Official UK procurement notice
PA23 UK4 - Tender notice for the Event Management Agency- Retainer Model Department for Business Innovation, Science and Trade (BIST), British High Commission India
Authority: Foreign, Commonwealth and Development Office (Central government)
What is being bought
Published requirement descriptionUK'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 till 31st March 2027.
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.
CPV: Event services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£120,000
- Economic & financial standing
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
- Technical & professional ability
Please refer to documentation provided in the RfP Pack
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (6)
- Relevant Experience and Retainer Capability: 15%
- Nationwide Event Delivery and Resource Network: 10%
- Project Management, Operations and Resource Deployment: 15%
- Creative Design Branding and Content Capability: 10%
- Commercial Evaluation: 40%
- Quality Assurance, reporting and sustainability: 10%
Published award criteria (6)
- Relevant Experience and Retainer Capability: 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.
- Nationwide Event Delivery and Resource Network: 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.
- Project Management, Operations and Resource Deployment: 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.
- Creative Design Branding and Content Capability: 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.
- Quality Assurance, reporting and sustainability: 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.
- Commercial Evaluation: Commercials: Please provide detailed bifurcation of the unit cost involved in the whole process as per Pricing Template
- Economic & financial standing
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
- Technical & professional ability
Please refer to documentation provided in the RfP Pack
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Light touch regime
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 2 Sept 2026, 13:49 BST
- Last source update
- 30 Oct 2026, 11:12 GMT
- Award evaluation window
- Submission end – 18 Sept 2026
- Authority reference
CPH14473-2026- FTS notice number
2026/S 000-083068- Accelerated
- Light touch contract
- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area in notice
- Official registry OCID
ocds-h6vhtk-06f064Find a Tender- Contract terms summary
All the invoices will be paid in monthly arrers for the work. Payments of all the valid invoices will be made within 30 days.
How it was run
Official notice- Submission deadline
- 10 Sept 2026, 17:00 BST
- Clarification deadline
- 7 Sept 2026, 17:00 BST
- Electronic submission
- Not allowed
- Accepted languages
- en
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 ([email protected]) in accordance with the attached Tender Documents Instructions.
Tenders submitted by any other means or send to any other mailbox will not be accepted.
Timeline
2 Sept 2026 → 30 Oct 2026 · 6 dates- Tender notice published58 days ago2 Sept 2026, 13:49 BST
- Clarification questions by53 days ago7 Sept 2026, 17:00 BST
- Submission deadline50 days ago10 Sept 2026, 17:00 BST
- Contract starts43 days ago18 Sept 2026, 00:00 BST
- Award decision expected by42 days ago18 Sept 2026, 23:59 BST
- Latest notice published16h ago30 Oct 2026, 11:12 GMT
Notice history
3 events · 2 releases on Find a Tender · since 2 Sept 2026- Tender notice published2 Sept 2026, 13:49 BSTUK4
- Contract details notice published30 Oct 2026, 11:12 GMTUK7
- Status changed to complete30 Oct 2026, 11:12 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| PHASE1 EVENTS AND ENTERTAINMENT PRIVATE LIMITED | £101,695 † | — | Awarded |
Contracts
Retainer Based Event Management Services and Event Execution Support for BHC and BDHC across India Network · PHASE1 EVENTS AND ENTERTAINMENT PRIVATE LIMITED
- Signed
- 18 Sept 2026
- Value
- £101,695
- Period
- 21 Sept 2026 – 31 Dec 2026 · up to 31 Mar 2027 with extensions
- Status
- active
- Extensions
- The Contract Period begins on 21st September 2026 and ends on 20th December 2026. The Authority may elect to extend the Term till 31st March 2027 by providing the Contractor with a 2-week’s notice before the end of the Term. Any extensions to the Contract Period shall be mutually agreed between Authority and Contractor
6 agreed KPIs: Value for Money and Governance · Ethical Behaviour · Transparency and Delivery Chain Management …
- Value for Money and Governance, Demonstrate robust financial management and governance. Deliver value for money through efficient use of resources and transparent pricing. Maintain open-book financial reporting and compliance with tax regulations. Implement effective risk management, issue resolution, and continuous improvement processes.
- Ethical Behaviour, Uphold the highest standards of integrity, professionalism, and ethical conduct. Prevent, declare, and manage conflicts of interest. Maintain whistleblowing mechanisms and ethical recruitment practices. Provide regular ethics training and promptly report fraud, corruption, safeguarding, or financial crime concerns.
- Transparency and Delivery Chain Management, Ensure full transparency across the supply chain. Maintain accurate records of downstream partners and fund flows. Promote prompt payment, responsible subcontracting, and anti-corruption measures. Ensure delivery partners comply with FCDO standards and reporting requirements.
- Environmental issues, Minimise environmental impact and manage environmental risks. Implement environmental policies and sustainable operating practices. Monitor and report environmental performance. Support recognised environmental standards and initiatives.
- Terrorism and Security, Prevent misuse of funds for terrorism or unlawful activities. Maintain effective security, cyber security, and data protection controls. Implement policies aligned with Cyber Essentials and relevant legislation. Protect organisational and beneficiary data and systems.
- Safeguarding, Social Responsibility and Human Rights, Maintain robust safeguarding policies and procedures. Prevent exploitation, abuse, discrimination, forced labour, and modern slavery. Promote human rights, equality, diversity, and inclusion throughout the supply chain. Deliver safeguarding and human rights training and support ethical employment practices.
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- PHASE1 EVENTS AND ENTERTAINMENT PRIVATE LIMITEDAwarded supplier
Official documents & specifications (8)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Terms and Conditions
- Bidding documents and specifications Pricing Model
- Bidding documents and specifications KPI
- Bidding documents and specifications Annex - Event Pipeline
- Bidding documents and specifications Scope of Service Requirement
- Bidding documents and specifications Tender Information
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Tender notice Tender notice on Find a Tender