Government Tender for Organizing Trade Fair/Mela/Exhibition in Surat - Open E-Tender
Progress
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹10,000
Contract Form
Works
Completion Period
As per tender Document Attached
Currency Type
Single
Categories
2
This government e-tender offers an exciting opportunity for experienced event organizers to bid for organizing a Trade Fair, Mela, or Exhibition in Surat, Gujarat. Managed by Vanita Vishram, the project aims to promote local businesses and community engagement through a large-scale event. The tender involves comprehensive planning, infrastructure setup, security, logistics, and environmental management, with a total estimated value of approximately INR 4.68 million. The process is fully digital, ensuring transparency and efficiency. Bidders must meet specific eligibility criteria, including proven experience, financial stability, and valid certifications. The tender includes detailed technical specifications, clear evaluation criteria, and strict deadlines. Interested companies should review the tender documents, participate in free vendor training, and submit their bids via the official portal before the deadline. This opportunity is ideal for event management firms, logistics providers, security agencies, and related professionals seeking government contracts in Gujarat.
Scope Of Work
• Organize and manage the entire Trade Fair/Mela/Exhibition in Surat as per the specifications outlined in the tender documents.
• Key deliverables include:
- Venue setup and decoration
- Stall arrangements and infrastructure
- Visitor management and security
- Promotional activities and branding
- Logistics and transportation
- Waste management and environmental compliance
• The process involves:
- Reviewing the tender documents and submitting the required forms.
- Participating in the pre-bid meeting (if scheduled).
- Submitting technical and financial bids via the online portal.
- Attending bid opening and evaluation.
- Finalizing the contract and executing the event.
• The selected vendor must ensure adherence to all safety, health, and environmental regulations.
• The project timeline, including setup, event duration, and dismantling, will be as per the detailed tender document attached.
| Specification | Details |
|---|---|
| Venue Capacity | To be as per event requirements |
| Power Supply | Adequate and reliable |
| Security Arrangements | 24/7 surveillance |
| Waste Disposal | Environmentally compliant |
• The vendor shall coordinate with the department for approvals and compliance.
• Post-event cleanup and reporting are mandatory.
Technical Specifications
The vendor must ensure technical compliance with the following parameters:
| Parameter | Requirement |
|---|---|
| Venue Infrastructure | Adequate space, lighting, and ventilation |
| Stall Construction | Durable, weather-resistant materials |
| Power Backup | Uninterrupted power supply with backup |
| Security Systems | CCTV surveillance, security personnel |
| Communication | Effective public address and information systems |
| Environmental Measures | Waste segregation, eco-friendly materials |
The process involves:
- Submission of technical bid with detailed plan.
- Demonstration of infrastructure readiness.
- Compliance with safety standards.
- Final approval from the department.
Technical documents must include detailed layouts, safety protocols, and environmental management plans.
Financial Requirements
The total project budget is estimated between INR 4,680,000. The cost breakdown includes:
| Item | Cost (INR) |
|---|---|
| Venue Setup | 1,500,000 |
| Infrastructure | 1,200,000 |
| Security & Safety | 800,000 |
| Promotions & Branding | 600,000 |
| Logistics | 580,000 |
| Miscellaneous | 300,000 |
Payment terms are as follows:
- 30% advance upon contract signing.
- 40% after completion of setup.
- 30% post-event, after final inspection and acceptance.
Bidders must submit a detailed financial proposal aligned with this breakdown, including all applicable taxes and charges.
Documents 2
Tender Terms 2025 (English).pdf
TENDER_DOCUMENT
Tender Terms 2025 (Gujarati).pdf
TENDER_DOCUMENT
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Eligibility Criteria
- ✓ Must have a valid Digital Signature Certificate (Class-III) for online bidding.
- ✓ Proven experience in organizing large-scale trade fairs, exhibitions, or similar events.
- ✓ Demonstrated financial stability with minimum turnover of INR 2 crore in the last 3 years.
- ✓ Must possess necessary licenses and permits as per local regulations.
- ✓ Submit the Earnest Money Deposit (EMD) of INR 46,80,000 along with the bid.
- ✓ Provide relevant past project references and client testimonials.
| Qualification Criteria | Details |
|---|---|
| Minimum Annual Turnover | INR 2 crore |
| Experience | At least 3 similar projects in the last 5 years |
| Financial Stability | Audited financial statements for the last 3 years |
| Certifications | Relevant licenses and permits |
| EMD Amount | INR 46,80,000 |
Note: Bidders must comply with all eligibility criteria to qualify for evaluation.
Bidding Process
Process Timeline
11-08-2025 11:30
Required Forms
Preliminary
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Eauction Details
User Defined Template-Standard
Commercial
Price Bid
User Defined Template-Secured
Required Documents
Documents required
Tender Terms 2025 (English).pdf
Tender Terms 2025 (Gujarati).pdf
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the deadline for bid submission?
The bid submission deadline is 08-08-2025 at 17:30. Bidders must upload all required documents and forms before this time to be considered.
What are the eligibility criteria for bidders?
Bidders must have a valid Digital Signature Certificate (Class-III), proven experience in organizing similar events, a minimum annual turnover of INR 2 crore in the last 3 years, and must submit an EMD of INR 46,80,000. Refer to the detailed eligibility section for complete requirements.
How can I participate in the online tender process?
Participants need to register on the nProcure portal, procure a valid Digital Signature Certificate, attend the vendor training sessions, and submit their technical and financial bids electronically before the deadline. Support is available from the GNFC support team.
What are the key evaluation factors?
Evaluation is based on technical competence (50%), past experience (20%), financial stability (15%), and cost competitiveness (15%). Bids must meet minimum thresholds to qualify for award.
Where can I download the tender documents?
Tender documents are available for free download on the official NProcure portal. Links are provided in the tender notice and include detailed terms, conditions, and technical specifications.
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Documents 2
Tender Terms 2025 (English).pdf
TENDER_DOCUMENT
Tender Terms 2025 (Gujarati).pdf
TENDER_DOCUMENT