Procurement Opportunity: WRO CC Empanelment of BTL Agencies 2023 GSO in AHMADABAD, GUJARAT
N/A
AHMADABAD, GUJARAT
Posted:
18 January 2023
Closed:
22 February 2023
EPROCURE
Open State Governments & UT NPROCURE
Government Tender for Organizing 3-Day Showcase on Vikshit Bharat by Gujarat Lalit Kala Academy
Bid Publish Date
11-Jun-2026, 11:00 am
Bid End Date
15-Jun-2026, 12:00 pm
Location
Progress
Issue11-Jun-2026, 11:00 am
AwardPending
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹5,000
Contract Form
Works
Completion Period
As per tender Document Attached
Currency Type
Single
Categories
3
This government tender offers a unique opportunity for experienced event management agencies to organize a 3-day Vikshit Bharat showcase in Gandhinagar, Gujarat. The project, managed by the Sports, Youth and Cultural Activities Department, focuses on promoting regional culture, art, and talent through a well-coordinated exhibition. Bidders must demonstrate expertise in logistics, technical arrangements, security, and promotional activities to ensure a successful event. The tender emphasizes transparency, quality, and adherence to safety standards, with a deadline for submission on 15th June 2026. This is an excellent chance for professional firms specializing in cultural event management to contribute to a prestigious government initiative that fosters cultural exchange and regional development.
Scope Of Work
The selected agency will be responsible for:
- Planning and executing the entire 3-day Vikshit Bharat showcase event.
- Coordinating with the Gujarat Lalit Kala Academy for theme and content alignment.
- Managing logistics, including venue setup, decoration, and technical arrangements.
- Arranging for promotional materials and publicity.
- Ensuring smooth registration and visitor management.
- Providing on-ground support staff and security.
Key deliverables include:
- Event layout and design plan
- Schedule of activities
- Vendor and resource management
- Post-event report and feedback
The process involves:
- Submission of technical and financial bids.
- Evaluation and shortlisting.
- Final selection and contract signing.
- Execution of the event as per approved plan.
| Specification | Details |
|---|---|
| Event Duration | 3 days |
| Venue | Gujarat Lalit Kala Academy premises |
| Expected Participants | Artists, cultural groups, government officials |
| Technical Requirements | Sound, lighting, display setups |
| Promotion | Media, social media, print |
The agency must adhere to all safety and quality standards specified by the department.
Technical Specifications
The agency must provide technical arrangements including:
| Parameter | Specification |
|---|---|
| Sound System | High-quality PA system capable of covering the venue |
| Lighting | Adequate stage and ambient lighting |
| Display | Digital screens and banners |
| Security | Adequate manpower and surveillance equipment |
| Accessibility | Facilities for differently-abled visitors |
The process involves:
- Submission of technical proposal
- On-site inspection and approval
- Implementation as per approved technical plan
All technical equipment must comply with safety standards and be maintained throughout the event period.
Financial Requirements
The estimated budget for the event management is detailed below:
| Cost Component | Estimated Cost (INR) |
|---|---|
| Venue Setup | 2,00,000 |
| Technical Equipment | 1,50,000 |
| Promotion & Advertising | 50,000 |
| Security & Staffing | 1,00,000 |
| Miscellaneous | 50,000 |
Total Estimated Cost: INR 5,50,000
Payment terms include:
- 30% advance upon contract signing
- 40% after completion of setup
- 30% post-event evaluation and approval
Bidders must submit a detailed financial proposal along with the bid, adhering to the specified budget limits.
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Item Category
Miscellaneous Services
Authority & Contact
Officer Inviting Bids
Commissioner, Youth Services & Cultural Activities, Gandhinagar
Bid Opening Authority
Commissioner, Youth Services & Cultural Activities, Gandhinagar
Address
BLOCK NO. 11 3RD FLORR, DR. J . BHAVAN GANDHINAGAR
Contact Details
07923254154
Authority Records
SPORTS, YOUTH AND CULTURAL ACTIVITIES DEPARTMENT
BID & GeM Expert Consultancy
End-to-end support — bid preparation, GeM registration, document filing & compliance by industry experts.
Bid Preparation
GeM Registration
Document Filing
Free consultation · 24h response
Documents 2
Price bid for Viksit Bharat” - 2 - Copy.pdf
TENDER_DOCUMENT
5 Vikshit Bharat Exhibition Tender - nprocure final (1).pdf
TENDER_DOCUMENT
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Eligibility Criteria
✓ Must have valid registration and licenses for event management services.
✓ Proven experience in organizing government or large-scale cultural events.
✓ Demonstrated capability to handle logistics, security, and promotional activities.
✓ Financial stability, with annual turnover not less than INR 50 lakhs in the last three years.
| Qualification Criteria | Minimum Requirement |
|---|---|
| Registration | Valid registration under relevant authorities |
| Experience | At least 3 similar events organized in last 5 years |
| Financials | Annual turnover of INR 50 lakhs or more |
| Certifications | Necessary safety and event management certifications |
Bidders must submit all relevant documents as proof of eligibility during the primary stage of the tender process.
Bidding Process
Process Timeline
1. PRIMARY STAGE
15-06-2026 12:30
2. COMMERCIAL STAGE
15-06-2026 16:00
Required Forms
PRIMARY
Emd Fee Form
Library-Standard
Tender Fee Form
Library-Standard
COMMERCIAL
Price Bid Form
Library-Secured
Required Documents
Stage - PRIMARY STAGE
1
Attachment facility given here
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the main objective of this government tender?
The tender aims to select a qualified agency to organize a 3-day Vikshit Bharat showcase event hosted by the Gujarat State Lalit Kala Academy. The event promotes cultural development, regional talent, and public engagement, requiring professional event management, logistics, and promotional support.
Who can participate in this tender?
Eligible bidders include registered event management companies with proven experience in cultural or government events, financial stability, and necessary certifications. Bidders must submit all required documents during the primary stage and meet the eligibility criteria outlined in the tender.
What are the key dates and deadlines?
The bid submission deadline is 15-06-2026 at 12:00 PM. The technical evaluation occurs immediately after, followed by commercial evaluation. The tender award notification is expected shortly after evaluations. Bidders are advised to submit early to avoid last-minute issues.
What are the technical requirements for the event?
The agency must provide sound systems, lighting, digital displays, security arrangements, and accessibility facilities. All equipment must meet safety standards. The technical plan should be submitted for approval before implementation, ensuring seamless event execution.
How is the evaluation of bids conducted?
Bids are evaluated based on experience, technical proposal quality, cost, and compliance. The evaluation table assigns weightages to each factor, with minimum qualifying scores set for mandatory criteria. The highest-scoring bid will be selected for contract award.
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Documents 2
Price bid for Viksit Bharat” - 2 - Copy.pdf
TENDER_DOCUMENT
5 Vikshit Bharat Exhibition Tender - nprocure final (1).pdf
TENDER_DOCUMENT