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Open State Governments & UT NPROCURE

Government Tender for Organizing Trade Fairs, Mela, and Exhibitions in Surat

Bid Publish Date

05-Feb-2026, 4:30 pm

Bid End Date

19-Feb-2026, 5:30 pm

Location

SURAT , GUJARAT

Progress

Issue05-Feb-2026, 4:30 pm
AwardPending
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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 3

MISCELLANEOUS SERVICES TRADE FAIR

This government tender offers a unique opportunity for experienced event management companies to organize Trade Fairs, Melas, and Exhibitions in Surat, Gujarat. Issued by Vanita Vishram, the tender aims to promote local commerce and cultural activities through professionally managed public events. The project involves comprehensive planning, logistics, security, and execution, with a focus on safety and visitor experience. Bidders are required to submit detailed proposals via the official e-procurement portal by February 19, 2026. The tender includes a registration process, mandatory documents, and a detailed scope of work. With an estimated project value ranging from INR 20 lakhs to INR 50 lakhs, this is an excellent opportunity for event firms, logistics providers, and cultural organizations seeking government contracts. The process emphasizes transparency, compliance, and quality, ensuring successful event execution that benefits the local community and promotes Gujarat’s vibrant culture.

Scope Of Work

The scope of work for this tender includes:

  • Planning and organizing Trade Fairs, Melas, and Exhibitions in Surat.
  • Coordinating with vendors, exhibitors, and government authorities.
  • Managing logistics, including stall setup, signage, and visitor flow.
  • Ensuring safety, security, and crowd control measures.
  • Providing on-site management and support during the event.
  • Post-event cleanup and reporting.

Key deliverables:

  • Complete event layout and stall arrangements.
  • Security and safety arrangements.
  • Visitor management plan.
  • Vendor and exhibitor coordination.
  • Final event report.

Process steps:

  1. Submission of technical and financial proposals.
  2. Evaluation and shortlisting.
  3. Contract signing.
  4. Planning and preparation.
  5. Execution of the event.
  6. Post-event review and reporting.
Specification Details
Event Duration As per tender document attached
Venue Surat, Gujarat
Estimated Attendance To be coordinated with organizers
Safety Standards Compliant with government regulations

Technical Specifications

Parameter Specification
Venue Surat, Gujarat
Event Type Trade Fair, Mela, Exhibition
Stall Size As per event layout plan
Security Measures CCTV, security personnel, crowd control barriers
Equipment Tents, lighting, signage, audio-visual systems
Safety Compliance Adherence to government safety standards

The bidder must submit detailed technical proposals including layout plans, safety protocols, and equipment specifications. Sequential procedures include site inspection, design approval, procurement, and setup. Technical compliance will be evaluated as part of the bid assessment.

Financial Requirements

The estimated project budget ranges between INR 20 lakhs to INR 50 lakhs, depending on the scale of the event. The financial proposal must include a detailed cost breakdown:

Cost Component Estimated Cost
Venue Setup INR 8 lakhs
Security & Safety INR 4 lakhs
Logistics & Transportation INR 3 lakhs
Equipment & Supplies INR 5 lakhs
Miscellaneous INR 2 lakhs

Payment terms:

  • 30% advance upon contract signing.
  • 40% after completion of setup.
  • 30% post-event completion and approval.
    All payments are subject to submission of necessary invoices and reports. Bidders must ensure financial bids are sealed and submitted as per tender guidelines.

Documents 2

Tender Terms 2025-26 (English).pdf

TENDER_DOCUMENT

Tender Terms 2025-26 (Gujarati).pdf

TENDER_DOCUMENT

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Eligibility Criteria

✓ Must have valid registration and licensing for event management.
✓ Proven experience in organizing large-scale trade fairs or exhibitions.
✓ Demonstrated capacity to handle logistics, security, and crowd management.
✓ Financial stability with minimum turnover requirements.
✓ No pending legal or contractual disputes.

Qualification Criteria
Registration Valid business registration certificate
Experience Minimum 3 years in event/exhibition management
Financial Average annual turnover of at least INR 50 lakhs over the past 3 years
Certifications ISO or equivalent certifications preferred
Past Projects Successful execution of at least 2 similar projects in the last 5 years

Bidding Process

Process Timeline

1. Preliminary Stage

23-02-2026 11:30

2. Commercial Stage

Required Forms

Preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Eauction Details

User Defined Template-Standard

Required

Commercial

Price Bid

User Defined Template-Secured

Required

Required Documents

Documents required

1

Tender Terms 2025-26 (English).pdf

2

Tender Terms 2025-26 (Gujarati).pdf

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, to promote local businesses and cultural events. It offers an opportunity for event management firms to secure government contracts by providing comprehensive event planning, logistics, and execution services.

Who can participate in this tender?

Eligible bidders include event management companies, logistics firms, cultural organizations, and vendors with proven experience in organizing large-scale exhibitions and fairs. Bidders must meet specific eligibility criteria, including valid registration, experience, and financial stability as outlined in the tender documents.

What are the key dates and deadlines for this tender?

The bid submission starts on February 5, 2026, and closes on February 19, 2026. The preliminary evaluation is scheduled for February 23, 2026, with final selection announced by February 25, 2026. All deadlines are strict, and bidders should submit their proposals early to avoid last-minute issues.

How can I obtain the tender documents and submit my bid?

Tender documents are available for free download from the official e-procurement portal. Bidders must register on the portal, procure a valid Digital Certificate, and submit their technical and financial proposals electronically before the deadline. Support and training are available at designated sessions to assist bidders in the process.

What are the evaluation criteria for selecting the successful bidder?

Proposals will be evaluated based on technical competence (50%), financial proposal (30%), past project performance (10%), and compliance with tender terms (10%). A minimum technical score of 70 points is required. The evaluation emphasizes experience, technical approach, safety standards, and financial stability.