Tender for Organizing Swadeshi Mela by Umargam Municipality - Stalls, Lighting, Stages
Progress
This government tender invites experienced event organizers to manage the organization of the Swadeshi Mela in Umargam, Gujarat. The project involves comprehensive setup including stalls, carpeting, electrical arrangements, stage construction, lighting, banners, and entrance gates to create a vibrant cultural and commercial fair. Managed by Umargam Nagarpalika, the tender emphasizes transparency, statutory compliance, and quality standards. Bidders must meet specific eligibility criteria, including experience, financial stability, and statutory registrations. The estimated project cost is around ₹10,00,000, with a bid validity of 120 days. The process involves multiple evaluation stages, ensuring selection of the most competent service provider for a successful event. This opportunity is ideal for event management firms, construction companies, and logistics providers with proven experience in large-scale public events. Submit your bid online via NProcure before the deadline to participate in this prestigious government project promoting local culture and community engagement.
Scope Of Work
The selected contractor shall be responsible for the complete organization of the Swadeshi Mela event, including:
- Provision of stalls for vendors and participants
- Carpeting and flooring arrangements
- Electrical setup for lighting and power supply
- Construction of a stage suitable for cultural performances
- Installation of lighting and sound systems
- Erection of a welcome gate at the entrance
- Banner and signage installation
- Overall event management and logistics
The process involves the following steps:
- Submission of technical and financial bids within the stipulated deadline.
- Evaluation of bids based on predefined criteria.
- Awarding of contract to the successful bidder.
- Execution of the event setup as per approved plans.
- Final inspection and approval by the designated government authority.
All work must comply with safety standards and local regulations. The contractor must coordinate with the Umargam Nagarpalika officials for site access and approvals. The project completion period is approximately 1 week from the date of award.
| Item | Specification |
|---|---|
| Stalls | Modular, weather-resistant stalls suitable for vendors |
| Carpeting | Non-slip, durable carpeting covering designated areas |
| Electrical | Adequate power supply with safety measures |
| Stage | 10x15 meters with roofing and sound system |
| Lighting | LED lighting for stage and common areas |
| Banners | Weatherproof banners with event branding |
| Welcome Gate | Decorative entrance arch with branding |
The contractor shall ensure timely delivery, quality workmanship, and adherence to the project timeline.
Technical Specifications
The technical setup must include:
| Parameter | Specification |
|---|---|
| Stalls | Modular, weatherproof, with secure anchoring |
| Carpeting | Non-slip, UV resistant |
| Electrical | 220V, 50Hz, with safety switches |
| Stage | Steel framework with weatherproof roofing |
| Lighting | LED floodlights, stage lights, backup power |
| Banners | UV resistant, weatherproof fabric |
Procedures:
- Design approval by the Nagarpalika.
- Procurement of materials as per specifications.
- Construction and installation at the site.
- Testing and commissioning of electrical and lighting systems.
- Final handover after inspection.
All technical work should adhere to local safety and electrical standards to ensure durability and safety during the event.
Financial Requirements
The estimated project cost is approximately ₹10,00,000. The bid should include a detailed cost breakdown:
| Item | Cost (INR) |
|---|---|
| Stalls | 2,50,000 |
| Carpeting | 1,00,000 |
| Electrical & Lighting | 3,00,000 |
| Stage | 2,00,000 |
| Banners & Signage | 50,000 |
| Miscellaneous | 1,00,000 |
Payment terms:
- 30% advance upon contract signing.
- 40% after completion of setup.
- 30% post final inspection and approval.
All payments will be made through bank transfer against submitted invoices and supporting documents. The bid must specify detailed costs and any applicable taxes.
Tender Data
Bid Details
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹900
Contract Form
Works
Completion Period
1 Weeks
Currency Type
Single
Bid Submission Start
17-10-2026 12:30:00
Document Download End
26-10-2026 18:00:00
Bid Validity
120 Days
Additional Tender Data
Commercial Details
Tender Category
Service
Tender Value
₹10,00,000
Bid To RA
No
Item Category
Other Services
Authority & Contact
Officer Inviting Bids
The Chief Officer, Umargam Nagarpalika, Umargam
Bid Opening Authority
The Chief Officer, Umargam Nagarpalika, Umargam
Address
Umbergaon Nagarpalika
Contact Details
026602564132
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Documents 2
Tender conditions and eligibility criteria.pdf
TENDER_DOCUMENT
Schedule- B.pdf
TENDER_DOCUMENT
Categories
5
Bidding Process
Process Timeline
29-10-2026 12:00
29-10-2026 12:05
Required Forms
Preliminary
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Commercial
Percentage Rate
Library-Secured
Required Documents
Stage - Preliminary Stage
Kindly Attach scan copy of necessary Document. As Per Bid Evaluation Criteria.
RequiredKindly Attach scan copy of Last Three Year Income Tax Return and PAN Card. As Per Bid Evaluation Criteria.
RequiredKindly Attach scan copy of Registration Certificate.As Per Bid Evaluation Criteria.
RequiredKindly Attach scan copy of Bank Solvency Current Year Minimum 20 percent of Total Amount of Tender.As Per Bid Evaluation Criteria.
RequiredKindly Attach scan copy of Tender EMD Document.
RequiredKindly Attach scan copy of Tender Fee Document.
RequiredKindly Attach scan copy of For-3A Document for Experiance.As Per Bid Evaluation Criteria.
RequiredKindly Attach scan copy of GST Registration Document.
RequiredKindly Attach scan copy of EPF Registration Document.
RequiredAverage Annual Financial turnover during the last three 3 years, ending 31st march of the previous financial year, should be at least 30 percent of the Estimated Cost. (The audited balance sheet or C.A. Certificate for turnover should be submitted online in support of the same.) As Per Bid Evaluation Criteria.
RequiredKindly Attach scan copy of QUALIFICATION DATA SHEET Form-0 to Form 22
RequiredForm - Tender Fee Form
Provide any proof of Bid Processing Fee
Form - Emd Fee Form
Provide any proof of EMD Document
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Eligibility Criteria
✓ Must have valid registration and licenses for event management and construction activities.
✓ Must submit recent income tax returns, PAN, GST, and EPF registration certificates.
✓ Must demonstrate experience in organizing similar events with at least 2 references.
✓ Financial stability evidenced by bank solvency certificate covering at least 20% of the tender amount.
✓ Average annual turnover for the last three years should be at least 30% of the estimated project cost (₹3,00,000).
| Qualification Parameter | Minimum Requirement |
|---|---|
| Registration & Licenses | Valid and current |
| Income Tax Return | Last 3 years |
| Bank Solvency | ≥ 20% of ₹10,00,000 |
| Experience | 2 similar events |
| Financial Turnover | ≥ ₹3,00,000 annually |
| Documents | As specified in tender documents |
All documents must be submitted in scanned format as per tender guidelines. Non-compliance will lead to disqualification.
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the primary objective of this tender?
This tender aims to select a qualified event management contractor to organize the Swadeshi Mela in Umargam, Gujarat. The scope includes stalls, carpeting, electrical setup, stage construction, lighting, banners, and related infrastructure to ensure a vibrant and successful event. The project promotes local culture and commerce while adhering to government procurement standards.
What are the key eligibility criteria for bidders?
Bidders must possess valid registration and licenses, submit recent income tax returns, GST, EPF certificates, and demonstrate experience in organizing similar events. Financial stability is required, with a bank solvency certificate covering at least 20% of the project cost. The minimum annual turnover should be ₹3,00,000 for the last three years, supported by audited statements or CA certificates.
How can I participate in the bidding process?
Interested bidders must register on the NProcure portal, upload all required documents, and submit their technical and financial proposals before the deadline of 26-10-2026 18:00. The process includes technical evaluation, possible clarifications, and final award based on quality and cost. Ensure all documents are complete and conform to tender specifications.
What is the estimated project value and payment terms?
The estimated project cost is approximately ₹10,00,000. Payments will be made in three installments: 30% advance, 40% after setup completion, and 30% post final inspection. Payments are subject to submission of invoices and supporting documents, processed via bank transfer. The bid should include a detailed cost breakdown.
What are the important dates and deadlines?
Bid submission starts on 17-10-2026 and ends on 26-10-2026 at 18:00. Evaluation occurs on 29-10-2026, with the contract expected to be awarded shortly after. The project is scheduled to commence from 01-11-2026. All deadlines are strict; late submissions will be rejected.