Open State Governments & UT NPROCURE

Government Tender for Providing and Erecting Temporary Stage Lighting & Sound System at Gujarat Republic Day 2026

Bid Publish Date

20-Dec-2025, 4:00 pm

Bid End Date

03-Jan-2026, 4:00 pm

Value

₹79,71,614

Location

MAHESANA , GUJARAT

Progress

Issue20-Dec-2025, 4:00 pm
AwardPending
Explore all 4 tabs to view complete tender details

Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹2,400

Contract Form

Works

Completion Period

As per tender Document Attached

Currency Type

Single

Categories 4

AD FILM ELECTRICAL LIGHTING SOUND SYSTEM

This government tender offers a unique opportunity for electrical and event management firms to participate in Gujarat's prestigious Republic Day 2026 celebrations. The project involves providing and erecting temporary stage lighting and sound systems for a large-scale cultural event, including rehearsals and main functions. Bidders must meet strict eligibility criteria, including experience in state-level programs, financial stability, and valid licenses. The estimated project value is approximately Rs. 79.72 lakh, with a submission deadline of January 3, 2026. This tender is ideal for reputed companies seeking government contracts in Gujarat, aiming to deliver high-quality audiovisual support for a prominent national celebration. The process emphasizes transparency, technical excellence, and timely completion, offering a significant opportunity to showcase expertise in large-scale event setups.

Scope Of Work

The scope of work includes:

  • Supplying, installing, and testing temporary stage lighting and sound systems for the Republic Day event.
  • Ensuring the setup covers the main stage, rehearsal areas, and audience zones.
  • Providing high-quality audiovisual equipment capable of supporting large crowds and outdoor conditions.
  • Coordinating with event organizers for setup and dismantling within specified timelines.

The process involves:

  1. Site inspection and planning.
  2. Delivery of equipment to the venue.
  3. Installation and calibration of lighting and sound systems.
  4. Conducting trial runs and adjustments.
  5. Dismantling post-event.

Key deliverables include:

  • Fully functional stage lighting and sound setup.
  • Backup systems for uninterrupted performance.
  • Safety compliance and adherence to technical standards.

Specifications include:

Equipment Type Technical Specifications
Lighting LED floodlights, spotlights, dimming controls
Sound Amplifiers, microphones, speakers, mixing consoles

All equipment must be compliant with safety and technical standards prescribed by government regulations.

Technical Specifications

The technical specifications require the use of high-grade LED lighting fixtures and professional audio equipment capable of outdoor performance. Equipment must support seamless operation and safety standards. Sequential procedures include site survey, equipment delivery, installation, testing, and commissioning. All equipment should be compliant with BIS standards and certified for outdoor use. The setup must include backup power solutions and safety measures for electrical installations. The installation process involves:

  • Site assessment
  • Equipment transportation
  • Precise positioning and calibration
  • System testing and quality assurance
  • Final approval from the project officer
    Sample technical parameters:
    plaintext
  • Lighting Power: Minimum 1000W LED fixtures
  • Sound Output: Minimum 500W speakers
  • Connectivity: Wireless and wired options
  • Power Backup: Uninterruptible Power Supply (UPS) with 2 hours backup

Financial Requirements

The estimated project cost is Rs. 79,71,613.37. The bid must include detailed cost breakdowns:

Item Cost (Rs.)
Equipment 50%
Installation 25%
Testing & Commissioning 15%
Miscellaneous 10%

Payment terms specify 30% advance upon contract signing, 50% after installation, and 20% post-acceptance. All payments are subject to submission of valid invoices and compliance certificates. The bid validity period is 120 days from the bid submission deadline.

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Eligibility Criteria

✓ Must have valid electrical contractor license and D-Class or above electrical registration.
✓ Proven experience in executing similar state-level event lighting and sound projects in Gujarat.
✓ Financial stability with a turnover of at least twice the estimated project cost in the last five financial years.
✓ Submission of a valid GST registration and PAN card.
✓ Submission of a Bank Solvency Certificate of 20% of the tender value for the year 2025.
✓ Experience certificates for at least one similar project in Gujarat, completed within the last five years, with supporting documents.
✓ A declaration on agency letterhead stating the firm is not blacklisted by any government department in the last five years.

Financial Qualification Criteria Details
Turnover Minimum 2 times the estimated cost
Bank Solvency 20% of tender amount
Experience Similar work in Gujarat, State level, last 5 years

Eligible bidders must meet all the above criteria to qualify for submission.

Bidding Process

Process Timeline

1. Preliminary Stage

03-01-2026 16:05

2. Commercial Stage

03-01-2026 16:10

Required Forms

Preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Commercial

Percentage Rate

Library-Secured

Required

Required Documents

Stage - Preliminary Stage

1

Upload Scan Copy of Tender fee of Rs. 2400/- in the form of Demand Draft Only (Cash Not Acceptable) in favour of Executive Engineer, Mehsana Electrical R&B Division, Mehsana. Payable at Mehsana from any nationalized / Scheduled Bank. (DD for Tender fee must be purchased from the account of Bidder)

Required
2

Upload Scan copy of Earnest Money Deposit Rs. 79800/- in the form of FDR (with a validity period of not less than 180 Days) from nationalized / scheduled bank in favour of Executive Engineer, Mehsana Electrical R&B Division, Mehsana, Payable at Mehsana / Exemption Certificate / Demand Draft is not valid for Qualifying Criteria.

Required
3

Kindly attach Scan copy of PAN Card.

Required
4

Kindly attach Scan copy of Current Year Bank Solvency of 20 Percentage Amount put tender of Nationalized/ Schedule Bank of the year 2025.

Required
5

Kindly attach Scan copy of GST Registration.

Required
6

Kindly Attach Scan Copy of D - Class & Above Category Registration [Electrical] (Renewal Receipt will not be Considered)

Required
7

Kindly Attach Scan Copy of Valid Electrical Contractor License. (Renewal Receipt will not be Considered)

Required
8

Kindly Attach Scan Copy of Turnover Certificate Provided by CA, in any of one year in last Five Financial year (from year 2020-21) not less than 2 times of the estimated cost.

Required
9

Kindly Attach Scan Copy of Experience of work Form 3A of one similar work of state level Programme 15th August, 26th January, 1st May functions in Gujarat State (work carried out under state government only) completed in last five financial year for an amount not less than 50Percentage of amount put to tender. (authority will ask for scanned copy of work order-bill which must be submitted for verification within 2hrs by mail.) Completion Certificate Form-3A amount will be considered after deduction of GST. If Completion Certificate Form-3A amount is without GST then necessary supporting documents will have to be submitted by the bidder. Otherwise the amount shown in Completion Certificate Form 3A Will be considered to be GST inclusive and the calculation will be done after deducting 18Percentage GST.Similar work means having an experience of Stage lighting and sound system only in State level Programme 15thAugust, 26th January, 1 st May function in Gujarat State. (work carried out under state government only) The experience certificates in form 3(A) issued by Event Management company or private organization, Board/Nigam, corporation function will not be considered.

Required
10

Agency has to submit declaration on Agency Letterhead that it is not blacklisted by any govt. dept. in Last 5 Financial years.

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the deadline for bid submission?

The bid submission deadline is 03-01-2026 at 16:00 hours. Bidders must upload all required documents before this time via the official e-procurement portal to be considered.

What documents are required to qualify for this tender?

Bidders must submit:

  • Tender fee demand draft of Rs. 2400
  • Earnest Money Deposit FDR of Rs. 79,800
  • Valid PAN Card
  • Bank Solvency Certificate
  • GST Registration
  • Electrical contractor registration
  • Experience certificates for similar projects in Gujarat
  • Declaration of non-blacklisting
    All documents must be scanned and uploaded as per the specified guidelines.
Who is eligible to bid for this project?

Eligible bidders should have:

  • Valid electrical contractor license (D-Class or above)
  • Experience in state-level lighting and sound projects in Gujarat
  • Financial stability with a turnover at least twice the project cost
  • All necessary statutory registrations and certificates
  • No history of blacklisting by government agencies in the last five years.
What is the scope of work involved?

The scope includes supplying, installing, and testing temporary stage lighting and sound systems for the Republic Day event, including rehearsals and main functions. Equipment must meet technical standards, support outdoor conditions, and include backup systems. The process involves site survey, equipment delivery, installation, testing, and dismantling, with all activities completed within the specified timeline.

How will the evaluation of bids be conducted?

Bids will be evaluated based on:

  • Experience (30%)
  • Technical competence (25%)
  • Financial stability (20%)
  • Price (15%)
  • Past performance and compliance (10%)
    Minimum qualifying marks are 60%. The highest scoring compliant bid will be selected for award, emphasizing technical quality and cost-effectiveness.

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