of the PEO. If the turnover includes turnover from items other than PEO activities then, CA’s certificate indicating turnover from Event Management Activities will be required. Turnover will be determined only on the basis of documentary proof, which will have to be submitted by the respective PEO, at the time of submission of the tender. 

Only such PEOs who qualify technically by scoring 45 marks and whose offer fully meets the requirement as envisaged in the RFP in terms of items and numbers would be invited for financial bid opening. 

Price Proposal                                                                                                                                  30 points

In preparing the financial bid, the PEO shall take into account the requirements of different events, man power required, all administrative charges, travels, etc. as per the scope of work 

The amount quoted by a bidder should be ONE SINGLE FLAT FEE covering all the requirements as per this tender document. GST as applicable will be payable extra. 

 All the rates must be quoted in figures as well as in words without any cutting or overwriting. In case any discrepancy in the rates quoted in figures and words, the rates quoted in words shall be considered as final and authentic. 

The bids may be opened in front of the bidders who will be present. Evaluation of Financial Bid will be done based on total cost quoted. 


Contract will be awarded to the bidder in case the bid has been determined as the lowest evaluated bid, economically feasible and responsive subject to approval of the competent authority. Negotiations will be held with qualified and selected bidder