Comprehensive Event Management and Race Support for Multi-Distance Cycling Event Including Marketing, Prizes, and Route Setup

Work Description - NA

This tender, with Bid Number GEM/2026/B/7635283, issued by the Department of Military Affairs, Ministry of Defence, seeks comprehensive event management services for a seventy-seven km Race, along with supporting races of forty-two km, twenty-one km, and ten km. The scope of work encompasses the entire event lifecycle, from pre-event marketing, including print and social media campaigns, to on-site execution and post-event wrap-up. Specifically, the tender requires the preparation of a stage with public announcement equipment and lighting, along with the hiring of data screens. Crucially, it includes event day photography and videography, and the hiring of transportation for the conducting team, with accommodation provided for two days at Kaza and Losar for seventy-seven participants. Transportation for participants in the seventy-seven km race is also a key requirement, covering routes from Kaza to Kunzam La and Kaza to Sumdo. A significant component of the tender involves the procurement and distribution of various prizes, including MTBRock Racing Cycles (specifically for 77km and 42km races), Grable Bike, Road Bike, FireFox 21km, Triban Bike, Tornado MTBRock 10km, MTBRock Urban Terrain, and HERORIOT. Furthermore, the tender calls for the provision of high-performance, microfiber, sweat-proof unisex T-shirts for participants, along with moisture-wicking caps featuring personalized engraving. The procurement of medals, specified as rectangular metal with ribbon attachment and personalized engraving, and durable Tyvek bibs (7.5 inches x 5.75 inches) with integrated timing chips, are also essential. The tender includes the meticulous setup of the race routes, featuring ten checkpoints for the seventy-seven km race and seven checkpoints each for the forty-two km, twenty-one km, and ten km races, with all associated labor charges covered. Additionally, trophies for Ambassadors and Dignitaries, crafted from metal, acrylic, and wood with personalized engraving and logos, are to be supplied. Finally, on-route hydration provisions, including Red Bull (250ml x 1), Protein Bars (50g x 2), Bananas (x 5), Hydration Drinks (40g x 2), and Water Bottles (250ml x 5), are to be managed. The total quantity for these items is 10078. The bid period runs from 13-08-2026, 7:00 PM to 14-08-2026, 7:00 PM, with the tender dated 13-07-2026.