The Surat Municipal Corporation is offering a long-term tender for the operation and maintenance of the Sound & Lights System at the Performing Art Centre in Surat. This 3-year contract provides an excellent opportunity for experienced audiovisual service providers to collaborate with the government, ensuring high-quality event experiences. Bidders must meet specific eligibility criteria, including experience, financial stability, and technical capability, and submit all required documents via the official e-procurement platform. The project involves daily system operation, troubleshooting, preventive maintenance, and staff support, with a focus on safety and quality standards. The tender offers a substantial scope of work, technical specifications, and clear evaluation criteria, making it a competitive and rewarding opportunity for qualified companies in the audiovisual industry seeking government contracts. Download the detailed tender document and participate in this transparent bidding process to secure a significant government project in Gujarat.
Surat Municipal Corporation Tender for 3-Year Sound & Lights System Operation Contract
Progress
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹1,062
Contract Form
Works
Completion Period
36 Months
Currency Type
Single
Scope Of Work
The selected contractor will be responsible for the operation, maintenance, and management of the Sound & Lights System at the Performing Art Centre for a period of 36 months. Key deliverables include:
- Daily operation and supervision of sound and lighting equipment during scheduled events.
- Regular inspection and preventive maintenance to ensure system reliability.
- Troubleshooting and immediate rectification of technical issues.
- Coordination with event organizers for technical requirements.
- Provision of technical support staff during events.
The process involves:
- Initial setup and testing of existing systems.
- Routine operational checks as per schedule.
- Event day management, including live operation.
- Post-event system inspection and reporting.
The contractor must ensure compliance with all safety standards and technical specifications as outlined in the tender documents. The scope also includes training municipal staff on basic system operations and emergency procedures.
| Specification | Details |
|---|---|
| System Type | Sound & Lights at Performing Art Centre |
| Duration | 36 Months |
| Location | Surat, Gujarat |
| Contract Value | Approx. ₹10,00,000 |
| EMD | ₹10,000 |
All work must adhere to the guidelines specified in the tender document, available for download from the official portal.
Technical Specifications
The existing Sound & Lights System includes high-quality audio equipment, stage lighting, and control consoles. Technical parameters include:
| Parameter | Specification |
|---|---|
| Sound System | 5.1 Surround Sound, Power Output: 10,000W |
| Lighting | LED stage lights, Spotlights, DMX control |
| Control Console | Digital mixing console with remote access |
| Power Supply | 230V AC, 50Hz, UPS backup |
| Maintenance | Scheduled inspections every quarter |
The operation involves:
- Routine testing of all equipment.
- Immediate troubleshooting for any technical faults.
- Adherence to safety standards as per technical guidelines.
- Documentation of maintenance activities and incident reports.
The contractor must ensure all systems are functioning optimally during scheduled events and perform timely repairs and upgrades as needed.
Financial Requirements
The estimated contract value is approximately ₹10,00,000 for three years, with a bid security deposit (EMD) of ₹10,000. The financial bid should include detailed cost breakdowns covering:
| Cost Component | Estimated Cost |
|---|---|
| Equipment Operation | ₹6,00,000 |
| Maintenance & Repairs | ₹2,50,000 |
| Staff Salaries | ₹1,00,000 |
| Miscellaneous | ₹50,000 |
Payment terms are as follows:
- Initial payment upon contract signing.
- Quarterly payments based on performance and submission of maintenance reports.
- Final settlement after project completion and approval.
Bidders must provide a clear financial proposal aligned with the scope of work and adhere to the budget constraints specified in the tender document.
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Eligibility Criteria
- ✓ Must have valid digital signature certificate and registration on the e-procurement platform.
- ✓ Must submit scanned copies of tender fee and EMD along with all required documents.
- ✓ Experience in operating sound and lighting systems at similar venues or events.
- ✓ Financial stability with minimum turnover of ₹5,00,000 in the last 3 years.
- ✓ Legal compliance with all applicable laws and regulations.
| Qualification Requirement | Minimum Criteria |
|---|---|
| Tender Fee | ₹1,062 (non-refundable) |
| EMD | ₹10,000 |
| Experience | At least 2 years in AV system operation |
| Turnover | Minimum ₹5,00,000 in last 3 years |
| Certifications | Valid digital signature and relevant technical certifications |
Bidders must submit all documents as specified in the tender notice to qualify for evaluation.
Bidding Process
Process Timeline
Required Forms
Preliminary
SMC etender 100 per EMD and Tender fee
User Defined Template-Standard
Commercial
Price Bid Form
Library-Secured
Required Documents
Stage - Preliminary Stage
Scan Copy of Tender Fee
RequiredScan Copy of EMD
RequiredScan Copy of all required documents as per tender condition.
RequiredFrequently Asked Questions
What is the main scope of this tender?
This tender involves the operation and maintenance of the existing Sound & Lights System at the Performing Art Centre in Surat for 3 years. Responsibilities include daily operation, troubleshooting, preventive maintenance, and staff support during events, ensuring seamless audiovisual experiences.
What are the eligibility criteria for bidders?
Eligible bidders must possess a valid digital signature certificate, submit scanned copies of tender fee and EMD, and demonstrate experience in operating AV systems at similar venues. Financial stability with a minimum turnover of ₹5,00,000 over the last three years is required, along with legal compliance and relevant certifications.
How can I participate in the bidding process?
Participants must register on the official e-procurement portal, download the tender documents, and submit their technical and financial bids online before the deadline. The process includes training sessions, bid opening, and evaluation based on predefined criteria, with notifications shared via the portal.
What is the estimated value of this contract?
The estimated contract value is approximately ₹10,00,000 over 36 months. The financial bid should include detailed costs for operation, maintenance, and staffing, aligned with the budget outlined in the tender documents.
What are the key deadlines I should be aware of?
Important dates include the bid submission start on 28-10-2025, closing on 12-11-2025 at 6:00 PM, and the bid opening date to be announced. Bidders are advised to submit all documents early to avoid last-minute issues and ensure compliance with all deadlines.
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Documents 1
sound 2nd attempt filie.pdf
TENDER_DOCUMENT
sound 2nd attempt filie.pdf
TENDER_DOCUMENT
