RFQ FOR EVENT MANAGEMENT

1. Scope of Supply:
To provide support as Event Management for “Dealer Conference Program 2017” in favor of National
Polymer Industries Ltd. (NPILY).

2. Deliverables:
 Hotel rent
 Transportation facility [pick & drop]
 Food arrangement
 Sales Conference Program
 Dealer Conference Program
 Cultural Program
 Games
 Conference room facility
 Overall event management

3. Preferred Location:
Cox’s Bazar.

4. Preferred Date:
16-18 March, 2017 / 9-11 March, 2017.

5. Event Management Expectations:

As per Annex-1.

6. Responsibility Matrix:
As per Annex-2.

7. BOQ:
As per Annex-3.

8. Price:
Price must be in BDT, excluding VAT & Tax.

9. Payment Terms:
Total payment will be paid in 2 part, which are as follows –
I. 50% of PO Value as advance.
II. 50% after work completion, within 15 days of complete bill submission.

10. Documents Required for Complete Bill:

The following documents are mandatory along with Bill –
I. Bill
II. PO Copy
III. Final Quotation

11. Payment Adjustment:

If there is any non-performance and/or degradation of service found in the whole program that will be
noticed to the supplier and financial penalty will take place with Final Payment.

12. Experience:
As per Annex-4.

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 ANNEX-1
Event Management Expectations

Sl. Particulars NPOLY’s Expectation

1. Total Participants 1,300 person

Grade-A: 10 person
2. Participants’ Category Grade-B: 890 person
Grade-C: 400 person

Grade-A: Single Room Single Person

3. Room Arrangement Grade-B: Single Room Two Person
Grade-C: Single Room Four Person

4. Program Duration Consecutive 3 day; starting from 16th or 9th March

From Kamlapur, Gabtoli @ 9:00 PM to respective hotels in Cox’s

5. Thursday Pick & Drop
Bazar

From respective hotels in Cox’s Bazar @ 9:00 PM to Kamlapur,

6. Saturday Pick & Drop
Gabtoli

AC Bus for 900 person

7. Vehicle Type
Non-AC Bus for 400 person

1st Day
 No Food

2nd Day
 Breakfast
 Morning Snacks
 Lunch
8. Food
 Dinner + BBQ

3rd Day
 Breakfast
 Morning Snacks
 Lunch
 Dinner

 2nd Day from 5:00 PM to 12:00 AM [Dealer Conference,

9. Conference Room Booking Cultural Program & Raffle Draw]
 3rd Day from 10:00 AM to 1:00 PM [Sales Conference]

Page 1 of 2
 ANNEX-1
Event Management Expectations

 Audience: 1,300 person

 Speaker: 3 person
 Microphone
10. Conference Room Facility
 Projector
 Indoor
 AC

 Still Photography
11. Moment Capture
 Videography

Page 2 of 2
 ANNEX-2
Responsibility Matrix

Sl. Particulars NPOLY Supplier

1. Hotel/ Resort Booking √

2. Food √

3. Transportation √

4. Cultural Program √

5. Raffle Draw √

6. Gift √

7. Gift Wrapping & Coupon √

8. Overall Event Management √ √

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BOQ_Annex-3

Sl. Particulars QTY UOM Unit Price Total Price

1 Room Rent 1 LOT BDT 0.00

2 Food 1 LOT BDT 0.00
3 Transportation 1 LOT BDT 0.00
4 Conference Room 1 LOT BDT 0.00
5 Sales Conference Program 1 LOT BDT 0.00
6 Dealer Conference Program 1 LOT BDT 0.00
7 Cultural Program 1 LOT BDT 0.00
8 Moment Capture 1 JOB BDT 0.00
9 Management Fee 1 JOB BDT 0.00
Grand Total = BDT 0.00

Need cost break-down

 ANNEX-4

Experience Sharing
For last 2 years

Sl. Client Name Program Name Total No. of Participants Location Venue Duration Date

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