Government Tender for Organizing Trade Fair/Mela/Exhibition in Surat - Open E-Tender
Progress
This government tender offers an exclusive opportunity for experienced event management companies to organize Trade Fairs, Melas, and Exhibitions in Surat, Gujarat. With an estimated budget of INR 1.56 crore, the project aims to promote local businesses and cultural activities through a well-organized public event. The tender process is open, requiring online submission of technical and financial bids before the deadline of 17th August 2026. Bidders must meet eligibility criteria, including relevant experience, licenses, and submission of necessary documents such as tender fee and EMD. The project involves comprehensive planning, infrastructure setup, security, logistics, and marketing to ensure a successful exhibition. This tender is ideal for companies specializing in large-scale event logistics, infrastructure development, and public event management, offering a significant opportunity to contribute to Gujarat’s cultural and economic development.
Scope Of Work
The scope of work includes:
- Planning and organizing the Trade Fair/Mela/Exhibition as per the specifications detailed in the tender documents.
- Arranging necessary infrastructure, stalls, and facilities for vendors and visitors.
- Ensuring safety, security, and crowd management during the event.
- Providing logistical support, including transportation, signage, and utilities.
- Coordinating with local authorities and vendors for smooth execution.
Key deliverables include:
- Complete event setup within the stipulated timeline.
- Proper arrangement of stalls, stages, and seating.
- Effective marketing and publicity to attract visitors.
- Post-event cleanup and reporting.
The process involves:
- Submission of bid documents including technical and financial proposals.
- Evaluation of bids based on predefined criteria.
- Awarding of contract to the successful bidder.
- Execution of the event as per approved plans.
The tender documents specify detailed technical and operational requirements, including safety standards and vendor coordination tables.
| Specification | Requirement |
|---|---|
| Event Area | Minimum 5000 sq. meters |
| Power Supply | 3-phase electrical connections |
| Security | 24/7 security personnel |
| Waste Management | On-site waste disposal arrangements |
Technical Specifications
The technical specifications include:
| Parameter | Specification |
|---|---|
| Event Space | Minimum 5000 sq. meters |
| Power | 3-phase electrical supply with backup |
| Security | 24/7 security personnel and CCTV surveillance |
| Infrastructure | Stalls, stages, seating arrangements |
| Utilities | Water supply, sanitation, waste disposal |
Sequential procedures:
- Submit technical proposal with detailed infrastructure plan.
- Provide safety and security arrangements.
- Demonstrate logistical and vendor coordination capabilities.
- Obtain approval from the designated authorities before event setup.
Technical compliance must adhere to the standards specified in the tender documents.
Financial Requirements
The estimated project cost is INR 1,560,0000.00. The financial proposal should include a detailed breakdown:
| Cost Component | Estimated Cost |
|---|---|
| Infrastructure Setup | INR 70 Lakhs |
| Logistics & Transportation | INR 30 Lakhs |
| Security & Safety | INR 20 Lakhs |
| Marketing & Promotion | INR 15 Lakhs |
| Miscellaneous | INR 21 Lakhs |
Payment terms:
- 30% advance upon contract signing.
- 40% after completion of setup.
- 30% post-event evaluation and reporting.
Bidders must ensure financial transparency and submit valid bank guarantees as per tender guidelines.
Tender Data
Bid Details
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹10,000
Contract Form
Works
Completion Period
As per tender Document Attached
Currency Type
Single
Bid Submission Start
03-08-2026 16:00:00
Document Download End
17-08-2026 17:30:00
Bid Validity
120 Days
Additional Tender Data
Commercial Details
Tender Category
Service
Tender Value
₹1,56,00,000
Bid To RA
No
Item Category
Miscellaneous Works
Authority & Contact
Officer Inviting Bids
Vanita Vishram, Surat
Bid Opening Authority
Vanita Vishram, Surat
Address
Vanita Vishram, Athva Gate, Surat-395001
Contact Details
2612300200
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Documents 2
Tender Terms 2026-27 (English).pdf
TENDER_DOCUMENT
Tender Terms 2026-27 (Gujarati).pdf
TENDER_DOCUMENT
Categories
2
Bidding Process
Process Timeline
20-08-2026 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
Stage - Preliminary Stage
Provide scan copy of Tender Fee
RequiredProvide scan copy of Emd
RequiredOther necessary document as per tender.
Required
Eligibility Criteria
✓ Must have prior experience in organizing large-scale public events or trade fairs.
✓ Should possess valid licenses and certifications as per local regulations.
✓ Must submit scanned copies of the tender fee and EMD along with the bid.
✓ Should provide necessary documents as specified in the preliminary stage, including proof of financial stability.
| Qualification Requirements | Details |
|---|---|
| Experience | Minimum 3 years in event management |
| Financial Capacity | Annual turnover of at least INR 50 lakhs |
| Certifications | Valid trade licenses and safety certificates |
| Document Submission | Tender fee receipt, EMD proof, and other required documents |
Important: Bidders must meet all eligibility criteria to qualify for the evaluation process.
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the main purpose of this government tender?
This tender invites qualified organizations to organize Trade Fairs, Melas, and Exhibitions in Surat, Gujarat, aimed at promoting local businesses, cultural exchange, and economic development. The project involves comprehensive event planning, infrastructure setup, and logistics management to ensure a successful public event.
What are the key eligibility criteria for bidders?
Bidders must have prior experience in organizing large-scale public events, hold valid licenses and safety certificates, and demonstrate financial stability with an annual turnover of at least INR 50 lakhs. They must submit scanned copies of the tender fee, EMD, and other required documents as specified in the tender guidelines.
How can I submit my bid, and what are the important deadlines?
Bids must be submitted electronically via the official portal before the deadline of 17th August 2026 at 5:30 PM. The process involves uploading technical and financial proposals, with preliminary evaluation scheduled for 20th August 2026. Ensure all documents are correctly uploaded and adhere to format specifications to avoid disqualification.
What technical specifications should my bid meet?
Your bid must demonstrate compliance with technical parameters such as a minimum event space of 5000 sq. meters, 3-phase electrical supply, 24/7 security, and proper infrastructure including stalls and utilities. Detailed technical requirements are outlined in the tender documents, and proposals should include infrastructure plans, safety measures, and logistical arrangements.
What is the evaluation process and criteria?
Bids will be evaluated based on technical proposal quality (50%), financial offer (30%), and past experience (20%). Minimum thresholds include a technical score of 70% and adherence to budget limits. The evaluation factors focus on infrastructure quality, experience, financial stability, and compliance with all tender conditions.