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GEM

Delhi University Department of Higher Education Stall Canopy and Event Equipment Tender New Delhi 2025

Bid Publish Date

24-Dec-2025, 7:44 pm

Bid End Date

14-Jan-2026, 8:00 pm

EMD

₹30,000

Value

₹6,00,000

Location

NEW DELHI , DELHI

Progress

Issue24-Dec-2025, 7:44 pm
AwardPending
Explore all 4 tabs to view complete tender details

Quantity

1235

Category

Stall Canopy with two tables and 2 chairs Size 7 point 5 feet x 15 feet

Bid Type

Two Packet Bid

Key Highlights

  • • Specific items include Bengali tent 105 ft x 120 ft and stage truss 45 ft x 60 ft with four-sided coverage
  • • AV system: 4000 W with mixer, 6 x 600 W speakers, wired and wireless mics, and 500 W portable systems for NSB
  • • EMD of ₹30,000; estimated contract value ₹6,00,000; total area coverage 1500-5400 sq ft
  • • Turnkey scope: supply, installation, testing, commissioning, operator training, and statutory clearances
  • • Option clause permits ±25% quantity variation at contracted rates during contract duration
  • • GST-compliant invoicing required on GeM portal with GST portal payment confirmation
  • • Delivery/installation across multiple tent configurations and backstage areas

Categories 29

DISCRETE COMPONENTS EXTENSION BOARD AD FILM ELECTRICAL MULTIFUNCTION PRINTERS TELECOM EQUIPMENT LIGHTING SPEAKER TENT AMPHITHEATRE CABLE CENTRE TABLE DUSTBIN SOFA SET ELECTRICAL PANEL PANEL CANOPY DOCUMENT SCANNING CHAIRS SOCKET BUS TERMINAL FURNITURE ITEMS SOUND SYSTEM TABLES EXTENSION CORD SOFA POLYMERASE CHAIN REACTION PCR STRING INSTRUMENTS AUDIOMETERS

Tender Overview

Organization: Delhi University, Department Of Higher Education. Procurement: Stall canopies, seating, stage furnishings, carpet, and audio-visual equipment for amphitheatre and backstage areas spanning approx. 1500-5400 sq ft, in New Delhi, Delhi. Estimated value: ₹6,00,000; EMD: ₹30,000. Scope includes supply, installation, testing, commissioning, and operator training, with statutory clearances as needed. Notable scope items cover multiple tent configurations (Bengali tent, criss cross tent), stage coverings, LED lighting, and a comprehensive sound system up to 4000 W plus multiple 600 W speakers, wired and wireless mics, and assorted cables. The contract demands delivery across a broad set of pavilion and backstage infrastructure and a QR-code scanning setup.

Key differentiators include large-scale venue coverage (105 ft x 120 ft amphitheatre tent, 45 ft x 60 ft stage truss, 150 ft x 5 ft red carpets) and a comprehensive equipment mix (sound, lighting, furniture, and decor) for a multi-day event. The procurement emphasizes turnkey delivery with on-site setup and training.

Technical Specifications & Requirements

  • Product/Service: Event equipment and venue infrastructure (tents, furniture, stage coverings, red carpets, LED lighting, sound system, microphones, cables, masking, and related power/extensions)
  • Area scope: Approximate total areas 1500-5400 sq ft across multiple zones (amphitheatre, green room, gate QR-scanning zones, stage)
  • Electrical & cabling: 3-phase lighting supply, heavy-duty extension boards with 4 sockets, long cords, TRS cables, and masking frames
  • Audio-visual: 4000 W sound system with mixer, 6x 600 W speakers (top and monitor), 1 cordless mic, multiple wired mics, keyboards amp, and NSB 500 W portable systems for two days
  • Furniture & decor: Leather sofas (3-seater white; 2-seater white), wooden tables with covers/frills, covered chairs, backdrops, flex with wooden frames, red carpets (various sizes)
  • Tent structures: Bengali tent (105 ft x 120 ft), tent with four-sided truss (45 ft x 60 ft), criss-cross tent (45 ft x 120 ft), stage tents and gate-facing tents with QR code stations
  • Materials & finishing: Covered tent fabrics, mirror-backed backdrops, wooden frames, and dustbins
  • Delivery & commissioning: Supply, installation, testing, commissioning, and operator training; statutory clearances if any
  • Warranty/AMC: Not specified in data; bidders should seek clarification during bid

Terms, Conditions & Eligibility

  • EMD: ₹30,000 (deposit as part of bid) and GST-compliant invoicing for procurement
  • Delivery terms: Scope includes delivery, installation, testing, commissioning, and operator training for event setup
  • Option clause: Purchaser may increase/decrease quantity up to 25% at contracted rates; extension of delivery with a minimum 30-day extra period
  • Payment terms: Not explicitly specified in data; bidders should verify at bid stage; invoice requires GST portal payment confirmation screenshot
  • Documentation: GST certificate, PAN, experience certificates, financial statements, OEM authorizations, and technical bid documents may be required; ensure GeM portal GST invoice compliance
  • Warranty/penalties: Not specified; verify required warranty terms and LD provisions during clarification
  • Technical capability: Ability to supply complex tent structures, multi-zone stage furniture, extensive AV gear, and on-site training
  • Compliance: Bids must adhere to all buyer-provided terms and scope definitions; ensure alignment with installation and testing requirements

Key Specifications

  • Event equipment: tents ( Bengali tent 105 ft x 120 ft, criss-cross tent 45 ft x 120 ft, stage cover with four-side truss 45 ft x 60 ft)

  • Audio: 4000 W main system, 6x 600 W speakers (4 top, 2 monitors), mixer, wireless mics, podium mic, guitar cable, TRS cables

  • Furniture: leather sofas (3-seater white), leather 2-seater, covered wooden tables (4 ft x 2 ft, 5 ft x 2.5 ft), covered chairs

  • Carpets and mats: red carpets for stage 5 ft x 15 ft and passage 150 ft x 5 ft; gate QR-code tents with tables and chairs

  • Lighting: LED lights 100 W with 3-phase power; fairy lights; general stage lighting

  • Electrical: heavy-duty extension boards, long cords, 4-socket boards; masking frames 20 ft x 10 ft and 20 ft x 18 ft

Terms & Conditions

  • EMD payable and GST-compliant invoicing required via GeM portal

  • Delivery window allows 25% quantity variation with minimum 30 days extra delivery time

  • Scope includes supply, installation, testing, commissioning, and operator training

Important Clauses

Payment Terms

Payment terms are linked to GST-compliant invoicing on GeM portal; exact milestone percentages not specified in data

Delivery Schedule

Delivery duration may be extended by option clause; minimum additional delivery time is calculated with a 30-day floor

Penalties/Liquidated Damages

No explicit LD amount provided; verify during clarification; ensure compliance with delivery timelines

Bidder Eligibility

  • Experience in supplying event infrastructure (tents, AV gear, furniture) for large venues

  • GST registration and ability to issue GST-compliant invoices

  • Ability to install and train operators for event-day setup

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Bill of Quantities (BOQ) 49 Items

Item # Title Description Quantity Unit Consignee Delivery (Days)
1 Stall Canopy with two tables and 2 chairs Size 7 point 5 feet x 15 feet As per BOQ BID Document Annexure-1 20 number ssaini@gem 15
2 Wooden Table with Cover and frill size 5 feet x 2 point 5 feet As per BOQ BID Document Annexure-1 90 number ssaini@gem 15
3 Chair neatly covered As per BOQ BID Document Annexure-1 120 number ssaini@gem 15
4 Chairs neatly covered As per BOQ BID Document Annexure-1 300 number ssaini@gem 15
5 Leather Sofa 3 Seater white colour Standard Size As per BOQ BID Document Annexure-1 20 number ssaini@gem 15
6 Glass Centre Table size 4 feet x 2 feet As per BOQ BID Document Annexure-1 3 number ssaini@gem 15
7 Covered tent for green room for Artist size 15 feet x 15 feet with mirror 3 Feet back side of the main stage As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
8 Bengali tent for entire amphitheatre size 105 feet x 120 feet As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
9 Stage covered with tent with Four side truss 45 feet x 60 feet As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
10 Red Carpet for stage 5 feet x 15 feet As per BOQ BID Document Annexure-1 25 number ssaini@gem 15
11 Red carpet for passage near library size 150 feet x 5 feet As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
12 Chairs neatly covered As per BOQ BID Document Annexure-1 200 number ssaini@gem 15
13 Leather Sofa 2 seater with white colour Standard Size As per BOQ BID Document Annexure-1 10 number ssaini@gem 15
14 Glass Centre Table size 4 feet x 2 feet As per BOQ BID Document Annexure-1 3 number ssaini@gem 15
15 Backdrop Flex with wooden frame 20 feet x 10 feet As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
16 Sound system 4000 Watt with amplifier with one mixer and 6 numbers of 600 watt speakers 4 on top and 2 with monitor JBL and above brand Speakers with DJ Person As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
17 Standing Mic with cord standard size As per BOQ BID Document Annexure-1 5 number ssaini@gem 15
18 Cordless Mic As per BOQ BID Document Annexure-1 6 number ssaini@gem 15
19 Aux Cable As per BOQ BID Document Annexure-1 4 number ssaini@gem 15
20 Podium mic As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
21 Guitar Cable As per BOQ BID Document Annexure-1 4 number ssaini@gem 15
22 Red Carpet size 25 feet x 60 feet Approximate Total area 1500 Sq Feet As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
23 Chairs neatly covered As per BOQ BID Document Annexure-1 50 number ssaini@gem 15
24 Wooden Centre Table with cover size 4 feet x 2 feet As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
25 Criss Cross Tent with Covered roof Approximate 45 feet x 120 feet Total Area 5400 Sq Feet As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
26 One Speaker with One amplifier 1500 watt As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
27 Cordless Mic As per BOQ BID Document Annexure-1 3 number ssaini@gem 15
28 Chair neatly covered As per BOQ BID Document Annexure-1 28 number ssaini@gem 15
29 Wooden Table with Cover and frill size 5 feet x 2 point 5 feet As per BOQ BID Document Annexure-1 10 number ssaini@gem 15
30 Cordless Mic As per BOQ BID Document Annexure-1 4 number ssaini@gem 15
31 Standing Mic with chord As per BOQ BID Document Annexure-1 8 number ssaini@gem 15
32 Keyboard amp As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
33 Electricity Extension Board with 4 socket and 4 switches heavy duty with long chord As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
34 TRS Cable As per BOQ BID Document Annexure-1 3 number ssaini@gem 15
35 Aux Cable As per BOQ BID Document Annexure-1 4 number ssaini@gem 15
36 Cordless Mic As per BOQ BID Document Annexure-1 4 number ssaini@gem 15
37 Black Masking with wooden frame on both the side of stage size 20 feet x 10 feet As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
38 Black Masking with wooden frame on behind side of stage size 20 feet x 18 feet As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
39 Electricity Extension Board with heavy duty cable from Electrical panel to staff and other places with 4 socket and 4 switches heavy duty with long chord As per BOQ BID Document Annexure-1 35 number ssaini@gem 15
40 Dustbin with cover Approximate 60 litre As per BOQ BID Document Annexure-1 50 number ssaini@gem 15
41 Wooden Table with Cover and frill size 5 feet x 2 point 5 feet As per BOQ BID Document Annexure-1 20 number ssaini@gem 15
42 Flex with wooden frame 8 feet x 8 feet As per BOQ BID Document Annexure-1 2 number ssaini@gem 15
43 Lighting near the stalls pathways and amphitheatre LED Lights 100 watt with 3 phase supply As per BOQ BID Document Annexure-1 70 number ssaini@gem 15
44 Fairy Light size 30 Feet each As per BOQ BID Document Annexure-1 100 number ssaini@gem 15
45 One Tent size 15 feet x 15 Feet with 01 table and 05 Chairs with Cover at Gate Nnumber 1 for QR Code Scanning As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
46 One Tent size 15 feet x 15 Feet with 01 table and 05 Chairs with Cover at Gate Number 2 for QR Code Scanning As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
47 Portable Sound System 500 watt with 3 Corded Standing Mic 2 cordless Mic 3 TRS Cable in NSB 3 for both days As per BOQ BID Document Annexure-1 1 number ssaini@gem 15
48 Portable Sound System 500 watt with 3 Corded Standing Mic 2 cordless Mic for NSB 8 for both days As per BOQ BID Document Annexure-1 8 number ssaini@gem 15
49 Small Portable Sound System 500 Watt for Gate Number 1 and 2 with complete system for both the days As per BOQ BID Document Annexure-1 2 number ssaini@gem 15

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Experience certificates for similar event infrastructure supply

4

Financial statements (last 2-3 years)

5

EMD payment proof (₹30,000) and GST invoice copies

6

Technical bid documents and OEM authorization letters (if applicable)

7

Any relevant product certifications for tents, AV gear, and furniture

Frequently Asked Questions

Key insights about DELHI tender market

How to bid for Delhi University event equipment tender in New Delhi 2025

Bidders must meet eligibility criteria including GST registration and experience in supplying large-scale event gear. Prepare EMD of ₹30,000, GST-compliant invoice proof, and technical bid with OEM authorizations. The scope includes tents, AV gear, furniture, carpets, and stage fittings; delivery, installation, testing, commissioning, and operator training are required.

What documents are required for the New Delhi stall canopy procurement

Submit GST certificate, PAN, financial statements, experience certificates for similar events, EMD proof of ₹30,000, technical bid documents, and OEM authorizations if applicable. Ensure GeM portal GST invoice upload and GST payment confirmation screenshots for compliance and payment processing.

What are the technical specifications for the tent and AV system in Delhi University tender

Tent configurations include Bengali tent 105 ft x 120 ft and criss-cross tent 45 ft x 120 ft with stage covering 45 ft x 60 ft; AV system up to 4000 W with a 6x600 W speaker setup, mixer, cordless and wired mics, and NSB 500 W portable systems for two days. onsite installation is required.

When is the delivery window and quantity variation for this bid in Delhi

The purchaser may increase or decrease quantity up to 25% at contracted rates. Delivery time extension follows a minimum 30-day floor; additional time is calculated as (increased quantity/original quantity) × original days, ensuring continuity across the event setup and training schedule.

What are the EMD and payment terms for the Delhi event equipment tender

EMD is ₹30,000; payments rely on GST-compliant invoicing via GeM and GST payment confirmation uploads. Exact milestone payments are not detailed in the data; bidders should confirm during bid clarification and ensure invoices reflect correct GST details and procurement scope.

What is included in the scope of supply for supply installation testing in New Delhi

Scope includes supply, installation, testing, commissioning of goods, and operator training. It also covers any required statutory clearances and on-site demonstrations for the tents, furniture, carpets, lighting, and AV systems scheduled for the amphitheatre and backstage areas.

Which furniture and stage items are specified for the New Delhi tender

Furniture items include leather sofas (3-seater and 2-seater, white), covered wooden tables, and covered chairs. Stage elements include backdrops, flex with wooden frames (20 ft x 10 ft and 20 ft x 18 ft), red carpets (stage 5 ft x 15 ft; passages 150 ft x 5 ft), and 3-phase LED lighting for stalls and amphitheatre.

What are the critical eligibility criteria for Delhi University event bid 2025

Applicants must have prior experience in supplying comprehensive event infrastructure, GST registration, and financial stability documentation. Also required are relevant certifications or OEM authorizations for equipment, ability to install and train operators, and alignment with scope including tents, AV gear, and backstage furnishings.